In-Kind Donations and Quality Assurance Policy

Supansha® Development Foundation

Effective Date: 01 September 2023 | Updated on: 01 September 2025

1. Purpose

This policy establishes clear guidelines for the acceptance, handling, quality assurance, and equitable distribution of in-kind donations at Supansha® Development Foundation (SDF). It ensures that all contributions — including food, clothing, hygiene products, office and field equipment, educational materials, medical supplies, and other essential items — are managed transparently, safely, and ethically to maximize community impact.

2. Scope

This policy applies to:

  • All in-kind donations received from individuals, corporates, institutions, NGOs, and other entities.
  • All SDF staff, volunteers, interns, consultants, and project managers involved in receiving, storing, or distributing in-kind donations.
  • All programs, events, field activities, and community initiatives where in-kind donations are utilized.

3. Accepted Categories of In-Kind Donations

Donations may include, but are not limited to:

  • Seal-packed, unexpired food & beverages (juices, snacks, meals, etc.).
  • New or properly washed and usable clothing, blankets, and footwear.
  • Hygiene and sanitation products (soaps, sanitary pads, toothpaste, etc.).
  • Functioning office equipment, IT devices, and field activity materials.
  • School supplies, stationery, books, and educational kits.
  • Medical supplies and equipment (kits, medicines, first-aid, devices).
  • Disaster relief items (tents, utensils, emergency kits, bedding).
  • Other essential items required for community programs.

4. Do’s and Don’ts

Do Accept:

  • Seal-packed, unexpired food & beverage items.
  • Properly washed/clean clothes, blankets, and footwear.
  • Functioning office equipment, IT devices, and field materials.
  • Educational supplies such as books, stationery, and learning kits.
  • Hygiene kits and sanitation products.
  • Disaster relief items (tents, utensils, medical supplies, etc.).

Do Not Accept:

  • Expired, stale, open-packed, or low-quality food items.
  • Dirty, torn, unusable, or dignity-compromising clothing.
  • Unsafe, non-functional electrical or electronic items.
  • Personal use items such as used undergarments or broken toys.
  • Alcohol, tobacco, or other restricted/prohibited substances.

5. Quality Assurance

  • All in-kind items are inspected upon receipt for quality, safety, and usability.
  • Food and beverages must be checked for expiry dates, sealed packaging, and hygiene standards.
  • Clothing and blankets must be clean, in good condition, and culturally appropriate.
  • Medical supplies and equipment must be verified for safety and suitability.
  • Items not meeting standards will not be distributed and will be responsibly returned or disposed of.

6. Handling and Storage

  • Donations are stored in designated areas ensuring hygiene, safety, and accessibility.
  • Perishable items are prioritized for immediate distribution using the FIFO (First In, First Out) method.
  • Proper inventory records are maintained for all donations received and distributed.

7. Distribution Guidelines

  • Distribution is conducted transparently and equitably, prioritizing vulnerable groups (children, women, elderly, patients, disaster-affected families).
  • Beneficiaries must be advised to check expiry dates and product quality before usage.
  • Any concerns or complaints about product quality must be reported via the Complaint Form.
  • All staff and volunteers must follow SDF’s Code of Conduct & Ethics Policy during distribution.

8. Documentation & Reporting

  • All in-kind donations are logged with donor details, type, quantity, and quality verification.
  • Distribution lists and beneficiary records are maintained for accountability.
  • Annual reports summarize donations received, distributed, and their impact.
  • Donors are acknowledged with appreciation letters/certificates without endorsement of any specific brand.

9. Ethical & Compliance Considerations

  • Donations must never be sold, misused, or diverted for personal or commercial purposes.
  • All activities must comply with statutory laws related to food, health, safety, and consumer protection.
  • Partnerships with corporates or institutions will not imply brand promotion or endorsement.

10. Review & Compliance

  • This policy is reviewed annually by HR & Admin and approved by the Board of Directors.
  • Non-compliance may result in disciplinary action, retraining, or disassociation.

11. Conclusion & Contact

This policy ensures that all in-kind donations received by Supansha® Development Foundation are safe, high-quality, ethically managed, and transparently distributed, protecting the dignity of beneficiaries and the integrity of the organization.

Supansha® Development Foundation (SDF)
Registered Office: 13/50, Sethinagar, Gupteshwar Road, Jabalpur – 482008, Madhya Pradesh, India
Email: supansha@supansha.org
Website: www.supansha.org