1. Harassment Policy
We recognize harassment may occur within any environment: at QVS, at your site placement, or wherever you go in your city.
Harassment is offensive, belittling, threatening, or otherwise unwelcome behavior directed at someone based on protected characteristics like age, race, color, disability, sexual orientation, or gender identity. When an individual expresses discomfort with an action or communication, it is unwelcome to that individual. Any non-consensual sexual behavior is a form of harassment. QVS does not tolerate discrimination or harassment of any kind.
If you are the target of discrimination or harassment in any form, please immediately notify your Local Coordinator and/or the Director of Program. Don’t hesitate to contact us if you notice someone else behaving inappropriately or if you suspect a housemate is being discriminated against or harassed but not reporting it. If your concern is about the behavior of the QVS City Coordinator, please immediately contact the Director of Program (Mike Huber [email protected] or 503-680-6717).
Upon being notified, QVS will first act to support the target of harassment or discrimination. We are committed to acting swiftly in order to prevent further harm. If the incident involves a community partner, QVS will ask site placement organizations or meetings to take action based on their internal harassment policies. If we determine that a work environment is unsafe, we will remove Fellows from that site. We will offer to connect those who experience harm with counseling resources.
If harassment occurs between Fellows or between a Fellow and someone in a QVS role (e.g. QVS staff or Spiritual Nurturer), we will follow the QVS harassment procedure:
- Request a Statement. Those making a complaint will be asked to produce a written statement. We recognize the emotional labor required to produce such a document. We urge those making a complaint to work with a trusted support person throughout the process. The statement (including identifying information about who has written the complaint) will be seen by the Local Coordinator and the Leadership Team of QVS. The Leadership Team comprises the Executive Director, Director of Operations, Director of Program, and Director of Equity and Empowerment. If the complaint is against a QVS staff person, that person will be excluded on the initial list of recipients. QVS will not retaliate against any Fellow for complaining about harassment or discrimination or for cooperating with any investigation. Any Fellow who believes retaliation has occurred should immediately report this to the Local Coordinator or Director of Program.
- Form a Response Team. Within 5 days of receiving the written complaint, the QVS Leadership Team will appoint 2-3 people to serve as a Response Team. The Leadership Team may appoint QVS staff, Board members, or people outside QVS. The Leadership Team may consult with the complainant prior to making appointments; however, the Leadership Team will make a final decision about the Response Team composition based on their best judgment.
- Meet with the Author of the Complaint. The Response Team will arrange a meeting with the person who wrote the complaint within 7 days after QVS received the written complaint. During this meeting, the Response Team will answer procedural questions and ask clarifying questions about the situation that led to the complaint. The person who wrote the complaint may choose to bring a support person to this meeting.
- Meet with the Person(s) Accused of Harassment and/or Discrimination. Once the Response Team discerns it has gathered sufficient information, they will schedule a meeting with person(s) accused of harassment and/or discrimination. The accused will be informed that a complaint has been filed and invited to bring a support person to the meeting. At the meeting, the accused will hear details of the incident. Identifying the specifics of harmful behavior almost always reveals the identity of the person who was harmed, so QVS cannot guarantee anonymity. After describing the incident as it was written and clarified through direct communication with the author of the written complaint, the Response Team will ask the accused if the details are in dispute and if there is additional information that should be considered.
- Meet with Others to Investigate as Needed. If the accused agrees that the incident has been described accurately there is no need for further investigation; the Response Team may proceed with its report as described below. If the accused disputes the facts of the incident, then further investigation will be required. The Response Team will need to hear from anyone who can speak to the sequence of events that led to the complaint. Fellows and QVS Staff are required to cooperate with any such investigation.
- Report Conclusions. The Response Team’s report will be presented to the author of the written complaint, to the accused, and to the Leadership Team of QVS. The report will offer the Response Team’s conclusions:
- What Happened? If the facts are in dispute, the Response Team’s final report will include their best understanding of what happened. If the facts are not in dispute, the Response Team’s final report will include the written complaint and any clarifying notes obtained through subsequent conversations.
- How Should QVS Respond? Whether or not the Response Team determines that harassment or discrimination has occurred, they will recommend action to repair harm and set the foundation for healthy community. If the Response Team concludes that discrimination or harassment has occurred, they will discern the appropriate action to hold people accountable.
- Implement Recommendations. The QVS Leadership Team will take action based on the Response Team’s conclusions. This may include following established procedures for removing staff or Fellows, establishing expectations for additional training, providing counseling or other resources to the involved parties, or requiring other actions named by the Response Team.
2. No Violence Policy
Acts or threats of violence (including intimidating behavior, verbal or physical harassment, and/or coercion) which involve or affect QVS Fellows, staff, or anyone else will not be tolerated. QVS does not allow fighting, threatening words, or conduct. Nor do we allow the possession of weapons of any kind on QVS premises. Violation of this policy may lead to the termination of the Fellow relationship with QVS.
All Fellows are encouraged and have an obligation to report to the City Coordinator any incidents of threats or acts of physical violence, regardless of whether the violence is directed at a Fellow or at others. If it would be inappropriate to report to the City Coordinator, please immediately notify QVS Director of Program Mike Huber ([email protected]g, 503-680-6717).
3. Confidentiality Policy
As a QVS Fellow, in addition to learning information about QVS and related to the business and operations of the site placements with which you work, you will have the privilege to hear the stories and witness the lives of the people with whom you work, including both employees and clients served by the site placement organizations. You may learn things of a highly personal and confidential nature. With this work and privilege comes your responsibility to understand the scope of confidentiality and your obligation to maintain complete confidentiality in accordance with your site placement organization’s guidelines.
It is important to understand that all forms of communication (written, oral, electronic) are included in the obligation to maintain the confidentiality of information. Be conscious of this as you discuss your work with community members, family and friends, neighbors, and others, through face-to-face conversations, emails, phone calls, blogs, chatting online, etc. You also may not be permitted to take pictures or videos of agency clients or others at your workplace. Please take time to understand the policies of your site placement organization around confidentiality, and to ensure that confidential information is not disclosed during or after your engagement with QVS.
4. Removal of Fellows Policy
Please read the linked document to review the QVS policy on removal of Fellows. Removal of Fellows Policy Document
5. Internet and Social Media Policy
QVS Fellows are personally responsible for what they communicate in social media such as Facebook, Twitter, LinkedIn, Instagram, blogs, etc.
Unless social media activity is at the behest of QVS or your site placement organization in the performance of job duties, you should make it clear in any social media activity that what you publish is being said on your own behalf in your individual capacity.
Write in the first person and use personal email addresses when communicating via social media. Never post anonymously to social media sites when your post could be attributed to QVS, your site placement organization, customers, clients, business partners, suppliers, vendors or other stakeholders. Anonymous posts can be traced back to the original sender’s email address. If you are posting on any social media site (including blogs) to endorse or recommend QVS or any of its services, you must disclose your affiliation with QVS.
Use good judgment about what is posted and remember that anything said can reflect on QVS, even with a disclaimer. Always strive to be accurate in communications about QVS, and remember that statements have the potential to result in liability for you or for QVS. QVS encourages professionalism and honesty in social media and other communications.
6. Work Made for Hire and Assignment Policy
In connection with their duties, a Fellow may create certain works on behalf of QVS or the site placement agency that may be copyrighted under the laws of the United States. To the extent that any such works are created, a QVS Fellow will be considered to have created a work made for hire as defined in 17 USC Section 101, and QVS or the site placement agency shall have the sole right to the copyright. In the event that any work created by a Fellow does not qualify as a work for hire, for any reason, the Fellow agrees to assign without limitations, all of their rights, title and interest in the work to QVS or the site placement agency. This includes, but is not limited to, any royalties, proceeds, or other benefits derived from such works created including photographs or recordings.
7. Drug and Alcohol Policy
Quaker Voluntary Service opposes the illegal use and abuse of alcohol and drugs. Because of the serious problems related to the misuse of alcoholic beverages and illicit drugs, and because this practice can harm an individual’s effectiveness in their placement and their ability to live in community in a healthy way, QVS will not tolerate the misuse of alcoholic beverages or use of illicit drugs.
Offenses on QVS Property
QVS Fellows are prohibited from unlawfully manufacturing, distributing, dispensing, possessing or using drugs on property owned or leased by QVS, including the QVS house. QVS further prohibits the misuse of drugs including but not limited to narcotics, depressants, stimulants and hallucinogens whether criminalized or not. Fellows are 21 years of age and so legally allowed to consume alcohol. Excessive use of alcohol that may adversely affect a QVS Fellows’ job performance or community life is not acceptable.
Offenses Off QVS Property
Unlawful manufacture, distribution, dispensing, possession, or use of drugs, or excessive use of alcohol that may adversely affect a Fellow’s job performance or reflect unfavorably upon public or governmental confidence in the manner in which QVS carries out its activities, is prohibited. Fellows must comply with the rules and regulations regarding alcohol consumption of any facility used for QVS-sponsored activities. Fellows must comply with state and federal laws regarding the consumption of alcohol.
QVS staff will help Fellows locate resources for drug and alcohol abuse or addiction, but QVS staff and local support people are not trained substance abuse counselors. While QVS encourages Fellows to get help for alcohol and drug abuse or addiction, QVS also reserves the right to determine if a Fellow can continue in the program, regardless of treatment.
8. Conflict of Interest Policy
QVS Fellows should avoid any activity, agreement, business investment or interest, or other situation which could be construed as a conflict with QVS’s best interests, or which give the appearance of taking money, merchandise, or services from agencies or vendors of QVS for personal gain.
Good judgment should prevent the possibility of a conflict of interest arising. If a Fellow engages in any activity or transaction which might cause a conflict between personal and organizational interests, however, information about that potential conflict must be disclosed in advance to the City Coordinator.
9. No Payment for Work at Site Placements Policy
QVS is a comprehensive year of service program and not a paid job. Our program exists to help non-profit organizations (who would otherwise be unable to pay a full-time employee) expand their ability to accomplish their work. In return, you are gaining valuable professional experience and exposure to the non-profit industrial complex and all of its nuances.
It is important for the equality and integrity of the QVS program that all agency placements follow the same compensation guidelines and not pay you anything directly for work performed as part of your job description. QVS will pay your stipend before the beginning of each month; the stipend amount received each month shall be irrespective of the number of hours you work.
Acknowledgement of Policies
I understand that the purpose of these policies is to provide QVS Fellows with general information regarding policies and procedures QVS attempts to follow in most cases. I also understand that because of the nature of QVS’s operations and the variations inherent in individual situations, the policies and procedures set out in these policies may not apply to every situation. I understand that under no circumstances are the policies to be considered promises by QVS. I understand and acknowledge that QVS may, in its sole discretion, interpret, modify, revise, delete, or add to any of the policies or procedures above. I understand that QVS may do this at any time, with or without notice and that QVS’s decisions in this regard will be final. QVS will take action with Fellows who violate these policies. These actions may include verbal or written warnings, a probationary period to examine behavior, and dismissal from QVS. The actions taken will be determined by the QVS Executive Director in consultation with local QVS staff, support committee members, and the QVS Board.