Confidentiality Policy: Volunteers & Recruiting Committee Standards

Last updated: February 2016

Due to the nature of the Volunteers & Recruiting Committee’s work with others both inside and outside of the Organization for Transformative Works (OTW), staff are required to read, agree to, and abide by these standards of conduct. These standards supplement the OTW Code of Conduct; staff must follow both documents in conducting their work and in representing the OTW and committee.

CONFIDENTIALITY

Volunteers & Recruiting Committee staff have access to personnel and committee data through OTW tools, the volunteer database, training materials, and the committee’s vault. The committee handles private information, the connection of fan names and legal names, confidential data, and other sensitive topics.

Information used as a part of committee work–from legal names to personnel data–is to be kept strictly confidential. It is not to be shared outside the committee, except when otherwise indicated or allowed. This includes sharing information with friends outside the OTW, in protected spaces outside the OTW, in anonymous spaces, and on other committees. Confidential information learned while doing work for the committee should not be used in any context but to carry out OTW work. Staff should consult the co-chairs regarding sharing of information internally with other committees or externally when talking about the OTW. Questions should also be referred to the Legal Committee as they arise.

Volunteers & Recruiting staff may also see non-public information and projects of other committees on OTW tools. We respect the right of our colleagues to announce their own work and projects when they are ready to do so. Staff should assume that information about other committees and projects viewed in OTW spaces is confidential and is not to be shared without permission from that committee.

All requests for personnel information from the volunteer database or committee vault must be approved by the co-chairs before sharing data with anyone outside the committee, including the Board of Directors. This includes, but is not limited to, rosters, passwords, and volunteer service records. If a request is questionable, the co-chairs will consult with the Legal Committee on a course of action.

The confidentiality portion of this agreement remains in force following the end of one’s service on the committee.

COMMITMENT TO TRANSPARENCY

Volunteers & Recruiting values internal and external transparency regarding the committee’s work. To help foster this, staff must agree to uphold the following statements:

  1. There is no such thing as a small or obvious question. We are more than happy to answer questions about policies, procedures, and our work. It is through these questions that documentation can be clarified and strengthened.
  2. We welcome and value constructive feedback. As we work to improve, we recognize feedback, offered in good faith, is a key part of that process.
  3. We avoid acting based on assumptions. It is better to ask questions and get answers when something is unclear.
  4. We own and learn from our mistakes. While we take effort to avoid mistakes, we can’t guarantee that mistakes won’t happen. In those cases, we work to address or correct the matter right away. Then we examine the situation to find ways to avoid similar mistakes in the future.
  5. Key information related to all project work and proposals (except confidential information) will be made available to staff on OTW tools, archived on the internal wiki, and shared through the OTW newsletters.

CONFLICT OF INTEREST

Being staff on Volunteers & Recruiting involves working closely with and making decisions that impact the work of others in the OTW. Staff should work to ensure that no conflict of interest interferes with their ability to perform their work for the benefit of the OTW and its personnel. Staff must disclose to the co-chairs any potential conflicts of interest that may exist in relation to any part of their work on the committee. A conflict of interest exists when there is relationship to a party, or particular knowledge of a situation, that would prevent a person from making a decision solely on the basis of the information presented and uninfluenced by matters of personal interest or other factors.

In decisions on requests from other committees, questions surrounding personnel actions, complaint resolution, conflict mediation, or other sensitive committee work, staff are expected to consult with the co-chairs if a conflict of interest may exist. Staff should disclose to the co-chairs anything that might cause their objectivity or impartiality to be questioned. The co-chairs will work with staff to mitigate any conflict of interest or to decide if staff should be recused from a specific task.

As a matter of course, staff should not be involved in any formal complaints or mediation involving committees on which they serve or have served in any capacity in the past 12 months. Questions regarding these situations should be discussed with the co-chairs.

COMPLAINTS ARISING FROM THESE STANDARDS

Anyone who feels a Volunteers & Recruiting staff member has failed to adhere to these standards or the OTW Code of Conduct should contact the Volunteers & Recruiting co-chairs. If the complaint is regarding the Volunteers & Recruiting co-chairs, contact the Board of Directors. If a complaint is found to have merit, it will be addressed through the Constructive Corrective Action Procedure. Please note that out of fairness, formal complaints may be disclosed to the subject of the complaint, but the committee does not tolerate retaliation regardless of the outcome of a complaint.