Section 2 Institutional Development 2.1 Internal Rules Internal rules are documents that help National Preventive Mechanisms (NPMs) structure their internal operations. They cover procedures, decision-making processes, working methods, and ethical guidelines, ensuring clarity in how the NPM functions. Importance of Internal Rules for NPMs Internal rules are crucial for the governance of NPMs. They define roles, responsibilities, and decisionmaking processes, aligning them with the institution’s organisational structure. This is particularly important for NPMs with multiple members or those integrated into ombuds institutions or National Human Rights Institutions. Well-defined internal rules enhance information sharing, internal communication, and coordination across departments, especially when dealing with complaints, legal, or policy work. They also help establish the institution’s ethics, values, and working culture, which is beneficial for team cohesion and provides stability during leadership transitions. Additionally, internal rules can clarify who represents the NPM, particularly in external communications and media engagements. Development and Adoption of Internal Rules NPMs typically develop their own internal rules, either as part of a broader institutional framework or as a separate document. When NPMs are part of larger institutions, these rules should be consistent with the broader institutional guidelines. Although internal rules should be developed early in the NPM’s operation, they might initially be flexible, allowing for adjustments based on practical experience. Practices vary across NPMs in terms of formality and public availability of these rules; in some cases, they are legally mandated and formally adopted, while in others, they are evolving documents used internally. Content of NPM Internal Rules Internal rules may cover a variety of areas: • Roles and Responsibilities: Decision-making authority on visits, reports, policies, and media engagements; accountability mechanisms. • Procedures: Internal communication, team coordination, administrative and financial management, and human resources. • Working Methods: Processes for conducting visits, media and civil society communication, dialogue with authorities, and engagements with national, regional, or international bodies. • Ethics and Principles: Confidentiality, “do no harm” principle, reporting obligations, workplace ethics, and the prevention of reprisals. NPM Toolkit for Asia Pacific NPM-NHRIs 7