APPENDIX: PERSONNEL POLICIES AND PRACTICES FOR VOLUNTEERS

Revised July 2016

This Volunteer Essentials Handbook is not intended to create a contractual relationship, either implied or explicit, between Girl Scouts of Silver Sage Council and volunteers, and no specific duration to the relationship exists. Volunteers may be released at any time, with or without cause. Volunteers are free to resign at any time for any reason.

Equal Opportunity/Affirmative Action

Silver Sage Council does not discriminate on the basis of a person’s race, color, creed, religion, sex, disability, national origin, citizenship, marital status, genetic information, or any other legally protected status. In addition, to ensure full equality of opportunity in all operations and activities of the organization, every volunteer in Girl Scouting shall be selected under procedures that provide equal opportunities to all people. Silver Sage Council supports affirmative action in the recruitment, selection, training, and transfer of disabled individuals and of persons from groups that are underrepresented ethnically and racially. Silver Sage Council will make reasonable accommodations for physical and mental limitations of volunteers consistent with the performance of essential job functions and the effective operations of the business.

Nondiscrimination and Anti-Harassment

Girl Scouts is committed to creating a respectful, courteous environment free of discrimination and unlawful harassment of any kind. Silver Sage Council does not tolerate sexual or other unlawful harassment by any employee, volunteer, vendor, contractor, consultant, customer, or visitor. Harassment is a breach of Silver Sage Council policy, and a violation of state and/or federal law. In addition to any disciplinary action that Silver Sage Council may take, up to and including termination, offenders may also be personally liable for any legal and monetary damages.

Harassment consists of unwelcome conduct, whether verbal, physical, or visual, that is based on a person’s race, color, creed, religion, sex, age, disability, national origin, citizenship, genetic information marital status, or other protected group status. Silver Sage Council maintains a strict policy prohibiting unlawful harassment and discrimination. Silver Sage Council will not tolerate harassing conduct that affects unreasonably interferes with an individual’s volunteer duties, or that creates an intimidating, hostile, or offensive environment. Silver Sage Council is committed to taking all reasonable steps to prevent such harassment and discrimination.

Sexual Harassment

Sexual harassment is a form of sex discrimination. Sexual harassment of an employee (female or male) by anyone (female or male), including any supervisor, coworker, volunteer, or Girl Scout member will not be tolerated.

Sexual harassment may consist of unwelcome sexual advances, requests for sexual favors, and/or other verbal or physical acts of a sexual nature where submission to such conduct is made either explicitly or implicitly a term or a condition of an individual‘s employment; where an employment decision is based on an individual‘s acceptance or rejection of such conduct; or where such conduct interferes with an individual‘s work performance or creates an intimidating, hostile, or offensive working environment.

Girl Scouts of Silver Sage Council has a firm commitment to providing a workplace where all volunteers and girl and adult members are treated with dignity and respect. All volunteers share responsibility and ownership for creating and maintaining a respectful and positive work environment.

In accordance with this policy, Girl Scouts of Silver Sage Council will neither condone nor tolerate:

  • any overt display or demonstration of sexual activity between and/or among employed staff or volunteers
  • any overt display or demonstration of sexual activity between employed staff or volunteers and girl members
  • sexual advances or sexual activity of any kind between employed staff or volunteers and girl members
  • use of the Girl Scout name, related activities, publications, and/or facilities as vehicles for public or private promotion of sexual orientation and/or practice; and
  • Infliction of sexually abusive behavior upon girl members, including sexual touching and bodily contact, exhibitionism, voyeurism, and/or involvement of girl members in pornographic materials

Sexual harassment also encompasses other actions that create a hostile, offensive, or intimidating environment. Such actions can include, for example, inappropriate or overtly familiar touching, sexual innuendoes, obscene gestures, and jokes and remarks of a sexual nature, especially where exposure to such conduct has the purpose or effect of substantially interfering with an individual’s work performance or ability to do her/his job.

Sexual harassment is a form of misconduct that undermines the integrity of the volunteer relationship and is incompatible with the values, traditions, and purposes of Girl Scouting as stated in the Constitution of Girl Scouts of the USA.

Anti-Child Abuse Policy

Because some volunteer positions within Silver Sage Council involve direct contact with children, Silver Sage Council supports and maintains environments that are free of child abuse and neglect. All 50 states have passed some form of mandatory child abuse and neglect reporting law in order to qualify for funding under the Child Abuse Prevention and Treatment Act (CAPTA). CAPTA mandates "minimum definitions" for child abuse and sexual abuse. Child abuse or neglect is any recent act or failure to act:

…resulting in imminent risk of serious harm, death, serious physical or emotional harm, sexual abuse, or exploitation of a child by a parent or caretaker who is responsible for the child's welfare (the definition of ‘child’ may vary from state to state, but is usually a person under the age of 18).

Sexual abuse is defined as:

…employment, use, persuasion, inducement, enticement, or coercion of any child to engage in, or assist any other person to engage in, any sexually explicit conduct or any simulation of such conduct for the purpose of producing any visual depiction of such conduct; or rape, and in cases of caretaker or inter-familial relationships, statutory rape, molestation, prostitution, or other form of sexual exploitation of children, or incest with children.

Sexual abuse may also include sexual touching and bodily contact, exhibitionism, voyeurism and/or involvement of children in pornographic material.

All states require certain professionals and institutions to report suspected child abuse. Failure to report suspected child abuse can result in criminal and/or civil liability. All states require the report to be made to some type of law enforcement authority or child protection agency. Reporting to a parent or relative will not satisfy the reporter's legal duty under the statutes. In accordance with these statutes, Silver Sage Council will neither condone nor tolerate:

  • Infliction of physically abusive behavior or bodily injury upon girl members
  • Physical neglect of girl members, including failure to provide adequate safety measures, care and supervision in relation to Girl Scout activities
  • Emotional maltreatment of girl members, including verbal abuse and/or verbal attacks
  • Infliction of sexually abusive behavior upon girl members, including sexual touching and bodily contact, exhibitionism, voyeurism, and/or involvement of girl members in pornographic materials

Silver Sage Council reserves the right to refuse membership, to dismiss or to exclude from affiliation with the organization any employee or volunteer who is found guilty of child abuse or neglect or has been convicted of child abuse or neglect. Local (more stringent) prevailing statutes may supersede Girl Scout policies.

Reporting Child Abuse

All employees are required by state law to report any suspected child abuse (physical or sexual) or neglect to a law enforcement agency, Child Protective Services, or appropriate state agency (e.g., state agency operating, licensing, certifying, or registering a facility) within 48 hours of the event that led to the suspicion. Reports to Child Protective Services can be made to the State Abuse Hotline (800 4-A-CHILD 800 422-4453). State law specifies that an employee may not delegate to or rely on another person to make the report.

Anti-Retaliation Policy

Silver Sage Council feels very strongly that it is important to provide volunteers with confidential, non-threatening alternatives for registering their concerns without fear of retaliation. Silver Sage Council will not tolerate retaliation against anyone for stepping forward with a concern, complaint, or grievance.

Examples of concerns or complaints include, but are not limited to:

  • safety concerns (e.g., OSHA complaints);
  • unlawful harassment or discrimination complaints, including sexual harassment;
  • cooperation in a harassment or discrimination investigation.

Alcohol/Substance Abuse

Silver Sage Council is committed to maintaining anatmosphere and environment free from alcohol and illegal drugs. Therefore, the use, distribution, manufacture, dispensation, sale, or possession of illegal drugs and/or alcohol, or the misuse of prescribed drugs, is prohibited at any time on the organization’s premises, in the conduct of the organization’s business, or off premises if it affects an individual’s volunteer performance. Any illegal substance found on council property will be turned over to the appropriate law enforcement agency and may result in criminal prosecution. In addition, all forms of tobacco are prohibited on Girl Scout property, including use of tobacco products in the presence of girl members.

Recruitment

Each volunteer position must have a written position description that defines specific responsibilities and schedules, clarifies expectations, accountability, and in conjunction with performance goals, forms the basis for assessment of volunteer performance, reappointment, rotation to another position, and termination.

Benefits

Benefits to volunteers include training and other learning opportunities, support in the position, Council publications, tools for recording volunteer experience, references upon request, liability insurance, and supplementary accident insurance, as part of national and/or council membership.

Volunteer Selection

Every adult volunteer is selected on the basis of qualifications for membership, ability to perform the volunteer position, and the willingness and availability to participate in training for it.

Placement and Re-Appointment

Every attempt will be made to place volunteers in positions that meet both their needs and the needs of the Council. In instances where this is not possible, the needs of the Council will take precedence over the needs of the individual. Individuals not placed in a position for which they applied may be recommended for another position, and they may request reassignment. Operational volunteers shall be appointed for a term of one year.

Membership

All volunteers participating in the Girl Scout Movement shall meet GSUSA membership standards, be registered through the Council as members of the Girl Scout Movement, and shall agree to abide by the policies and principles of GSUSA and the Girl Scouts of Silver Sage Council. Each shall individually pay annual dues, except those who are lifetime members or who are working in a temporary advisory or consultative capacity.

Training Policy

Upon appointment to a position, all operational volunteers will complete the appropriate training as soon as possible but no later than 6 months. It is recommended that all operational volunteers should attend at least one additional educational training event.

Uniforms

All Girl Scout members should wear the membership pin when participating in GS activities. Girl Scouts is a uniformed organization, and all members are entitled to wear the GS uniform. Although the wearing of the uniform is encouraged, including Girl Scout logowear, it is not required for participation in Girl Scouting. Purchase of a uniform is at the volunteer's expense.

Performance Appraisal

The Membership Support Team works with volunteers throughout the year to mentor, support and provide feedback.

Reappointment

Upon completion and review of the Troop Annual Report, current registration and current background check, the Membership Support Team sends a letter of reappointment to Leaders and Co-Leaders.

Recognition

The Council's formal recognition system will be consistent with the GSUSA publication Adult Recognitions in Girl Scouting (Cat. No. 26-458). See also,Adult Recognitions Manual and Appendix of Forms in the following Appendix.

Grievance

A grievance is defined as an alleged violation of the terms of GSSSC or GSUSA policies, or a conflict between two or more individuals. A grievant may appeal in accordance with the procedure set forth below. If this process proves unsatisfactory, the grievance can be formally presented in succession to the staff person responsible, then the Grievance Committee, and finally to the CEO who will be the ultimate authority. (The Grievance Committee will be comprised of a management representative, an employee not involved in the conflict resolution process, and a council volunteer selected by the complainant.)

Procedure for Conflict Resolution and Dispute

The conflict resolution process is based on the fundamental values of respect for the individual and fairness. The policy exists so members of the organization can air their grievances and have avenues to solving them. All volunteers may use the conflict resolution procedure. Every volunteer may expect a fair resolution of her or his dispute without fear of jeopardizing her or his volunteer status. Informal counseling by volunteer and staff personnel is the first step in resolving a situation involving a conflict or dispute. The initiation of the conflict resolution procedure, however, will not restrict the council from taking immediate and appropriate action with respect to the volunteer. The procedure is as follows:

Step 1.If an informal resolution is not possible and further hearing is desired, the person filing the complaint must do so in writing, citing the issue. The signed and dated document must be specifically titled “Conflict Resolution/Dispute Request,” identify the person with whom the conflict is registered, and cite the policy or procedure that has allegedly been misapplied. A copy should be sent to the identified person’s supervisor. Within ten (10) working days, the supervisor will call a conference of all parties involved in the dispute and attempt to resolve the conflict. A written summary of the conference will be distributed to all parties.

Step 2. If the volunteer is not satisfied with the disposition of the conflict resolution, the council staff member or the council staff member’s supervisor will meet with the volunteer within ten (10) working days following her or his initial conference.

Step 3. In the event that the dispute is not resolved in Step 2, the staff member prepares a written report on the situation, including recommendations, and sends a copy to the CEO.

Step 4. The CEOconvenes the Grievance Committee. The Grievance Committee will review the documentation of file and meet with the individuals involved. The Committee may seek additional information, if necessary, to aid it in making a final decision. The Committee will provide the CEO a written report of its findings and recommendations within ten (10) working days of the review hearing. Copies will also be issued to the volunteer and immediate supervisor.

If the recommended resolution is not acceptable to the volunteer or any of the supervisors involved, a request to submit the recommended resolution to the executive director for a final and binding decision will be made. The CEO may exercise the following options:

1. Accept the Grievance Committee’s recommended solution.

2. Provide an alternative final and binding decision.

The CEO’s final decision will be provided in writing to the concerned parties.

Girl Discipline

ThepurposeofdisciplineistoprovideanatmosphereinwhichallGirlScoutscancomfortably and efficientlycarryouttheirplannedactivities. Itistheresponsibility oftheleaderofthegrouptomaintain positiveleadershipforthesafetyandgeneralwell-beingoftheparticipants. ThegoalofGirlScoutingis to presentpositiveprogramsfor girlsand anydisciplinary action should result ina cooperative relationshipbetweengirlsandadults.

PhysicalorcorporalpunishmentshallnotbepermittedinGirlScouttroops,camps,orevents. Atnotime isdiscipline toincludedeprivingagirlofsleeporfood,placingagirlalonewithoutsupervision, or subjectinghertoridicule,threatofcorporalpunishment,orexcessivephysicalexercise.Girls shallnotbe senthomealoneorleftaloneforanyreason.Thepolicyappliestoaleader'sownchildrenalso.

Whena leaderrecognizes a persistent orserious behavior problem with a girl, a documentation proceduremustbe initiated.Theleaderneedstorecordthegirl'sname,thebehaviorproblem,anyaction taken,andtheresultofthataction. Ifthegirl'sbehavior improvesandnofurtheractionisnecessary,the leaderistodestroythewritten documentation.

If girl behavior does not improve significantly and follow-on action is necessary, such as meeting with the girl’s parents to identify consequences for poor behavior or removing the girl from the troop, a second report must be made.

Examples of disciplinary problems include, but are not limited to, use of foul language, disrespect, habitual tardiness, sexual comments or behavior, bullying (including e-bullying), physical or verbal attacks and ethnic or racial comments.

A Girl Behavior Report should include:

  • Date
  • Who was involved?
  • What was the nature of the inappropriate behavior?
  • What corrective action was taken?
  • Were parents/guardians of the girl(s) notified?
  • Were any follow-on actions taken?

Allmattersareconfidentialandanywrittendocumentationwillbedestroyedwhenno longeractive. In the event that a girl is removed from a troop, a copy of the dismissal documentation, such as a report or letter, should be sent to Council.

Volunteer Discipline/Release Process

Internal Issues/Concerns Process

  • If a staff member who supervises volunteers identifies an issue/concern with a volunteer or if a volunteer or parent calls with a concern, the staff member will create an official file to capture all communication and action taken regarding the issue.
  • The supervising staff member will discuss the issue with the volunteer and document the discussion for the file.
  • All efforts will be made by the parties involved to resolve the issue directly, with each other, before formal proceedings are initiated.
  • If the issue continues, the supervising staff member will discuss with the Director of Membership and document the next recommended steps. All discussions and actions are to be documented in the file.
  • If the supervising staff member and Director of Membership determine that probation is warranted, a letter of probation will be sent to the volunteer, stating reason (s) and the probationary period (not to exceed 90 days) and cc: Director of Membership, Chief Operating Officer, Chief Executive Officer, and the file.
  • If satisfactory resolution of the issue occurs, the supervising staff member will follow-up in writing to the volunteer lifting the probation and cc: Director of Membership, Chief Operating Officer, Chief Executive Officer, and the file.
  • If there is no resolution, the supervising staff member and Director of Membership will discuss with the Chief Operation Officer and Chief Executive Officer.
  • The decision to terminate lies with the Chief Executive Officer and the decision will be communicated, in writing, to the volunteer by the Chief Executive Office or her designee.

Release of Volunteers