Shaw Heritage Arts and Wellbeing Studios Ltd ("SHAW Studios") is committed to exemplary corporate governance, accountability, and public transparency as a registered Charity under the Ministry of Health as its sector administrator. In alignment with the Code of Governance for Charities and IPCs and the Charity Governance Award PILLAR Framework (covering Purpose & Strategy, Integrity, Leadership, Legal & Financial Controls, Accountability & Transparency, and Reputation & Communications), SHAW Studios maintains a robust suite of board-approved policies to safeguard public trust, donor intentions, and beneficiary wellbeing.

1. Leadership & Board Governance

• Board Composition & Independence: The Board of Directors comprises a minimum of three directors, with at least half being Singapore Citizens in compliance with IPC requirements. The Board operates independently of control by any single individual, family, or related group.

• Separation of Key Roles: To preserve independent oversight, the roles of Board Chairperson, Treasurer (Finance Committee Chair), and Audit Committee Chairperson are held by three distinct non-executive Board members. SHAW Studios Staff members do not serve on the Board unless expressly permitted by the Constitution and cannot exceed one-third of the Board.

• Governance Committees: The Board delegates specialised oversight to board committees, including:

  • Audit Committee (AC): Provides independent assurance over financial reporting, internal controls, audit processes, and risk management.

  • Finance Committee (FC): Led by the Treasurer, the FC oversees annual budgeting, financial monitoring, investment strategy, and reserves management.

  • Philanthropy Committee (PC): Guides strategic fundraising, donor engagement, and ethical donor stewardship.

2. Integrity, Ethical Conduct & Whistleblowing

• Code of Conduct: SHAW Studios sets rigorous ethical, professional, and behavioural standards for all Board members, staff, contract staff, and volunteers. Personnel must uphold fairness, non-discrimination, respect, and responsible resource utilisation at all times.

• Conflict of Interest Policy: The charity requires mandatory disclosure of actual, potential, or perceived conflicts of interest upon appointment and annually. Affected individuals must recuse themselves from discussions and decision-making on related matters. Related party transactions require explicit Board evaluation and approval.

• Whistleblowing Policy: SHAW Studios provides a confidential and anonymous mechanism for internal and external stakeholders to report actual or suspected serious misconduct, financial impropriety, fraud, or unlawful activities. Learn more here.

  • Reporting Channels: Reports can be submitted directly to whistleblower@shawstudios.org or by mail addressed to the Whistleblower Investigation Team.

  • Investigation & Protection: Managed by an independent Investigation Team (comprising the Board Chair and Audit Committee Chair). Strict non-retaliation protections and full confidentiality are guaranteed to whistleblowers making reports in good faith.

3. Financial Stewardship, Internal Controls & Reserves

• Financial Internal Controls: Financial stewardship is structured on strict segregation of duties; no single individual may initiate, approve, execute, and record the same transaction.

• Bank Mandates & Expenditure Approvals: All bank transactions, negotiable instruments, and electronic transfers require at least two authorised signatories. Procurements and expenditures adhere strictly to the Board-approved Delegation of Authority Matrix.

• Reserves Policy: SHAW Studios maintains a reserve target equivalent to 12 months of operating expenses to ensure long-term operational resilience and uninterrupted community programming. The policy is formally reviewed by the Finance Committee and Board at least annually.

• Auditing & Statutory Compliance: Financial accounts are maintained under the Singapore Financial Reporting Standards / Charities Accounting Standard and undergo an annual external statutory audit. Monthly and quarterly financial statements are generated and monitored by Senior Management and the Board.

4. Ethical Fundraising & Donor Transparency 

• 30:70 Fundraising Efficiency Rule: SHAW Studios strictly caps its annual fundraising expenses below 30% of total gross fundraising receipts and sponsorships, ensuring the vast majority of resources directly power charitable programmes.

• Use of Donations & Restricted Funds: Donations to the charity are applied strictly in accordance with donor intent. Specified gifts are tracked as Restricted Funds in accounting records and reported separately from general operating funds.

• Donor Due Diligence & Screening: SHAW Studios applies a risk-based donor verification framework. Donations of S$25,000 and above undergo documented source-of-fund enquiries and Anti-Money Laundering / Countering the Financing of Terrorism (AML/CFT) screening. Third-party commercial fundraisers are engaged only with written Board approval and transparent disclosure of remuneration structures.

5. Data Privacy, Safeguarding & IT Governance

• Data Protection & PDPA Compliance: Governed by a comprehensive Data & IT Governance Policy under the Personal Data Protection Act 2012 (PDPA),. Personal data of donors, beneficiaries, volunteers, and staff is categorised under a 4-tier classification scheme (Public, Internal, Restricted, Sensitive) with multi-factor authentication and access controls.

• Protection of Minors & Vulnerable Beneficiaries: Heightened data protection and consent standards are applied to minors under 21 years of age. For children under 13, parental or legal guardian consent is mandatory prior to data collection.

• Safeguarding Protocols: SHAW Studios staff and volunteers undergo background screening before appointment. Strict safeguarding rules prohibit unsupervised one-to-one contact with minors or vulnerable adults and forbid personal social media contact outside official programme channels.

6. Stakeholder Engagement, Complaints & Public Communications

• Public Communications: Public communications are guided by accuracy, truthfulness, and evidence-informed representation of creative health interventions. 

• Stakeholder Feedback & Complaints Management: SHAW Studios values open communication and maintains a formal feedback mechanism:

  • Channels: Feedback or concerns can be submitted to feedback@shawstudios.org, website feedback forms, or mail to the General Manager.

  • Service Timelines: Acknowledged within 14 working days, with formal substantive investigation and resolution provided within 45 working days.

  • Board Review: A confidential Feedback Register tracking issues, corrective actions, and systemic risks is reviewed annually by the Board of Directors.