//Code of Conduct

Public Outreach fully recognizes the importance of the conduct of its employees as the “public face” of our clients. Each employee has an obligation to observe and follow the organization’s policies and to maintain proper   standards of conducts at all times. If an employee’s behavior interferes with the orderly and efficient operation of Public Outreach, corrective disciplinary measures will be taken. Disciplinary action may include a verbal warning, written warning, suspension with or without pay, and/or discharge. The appropriate action imposed will be determined by Public Outreach.  Public Outreach does not guarantee that one form of action will necessarily precede another.

1. Don’t be late – Tardiness or Absenteeism – Tardiness is defined as a failure to report to work at the assigned/scheduled work time. At the discretion of manager, staff can be sent home based on tardiness in excess of 20 minutes. Absenteeism is defined as a missed work shift that was unscheduled/unapproved. Habitual tardiness/absenteeism of 3 or more occurences in a biweekly period will be addressed by the management team.

2. Zero-Tolerance Substance Use Policy – Alcohol, Drugs, Prescription Medicines – Public Outreach has a zero tolerance of unauthorized substances being used by employees during working hours. Employees are prohibited from reporting to work or working while using illegal or unauthorized substances (alcohol or illegal drugs), including controlled substances (prescription medicines) except when the use is under a doctor’s orders and the doctor advised the employee that the substance does not adversely affect the employee’s ability to safely perform his/her job duties. Additionally, any activities that leave the impression of engaging in unauthorized substances during working hours are subject to disciplinary actions, up to and including discharge. Medical Marijuana use is not tolerated during working hours. Bottom line, don’t come to work if you are using a mind-altering substance that adversely impacts your ability to do your job or will affect your and/or others’ safety. (For a comprehensive overview of this policy refer to the Zero Tolerance Substance Use Policy.)

3. Be ready to work the shift – Reporting to work/working while unfit for work. This includes being too fatigued to properly engage donors, inappropriately attired, or having poor hygiene;

4. Theft; – Don’t do it. Pretty self-explanatory

5. Keep Track of Charity Gear – Loss of Materials – Keep Public Outreach materials on your person at all times. If you are leaving ‘Turf’ for any reason, leave Public Outreach materials with your supervisor.

6. Don’t Leave the workplace without notice (including a fundraising location) without first notifying their partner and supervisor;

7.  Don’t lie to Donors – Willfully misstating information contained in training materials pertaining to a client, or pertaining to monthly giving;

8. Don’t make inappropriate use of donations or donor information or disclose personal information belonging to clients/donors/other staff members, including, but not limited to, identity, email addresses/telephone numbers/addresses/financial information (credit card or banking information)/birth dates; – This includes connecting with this person beyond the interaction of acquiring a donation

9. Behave as a representative in public – Do not smoke, use a cell phone, or engage in other inappropriate behavior while representing clients in public;

10. Adhere to the Non-Harassment Policy– Behave in a way that a reasonable person would consider rude or amounting to harassment of the general public including complaints for excessive persistence while representing a client or other Public Outreach staff. This includes using threats, insults, profanities or sexual harassment while engaging the general public or with other Public Outreach employees.

11. Don’t sign up themselves, friends or a member of their immediate family for a monthly gift on behalf of one of our clients (past or present) so that the monthly gift may be submitted to the client separately from gifts recruited from the general public.

12.  Do not willfully damage property or engage in other criminal conduct during working hours;

13. Do not violate a client confidentiality agreement. This includes disclosure of any information to third parties that the client has described as being for “internal use only”, or sharing of donor information such as names, phone numbers, etc. with third parties;

14. Make a statement about Public Outreach or a client of Public Outreach other than in a fundraising capacity to a government or media representative or other individuals without the approval of the National Fundraising Director.

//Health & Safety @ Work

Click here to view our “Teamwork Makes the Dreamwork: Health, Safety, and Anti-Harassment in the Workplace” presentation.

This presentation is scheduled to be presented to all offices on a semiannual basis. However, we do take requests! If you want this workshop to be presented to your regional office, please contact humanresources@publicoutreachgroup.com.

//Zero Tolerance Substance Use Policy

Public Outreach has a ZERO TOLERANCE policy on the use or possession of any drugs (this includes illegal substances, controlled substances such as prescription medicines, and Over-the-Counter medicines) or alcohol during any work hours, or at any time before work that would cause an employee to be affected in any way during working hours.

What this means:

• – NO drug use will be tolerated during working hours. Additionally, drug use prior to work that will affect one’s behavior or be noticed in any way by others will not be tolerated either.
• – NO drugs or drug paraphernalia are allowed to be in the possession of any employee during working hours or in any Public Outreach space (including but not limited to offices, apartments, and/or vehicles, whether owned or rented by Public Outreach or private, but used to transport Public Outreach employees).
• – NO drug use, possession of drugs, or paraphernalia will be tolerated in ANY vehicle that is being used to transport Public Outreach staff for the purposes of Public Outreach business.
• – Prescription drugs that may slightly inhibit or affect behavior may be used with a Doctor’s note and the approval of your manager. If there is a more significant effect of these prescription drugs, we reserve the right to send you home until fully recovered.
• – Marijuana is not an exception to this policy. There will be no possession or use of medical/ recreational marijuana during work. Medically prescribed cannabis that may slightly inhibit or affect behavior may be used with a Doctor’s note and the approval of your manager and a formal medical accommodation plan. If there is a more significant effect of these prescription drugs, we reserve the right to send you home until fully recovered.
• – NO alcohol is to be used during working hours. Additionally, alcohol use prior to work that will affect one’s behavior or be noticed in any way by others will not be tolerated either.
• – NO alcohol can be consumed on breaks during a workday.
• – You MUST report any behavior that is counter to this policy to the manager of the person who is engaging in this behavior immediately.

Additionally, any activities that leave the impression of engaging in unauthorized substances during working hours are subject to disciplinary actions, up to and including immediate termination of employment.

Public Outreach will assist and support employees who voluntarily seek help for substance problems before becoming subject to discipline and/or termination under this or other Public Outreach policies. Such employees will be allowed to use accrued paid time off, may be placed on a leave of absence (when eligible), and/or referred to treatment providers.

Bottom line – don’t come to work if you are using a mind-altering substance.

//Non-Harassment Policy

Non Harassment Policy:

Public Outreach is committed to providing a working environment for employees that is free of abusive conduct and harassment and in which all employees are treated with respect and dignity.

We prohibit harassment and abuse of one staff member by another staff member, Supervisor or third party for any reason [“protected class”]. Harassment of third parties by our staff members is also prohibited. Abuse is defined as conduct of an employer or employee in the workplace, with malice, that a reasonable person who find hostile, offensive, and unrelated to an employer’s legitimate business interests. Harassment is defined as conduct, verbal comments actions or gestures that demean, belittle, humiliate or harm another coworker.

The purpose of this policy is not to regulate the personal morality of staff members. It is to ensure that in the workplace, no staff member harasses another for any reason or in any manner. The conduct prohibited by this policy includes conduct in any form including but not limited to email, voicemail, chat rooms, Internet and social media use or history, text messages, pictures, images, writings, words or gestures.  While it is not easy to define precisely what harassment is, it includes: slurs, epithets, threats, derogatory comments or visual depictions, unwelcome jokes and teasing.

Any staff member who feels that (s)he is a victim of such harassment should immediately report the matter to the Fundraising Manager of their office. If a staff member makes a report to any of these members of management and the manager either does not respond or does not respond in a manner the staff member deems satisfactory or consistent with this policy, the staff member is required to report the situation to one of the other members of management designated in this policy to receive complaints.  

Staff members may contact any of the following members of the leadership team:

• Nikki Foster, Director of Human Resources, nfoster@publicoutreachgroup.com,1-888-326-5535 ext. 5804;
• Tim Ellis, National Fundraising Manager, tim.ellis@publicoutreachgroup.com
• Jerome Cheung, US Managing Director and Director of Business Services, jcheung@publicoutreachgroup.com

The organization will investigate all such reports as confidentially as possible. Adverse action will not be taken against a staff member because he or she, in good faith, reports or participates in the investigation of a violation of this policy. Violations of this policy are not permitted and may result in disciplinary action, up to and including discharge.

Sexual Harassment Policy

Any type of sexual harassment is against organization policy and may be unlawful. We firmly prohibit sexual harassment of any staff member by another staff member, Fundraising Coach or third party. Harassment of third parties by our staff members is also prohibited. The purpose of this policy is not to regulate the morality of staff members. It is to ensure that in the workplace, no staff member is subject to sexual harassment.

While it is not easy to define precisely what sexual harassment is, it may include:

Sexual harassment of a staff member will not be tolerated. Violations of this policy may result in disciplinary action, up to and including discharge. There will be no adverse action taken against staff members who report violations of this policy in good faith or participate in the investigation of such violations.

Any staff member who feels that (s)he is a victim of sexual harassment should immediately report such actions in accordance with the Complaint Procedure.

California Protected Classes

In California, the following are a protected class: race; religious creed; color; national origin; ancestry; physical disability; mental disability; medical condition, including genetic characteristics; marital status; sex; pregnancy, childbirth or related medical conditions; actual or perceived gender; gender identity; sexual orientation; civil air patrol membership; service in the military forces of the State of California or of the United States and age [40 or over]. Included in the definition of each protected category is the perception of membership in a protected category and an individual’s association with an actual or perceived member of a protected category.

Massachusetts Protected Classes + State Policy

In  Massachusetts, the following are a protected class: race, color, religious creed, national origin, sex, pregnancy, sexual orientation,  ancestry, age [over 40], veteran status, genetic information, handicap, admission to a mental facility, and military membership.

Any type of sexual harassment is against organization policy and may be unlawful.  Harassment of third parties by our staff members is also prohibited.  The purpose of this policy is not to regulate the morality of staff members. It is to ensure that in the workplace, no staff member is subject to sexual harassment.

Sexual harassment of any kind will not be tolerated. Violations of this policy may result in disciplinary action, up to and including discharge. Retaliation against an individual who has reported or complained about sexual harassment and retaliation against individuals who cooperate in an investigation of a sexual harassment complaint is unlawful and will not be tolerated by this organization.

In Massachusetts, the legal definition for sexual harassment includes: “sexual  harassment” means sexual advances, requests for sexual favors and verbal or physical conduct of a sexual nature when:

submission to  or rejection of  such advances, requests  or conduct is made either  explicitly or implicitly a term  or condition of employment or as a basis for employment decisions; or
such advances,  requests or conduct have the purpose or effect of unreasonably interfering with an individual’s work performance by creating an intimidating,  hostile, humiliating or sexually offensive work environment.
Under these definitions,  direct or implied requests by a supervisor for sexual favors in exchange for actual or promised job benefits such as favorable reviews, salary increases,  promotions, increased benefits or continued employment constitutes sexual harassment.

The legal definition of sexual harassment is broad and in addition to the above examples, other sexually oriented conduct, whether it is intended or not, that is unwelcome and has the effect of creating a workplace environment that is hostile, offensive, intimidating or humiliating to male or female workers may also constitute sexual harassment. This may include the dissemination of sexually explicit voicemail, e-mail, graphics, downloaded material or websites in the workplace.   The conduct prohibited by this policy includes conduct in any form including but not limited to e-mail, voice mail, chat rooms, Internet use or history, text messages, pictures, images, writings, words or gestures.

While  it is not  easy to define  precisely what sexual harassment is, it includes:

Unwelcome sexual advances.
Requests for sexual favors.
Verbal or physical conduct of a  sexual nature when submission to that conduct is made either explicitly or implicitly as a condition of employment.
Verbal or physical conduct of a  sexual nature when submission to or rejection of such conduct by an individual is used as a component of the basis for employment decisions affecting that individual.
Verbal or physical conduct of a  sexual nature that has the effect of interfering with an individual’s work performance or creating an intimidating,      hostile or offensive work environment.
Examples of sexual harassment include but are not limited to sexually-related drawings,   pictures, jokes, teasing, uninvited touching or other sexually-related comments.

Any staff member who feels that (s)he is a victim of sexual harassment should immediately report such actions in accordance with the following procedure.   All complaints will be promptly and thoroughly investigated.
Any staff member who believes that  (s)he is a victim of sexual harassment or has been retaliated against for complaining of sexual harassment, should report the situation immediately to their Fundraising  Manager. If a staff member makes a report to any  of these members of management and the manager either does not respond or does not respond in a manner the staff member deems satisfactory or consistent  with this policy, the staff member is required to report the situation to one of the other members of management designated in this policy to receive complaints.
The organization will investigate every reported incident immediately. Any staff member, supervisor or agent of the organization who has been found to have violated this policy may be subject to disciplinary action, up to and including immediate discharge.
The organization will conduct all investigations in a discreet manner.  Our organization recognizes that every investigation requires a determination based on all the facts in the matter. We also recognize the serious impact a false accusation may have.   We trust that all staff members will continue to act responsibly.
The reporting staff member and any staff member participating in any investigation under this policy have the organization’s assurance that no reprisals will be taken as a result of a sexual harassment complaint made in good faith.   It is our policy to encourage discussion of the matter, to help protect others from being subjected to similarly inappropriate behavior. We strongly encourage our staff members to file a complaint of sexual harassment using our organization’s complaint procedure. However,   using our internal complaint process does not prohibit you from contacting one of the following agencies:

Massachusetts Commission Against Discrimination  Boston Office: One Ashburton Place, Room 601, Boston,  MA 02108-1518, (617) 994-6000 (voice), (617) 994-6196 (TTY). Springfield Office: 436 Dwight Street, Room 220, Springfield, MA 01103, (413) 739-2145.

Equal   Employment   Opportunity Commission, John F. Kennedy Federal Building, Government Center,   4th Floor, Room 475, Boston, MA 02203, (617) 565-3200 (voice), (617) 565-3204 (TTY). Complaints must be filed within 300 days of the adverse action.

Pennsylvania Protected Classes

In  Pennsylvania, the following are a protected class: race;  color; religious creed; ancestry; age  [40 or over]; sex; pregnancy, childbirth and related medical conditions;  national origin, non-job related handicap or disability, or the use of a guide or support animal.

Washington Protected Classes

In  Washington,  the following are a protected class: sex, race;  color; religious creed; national origin; sexual orientation; age  [40 or over]; gender identity; honorably discharged veteran or military service; non-job related handicap or disability, or the use of a guide or support animal.

//Labor Laws

For a large portion of our US Staff, you are out on turf making PACs and taking donations and being in the office isn’t a top priority. But what IS a top priority is knowing your rights! Here is the information you should be aware of concern Federal and State Labor Laws.

All office should have access to this information. Ask you FM for your Labor Law Binder! It’ll have a lot of fun information!

Federal Labor Laws

California Labor Laws

Massachusetts Labor Laws

Pennsylvania Labor Laws

Washington Labor Laws

//Complaint Procedures

Any employee who feels that he/she has experienced workplace harassment, discrimination or violence may file a complaint under this Policy, or initiate proceedings, without fear of reprisal.

If you believe that you have been subjected to workplace harassment, discrimination on a prohibited ground, or workplace violence:

Step 1

• Request that the person immediately stops the behavior/action whenever reasonable. Do so as soon as you experience any form of unwelcome comment or conduct. Although this may be difficult to do, telling the person that you do not appreciate or are uncomfortable with his or her actions is often enough to stop the behaviour. Remind the person that the conduct is against Company Policy. If you are not comfortable with approaching the person go to Step 3.

• If you believe that someone who is not a worker, e.g. a customer, member of the public, etc., has subjected you to harassment, discrimination or violence, please report the incident to your direct supervisor immediately. Such behaviour from non-workers is not acceptable and will be dealt with under this Policy.

Step 2

• Keep a record of the incident(s) including dates, location, witnesses, your response to the individual and any other pertinent information.

• If allegations of workplace harassment, discrimination or violence are made against you, keep a record of your version of the alleged incident. If you believe the complaint is unfounded or made in bad faith, discuss the matter with your immediate supervisor or with Human Resources/ People & Culture.

Step 3

• If the violent, discriminatory or harassing behaviour does not stop, bring the complaint immediately to the attention of your immediate supervisor and Human Resources/ People & Culture. If the offender is your immediate supervisor or another member of management, bring your complaint to the attention of any managerial staff member with whom you are comfortable dealing and/or to Human Resources/ People & Culture.

• Any formal written complaint filed by an employee must contain:
  • name(s) of the respondent(s) to the complaint;
  • the date or dates of the incident(s);
  • location(s) of the incident(s);
  • details of the incident(s);
  • names of any witnesses.

Human Resources/ People & Culture will then address the issue with the alleged offender in accordance with Step 4.

Step 4

• A manager in Human Resources/People & Culture will review the written complaint and may determine that an investigation is warranted if there is sufficient evidence to indicate that harassment, discrimination or violence may have occurred. Temporary measures will be implemented to protect the complainant and/or victim, if necessary.

• The complainant will be advised that the respondent has a right to know who is making allegations against him/her and will be provided with a copy of the written complaint for response.

• Confidentiality will be maintained at all times except where the disclosure of names is necessary for the purpose of investigating the complaint, when taking any action in relation to the complaint, and/or where disclosure is required by law.

Note: Whether or not a formal complaint is filed, the Company may be obligated to proceed with an investigation if it appears that applicable legislation and/or the policy has been violated.

If the investigation reveals evidence to support the complaint of workplace violence, discrimination or harassment, appropriate measures will be taken. These may include disciplinary action up to and including termination.

If resolution is not achieved, an employee may still exercise his or her rights under the applicable human rights and/or health and safety legislation, as appropriate.

Where the complaint is determined to be abusive, frivolous, vindictive, or made in bad faith, the Company will take appropriate action towards the complainant, which may include discipline.

Reprisal against an individual who has filed a complaint in good faith or who has been named as a witness or respondent in a complaint, whether or not the complaint was substantiated and whether or not the complaint was resolved through any of the procedures set out in this Policy, may itself become an incident of workplace harassment and could result in disciplinary action being taken by the Company.

//Reporting an Incident

At Public Outreach, staff health and safety is of the utmost importance; we have a zero tolerance policy for harassment, working under the influence, working under dangerous conditions, and any other behaviour that threatens the health and safety of our staff, or risks the good name of our non profit partners.

We work hard to ensure that work conditions are safe, but occasionally things happen. Accident on turf? Negative interaction with a donor? Let us know!

As you’ve read in the code of conduct, it is your responsibility to report any incidents to your manager, and we also encourage you to bring forward any incident directly to the People & Culture department.

You can do this in one of two ways:

1) Email us directly at humanresources@publicoutreachgroup.com

Please include the following information: Date of incident, your name and contact info, a description of the incident and any action taken.

2) Fill out the incident report form [downloadable below], and email to to humanresources@publicoutreachgroup.com or visit us in the College street office to drop it off in person

Incident Report Form

//Personal Relationships at Work

//Relationships at Work – the Policy

Having supportive friends at work can have a significant impact on our well-being and positively impact our work performance.

Staff at PO are encouraged to develop social relationships at Public Outreach provided that these relationships do not interfere with work performance or with the effective functioning of teams.

ROMANTIC & SEXUAL RELATIONSHIPS WITH CO-WORKERS

Staff who engage in personal relationships (including romantic and sexual) should be aware of their professional responsibilities and are responsible for ensuring that the relationship does not raise concerns about favoritism, bias, conflict of interest or harassment.

Can a Workplace Relationship Be Considered Harassment?

It can happen, and when it does it is painful for individuals and team members.  Harassment involves unwanted, inappropriate, or hostile behavior in the workplace. While workplace relationships are not considered harassment per se, it is possible for workplace relationships to lead to situations that give rise to harassment claims.  There are several ways this can happen…

Sexual Harassment Claims: Workplace relationships, particularly those between a supervisor and a subordinate, expose staff members to claims of sexual harassment. While one partner believed a relationship was consensual, the other partner might have thought otherwise.

Hostile work environment claims: Other employees could file a claim for hostile work environment if the workplace relationship results in pervasive verbal or physical sexual behavior in the workplace.

Conflict of Interest Claims: Workplace relationships often lead to favoritism – work, opportunities, perks, and benefits being allocated inappropriately or unfairly.

The consequences of harassment could include a criminal conviction, loss of employment, loss of friends, and a negative impact on mental and physical well-being.

Public Outreach will not tolerate harassment and bullying at work and its policy on harassment and bullying can be found on Staff Site – www.publicoutreachstaff.org / password: Rockstar.

Romantic & Sexual Relationships between Managers/Supervisors & Staff

Where a personal relationship exists or develops between staff members who are in a management or supervisory relationship, they must not be involved in recruitment, selection, appraisal, promotion or in any other management activity or process involving the other party.

Additionally, staff in a personal relationship should not work together in any circumstance where there could be unfair advantage or breach of confidentiality (i.e. personal staff information).

In the event that a consensual personal relationship does exist in a supervisory context, the employee who is in the position of greater influence or authority must disclose the relationship to their Manager or Human Resources.  The Manager will then makes alternative management arrangements in collaboration with the SFM, Director for the Medium, Human Resources and the staff involved.

Protect Yourself – Disclosing is the Safe Thing to Do

Supervisors and Managers must disclose to their Manager if they have a consensual personal relationship with someone who is managed by them.

All other staff are strongly encouraged to disclose their personal relationship to Human Resources.   Staff information will be kept confidential and would only be drawn upon in the event there is a claim or incident, or one staff member is eventually managed by the other in the relationship.

The consensual nature of the relationship can be documented by both parties using the Consensual Relationship Notification & Disclosure Form.

The risk to individuals may be reduced if both parties declare the relationship to be consensual.

Need Assistance?

Staff who are uncertain about whether they should take action regarding a personal relationship are invited to seek guidance from Human Resources:

Human Resources: 1 888 326-5535 ext. 4000 / humanresources@publicoutreachgroup.com