1. Policy Statement
Family Promise of Puget Sound (FPOPS) is committed to fostering a safe, professional, and respectful environment for everyone in our community, including individuals, staff, and volunteers. Clear boundaries in interactions are crucial to build trust, protect vulnerable individuals, ensure fairness, and uphold the integrity of our mission. This policy provides specific guidelines for volunteers regarding their interactions with individuals, FPOPS staff, and other volunteers, emphasizing professionalism, confidentiality, and the importance of maintaining appropriate professional relationships.
2. Purpose
The goal of this policy is to:
* Clearly define and explain appropriate boundaries for volunteers in all FPOPS-related interactions.
* Protect the safety, privacy, and well-being of individuals.
* Ensure professional and respectful relationships among all FPOPS personnel.
* Prevent conflicts of interest, favoritism, exploitation, or the appearance of these issues.
* Safeguard FPOPS’s reputation and integrity.
* Offer clear guidance to volunteers on how to handle complex relationships in a helping environment.
3. Scope
This policy applies to all individuals who volunteer for Family Promise of Puget Sound. It covers all interactions that happen:
* On FPOPS premises (Day Center, Night Shelter, offices, vehicles).
* At FPOPS-sponsored activities or events (e.g., fundraising, outreach).
* During volunteer service or when representing FPOPS in any capacity.
* In online interactions (e.g., social media, messaging apps) where the volunteer’s connection to FPOPS is known.
4. Guiding Principles
* Professionalism: Always maintain a professional demeanor, attitude, and conduct in all interactions, consistent with FPOPS’s mission and values.
* Respect and Dignity: Treat everyone with dignity, empathy, and respect, acknowledging their unique experiences and backgrounds.
* Safety and Protection: Prioritize the physical, emotional, and psychological safety of all individuals, especially vulnerable individuals.
* Confidentiality: Keep all sensitive information strictly confidential, particularly individual data.
* Clear Roles: Understand and stick to the limits of your volunteer role; your main purpose is to support FPOPS’s mission within your assigned responsibilities.
* No Exploitation: Never exploit any relationship for personal gain, benefit, or inappropriate advantage.
* Transparency and Disclosure: If you’re unsure about a boundary, discuss the situation with your supervisor and ask for guidance.
* Non-Retaliation: No volunteer will face negative consequences for reporting a genuine boundary concern in good faith.
5. Definitions
* Boundary: The limits or rules that define a safe and appropriate relationship, distinguishing professional roles from personal ones.
* Professional Relationship: A relationship defined by clear roles, ethical guidelines, and a focus on achieving the organization’s mission.
* Personal Relationship: A relationship characterized by closeness, shared personal interests, and a mutual exchange of private information and support.
* Dual Relationship: When a volunteer has both a professional and a personal relationship with the same individual (e.g., volunteer and friend, volunteer and romantic partner). Dual relationships should generally be avoided, especially with individuals.
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6. General Guidelines for All Interactions
* Respect FPOPS Policies: All interactions must follow FPOPS policies, including the Code of Conduct, Anti-Harassment Policy, Non-Discrimination Policy, Confidentiality Policy, Social Media Policy, and Trauma-Informed Practice Policy.
* Maintain Professional Tone: Use respectful language, avoid profanity, offensive jokes, or inappropriate humor.
* Timely Communication: Respond to FPOPS-related communications (from staff, other volunteers) promptly.
* No Solicitation: Do not ask for business, religious beliefs, or political views from individuals, staff, or other volunteers while on FPOPS property or during FPOPS-sponsored activities.
* Dress Code: Always follow the FPOPS Dress Code Policy when representing the organization.
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7. Specific Interaction Boundaries
7.1. With Individuals
The relationship between volunteers and individuals is professional and supportive, designed to empower. Keeping clear boundaries is critical for individual safety and trust.
* Confidentiality and Privacy:
* Never share or discuss confidential individual information (names, stories, details, photos) with anyone outside of your direct FPOPS role (e.g., friends, family, personal social media). This includes information you might overhear. Refer to the Confidentiality Policy.
* Do not try to find or record personal information about individuals that isn’t relevant to your volunteer duties.
* Do not give individuals your personal identifying information (e.g., personal phone number, home address, social media accounts).
* Personal Relationships (Prohibited Dual Relationships):
* No Romantic or Sexual Relationships: Romantic or sexual relationships with individuals (current or former) are strictly forbidden.
* No Financial Transactions: Do not lend money to, borrow money from, or engage in any financial dealings (e.g., selling goods, buying services) with individuals.
* No Gifts: Do not give or receive personal gifts of significant value from individuals. Small, symbolic gestures (e.g., a child’s drawing, a thank you card) might be okay, but discuss it with your supervisor if you’re unsure.
* No Personal Favors: Do not offer or accept personal favors from individuals that are outside your volunteer role (e.g., running personal errands, driving them somewhere unless explicitly allowed and covered by FPOPS insurance for a specific FPOPS activity).
* No Personal Contact Outside FPOPS: Do not start or keep personal contact with individuals (current or former) outside of FPOPS-approved activities or communication methods. This includes phone calls, texts, emails, home visits, or social outings.
* Social Media/Online Interaction:
* Do not connect with individuals (current or former) on personal social media platforms (e.g., Facebook, Instagram, LinkedIn, X/Twitter).
* Do not share any FPOPS-related content on personal social media that could identify individuals, even accidentally. Refer to the Social Media Policy.
* Emotional Boundaries:
* Stay objective and avoid getting overly involved in individuals’ personal lives.
* Remember that you are an FPOPS volunteer, not a personal friend or family member, and your main role is to provide support within the program structure.
* If you feel emotionally overwhelmed or too involved, seek support from your supervisor. Refer to the Professional Support, Supervision, and Development Policy.
* Physical Boundaries: Maintain appropriate personal space and physical boundaries. Any physical contact should be professional and respectful.
7.2. With Staff
Volunteers are part of the FPOPS team. Professional boundaries with staff ensure respect for roles and organizational integrity.
* Respect Roles: Respect the authority and professional roles of FPOPS staff, including supervisors and program directors.
* Reporting Concerns: Understand and follow the FPOPS reporting structure for any concerns or issues (e.g., reporting to your designated supervisor).
* Professional Conduct: Communicate with all staff in a professional and respectful way. Refer to the Professional Communication Policy.
* No Influence on Employment/Volunteer Decisions: Do not try to influence employment decisions (hiring, promotion, discipline) for staff or volunteer placement/discipline for other volunteers based on personal relationships. Refer to the Nepotism and Close Personal Relationships Policy.
* Confidentiality: Respect the confidentiality of staff and volunteer personnel information.
7.3. With Other Volunteers
Maintaining boundaries among volunteers creates a cooperative and respectful team environment.
* Respect and Collaboration: Treat fellow volunteers with respect, encourage teamwork, and resolve disagreements constructively.
* Confidentiality: Respect the privacy of other volunteers. Do not share personal information about them without their clear permission.
* No Gossip: Do not engage in gossip or spread rumors about individuals, staff, or other volunteers.
* Professional Space: Recognize that personal relationships should not interfere with professional volunteer duties or create an exclusive atmosphere that excludes others.
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8. Reporting Boundary Concerns or Violations
Any volunteer who believes a boundary has been crossed, or who has seen a possible violation, should report it immediately. Prompt reporting is essential for FPOPS to investigate and take appropriate action.
* You can report verbally or in writing to your immediate volunteer supervisor or the Volunteer Coordinator.
* If the concern involves your supervisor or the Volunteer Coordinator, or if you’re uncomfortable reporting to them, you can report directly to a Program Director or the CEO.
* All reports will be handled as confidentially as possible, consistent with the need for a thorough investigation. Refer to the Anti-Harassment Policy and Grievance Policy for detailed procedures.
9. Consequences of Violations
Any violation of this Volunteer Interaction Boundaries Policy will be taken seriously and could lead to disciplinary action, including:
* Verbal or written warning.
* Change of volunteer role or responsibilities.
* Suspension from volunteer duties.
* Termination of volunteer service.
* Not being eligible for future volunteer service with FPOPS.
* Reporting to law enforcement, if necessary (e.g., in cases of exploitation or abuse). The seriousness of the disciplinary action will depend on the nature and severity of the violation, any harm caused, past incidents, and other relevant factors.
10. Responsibilities
* All Volunteers: Are responsible for understanding and strictly following this policy in all their FPOPS-related interactions. They must ask for clarification if unsure about boundaries and report any concerns.
* Volunteer Supervisors (FPOPS Staff): Are responsible for educating volunteers about this policy, modeling appropriate boundaries, providing guidance and support to volunteers handling complex interactions, and addressing and reporting any observed or reported violations.
* Volunteer Coordinator/Program Directors/CEO: Have overall responsibility for putting this policy into practice, overseeing it, and making sure boundaries are consistently applied and concerns are properly resolved.
11. Policy Review and Revision
This policy will be reviewed annually by the CEO and Volunteer Coordinator, in consultation with the Board of Directors, or more often if needed. This ensures it remains effective, relevant, and aligned with best practices in volunteer management, individual-centered service, and legal requirements. Any updates will be shared with all relevant personnel and volunteers.