• QVS expects its employees to devote their best efforts to the interests of the organization and its business. QVS does not intend to overlook the talents, capabilities, and dedication of relatives of present employees; however, it does seek to avoid and eliminate any circumstances that might lead to a supervisor/subordinate relationship or possible conflict of interest. Relatives of current employees may be hired only if they will not be working directly for or supervising a relative. In other cases where a conflict or potential for conflict arises, even if there is no supervisory relationship involved, relatives may be separated by reassignment or terminated from employment. Additionally, it is the responsibility of each employee to alert their supervisor to any possible conflict of interest or perceived conflict of interest that may hurt the integrity or image of the organization.

  • Products resulting from an individual's work as a QVS employee are the property of QVS. This includes all works of authorship created by the employee, including but not limited to films, photographs, graphic works, video recordings, books, articles, writings, audio recordings and computer programs (and all materials embodying such works of authorship). QVS employees irrevocably transfer and assign to QVS all rights, title and interest, in the United States and throughout the world, in these products, including the copyright to them (for the full terms and extensions in every jurisdiction). QVS employees agree to take whatever steps are necessary to assist QVS in asserting and protecting such rights. QVS employees shall not be entitled to use any of this work except to the extent expressly agreed to in writing by QVS.

  • In working at QVS, employees are entrusted with confidential information that is proprietary or is not available to the public. Employees shall not directly or indirectly disclose confidential or proprietary information or materials to any individual or entity outside QVS for any reason whatsoever without the prior written consent of QVS. Employees who receive such information should share it only with those QVS employees whose jobs require them to have access to the information. Such information must be kept confidential both during and after

    employment with QVS, unless the employee has express written authorization to disclose such information.

    Confidential information includes, but is not limited to:

    Employee payroll (salary and wage) information; personnel file information (including employee names, addresses and phone numbers);

    Business records, including budgets, finances, mailing lists and non-public information about members and donors;

    Confidential information about QVS Fellows; and

    Any other QVS information that is not released publicly.

  • Directors, officers, employees, fellows and volunteers of Quaker Voluntary Service, Inc. (the “Corporation”) are encouraged to report any improper activity to the Clerk. Improper activities are defined as any activity that may jeopardize the accuracy of financial reporting, is a conflict of interest, indicates a misappropriation of assets, or otherwise is illegal or violates organizational policies or ethical standards. Directors, officers, employees and volunteers will not be retaliated against for whistle blowing.

    Purpose: In compliance with the Sarbanes-Oxley Act’s goals of improving corporate governance and responsibility, the purpose of this policy is to encourage and enable individuals to come forward as soon as possible if they have credible information regarding an illegal practice, a violation of organizational policies, or a violation of ethical standards.

    Reporting Improper Activities. Any director, officer, employee or volunteer who has a good faith concern regarding any improper activity, including the legality or propriety of any action taken or contemplated to be taken by the Corporation, or a good faith belief that action needs to be taken for the Corporation to be in compliance with laws, organizational policies or ethical standards, should promptly report such concern to the Clerk (in person, via telephone, e-mail or written communication).

    Here and throughout, if the clerk of the Board is a subject of a reported concern, the process set forth in this policy is to be headed by the Assistant Clerk or such other person designated by the Board of Directors.

    At a minimum, the following information should be provided.

    Description of the nature of the improper activity

    Names(s) of the person(s) engaging in the activity

    Approximate or actual date the activity took place

    The report may be submitted on a confidential basis or may be submitted anonymously. The privacy of those who in good faith report apparent misconduct will be protected to the extent possible consistent with the Corporation’s interest in taking appropriate action.

    Preliminary Investigation. Within 30 days of receipt of any reported concern, the Clerk of the Corporation will complete a preliminary investigation to establish the validity of the reported activities. The Clerk or their designee will document and maintain secured records of all reported activities and any documentation relating to the investigation of those activities. Legal counsel, accounting assistance, or law enforcement agencies will be contacted if appropriate. Corrective action may be taken as appropriate.

    Report to Full Board. Upon completion of the preliminary investigation, the Clerk will forward the issue to the Board of Directors for their review and appropriate action. The Clerk will supply the Board with the following:

    A copy of the original information provided by the person reporting the concern

    A report on the findings of the preliminary investigation and of any action taken, including the Clerk’s opinion of the reported activity

    Further action may include requesting additional investigative work by any Board or Committee member, questioning senior management, contacting legal counsel or reporting to law enforcement agencies.

    Protection from Retaliation: It is the Corporation’s policy and commitment that a director, officer, employee, fellow or volunteer will not be retaliated against for reporting of concerns done in good faith. If a director, officer, employee, fellow or volunteer believes that he or she has been retaliated against, he or she should contact the Clerk of the board. The Corporation will investigate the alleged retaliation. If the investigation confirms that a director, officer, employee, fellow or volunteer was retaliated against because of their reporting, the Corporation will take appropriate corrective actions. Any director, officer, employee, fellow or volunteer who threatens, harasses or otherwise retaliates against a person making such a good-faith report will be subject to appropriate discipline, up to and including termination of employment or other remedies.

  • Because employment with QVS is based on mutual consent, either QVS or the employee may terminate the employment relationship at any time. It is important that employees follow the proper channels of terminating employment to maintain a good employment record. There are several types of termination procedures:

    Resignation– Non-exempt employees who decide to resign from QVS should give at least two (2) weeks’ notice, and exempt employees who decide to resign from QVS should give at least one (1) months’ notice. This will give QVS an opportunity to arrange for a replacement. Eligible employees who resign with proper notice will be paid for accrued but unused PTO, and may be considered for re-employment at a later date.

    Quitting - An employee who leaves without giving at least proper notice as outlined above is considered to have quit. Employees who quit are not eligible for rehire.

    Discharge - An employee who is terminated for poor work performance or misconduct is considered to be discharged. A discharged employee is not eligible for rehire.

    Layoff - On occasion, termination of employees for non-disciplinary reasons may become necessary. In such instances, affected employees will be paid accrued but unused PTO, and may be considered for re-employment at a later date.

    Exit interview Prior to departure, the supervising employee will request and schedule an exit interview with the departing employee. In the interview, the topics discussed will include: reasons for the termination, the experiences of the individual as a QVS employee, exchange of information on the status of any ongoing projects and resources the departing employee has had responsibility for, and a review of the benefits and resources available to the departing employee.

    Any QVS property should be returned upon exit, including credit cards, computers, and keys.

    All inquiries concerning employees from outside sources, including requests for employment verification or references, should be directed to the Executive Director. No information should be given regarding any employee by any other employee or manager to an outside source.

    The Executive Director will respond in writing only to those reference check inquiries that are submitted in writing. Responses to such inquiries will confirm only dates of employment, wage rates, and position(s) held. No employment data or personnel file contents will be released.

  • QVS employees are free to resign at will at any time, with or without cause. Similarly, QVS may terminate an employment relationship at will at any time for any reason not prohibited by law, with or without prior notice or cause. This at-will employment status may not be modified by any oral or written representations other than a written contract of employment signed by the employee and the Executive Director of the QVS.

  • QVS is committed to a policy of Equal Employment Opportunity with respect to all employees and applicants for employment. This policy prohibits discrimination on all legally-recognized bases including, but not limited to, race, creed, color, gender, pregnancy, sexual orientation, gender identity, age, marital status, family relationship, disability, national origin or service in the uniformed services.

  • QVS is committed to collaborating with any employee who fails to meet standards of conduct in the hope of restoring a right relationship. However, employees who violate standards of conduct may face disciplinary action, up to and including termination of employment. The nature and severity of the discipline will be determined by QVS in its sole discretion, and will reflect the severity of the violation, the employee’s past record, and other individual circumstances.

    Disciplinary action would be taken in response to these or similar conditions:

    If an employee’s work consistently fails to meet expectations

    If someone is consistently absent or tardy without prior communicatIon and authorization.

    If someone’s behavior is detrimental to the welfare of the QVS community. QVS will not tolerate abuse, violence or harassment.

    If someone breaks trust. Trust may be broken if an employee makes false or misleading statements to QVS, or refuses to provide requested information in a timely manner. Trust may be broken if an employee escalates interpersonal conflict beyond possibility of reconciliation. Criminal conduct, including the possession, distribution or use of illegal drugs on QVS property or while on QVS business will break trust. Unauthorized disclosure of confidential information breaks trust.

  • An annual performance review is a chance to celebrate what's going well and to notice areas of potential for growth. After all, growth is central to our collective identity! The process is meant to be an investment in someone we love.

    QVS employees who play a supervisory role are responsible for overseeing performance reviews as part of their supervisory role. The process should include an opportunity for self-reflection. Supervisors are encouraged to request input from others who work closely with the employee whose performance is being reviewed.

    Supervisors Every QVS employee should be invited to participate in a performance review process in late spring or early summer.

    The employee responsible for oversight of the employee’s work will discuss the employee’s performance for the prior year and the employee’s self-assessment relative to the expectations for the position, the job description, as well as job expectations, goals, and development plans for the coming year. The supervisor will provide the employee with a written performance evaluation which has room for employee comments and a place for the employee to sign indicating that they have read the evaluation. Evaluations will include collecting feedback from constituents with whom the employee has worked. This evaluation, along with any self-evaluation completed by the employee, will become part of the employee’s personnel file. An employee’s salary and other terms and conditions of their employment may be affected by these performance reviews.

  • An employee is not prohibited from accepting outside employment which is unrelated to their position or role with QVS and is outside of work hours and/or during PTO. With the exception of the conditions mentioned below, QVS takes the position that it has no right to determine how an employee uses their free time.

    Outside employment which is related to a person's position or role with QVS is not permitted except as approved by the person's supervisor and by the Executive Director. An employee is permitted to hold another job as long as he or she satisfactorily performs his or her job responsibilities with QVS. All employees will be held to the same performance standards and will be subject QVS’s scheduling demands, regardless of any existing outside work requirements. If QVS determines that an employee’s outside work interferes with the employee’s work performance for QVS or the employee’s ability to meet QVS’s requirements, the employee may be asked to terminate the outside employment if he or she wishes to remain employed with QVS.