Purpose and Relationship to Governing Documents
This Policy Maintenance and Amendment Control Policy ("Policy") is published by VA WORKS™, LLC ("Consultant") and forms part of the Governing Policies referenced in the Master Service Agreement (MSA), the MSA Terms and Conditions (https://vaworks.com/MasterServiceAgreement), and any applicable Scope of Work (SOW) Terms and Conditions (https://vaworks.com/SOWSelection). In the event of conflict, priority shall be determined in accordance with the MSA.
The purpose of this Policy is to ensure that all governing documents, including the MSA, MSA Terms and Conditions, and SOW Terms and Conditions, are updated in a controlled, transparent, and legally compliant manner that balances business continuity with legal precision.
Frequency of Review and Amendment
Consultant reviews and updates its governing documents and policies under two distinct circumstances:
(a) Urgent Updates
Urgent amendments occur only when:
- A change in applicable law, regulation, or government directive requires immediate modification to maintain compliance; or
- An internal or external discovery reveals a risk exposure that, if unaddressed, may materially impact Consultant, its clients ("Companies"), or its personnel (employees or independent contractors).
Urgent amendments take effect upon formal approval by Consultant's Legal and Compliance Department and written notice provided pursuant to Section 10 of the MSA Terms and Conditions ("Website Updates and Notices").
(b) Annual Review
Each calendar year, during the first quarter (Q1), Consultant conducts a full review of all governing documents and policies. This review includes the MSA, MSA Terms and Conditions, SOW Terms and Conditions, and all published Governing Policies.
The purpose of the annual review is to ensure:
- Continued alignment with current laws and industry standards;
- Internal procedural consistency; and
- Operational clarity across all business units and partner entities.
Change Management and Version Control
All amendments are documented, dated, and archived in Consultant's Legal & Compliance Register, maintained under its PILLARS framework. Each new version supersedes prior versions as of its effective date, which is communicated to clients via the notice method described in the MSA.
Consultant ensures that all superseded versions remain archived for a minimum of five (5) years for audit and compliance verification purposes.
Client Notice and Acceptance
All changes made under this Policy are communicated in accordance with the notice provisions of the MSA. Continued use of Consultant's services following the effective date of any update constitutes acknowledgment and acceptance of the revised policies and terms.
Governance Responsibility
The Legal & Compliance Department of Consultant is responsible for initiating, reviewing, and approving all amendments under this Policy. The Department also coordinates with the Accounting, Human Resources, and Operations PILLARS to ensure consistency across organizational functions.