YWCA Internship Manual
Agency Policies
YWCAQ is in compliance with city, state, and federal regulation. All interns/volunteers participating in any activities with the organization must adhere to our organizational policies and procedures, which include the policies below. Failure to do so will jeopardize current and future participation with the organization.
1. Sexual Harassment - The YWCA is committed to protecting the rights and dignity of each individual served. Sexual harassment is illegal and the YWCA will not permit any intern, male or female, to sexually harass another employee, intern or customer in any way. Sexual harassment refers to behavior that is not welcome, that is personally offensive, that fails to respect the rights of others, that lowers morale, and that, therefore, interferes with our work effectiveness.
Sexual harassment can take many forms: it may be, but is not limited to words, gestures, signs, jokes, pranks, intimidation, physical contact, or violence. Conduct which constitutes sexual harassment may include unwelcome sexual advances, requests for sexual favors, or any other verbal or physical contact of a sexual nature that prevents an individual from effectively performing the duties of their position or creates an intimidating, hostile, or offensive working environment. Any intern found to have engaged in harassing or discriminatory behavior of any kind will be subject to disciplinary action, up to and including termination of their internship.
The YWCA will immediately investigate any complaint of sexual harassment. Such investigation will, to the maximum extent feasible, remain confidential on a strict need-to-know basis.
2. Smoking - The YWCAQ will comply with state and local laws affecting smoking in the workplace. One of the YWCA’s objectives is to promote health, and we strive to provide a healthy atmosphere for our employees. Therefore, all YWCA properties have been designated as smoke-free environments. Accordingly, no smoking is allowed at any time in the YWCA’s facilities. Employees who violate established smoking rules are subject to the disciplinary procedures of the YWCA.
3. Substance Abuse - The YWCA will not condone employees reporting for work under the influence of non-prescribed drugs, narcotics, or alcohol or their use, possession, or sale on its premises. Depending upon the severity, such conduct will, at the option of the YWCA, result in any one or combination of the following: request for participation in rehabilitative therapy, disciplinary action and/or dismissal. Suspicion of substance abuse is a sensitive matter, and must be treated delicately. Any evidence of a substance abuse problem should be discussed in confidence with the employee’s immediate supervisor or with Human Resources. Although substance abuse is prohibited, attempts will be made to assist the employee who is willing to seek counseling or rehabilitative therapy.
4. Professional Conduct - It is expected that all interns will be aware that members and guests are always in attendance at our buildings, and will form an impression of the organization based on what they see and hear. The continued success of the YWCA depends upon the quality of the relationships between the YWCA, our employees, our members, our suppliers, and the general public. Volunteers/Interns are expected to:
● Maintain a neat, organized work area.
● Use good judgment in selecting work attire.
● Engage everyone encountered in the course of one’s work, including members, visitors, contractors, and vendors, with courtesy and respect.
● Communicate pleasantly and respectfully at all times. Grievances and disputes should be handled in a professional, calm, and businesslike manner.
● Follow-up promptly to inquiries and requests.
5. Absences - Regular attendance and punctuality are expected. If illness or unforeseen circumstances cause volunteers/interns to be absent or late, they should notify their department directors (or Human Resources if department directors are not available) 24 hours prior to their scheduled start time. If no supervisor can be reached in person, after reasonable effort, a message should be left, including a telephone number where the caller may be reached.
6. Dress Code - It is the policy of the YWCA to require that all interns and employees dress in a manner that is professional, neat and appropriate for the work environment and the nature of the services provided by the department to which an intern is assigned. This requirement is based on the principle that staffs are the representatives of the YWCA to our clients and to the public as well as a concern for the health and safety of all staff. The YWCA will therefore determine the specific standards of dress for all divisions based on three factors: the work environment, safety concerns and the nature of the services provided. Program specific dress requirements may be issued to after review by the appropriate division executive and Human Resources.
7. Fraternization between Interns/Employees - The YWCA has adopted this policy in recognition of its responsibility to provide guidelines on and caution interns/employees about the potential problems posed by romantic relationships within the workplace. These problems may include conflicts of interest, interference with the productivity of co-workers, and potential charges of sexual harassment. These problems can be particularly serious in situations in which one person has a position of authority over the other, such as in a supervisor-subordinate relationship.
8. Holidays - The YWCA currently observes a total of 10 holidays per year. There are ten (10) fixed holidays (see below). Holidays falling on a Saturday or Sunday will be observed on the preceding Friday or succeeding Monday, as indicated in the annual holiday schedule.
New Year’s Day / Presidents Day / Martin L. King DayMemorial Day / Labor Day / Good Friday
Thanksgiving Day & Thanksgiving Friday / Christmas Day / Independence Day
9. NYCDOE SCHOOL CLOSINGS – Our Education Programs operate parallel with the NYCDOE school calendar. Therefore, when schools are closed most of our programs are not in session. At times there are limited programming options we might offer students, but on those occasions we will not have volunteering opportunities. Below you will find school closing dates. Please note that in case of inclement weather schools might close; should this happen the YWCAQ will notify the service learning administrators of any changes and/or cancellations.
February 19 – 23 – Mid-Winter Recess No SchoolMarch 30 – April 6 – Spring Recess No School
April 11 – 13 – ELA State Test
Receipt of YWCA Internship Policy and Procedure Manual
I acknowledge that I have received a copy of the YWCA Policy and Procedure Manual, and will become familiar with procedures, policies, and benefits contained in it. If there is anything I do not understand, I will request an explanation from my supervisor.
I understand that receipt of this document does not constitute an expressed or implied contract of employment between the YWCA and me. I also understand that the provisions of the Manual are not promissory, as they are subject to change by the YWCA, with or without notice, and at the YWCA's sole discretion. This manual supersedes all prior communications regarding the subjects contained in it and any oral representation to the contrary should be disregarded.
Signature of Intern/Volunteer: ______Date: ______
Print Intern/Volunteer: ______
Supervisor’s Signature: ______Date: ______
Updated 01/29/2018 SB