Volunteer Code of Conduct
As constituents of a nonprofit, volunteers should reflect the diversity in the global membership and should take into account regional representation, professional interest area, and work place setting. The spirit of this document attempts to uphold Shaw PBR’s Core Values of: passion for mission and vision; integrity; accountability and trust; treating people with respect and dignity; diversity; neutrality; and social responsibility.
Volunteers shall at all times abide by and conform to the following Code of Conduct in their capacity as a Shaw PBR volunteer:
1. Volunteers shall make decisions in the best interests of the organization.
2. Volunteers shall contribute to a collegial, inclusive, professional, positive, and respectful work environment for fellow volunteers, stakeholders, and staff, and shall model the best in volunteer behavior.
3. Volunteers shall know, understand, and support Shaw PBR’s mission, vision, core values, purpose and goals and become familiar with and follow Shaw PBR policies, procedures, guidelines, and the Volunteer Code of Conduct while acting on behalf of Shaw PBR.
4. Volunteers shall not discriminate and shall be respectful of ethnic, national, and cultural differences.
5. Volunteers shall use Shaw PBR’s marks, insignia, name, logos, and trade dress (collectively, “Shaw PBR Marks”) in compliance with guidelines issued by Shaw PBR from time to time.
6. Volunteers shall at all times obey all applicable laws and regulations of the relevant government authorities, including all laws and provisions that govern appropriate conduct in the work place while acting on behalf of Shaw PBR.
Meetings and Communication
1. While acting on behalf of Shaw PBR, professional behavior and respectful discourse shall be required of volunteers. Disruptive or inappropriate behavior toward other volunteers, stakeholders or staff is unacceptable.
2. Only information deemed for public knowledge may be shared or discussed outside Shaw PBR, unless specifically authorized to do so by the Board of Directors and/or the President. No volunteer shall share, copy, reproduce, transmit, divulge or otherwise disclose any confidential information related to the affairs of Shaw PBR, and each volunteer will uphold the strict confidentiality regarding any information discussed at meetings or any other deliberations and communications. Questions regarding the confidential nature of Shaw PBR information or documents shall be directed to the appropriate staff person or Board member.
3. Volunteers are not permitted to speak on behalf of Shaw PBR or the Board to external parties, such as the media or other interested parties unless specifically asked to do so by the Board and/or the President.
4. All contractual agreements are the responsibility of the Shaw PBR office. Volunteers will not make such commitments on behalf of the Shaw PBR, except in accordance with established Shaw PBR policies.
5. All Shaw PBR correspondence, regardless of the medium, is a reflection on the organization. E-mail communications shall follow the same professional standards as verbal communication. E-mails may be considered legal documents and, therefore, caution shall be exercised when recording written opinions and statements pertaining to the role of the volunteer in Shaw PBR. The use of the “blind copy” function is strongly discouraged when conducting official Shaw PBR business.
6. Volunteers shall support Shaw PBR to other volunteers, members, and stakeholders. Inappropriate communication by email or in any public forum about Shaw PBR, its volunteers, staff, stakeholders, policies, procedures or guidelines is not acceptable. Issues regarding Shaw PBR shall be taken up in private with the appropriate Shaw PBR staff member.
Relationship with Other Volunteers, Stakeholders and Staff
1. Volunteers shall understand the scope of their authority and exercise good judgment in their dealings with other volunteers, stakeholders, staff, donors and the general public and shall respond to all constituents and the needs of the organization’s members in a responsible, respectful and professional manner.
2. Volunteers shall not request special or personal favors or extensive information from other volunteers, stakeholders, or staff, without prior consultation and agreement of the Board.
3. Shaw PBR events are professional gatherings and therefore appropriate behaviors are expected. Volunteers shall adhere to Shaw PBR policies, procedures, guidelines, and the Volunteer Code of Conduct in all interactions with other volunteers, stakeholders, staff, donors, and other constituents.
Avoiding Conflict of Interest
1. No volunteer will use any information provided by the organization or acquired as a consequence of the volunteer’s service to the organization in any manner other than in furtherance of his or her volunteer duties. Furthermore, volunteers will not misuse Shaw PBR property or resources and will at all times keep the organization’s property secure and not allow any person not authorized by Shaw PBR access to such property.
2. Volunteers shall not persuade or attempt to persuade any member, donor, sponsor, supplier, contractor, or any other person or entity with an actual or potential relationship with Shaw PBR to terminate, curtail or not enter into its relationship to or with Shaw PBR, or in any way to reduce the monetary or other benefits to Shaw PBR of such relationship.
3. Volunteers are expected to act at all times in the best interest of Shaw PBR and not for personal or third-party gain or financial enrichment. When encountering potential conflict of interest, volunteers will identify the conflict and report it to the Board of Directors who may ask them to remove themselves from all discussions and voting on the matter.
Upon termination of service, volunteers will promptly return to Shaw PBR all documents, electronic and hard files, reference materials, and other property not already on file in the Shaw PBR office. Such return will not abrogate him or her from the continuing obligations of confidentiality with respect to the information acquired as a consequence of his or her tenure.
Violations of the Code of Conduct
1. Shaw PBR staff shall resolve any issues with volunteers in a professional manner.
2. Volunteers violating the Code of Conduct may be asked to resign their volunteer position and may be requested to discontinue future volunteer roles. The Board of Directors will determine if this action is necessary and will notify the volunteer.
3. Volunteers who have been removed from a volunteer position have 30 days to appeal the decision to the Board which will review the situation and respond within 30 days of the request for appeal. All decisions of the Board are final.