Hearts of Compassion Ministries Inc. is governed by a volunteer board of directors that holds fiduciary responsibility for the organization's mission, finances, and legal compliance. The board sets policy, approves the annual budget, reviews financial statements, and hires and evaluates the Head of School. Day-to-day operations are delegated to the Head of School and school administration.
Directors, officers, and key employees must disclose any actual or potential conflict of interest — financial, familial, or personal — at the earliest opportunity. A conflicted person may provide information but must recuse from discussion and abstain from voting on the matter. Conflicts are recorded in the minutes. Annual written disclosures are required from every director and officer.
We will not retaliate against any person who reports, in good faith, a suspected violation of law, of our policies, or of our financial controls. Reports may be made anonymously to the board chair or through the school office, and will be reviewed by a director with no personal involvement in the matter.
Retaliation — including termination, demotion, harassment, or exclusion — is itself a violation of this policy and grounds for discipline.
| Record | Retention period |
|---|---|
| Articles of incorporation, bylaws, IRS determination letter | Permanent |
| Board minutes and resolutions | Permanent |
| Audited or reviewed financial statements | Permanent |
| Form 990 returns and supporting schedules | 7 years |
| Donation receipts and gift records | 7 years |
| Employment and payroll tax records | 7 years |
| Background check records | Duration of service + 3 years |
| Student safeguarding records | 7 years, or until age 21, whichever is longer |
| General correspondence | 3 years |
Records under legal hold, audit, or investigation are not destroyed until the matter is resolved.
We do not discriminate on the basis of race, color, national or ethnic origin, sex, age, disability, or any other characteristic protected by applicable law, in the administration of our educational programs, admissions, scholarship decisions, or employment. As a religious organization we do reserve the right to make employment and enrollment decisions consistent with our faith-based mission, as permitted by law.
We are committed to truthful, respectful fundraising. We do not use high-pressure tactics, do not misrepresent how gifts are used, do not sell donor information, and do not solicit funds under false pretenses. If we ever hire a professional solicitor, we will disclose that relationship and any fees paid.
Governance documents, board policies, and our most recent Form 990 are available on request. Contact info@freedomcenteracademy.org or +1 (843) 251-6455.