As constituents of a nonprofit, mental health-focused organization, volunteers are required to maintain confidentiality while sharing information virtually or written and when working or speaking in your community on behalf of the organization. The spirit of this document attempts to uphold The Queen Shirley Foundation’s Core Values of: Respect, Kindness, Accountability, Confidentiality, Social responsibility, Personal service, and Diversity.
Volunteers shall at all times abide by and conform to the following Code of Conduct in their capacity as a The Queen Shirley Foundation volunteer:
- Volunteers shall make decisions in the best interests of the organization.
- Volunteers shall contribute to a collegial, inclusive, professional, positive, and respectful work environment, real or virtual for fellow volunteers, stakeholders, and staff, and shall model the best in volunteer behavior.
- Volunteers shall know, understand, and support The Queen Shirley Foundation’s mission, vision, core values, purpose and goals and become familiar with and follow The Queen Shirley Foundation policies, procedures, guidelines, and the Volunteer Code of Conduct while acting on behalf of The Queen Shirley Foundation.
- Volunteers shall not discriminate and shall be respectful of ethnic, national, and cultural differences.
- Volunteers shall use The Queen Shirley Foundation’s marks, insignia, name, logos, and trade dress (collectively, “The Queen Shirley Foundation Marks”) in compliance with guidelines issued by The Queen Shirley Foundation from time to time.
- Volunteers shall provide any written copy and marketing materials to The Queen Shirley Foundation for review prior to sending, posting, speaking or in any other way disseminating information to the public regarding the organization.
- Volunteers shall at all times obey all applicable laws and regulations of the relevant government authorities, including all laws and provisions that govern appropriate conduct in the work place while acting on behalf of The Queen Shirley Foundation.
Meetings and Communication
- While acting on behalf of The Queen Shirley Foundation, professional behavior and respectful discourse shall be required of volunteers. Disruptive or inappropriate behavior toward other volunteers, stakeholders or staff is unacceptable.
- Only information deemed for public knowledge may be shared or discussed outside The Queen Shirley Foundation, unless specifically authorized to do so by the Chief Executive Officer. No volunteer shall share, copy, reproduce, transmit, divulge or otherwise disclose any confidential information related to the affairs of the organization, and each volunteer will uphold the strict confidentiality regarding any information discussed at meetings or any other deliberations and communications. Questions regarding the confidential nature of The Queen Shirley Foundation information or documents shall be directed to the appropriate staff person.
- Volunteers are not permitted to speak on behalf of The Queen Shirley Foundation to external parties, such as the media or other interested parties unless specifically asked to do so by the Chief Executive Officer.
- All contractual agreements are the responsibility of The Queen Shirley Foundation office. Volunteers will not make such commitments on behalf of The Queen Shirley Foundation, except in accordance with established The Queen Shirley Foundation policies.
- All The Queen Shirley Foundation correspondence, regardless of the medium, is a reflection on the organization. E-mail communications shall follow the same professional standards as verbal communication. E-mails may be considered legal documents and, therefore, caution shall be exercised when recording written opinions and statements pertaining to the role of the volunteer in The Queen Shirley Foundation. The use of the “blind copy” function is strongly discouraged when conducting official The Queen Shirley Foundation business.
- Volunteers shall support The Queen Shirley Foundation to other volunteers, members, and stakeholders. Inappropriate communication by email or in any public forum about The Queen Shirley Foundation, its volunteers, staff, stakeholders, policies, procedures or guidelines is not acceptable. Issues regarding The Queen Shirley Foundation shall be taken up in private with the appropriate The Queen Shirley Foundation staff member.
- Participation in committee meetings (in-person and teleconferences) is typically required to fulfill a volunteer’s duties.
Relationship with Other Volunteers, Stakeholders and Staff
- Volunteers shall understand the scope of their authority and exercise good judgment in their dealings with other volunteers, stakeholders, staff, suppliers and the general public and shall respond to all constituents in a responsible, respectful and professional manner.
- Volunteers shall not request special or personal favors or extensive information from other volunteers, stakeholders, or staff, or constituent participants without prior consultation and agreement of the Chief Executive Officer.
- The Queen Shirley Foundation events are professional gatherings and therefore appropriate behaviors are expected. Volunteers shall adhere to The Queen Shirley Foundation policies, procedures, guidelines, and the Volunteer Code of Conduct in all interactions with other volunteers, stakeholders, staff, vendors, and other constituents.
Avoiding Conflict of Interest
- No volunteer will use any information provided by the Organization or acquired as a consequence of the volunteer’s service to the Organization in any manner other than in furtherance of his or her volunteer duties. Furthermore, volunteers will not misuse Organization property or resources and will at all times keep the Organization’s property secure and not allow any person not authorized by The Queen Shirley Foundation access to such property.
- Volunteers shall not persuade or attempt to persuade any member, exhibitor, sponsor, supplier, contractor, or any other person or entity with an actual or potential relationship with the Organization to terminate, curtail or not enter into its relationship to or with the Organization, or in any way to reduce the monetary or other benefits to the Organization of such relationship.
- Volunteers are expected to act at all times in the best interest of the Organization and not for personal or third-party gain or financial enrichment. When encountering potential conflict of interest, volunteers will identify the conflict and report it to the Chief Executive Officer.
- Volunteers will not accept gifts, gratuities, free trips, honoraria, personal property, or any other item of value from any person or entity as a direct or indirect inducement to provide special treatment to such donor with respect to matters pertaining to the Organization without fully disclosing such items to the Chief Executive Officer in advance.
Upon termination of service, volunteers will promptly return to the Organization all documents, electronic and hard files, reference materials, and other property not already on file in The Queen Shirley Foundation office. Such return will not abrogate him or her from the continuing obligations of confidentiality with respect to the information acquired as a consequence of his or her tenure.
Violations of the Code of Conduct
- The Queen Shirley Foundation staff shall resolve any issues with volunteers in a professional manner.
- Volunteers violating the Code of Conduct may be asked to resign their volunteer position and may be requested to discontinue future volunteer roles. The Chief Executive Officer will determine if this action is necessary and will notify the volunteer.
- Volunteers who have been removed from a volunteer position have 30 days to appeal the decision to the Executive Committee of the Board which will review the situation and respond within 30 days of the request for appeal. All decisions of the Executive Committee are final.
Volunteer Code of Conduct – Revised August 14, 2020