1. Policy Statement
Family Promise of Puget Sound (FPOPS) is committed to maintaining a fair, ethical, and professional environment for all volunteers, free from actual or perceived conflicts of interest and favoritism. This policy addresses the involvement of relatives and individuals with close personal relationships in volunteer roles to ensure that all volunteer placement decisions, assignments, and supervision are based solely on suitability, qualifications, and the best interests of the organization and our individuals. Our aim is to prevent situations where personal relationships could undermine objectivity, create unfair advantages, or lead to conflicts of interest within our volunteer program.
2. Purpose
The purpose of this policy is to:
* Ensure fair and equitable treatment of all prospective and active volunteers.
* Prevent conflicts of interest or the appearance of conflicts of interest in volunteer management.
* Maintain objectivity and impartiality in all volunteer-related decisions.
* Foster a professional and collaborative volunteer environment free from favoritism.
* Protect the integrity and reputation of Family Promise of Puget Sound’s volunteer program.
* Comply with all applicable laws and regulations.
3. Scope
This policy applies to all active volunteers, prospective volunteers, and board members of Family Promise of Puget Sound. It covers all volunteer-related decisions, including recruitment, screening, placement in roles, role assignments, supervision, recognition, and removal from a volunteer role.
4. Guiding Principles
* Fairness and Equity: All volunteer decisions will be made based on suitability, qualifications, and the needs of the organization, without regard to personal relationships.
* Objectivity: Decisions related to volunteer roles will be free from personal bias or the appearance of bias.
* Integrity: Uphold the highest standards of integrity in all volunteer practices.
* Transparency: Processes for addressing potential nepotism or conflicts in volunteer relationships will be clear and communicated.
* Accountability: Individuals are accountable for adhering to this policy and disclosing relevant relationships.
5. Definitions
* Relative: For the purpose of this policy, a relative includes, but is not limited to, spouse, domestic partner, child (natural, adopted, foster, or step), parent (natural, adoptive, foster, or step), sibling (natural, adoptive, foster, or step), grandparent, grandchild, aunt, uncle, niece, nephew, and first cousin. This also includes individuals related by marriage (e.g., in-laws).
* Close Personal Relationship: A relationship that is not familial but involves a significant personal bond or a financial interdependence that could reasonably be perceived as influencing objective decision-making (e.g., romantic partners, fiancés, roommates, close friends, or business partners).
* Volunteer Role Decision: Any decision related to an individual’s volunteer service, including recruitment, screening, placement in a role, specific assignments, supervision, recognition, and removal from a volunteer role.
6. Policy Guidelines and Procedures
6.1. Prohibited Oversight Relationships in Volunteer Roles
* Direct Oversight Prohibited: No volunteer shall directly oversee, or be directly overseen by, a relative or an individual with whom they have a close personal relationship in their volunteer capacity. This includes situations where one individual has direct influence over the other’s volunteer duties, assignments, or performance.
* Indirect Influence: Even where direct oversight is not present, FPOPS will strive to avoid situations where a relative or individual with a close personal relationship holds a position (staff or board) that could exert undue influence over volunteer role decisions affecting the other (e.g., involvement in volunteer placement, significant assignment decisions, or addressing volunteer conduct concerns).
6.2. Volunteer Recruitment and Placement
* No Direct Placement of Relatives/Close Relationships: Relatives or individuals with close personal relationships to current FPOPS staff, volunteers, or board members are generally not eligible for volunteer positions where a direct oversight relationship or undue influence would exist, as described in Section 6.1.
* Fair Consideration: If a relative or individual with a close personal relationship applies for a volunteer position where no prohibited oversight relationship or undue influence would exist, their application will be considered solely on suitability and qualifications, following FPOPS’s standard volunteer recruitment and screening processes. The relationship must be disclosed during the application process.
* Recusal from Placement Process: Staff, volunteers, or board members who have a relative or close personal relationship applying for or being considered for a volunteer role must recuse themselves from any involvement in the recruitment, screening, interviewing, or placement decision process for that role.
6.3. Existing Relationships
* If a relationship (familial or close personal) develops between volunteers, or between a volunteer and staff/board member, that would create a prohibited oversight relationship or conflict of interest under this policy, the individuals involved must immediately disclose the relationship to their volunteer supervisor or the Volunteer Coordinator.
* FPOPS will work to resolve such situations promptly, which may involve:
* Reassigning one or both individuals to different volunteer roles or responsibilities.
* Adjusting oversight structures.
* Other appropriate measures to eliminate the conflict or appearance of conflict.
* If a suitable resolution cannot be found, one or both individuals may be required to step down from their volunteer role.
6.4. Disclosure Requirements
* All volunteers and board members must promptly disclose any existing or newly formed familial or close personal relationships that could potentially create a conflict of interest under this policy to their volunteer supervisor or the Volunteer Coordinator.
* Prospective volunteers are required to disclose any such relationships with current FPOPS staff, volunteers, or board members during the application process.
7. Consequences of Violations
Failure to comply with this Nepotism and Close Personal Relationships Policy, including failure to disclose a relationship or attempting to influence volunteer role decisions based on a personal relationship, may result in action, up to and including:
* Verbal or written warning.
* Reassignment of volunteer role or responsibilities.
* Removal from a volunteer role.
* Ineligibility for future volunteer service with FPOPS. The severity of the action will depend on the nature and severity of the violation and any prior incidents.
8. Responsibilities
* All Volunteers and Board Members: Responsible for understanding and adhering to this policy, and for promptly disclosing any relationships that may fall under its scope.
* Volunteer Managers and Supervisors: Responsible for ensuring compliance with this policy in all volunteer placement and management decisions, for identifying potential conflicts, and for consulting with the Volunteer Coordinator or CEO when relationships are disclosed.
* Volunteer Coordinator/CEO: Responsible for the overall administration, interpretation, and enforcement of this policy, for reviewing disclosed relationships, and for determining appropriate resolutions in volunteer matters.
* Board of Directors: Responsible for ensuring the CEO and volunteer program adhere to this policy and for addressing any potential conflicts involving board members in their oversight of volunteer activities.
9. Policy Review and Revision
This policy will be reviewed annually by the CEO and Board of Directors, or more frequently as needed, to ensure its continued effectiveness, relevance, and alignment with organizational needs, best practices in volunteer management, and legal requirements. Any revisions will be communicated to all relevant personnel and volunteers.