Operational Volunteer Policies

There shall be no discrimination against an otherwise qualified adult volunteer by reason of disability or on the basis of age. Furthermore, there shall be no discrimination on the basis of race, color, gender, creed, national origin, citizenship, sexual orientation, religion, marital status, veteran status or socioeconomic status. In addition, to ensure full equality of opportunity in all operations and activities of the organization, affirmative action policies and procedures shall be utilized in the recruitment, selection, training, placement, and recognition of volunteers. Special emphasis shall be placed upon securing representation of underutilized racially diverse groups and disabled individuals, and to make reasonable accommodations for physical and mental limitations of volunteers and applicants consistent with the performance of essential position functions.

Each volunteer position will have a written position description that defines specific responsibilities, expectations and terms of appointment.

Standards

• Each volunteer candidate is required to complete a written position application with references.
• Each volunteer candidate for leadership positions will be interviewed to determine suitability for the applied position.
• A background check may be required by council for each volunteer.

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

To ensure satisfaction of volunteers and the effective use of the volunteer human resources available to the Girl Scouts of Jersey Shore, individual skills and aspirations must be accurately and objectively assessed in relation to the duties and responsibilities of the position/task to be performed.

A volunteer not placed in the position applied for, or for which the volunteer was nominated, may be referred to another position appropriate to the volunteers interest and skills. Upon selection, each volunteer is required to sign a Volunteer Agreement, and be reappointed based on review. Such records may be viewed by volunteers upon request. Since these records will not be kept indefinitely, volunteers are encouraged to maintain personal copies.

Girl Scouts of the United States of America is part of a worldwide Movement of girls and adults dedicated to the acceptance of the Girl Scout Promise and Law. All volunteers must subscribe to the Girl Scout Promise and Law. All volunteers shall be registered as members of the Girl Scout Movement, and individually pay the applicable membership dues. Volunteers recognize the Girl Scout Movement as a voluntary service and therefore do not expect, receive, or solicit any monetary reimbursement for services.

Every attempt will be made to place volunteers in positions that meet both their needs and the needs of the council and for which they meet the qualifications. Position descriptions will be used by those responsible for recruitment, selection, and appointment of volunteers. In circumstances where it 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 the other positions and they may request reassignment.

Each group has at least one adult leader and one or more assistant leaders/registered adults. Because the female role model is essential to fulfilling the purpose of Girl Scouting, at least one member of the leadership team must be an adult female, not related to the other adults.

Operational volunteers shall be appointed for a term not to exceed one (1) year. Volunteer positions may exist or be created whose terms can exceed (1) year. Such exceptions will be outlined in the position descriptions

Part of being an effective and responsible Girl Scout volunteer includes being a role model. Girls learn directly and indirectly from volunteer leadership as well as other adults around them. Any kind of behavior that shows disregard for local, state, and federal laws and ordinances, as well as for the policies and standards set forth by GSUSA and the GSJS will in no instance be tolerated.

The Girl Scouts of the Jersey Shore will provide training opportunities for all volunteer positions. Every adult Girl Scout volunteer must participate and complete the Council provided training for their position within six (6) months of appointment unless exempted by Chief Executive Officer or designee.

Each volunteer is provided with an overview of the Girl Scout Purpose and organization, local council information, and the support systems available to them in their work. An orientation can be done one-on-one, online or in a group setting.

Advantages to volunteers include support in their position, training, and other learning opportunities. Volunteers are encouraged to enhance and develop their skills while serving with the council. As appropriate, the council will assist volunteers in broadening their skills through assignment to new volunteer positions involving additional and/or greater responsibilities. Other advantages for volunteers include council publications, tools for recording volunteer experience, references upon request, liability insurance, and supplementary accident insurance, as part of national and/or council membership.

Each volunteer shall be provided with the opportunity for a periodic performance appraisal and evaluation. The performance appraisal should include both a review of the volunteers performance of position responsibilities and a discussion of any suggestions that the volunteer may have concerning the position or project with which the volunteer is connected. The performance appraisal session should also be utilized as an opportunity to ascertain the mutual interest of the council and volunteer in the volunteers continued service in her or his position. It shall be the responsibility of each staff person in a supporting relationship with a volunteer to schedule and conduct the performance appraisal.

The position descriptions and standards of performance for a volunteer position should form the basis of the performance appraisal. A confidential written record should be kept of each appraisal session.

Standards of performance shall be established for each volunteer position. These standards should list the responsibilities of the position, measurable indicators of whether responsibilities were accomplished, and appropriate timelines for accomplishments of responsibilities. Creation of these standards will be a joint function of staff and the volunteer assigned to the position, and a copy of the standards should be provided to the volunteer along with a copy of the position description at the beginning of her or his assignment.

Prior to the completion of her or his term, each volunteer who is to be reappointed to the same position or rotated to a different position may receive confirmation of such reappointment or rotation. Reappointment is based on past performance, adherence to council and GSUSA policies and standards, support for the Girl Scout purpose, values, and council goals, as well as positive relationships with the community, parents, other volunteers, and employed staff. There will be mutual acceptance of position accountabilities, expectations, and time commitments.

GSUSA is a uniformed organization in which the authorized uniforms for women and men are symbols and marks of distinction. A uniform is not required for participation in Girl Scout activities. Volunteers are encouraged to wear the Girl Scout pin when they are not in uniform. The purchase of authorized uniform pieces is at the volunteers expense and is encouraged.

All volunteers shall have the right to invoke a formal conflict resolution procedure. Every volunteer may expect a fair resolution of his/her grievance without fear of jeopardizing his/her volunteer status. The council also maintains an open-door policy regarding volunteer concerns.

A grievance is a complaint that policies and/or procedures related to a volunteers position are not being administered properly as applied to her/him. The conflict resolution procedure is a systematic process to ensure the objective hearing and orderly handling of volunteer complaints.

Most complaints or concerns can be resolved when they are brought to the attention of the volunteers immediate supervisor. It is hoped that most, if not all, problem conflicts situations will be resolved through informal conferences and communications, the goals of which are to eliminate the cause of the conflict.

When a volunteer is unable to resolve a complaint through informal efforts, she/he may request a copy of the councils conflict resolution procedure. The invocation of the conflict resolution process however, will not restrict the council from taking appropriate action with respect to the volunteer.

The most effective method of resolution is a discussion between the individuals involved.

If a discussion is not possible, then the individuals need to address the issue through the following steps:

Conflict Resolution Procedures

Step 1: If an informal resolution is not possible and a further hearing is desired, the person filing the complaint must complete a Conflict Resolution/ Dispute Request. The volunteer cites the policy or procedure that has allegedly been misapplied, misinterpreted or violated to their supervisor. A copy should be sent to the supervisor within (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.

The council staff member informs his/her supervisor of the complaint and conference date. This supervisor informs the Chief Executive Officer of the situation.

Step 2: If the volunteer is not satisfied with the disposition of the complaint, the council staff member, or if appropriate the council staff members supervisor, will meet with the volunteer within ten (10) working days following her/his initial conference.

Step 3: In the event that the situation is not resolved in Step 2, the staff member then prepares a written report including recommendations for her/his supervisor and sends a copy to the Chief Executive Officer.

Step 4: The supervisor and the Chief Executive Officer decide on what additional action to take, using one or more of the following options:

• accept the staff members report and recommendations
• meet with the volunteer and hear the complaint
• appoint a review team to meet with the volunteer

Step 5: Should the volunteer find the results of any of these options unacceptable, the Chief Executive Officer will make the final decision as to the resolution of the case and see that this decision is implemented.

The Girl Scouts of the Jersey Shore recognizes the invaluable effort put forth by its volunteers. In appreciation of this, a recognition and awards system has been established. Recognition and appreciation may take many forms and may be initiated by any Girl Scout, or non-Girl Scout. When selecting appropriate recognition and appreciation, refer to the GSUSA or GSJS Adult Recognition Guidelines.

Either the council or the volunteer may initiate a release from a position. A volunteer is requested to give as much notice as possible when resigning. A minimum of two weeks is requested.

Any volunteer may terminate her/his services upon written notification to the supervisor. The council may release the services of a volunteer due to, among other things, restructuring of volunteer positions, the elimination of the volunteer position in which a person serves, the inability or failure to complete the requirements of the position, the refusal to comply with council or Girl Scouts of the U.S.A policies, and refusal to support the mission and values of the organization and the council goals or membership in an organization, whose goals are not compatible with those of GSUSA. An adult volunteer who is released from her/his Girl Scout position may continue her/his adult membership with GSUSA unless it is determined that she/he is not able to meet the membership requirement related to accepting the principles and beliefs of the movement or to support the mission and values of the organization. When this is the case, her/his Girl Scout membership would not be renewed.

Resignation Procedure

In order to maintain professionalism in a volunteer organization, a person having reason(s) to resign is provided with the appropriate channels to follow.

1. Reason (s) for resignation should be discussed with the immediate supervisor (volunteer or staff) prior to a final decision.
2. Upon reaching a decision, written notification must be given to the immediate supervisor (volunteer or staff) as far in advance as possible, a minimum of (2) weeks is requested.
3. Any resignation submitted will be acknowledged by the immediate supervisor (volunteer or staff).

Release Procedure

Situations may arise that make it necessary to consider releasing an individual from assignment within an organization. This policy serves to clarify and define the reasons for release whether the circumstances are voluntary or involuntary. Any action to release an adult should receive careful and detailed consideration because of the possible implications and consequences for both the individual and the council. It is important to record the reason for release from a volunteer position at the time of separation for consideration of appointment to the same or another volunteer position at a future date. Except in crucial circumstances, a decision to release a person from a current volunteer position or from the volunteer ranks of the council should be the result of an ongoing process of evaluation and counseling. Involuntary release shall occur only after careful consideration has been given. The volunteer should be fully informed of the reasons for the release. Reasons for release are:

• Failure to abide by GSUSA or Girl Scout Council policies and standards.
• Failure to accept and foster the Girl Scout Mission, Girl Scout Promise & Law.
• Membership in an organization that practices and/or advocates racism, in violation of GSUSA policies.
• Practices that will discourage diverse girl and adult participation in Girl Scouting.
• Misappropriation of funds.
• Failure to comply with or inability to perform the conditions of the position.
• Unsatisfactory completion of objectives or corrective action.
• Excessive tardiness or absence at required meetings.

The appropriate council executive staff person should always be informed of intentions to release a volunteer. An executive staff person will be able to provide advice on the proper procedures for release of volunteers in the council. If any type of conflict develops, the executive staff member will also have knowledge of facts and actions taken to properly resolve the situation. It is desirable to have one other responsible person present during the discussion to help avoid the possibility of misunderstanding or misquotation.

When the facts indicate that release is necessary, the individual should be given the opportunity to resign or withdraw voluntarily and with dignity by submitting a written resignation. The volunteer may be referred to/placed in another position if it is feasible. Unless otherwise indicated, the discussion should be followed up with a written summary, one copy of which goes to the individual, one copy to the council service center to be kept on file. Absolute confidentiality must and will be observed at all times to protect the rights of the volunteer.

The council is committed to an environment and climate in which relationships are characterized by dignity, respect, courtesy, and equitable treatment. It is the policy of the organization to provide all volunteers with an environment free from all forms of unlawful or unwelcome harassment, including implied or expressed forms of sexual harassment.

Harassment includes display or circulation of written or electronic materials or pictures degrading the either gender or to racial, ethnic, or religious groups; verbal abuse or insults directed at or made in the presence of members of a racial, ethnic, or minority group.

The council expressly prohibits any form of harassment on the basis of race, color, creed, sexual orientation, religion, gender, age, national origin, disability, domestic status, marital status, citizenship, veterans status, or any other characteristic protected by federal, state, or local law.

Any volunteer who feels that she/he has been subjected to harassment of any type, whether by another volunteer, council staff member or any agent of the organization, should promptly report the incident to a supervisor or to the Chief Executive Officer. The supervisor, upon receiving such a complaint, must report the matter to the Chief Executive Officer. The Chief Executive Officer will take appropriate measures to resolve or correct the situation in an expeditious manner.

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 U.S.A. It is against the council policies for an individual, male or female, to sexually harass another volunteer, employee, or Girl Scout member of the same or opposite sex. The council reserves the right to refuse membership endorsement or reappointment, and to dismiss or suspend from affiliation with the council any volunteer who, in conducting Girl Scout program, advocates, solicits, promotes sexuality/homosexuality as to create substantial risk that such conduct will be detrimental to the proper role model for girl members or encompasses matters outside the Girl Scout program.

Sexual harassment includes, but is not limited to, unwelcome sexual advances, requests for sexual acts or favors, abusing the dignity of another through insulting or degrading sexual remarks or conduct and threats or suggestions that a volunteers status is conditioned upon toleration of or acquiescence to sexual advances. Some examples of sexual harassment that could create a hostile work environment include telling of sexual jokes or stories; the presence of sexually explicit photographs or other materials; touching of another persons clothing, hair or body; making sexual comments or innuendoes; asking personal questions about another persons social or sexual life; staring; leering; and making sexual gestures; any overt display or demonstration of sexual activity between employed staff and/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 sexually orientation or practice. Any volunteer who feels that she or he has been sexually harassed should promptly report such behavior to a supervisor or the chief executive officer/executive director. The Chief Executive Officer/executive director or designee will conduct an investigation and, depending on the findings, take appropriate corrective action.

The Girl Scouts of the Jersey Shore Council supports and maintains environments that are free of child abuse and neglect as defined by the Child Abuse Prevention and Treatment Act. This act defines this child abuse and neglect as the physical or mental injury, sexual abuse as exploitation, negligent treatment or maltreatment; of a child under the age of 18, or the age specified by the child protection law, of the state in questions; by a person who is responsible for the childs welfare; under circumstances which indicate that the childs health or welfare is harmed or threatened. Child abuse and neglect are unlawful acts and it is against the councils policy for any volunteer, male or female to physically, sexually, mentally abuse or neglect a girl member. In accordance with this policy, the Girl Scouts of the Jersey Shore will neither condone nor tolerate; infliction of physically abusive behavior or bodily injury upon members; physical neglect of, 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. The council reserves the right to refuse membership endorsement or reappointment, and to dismiss or to exclude from affiliation with the council any volunteer implementing Girl Scout Program who is found guilty of child abuse and neglect or who has been convicted of any form of child abuse and any form of neglect.

Duty to Report Child Abuse

Any volunteer having reasonable cause to believe that a child has been subject to child abuse or neglect shall report the alleged abuse immediately to the NJ Division of Youth and Family Services. The duty to report includes child abuse that may have occurred outside of the Girl Scout environment as well as within the Girl Scout environment.

Megans Law Notifications

Adult volunteers in leadership positions working directly with girls may register individually with their local county prosecutors office or law enforcement agency to receive Megans Law notifications. Volunteers who register to receive such notifications must comply with the training and procedural requirements of the Prosecutors office and law enforcement agency.

Adults are encouraged to keep a record of personal expenses incurred while participating in the Girl Scout Movement, i.e. cost of uniforms, mileage, etc. Many of these expenses may be applied as income tax deductions, check with the IRS or tax consultant.

All registered Girl Scout adults of the Girl Scouts of the Jersey Shore who would be unable to participate in special activities without some financial assistance may apply for a grant. The awarding of funds is based on financial need, council funds, and the applicants interest in the program.

A crisis is a circumstance or serious accident, which has the capability to threaten the well being of its members, cause opposition from the community, or have an adverse impact on the councils financial status. The emergency situation, whether factual, erroneous or accidental, has the potential to be misinterpreted by the councils public and jeopardizes its credibility.

Procedures to be followed in the event of a serious accident, emergency or fatality:

1. Give priority attention to the injured. Do not disturb the surroundings. Retain a responsible adult on the scene.
2. Call 911 for police and/or ambulance as appropriate.
3. Call the service center in closest proximate to the emergency. Call the emergency contacts listed on the In Case of Emergency Card.
4. Refer all media inquires (i.e. Newspapers, television, radio) to the service center. DO NOT MAKE ANY STATEMENT OR RELEASE ANY NAMES TO THE MEDIA. DO NOT SURRENDER PERMISSION SLIPS OR MEDICAL RECORDS TO AUTHORITIES. Document everything possible and keep your copies.