1. Policy Statement & Purpose
Family Promise of Puget Sound (FPOPS) recognizes that working with families experiencing homelessness, who often carry complex histories of trauma, can expose staff and volunteers to significant emotional and psychological challenges. FPOPS is deeply committed to fostering a culture of care that supports the well-being and resilience of all personnel exposed to trauma through their work. This policy is designed to mitigate the negative impacts of Trauma Exposure Response (TER), secondary trauma, and vicarious trauma, enabling staff and volunteers to sustain their commitment and continue providing high-quality, trauma-informed care. We understand that “You can only give what you have,” and investing in our personnel’s well-being is essential for ethical practice and effective service delivery.
2. Scope
This policy applies to all paid staff and active volunteers of Family Promise of Puget Sound, acknowledging that all individuals in these roles may be exposed to the realities of client trauma and its potential effects.
3. Definitions
* Trauma Exposure Response (TER): The physiological and psychological impact of working with individuals who have experienced trauma. These responses are normal and predictable reactions to difficult and emotionally demanding work.
* Secondary Trauma: The emotional duress that results when an individual hears about the firsthand trauma experiences of another.1
* Vicarious Trauma:2 The transformation that occurs in the helper as a result of empathic engagement with clients’ trauma material and their lives. It is a cumulative process that can develop over time.
* Compassion Fatigue: A state of exhaustion and dysfunction, biologically, psychologically, and socially, as a result of prolonged exposure to stress3 and the emotional demands of helping others.
* Trauma Stewardship: A daily commitment to managing the impact of working with suffering and trauma, involving intentional practices to remain healthy and resilient in the face of exposure to trauma.
4. Guiding Principles
This policy is guided by core principles foundational to FPOPS’s values and operations:
* Safety: Prioritizing the physical, psychological, and emotional safety of staff and volunteers, creating a secure environment for processing and support.
* Trustworthiness: Fostering transparent and consistent practices in supporting well-being, building trust within the organization.
* Peer Support: Recognizing the power of mutual support, encouraging connections and shared experiences among colleagues.
* Collaboration: Working together across roles and departments to create a comprehensive and integrated system of support.
* Empowerment: Supporting staff and volunteers in developing their own self-care strategies and recognizing their agency in managing their well-being.
* Understanding Trauma’s Impact: Acknowledging the profound and diverse ways trauma affects individuals, both clients and those who serve them.
* Investment in People: FPOPS views the well-being of its staff and volunteers as a direct investment in the quality and sustainability of its services.
* Reflective Practice: Encouraging regular self-reflection and professional discussions to process experiences and enhance professional growth.
* Ethical Integrity: Upholding high ethical standards by ensuring that support mechanisms are in place to prevent burnout and maintain professional competence.
* Well-being and Resilience: Actively promoting practices that build resilience and sustain the overall well-being of personnel.
* Collaborative Learning: Utilizing shared experiences and feedback to continuously improve support mechanisms.
* Organizational Responsibility: FPOPS recognizes its responsibility to create an organizational culture and implement systems that actively support staff and volunteer well-being in relation to trauma exposure.
* “You can only give what you have”: Emphasizing that effective service delivery is directly linked to the well-being and capacity of those providing support.
* Teamwork and Emotional Safety: Fostering a team environment where emotional safety is prioritized, allowing individuals to express vulnerabilities and seek support without fear of judgment.
5. Recognizing and Addressing Trauma Exposure Response (TER)
TER, secondary trauma, vicarious trauma, and compassion fatigue are common and normal responses to the challenging work of supporting individuals who have experienced significant adversity. They are not signs of weakness or pathology but rather indicators of empathic engagement and the impact of the work.
* Common Signs and Symptoms: Personnel should be aware of common signs and symptoms of TER in themselves and their colleagues. These can include:
* Fatigue or exhaustion.
* Feeling overwhelmed or numb.
* Increased irritability or anger.
* Difficulty sleeping or nightmares.
* Intrusive thoughts or images related to clients’ trauma.
* Changes in appetite or physical health.
* Denial or dissociation from difficult emotions.
* A sense of isolation or hopelessness.
* Difficulty concentrating.
* Increased cynicism or emotional detachment.
* Self-Recognition and Peer Awareness: It is critical for all staff and volunteers to develop self-awareness regarding their own responses to trauma exposure and to practice compassionate observation of their colleagues. Recognizing these signs is the first step towards seeking and offering support.
* Personal Trauma History: Acknowledge that the work can sometimes “hook” into an individual’s personal trauma history, requiring additional sensitivity and support.
6. Support Mechanisms and Procedures
FPOPS provides a multi-faceted approach to supporting staff and volunteer well-being:
* Professional Supervision: Supervision is a dedicated, regular, and confidential space for staff and volunteers to discuss their workload, stress levels, process the emotional impacts of their work, and identify effective coping strategies. Supervisors are trained to facilitate reflective practice and support ethical integrity. Confidentiality in supervision will be maintained within ethical and legal limits, with clear discussions about these limits when necessary (e.g., safety concerns, mandatory reporting).
* Debriefing: Structured debriefing procedures will be implemented after critical incidents, particularly challenging situations, or prolonged periods of high emotional intensity. These sessions will emphasize a supportive, ‘no blame’ approach focused on learning and processing emotions. Debriefings will be carefully facilitated to avoid re-traumatization and ensure emotional safety for all participants.
* Peer Support: FPOPS fosters formal and informal opportunities for staff and volunteers to connect, share experiences, and provide mutual support. This may include regular team meetings with dedicated check-in time, peer support groups, or informal mentorship.
* Training and Professional Development: FPOPS is committed to providing ongoing training on understanding trauma, recognizing TER, developing self-care strategies, effective de-escalation techniques, and ethical decision-making. This training enhances skills and builds resilience.
* Access to External Resources: When internal support is insufficient for complex or persistent issues, FPOPS will provide confidential information regarding access to external support resources, such as Employee Assistance Programs (EAP – if applicable), mental health professionals, or clinical supervisors. If concerns arise regarding a staff member or volunteer’s well-being, the Welfare Check policy may be utilized to initiate support pathways.
* Encouraging Self-Care / Trauma Stewardship: FPOPS explicitly encourages and supports staff and volunteers in actively engaging in self-care practices. This is viewed as essential to professional competence, sustainability, and preventing compassion fatigue. Personnel are encouraged to view self-care as a professional responsibility requiring conscious effort, especially amidst demanding work. FPOPS promotes work-life balance and encourages the appropriate use of Paid Time Off (PTO) or volunteer leave.
* Ethical Decision-Making Support: Navigating ethical dilemmas and moral distress inherent in human services work can contribute to stress. Staff and volunteers are encouraged to utilize supervision and other consultation resources (e.g., Program Directors, CEO, trusted peers) to process and make sound ethical decisions.
* Communication Skills: The consistent use of effective communication techniques, such as active listening, affirming feelings, and de-escalation strategies, is not only vital in client interactions but also crucial among colleagues. These skills help manage stress, prevent escalation of difficult situations, and foster a supportive work environment.
* Workload Management: FPOPS acknowledges that excessive workload contributes significantly to stress and potential burnout. Workload management will be a regular topic of discussion in supervision, with supervisors and leadership working to manage caseloads and responsibilities to support personnel well-being.
7. Responsibilities
* Board of Directors: Provides strategic oversight, supports the allocation of resources for staff and volunteer well-being initiatives, and ensures that the organizational culture prioritizes a trauma-informed approach to internal operations.
* CEO: Champions and models the principles of this policy, ensures adequate resources are available for support mechanisms, and fosters a culture where well-being is valued and prioritized.
* Program Directors/Supervisors: Play a critical role in facilitating professional supervision, recognizing signs of TER in their teams, actively promoting self-care, guiding debriefing processes, and ensuring access to appropriate support resources. They are responsible for implementing this policy at the program level.
* All Staff and Volunteers: Are responsible for understanding this policy, actively participating in available support mechanisms, engaging in self-care practices, recognizing signs of TER in themselves and colleagues, and seeking support when needed. They are encouraged to communicate their needs to their supervisors.
8. Confidentiality
FPOPS is committed to maintaining the confidentiality of discussions regarding well-being, stress, and trauma exposure within supportive contexts like supervision, debriefing sessions, and peer support. However, limits to confidentiality will be clearly communicated. These limits include, but are not limited to, situations involving immediate safety concerns for the individual or others, or mandatory reporting obligations (e.g., child abuse or neglect). Information shared will be handled in accordance with FPOPS’s Confidentiality Policy.
9. Policy Review and Revision
This policy will be reviewed regularly, at least annually, or more frequently following critical incidents or significant changes in organizational practice. Input from staff and volunteers will be actively sought during the review process to ensure its continued effectiveness and alignment with best practices in supporting the well-being of those exposed to trauma in human service work.