Policies & Procedures

 

 

Policies

Conflict of Interest

All members of the Board of Directors are expected to use good judgment, to adhere to high ethical standards, and to act in such a manner as to avoid any actual or potential conflict of interest. A conflict of interest occurs when the personal, professional, or business interests of an employee or Board member conflict with the interests of the organization. Both the fact and the appearance of a conflict of interest should be avoided.

  • Upon or before hire, election, or appointment each employee and Board member must provide a full written disclosure of all direct or indirect financial interests that could potentially result in a conflict of interest. Examples include employer, business, and other nonprofit affiliations, and those of family members or a significant other. This written disclosure will be kept on file and will be updated annually and as needed.
  • Employees and Board members must disclose any interests in a proposed transaction or decision that may create a conflict of interest. After disclosure, the employee or Board member will not be permitted to participate in the transaction or decision.

Should there be any dispute as to whether a conflict of interest exists:

  • The Executive Director shall determine whether a conflict of interest exists for an employee, and shall determine the appropriate response.
  • The Board of Directors shall determine whether a conflict of interest exists for the Executive Director or a member of the Board, and shall determine the appropriate response.

Safety Procedures (including concussion prevention and management)

Safety is a crucial component to our health and wellness policy. We encourage every staff and volunteer to have CPR and First Aid training. To ensure injury and concussion prevention, it is required that every participant have proper clothing and safety equipment according to the activity. In case of an injury, and if professional assistance is needed, the injured participant must be kept away from the physical activity program until a health care professional, experienced in evaluating concussions or any other injury, authorizes the safety of the injured person’s return to and participate in the program.

At every physical activity session, we will ensure that there is a designated person with CPR and First Aid training. Before all physical activity sessions, the program coordinator will construct an action plan on how to prevent concussions. The participants will be made aware of safety rules to avoid possibility of concussions and the importance of reporting possible injuries or concussions. The expectations of safe play and rules for avoiding injury will be clearly outlined at the beginning of each session.

Incident/Injury

If first aid is required, the supervisor shall ensure that the appropriate care is provided. The investigation will be conducted and the Injury Reporting and Tracking Form will be submitted to the Board or designate within 24 hours of the incident occurring (excluding weekends).

The purpose of the investigation is to determine the ‘root’ cause of the incident in order to prevent a reoccurrence. The person in charge will investigate reported incidents. Any witnesses to the incident should be interviewed. When interviewing any witnesses, they should be put at ease and advised of the purpose of the investigation to prevent reoccurrence.

The Injury Reporting and Tracking Form shall be thoroughly completed. Immediate action taken for the prevention of a reoccurrence will be indicated. Additional information may be provided on an additional sheet.

The supervisor will submit a completed Injury Reporting and Tracking Form to the Board, or designate, within 24 hours after the incident, excluding weekends and holidays. The Board, or designate, will ensure the necessary reporting requirements of the WSIB are met (3 days to report) when necessary.

Download Injury Reporting and Tracking Form

Code of Conduct

Welcome House expects employees to observe acceptable standards of behaviour. Employees must not engage in behaviour that amounts to misconduct (including serious misconduct) at the workplace. This includes where employees are working on site or off-site, attending a work-related conference or function, or attending a client or other work-related event, including retreats and social events.

Misconduct

Where an employee engages in misconduct or alleged misconduct, the processes in this policy will be followed.

Behaviour amounting to misconduct includes, but is not limited to, the following:

  • failing to obey lawful and reasonable instructions of;
  • failing to follow defined policies, procedures and rules;
  • failing to share relevant information with;
  • unacceptable disruptive behaviour;
  • unauthorized absence from the workplace; and
  • repeatedly being late for work without lawful excuse.

When proven, misconduct may provide a valid reason for termination of an employee’s employment with notice.

Serious misconduct

Whether misconduct amounts to serious misconduct depends on the particular circumstances of a given case. Supervisors/managers should consider the circumstances fully as they apply to the particular employee when determining whether or not the employee has engaged in conduct that could be considered serious misconduct.

Behaviour amounting to serious misconduct includes, but is not limited to:

  • willful or deliberate behaviour that is inconsistent with the employee’s contract of employment;
  • theft;
  • fraud;
  • assault;
  • intoxication at work;
  • use of derogatory, violent or abusive language;
  • fighting;
  • failure to observe safety rules;
  • concealment of a material fact on engagement;
  • obscenity;
  • dishonesty in the course of the employment; and
  • criminal conduct including conduct that, if proven, renders the employee completely unfit for work.

Processes

A breach of this policy or related procedures may lead to disciplinary action and possible dismissal. Where it considers that an employee has engaged in serious misconduct, they may be dismissed without notice.

Each instance or allegation of misconduct will be considered on its own merits, and any mitigating circumstances will be taken into account.

Investigations into instances or allegations of misconduct will be conducted in accordance with the principles of procedural fairness.

Employees accused of misconduct will be given an opportunity to respond to the allegations against them and may have a support person present at any disciplinary meetings.

Any meetings relating to instances or allegations of misconduct or serious misconduct will be conducted by two members of the Human Resources Department, one of whom will act as a note taker.

If it is decided that the appropriate action is to dismiss an employee, the employee will be provided with the full reasons for the decision.

Sexual Harassment

Sexual harassment will not be tolerated under any circumstances. Responsibility lies with every Manager, Supervisor and employee/volunteer to ensure that sexual harassment does not occur.

The principles set out in this policy are intended to apply to any work-related context, including conferences, work functions, social events and business trips.

No employee or volunteer at any level should subject any other employee, volunteer, customer or visitor to any form of sexual harassment.

A breach of this policy will result in disciplinary action. Depending upon the severity of the case, consequences may include apology, counselling, transfer, demotion, dismissal, or other forms of disciplinary action deemed appropriate.

It is strongly encouraged that any employee who feels they have been sexually harassed to take immediate action, preferably by making it clear that such behaviour is unwelcome and offensive; alternatively, or in addition, they may follow the procedures for reporting the behaviour.

Any reports of sexual harassment will be treated seriously and promptly with sensitivity. Such reports will be treated as completely confidential up to the point where a formal or informal complaint is lodged against a particular person, at which point that person must be notified under the rules of natural justice.

Complainants have the right to determine how to have a complaint treated, to have support or representation throughout the process, and the option to discontinue a complaint at any stage of the process.

The alleged harasser also has the right to have support or representation during any investigation, as well as the right to respond fully to any formal allegations made. There will be no presumptions of guilt and no determination made until a full investigation has been completed.

No employee or volunteer will be treated unfairly as a result of rejecting unwanted advances. Disciplinary action may be taken against anyone who victimizes or retaliates against a person who has complained of sexual harassment or against any employee or volunteer who has been alleged to be a harasser.

All employees and volunteers have the right to seek the assistance of the relevant tribunal or legislative body to assist them in the resolution of any concerns.

Managers or Supervisors who fail to take appropriate corrective action when aware of harassment of a person will be subject to disciplinary action.

Procedures

Complaint Process

Sexual harassment can occur at any level of the organisation, can be experienced by both men and women and may involve a co-worker, volunteer, supervisor, manager, service provider, client or customer. Lack of intent is no defense in sexual harassment cases.

Employees or volunteers who believe they are the subject of sexual harassment should take firm, positive and prompt action.

If such a course is deemed appropriate, the employee or volunteer should make the perceived harasser(s) aware that they find their behaviour offensive, unwelcome, unacceptable, and that it needs to stop immediately.

If the behaviour continues, or if the employee or volunteer feels unable to speak to the person(s) directly, they should contact their Supervisor or Manager.

The Manager will provide support and ascertain the nature of the complaint and the wishes of the complainant.

The complainant does not have to request a full formal investigation if they will be satisfied by less formal treatment of the issue.

Informal Intervention

The Manager will explain the employee or volunteer’s rights and responsibilities under organization’s policy, procedures and Equal Employment Opportunity or anti-discrimination legislation.

Informal intervention may be undertaken through a process of mediation or conciliation. During informal intervention the alleged harasser will be made aware of the allegations being made against them and given the right to respond.

This procedure will be complete when the complainant and the respondent come to an agreement on the procedure to be followed. If this occurs, no record will be made of the proceedings, and any subsequent proceedings will begin de novo. If this does not occur, the formal procedure should be followed.

Formal Complaints Procedure

Proceeding with a formal complaint requires the consent of the person complaining, particularly as witnesses or senior management may become involved. The formal procedure will be coordinated by the Manager.

Equal Opportunity

Welcome House is an equal opportunity organization and will provide equality in employment for all people employed or seeking employment.

Every person will be given a fair and equitable chance to compete for appointment, promotion or transfer, and to pursue their career as effectively as others.

Consistent with this, we will not condone, and regards as unfair, all forms of unlawful discrimination or vilification, including that which relates to:

  • gender;
  • pregnancy;
  • potential pregnancy;
  • marital/domestic status;
  • disability;
  • race, colour, national extraction, social origin, descent, and ethnic, ethno-religious or national origin;
  • age;
  • family responsibilities, family status, status as a parent or career;
  • racial classification;
  • sexuality;
  • HIV/AIDS vilification;
  • religious belief or activity;
  • political belief or activity;
  • industrial activity;
  • employer association activity;
  • trade union activity;
  • physical features;
  • breastfeeding;
  • transsexuality;
  • transgender;
  • profession, trade, occupation or calling;
  • medical record; and
  • criminal record.

In all cases no factors other than performance and competence are to be used as the basis for performance assessment, training and development opportunities and promotions.

This policy is to be used in conjunction with the Discrimination, Harassment and Affirmative Action policies.

Procedures

Managers must make all decisions relating to appointment, promotion and career development without regard to any matters, other than the individual’s inherent ability to carry out the position. Any concerns or queries should be directed to the Human Resources Department.

Employees who believe they are being treated unfairly as a result of discrimination should notify their manager.

Equitable Access

Access

As a service provider, Welcome House will make services available to everyone who is entitled to them, free of any form of discrimination on the basis of a person’s country of birth, language, culture, race or religion.

Equity

As a service provider, Welcome House will develop and deliver services on the basis of fair treatment of all those clients who are eligible to receive them.

Communication

As a service provider, Welcome House will use all necessary strategies to inform eligible clients of the services available, their entitlements, and how they can obtain them. Providers shall also consult with their clients regularly about the adequacy, design and standard of services.

Responsiveness

As a service provider, Welcome House will be sensitive to the needs and requirements of clients from diverse cultural and linguistic backgrounds, and be responsive as far as practicable to the particular circumstances of individuals.

Effectiveness

As a service provider, Welcome House will be focused on meeting the needs of clients from all backgrounds.

Efficiency

As a service provider, Welcome House will optimize the use of available public resources through a user-responsive approach to service delivery that meets the needs of clients.

Accountability

As a service provider, Welcome House will have a reporting mechanism in place which ensures it is accountable for implementing access and equity objectives for its clients.

Procedures

All staff shall, wherever feasible, have adequate support and training to provide services and information accessible to all people.

Welcome House will ensure its programs are designed and constructed to provide equal access for all users.

Welcome House, in its role as an employer, will ensure all people have equal access to advertised positions, interviews, equipment, office accommodation, staff training and promotion.

Welcome House shall, wherever feasible, assess proposals for any new (or substantially revised) policies or programs for their direct impact on the lives of people from a range of cultural and linguistic backgrounds prior to any decision to pursue such proposals.

Any new (or substantially revised) policies or programs that impact in different ways on the lives of people from different cultural and linguistic backgrounds shall, wherever feasible, be developed by Welcome House in consultation with people from those backgrounds.

Welcome House shall, wherever feasible, for any new (or substantially revised) policies or program initiatives have a communication strategy developed and sufficiently resourced to inform people from relevant cultural and linguistic backgrounds of these changes.

Welcome House shall provide resources so that publicly available and accessible information on its policies and programs is where necessary communicated appropriately to people from a range of cultural and linguistic backgrounds, and especially to those identified as having a high level of non-compliance.

Welcome House shall institute complaints mechanisms that enable people (regardless of cultural and linguistic backgrounds) to address issues and raise concerns about its performance.

Welcome House shall require that any agents, contractors, or partners deliver outcomes consistent with this policy, and shall, in bidding for tenders or contracts, budget, where appropriate, for special provision for linguistic and cultural diversity.

Welcome House shall, where necessary and feasible, provide for the special needs of clients from diverse cultural and linguistic backgrounds by providing language assistance through the use of interpreters or facilitators.

Welcome House shall, where necessary and feasible, provide for the special needs of clients in remote areas through developing outreach and community liaison arrangements.

Welcome House shall consider cultural diversity issues in the design and delivery of any training programs it provides.

Welcome House staff shall, where necessary, receive ongoing cultural diversity training so that they develop knowledge and skills to work effectively from a cultural framework.

Welcome House shall, where necessary and feasible, provide information in languages other than English, and through print, electronic media, and disability-appropriate methods of communication.

Welcome House shall, where appropriate, consult with other providers and government agencies to ensure co-ordination of services appropriate to clients’ needs.

Welcome House shall promote diversity in the membership of its boards, committees and working groups.

Welcome House shall protect the privacy of individual clients. Consideration will be given to:

  • collecting only data essential to the particular service delivery or evaluation purpose;
  • guaranteeing anonymity; and
  • ensuring that all data collection proposals are non-intrusive.

Code of Ethics

Welcome House commits itself to operating in accordance with an ethical code drawn up through agreed procedures following consultation with members, clients, employees, volunteers, and stakeholders.

Procedures

The Ethics Committee shall organize consultation with members, clients, employees, volunteers, and stakeholders on:

  • The values that the organisation wishes to embody, and
  • The specific ethical imperatives that are implied by these values.

The discussions around these issues should be used as a means to raise awareness of the significance of ethical attitudes to the effective operation of the organization.

The Committee shall then

  • Review the policies of the organization to ensure that these are not in conflict with the organization’s ethical principles, and
  • Draw up a draft Code of Ethics for the organization.

It should be noted that the organization’s ethical position is represented both by the organization’s policies and by its Code of Ethics, and any particular ethical guideline does not necessarily need to be repeated in both.

Volunteer Management and Screening

All volunteers shall be treated with respect and gratitude for their contribution.

Volunteers shall be employed at the discretion of management.

Volunteers shall carry out duties assigned by management.

All volunteers shall, as far as possible,

  • be protected from harm
  • be relieved of liability for acts performed in the discharge of their volunteer functions.

Procedures

Recruitment

All volunteers are subject to the screening, approval, and probationary procedures set out in the appropriate section of the Recruitment Policy. Recruitment of volunteers shall also take into account Caregiving Matter’s commitment to cultural diversity under its Access and Equity Policy.

Induction

All volunteers shall be offered appropriate information and training to discharge their functions, and successful completion of this training shall be a condition of carrying out these functions.

Supervision

All volunteers shall receive appropriate supervision in the exercise of their functions.

Reimbursement

All volunteers shall be reimbursed for all approved expenditure incurred in the exercise of their functions, as set out in the Reimbursement of Expenses Policy.

Dispute resolution

All volunteers shall be entitled to appeal to the procedures set out in the Constitution.

Supervision

All volunteers shall receive appropriate supervision in the exercise of their functions.

Complaints Policy and Procedures

Welcome House places customer satisfaction as a high priority. If a client/customer has a complaint against the organization or a member of the organization, there are a number of steps that need to be followed.

Step 1

When the client complains, you need to take the matter seriously and deal with it appropriately. Listen carefully to the person making the complaint. If they are emotional at the time of the complaint, some of the facts may be difficult to ascertain correctly and objectively. You need to ensure that they give you all the correct information.

Step 2

It may be better to take the matter to the supervisor, especially if the complaint is about a staff member. Details need to be accurate. All information about the complaint should be documented to ensure that the information remains consistent. Fill out the Complaints Form below.

Step 3

Depending on the type of complaint it may be sufficient that the supervisor listens and deals with the issue with the client. For quality assurance the documentation of the complaint will be noted and records kept of the action taken.

Step 4

Where the issue is not able to be dealt with at the supervisor level the manager of the section may be involved in the issue. They may discuss the matter with the client and the staff member either separately or together, to try to resolve the issue. Again the meeting is documented and records kept on file for quality assurance records.

Step 5

Where a number of complaints about the same issue are received, the quality assurance section may implement an action plan to investigate and improve an area.

Step 6

Evaluation on the issue is undertaken at a predetermined date to ensure that improvement has occurred.

Download Complaint Form

Quality Assurance

Welcome House policy is to maintain an effective and efficient quality assurance process planned and developed in conjunction with all management and staff functions and stakeholders, outlined in a series of policies and procedures (including external contracts, regulations and codes of practice) which are designed to eliminate deficiencies and inaccuracies and to ensure high quality standards.

The assurance of quality is fundamental for all work undertaken by Welcome House and should be implemented by all staff in their work. To that effect we shall:

  • Maintain consistency in work method throughout in accordance with set policies, procedures, regulations and codes of practice and without significant deviation.
  • Ensure that all policies, procedures, relevant regulations and codes of practice are implemented and systematically reviewed to reflect our values.
  • Regularly monitor and measure the quality of its work methods, outputs and outcomes with a view to ensuring high quality standards, best value and continuous improvement.

Hazing, Initiation Rituals, Sexual Harassment, Bullying and Physical Punishment

1.0    Zero Tolerance Stance: Hazing, Initiation Rituals, Sexual Harassment, Bullying and Physical Punishment.  Welcome House is committed to eliminating and preventing hazing, initiation rituals, sexual harassment, bullying, and physical punishment activities and/or behaviors, which serve to humiliate, demean and devalue the worth of another individual or student-athlete. The protection of every individual’s basic rights and the provision of a safe and non-threatening environment are essential.  Welcome House prohibits any hazing, bullying, or team bonding activities that subject student-athletes or other individuals to mental or physical discomfort, embarrassment, harassment, or ridicule.  Severe sanctions will be imposed for violators.  In an effort to eliminate these practices, Welcome House  is committed to providing education and awareness training. Welcome House also requires administrators, staff, and student-athletes to report any such behavior.

 

2.0    Definitions.

2.1    Hazing Behaviors, Initiation Rituals, and Physical Punishment.  Welcome House  defines “hazing” and inappropriate team or individual initiation or bonding activities as any action taken against another individual or group of individuals which results in abuse, harassment, intimidation, or any form of degradation.  The action taken can be physical, mental, emotional, or psychological and the effects may be intended or unintended.  It does not matter if participation by the victim(s) is voluntary or involuntary.  Following are examples of, but not limited to, prohibited actions and behaviors constituting hazing, initiation rituals or physical punishment:

– forcing, requiring or pressuring the consumption of alcohol or other drugs

– forcing, requiring or pressuring the ingestion of any substance

– forcing, requiring or pressuring the shaving of any part of the body

– forcing, requiring or pressuring the participation in any activity which is illegal, perverse, publicly indecent, or contrary to the individual’s genuine moral beliefs

– forcing, requiring or pressuring an individual to tamper with or damage property

– dietary restrictions of any kind

– deprivation of sleep and waking up/disturbing individuals during normal sleep hours

– creation of excessive fatigue

– calisthenics or any type of physically abusive exercise

– paddling, whipping, beating or physical abuse of any kind

– engaging in public stunts and buffoonery

– forced tattooing or branding

– road trips, kidnapping, drop-offs, or any other such activities

– work projects without the participation of the full membership

– assigned or endorsed pranks, such as borrowing or stealing items, painting property or objects, or harassing other individuals or groups

– subjecting a member to cruel and unusual psychological conditions

-forcing, encouraging, or pressuring the wearing of apparel in public which is conspicuous, not normally in good taste, or designed to humiliate the individual(s) wearing it

– morally degrading or humiliating games or activities

– verbal or cruel harassment, including yelling and screaming

– line-ups, kangaroo courts, or any interrogation not consistent with the legitimate testing for information about the purposes and history of the team

– any activity that interferes with one’s ability to study or complete one’s course of study

– participation in sexual rituals or assaults and/or required nudity

– requiring members to escort each other on campus

– collective behavior such as marching

– activities that promote or encourage the violation of state law or college policy

– requiring new members to “greet” initiated members

– requiring the answering of phones or doors with songs, chants, or riddles

– requiring yelling or screaming upon entering or leaving a facility

– deception or threat contrived to convince the new member that he/she will not be permitted to join

– mentally abusive or demeaning behavior

 

2.2    Sexual Harassment.  Sexual harassment is unwanted, often persistent, sexual attention and any other behavior with sexual overtones that creates a hostile work or learning environment.  It may include written or verbal abuse or threats, physical contact, sexually graphic literature, sexual advances, demands for sexual favors, sexually oriented comments, jokes, lewd comments or sexual innuendoes, taunts about body, dress, marital status or sexuality, shouting and/or bullying, ridiculing or undermining of performance or self-respect, sexual or homophobic graffiti, practical jokes based on sex, intimidating sexual remarks, invitations or familiarity, domination of meetings, training sessions or equipment, condescending or patronizing behavior, physical contact, fondling, pinching or kissing, sex-related vandalism, offensive ‘phone calls or photos, and/or bullying on the basis of sex.  Sexual harassment also includes all forms of sexual violence such as sexual assault, sexual battery, rape, and sexual coercion which will be referred to authorities as criminal matters.  Sexual harassment/sexual violence by coaches or athletic department employees towards other employees or student-athletes, by student-athletes towards other students or student-athletes, or by student-athletes toward athletics department employees is expressly prohibited.

 

2.3    Bullying.   Bullying occurs when there is an imbalance of power and the person who is older, larger, stronger, or more aggressive uses his or her power to control or harm someone in a weaker position.  The person bullying has the intent or goal to cause harm (i.e., the act is not accidental) and the action is usually repetitious.   Bullying includes but is not limited to:  name-calling, teasing, socially spreading rumors, purposely leaving people out of groups by telling them or others they are unwanted, breaking up friendships by threatening others or spreading rumors about a friend, or physically hitting, punching or shoving a person.  Cyberbully, using the internet, email, texting, mobile phones, social media or other digital technologies to do harm to others, is bullying and also prohibited.

 

3.0    Inappropriate Professional Conduct between Coaches and Student-Athletes.  Coaches, athletic department staff members, volunteers, or others who have authority over or provide professional services to student-athletes must exhibit the highest standards of impartiality and professional treatment and are prohibited from engaging in inappropriate conduct with student-athletes.  Having a sexual, intimate, romantic, or similar close personal relationship with individuals over which a person has an instructional or service responsibility, even if a consensual relationship between adults, creates the appearance or actuality of favoritism and special treatment which is professionally unethical and unacceptable and is expressly prohibited.  Examples of other professionally inappropriate behaviors expressly prohibited include:

  •  staff performing back rubs or massage on a student-athlete (must be performed by a licensed allied health professional approved by the institution) or employee
  • kissing
  • frequent touching that is non-instructional, non-celebratory
  • commenting on student-athletes’ or employees’ bodies or appearance in a sexual manner
  • exchanging romantic gifts or communications
  • showing obscene or suggestive photos
  • videotaping or photographing student-athletes or employees in revealing or suggestive poses
  • discussing/writing about sexual topics unrelated to curriculum of student-athletes or work responsibilities of employees
  • making sexual jokes, sexual gestures, and innuendos or engaging in inappropriate sexually oriented banter with student-athletes or employees (e.g. discussion of dating behavior).
  • sharing sexual exploits or marital difficulties
  • intentionally invading the student-athlete’s or employee’s privacy during non-working hours or outside of regularly schedules practice and competition
  • using e-mail, text-messaging, or instant messaging to discuss sexual topics with students or employees

Such unprofessional behaviors or sexual or romantic personal relationships undermine the trust in the coach or employee and belief that the student-athlete will be treated impartially. Employees engaging in such unethical conduct shall be subject to immediate termination of employment.  Student-athletes or employees with knowledge of the occurrence of such conduct shall be expected to immediately inform the Athletics Director.

 

4.0    Personal Offense. A student-athlete or coach commits a serious offense when he/she:

Engages in hazing, prohibited team initiation rituals, physical punishment, sexual harassment or sexual violence or inappropriate and unprofessional behaviors as listed in 2.0 above

 

5.0    Reporting a Coach Offense. Welcome House  recognizes how difficult it may be for a student-athlete or another athletics department staff member to report a coach offense.  Thus, a non-athletics department employee/member of the faculty has been designated to determine the appropriate investigatory and adjudication process to be utilized for any such offense.  Contact [enter name of faculty member] at [enter email address and phone] to report or discuss any behaviors of concern.  In cases of allegations of sexual harassment or sexual violence committed by coaches, faculty, staff or students of the institution, investigatory and adjudication processes are conducted by the [enter office] and that office should be contacted at [enter name and phone of sexual harassment official or Title IX coordinator].  Retaliation for reporting concerns or offenses is stricktly prohibited.

 

6.0    Education and Awareness

 

6.1    Inclusion in Publications. This zero tolerance hazing policy will be included and distributed with all applicable athletics department administrative, staff, and student-athlete informational and compliance handbooks all of which will include a website reference to the policy as well.

 

6.2    Commitment to Education. Educating everyone in Welcome House  about this policy will occur on a continual basis and at the annual compliance informational meetings for administrators, staff, and student-athletes.

 

6.3    Anti-Hazing Week. Welcome House will provide a comprehensive and educational program each year during National Anti-Hazing Week.

 

7.0    Duty to Report. Welcome House will inform all administrators, staff, and student-athletes of their duty to report suspected hazing activities and of the appropriate reporting mechanisms for addressing those concerns as follows:

 

Any individual who believes that this policy has been violated should refer the matter to the Office of [enter office] and that office should be contacted at [enter name and phone of sexual harassment official or Title IX coordinator].

Individuals who have knowledge of either witnessing or participating in hazing activities, or who suspect that hazing activities may be occurring or have already occurred, must report such activities to this same contact person and must thoroughly cooperate in an investigatory process in conjunction with institutional officials.

 

8.0    Violations and Sanctions

8.1    Immediate Imposition of Sanctions. In a case where a violation of the zero-tolerance policies is concerned, the authorized institutional administrator is authorized to apply sanctions immediately upon determination that such violations have occurred.

8.2    Keeping Administrative Officials Involved. If Welcome House  investigates and determines that there have been violations of zero-tolerance policies, it will keep the appropriate institutional administrators fully informed of all proceedings and will provide that official with copies of all written documents and determinations.

8.3    Failure to Report. Any individual not reporting prohibited activities, not cooperating, or providing false or misleading information in regard to an investigation process will be subject to sanctions.

 

8.4    Allowable Sanctions. Sanctions for conduct not permitted under this policy may include but not be limited to one or more of the following:

  • warning
  • reprimand
  • probation with or without conditions
  • requirements for restitution
  • conditions intended to encourage personal rehabilitation (i.e. counseling and community service activities)
  • suspension from employment, with or without pay
  • termination of employment
  • suspension from practice for a definite period of time
  • restriction from receipt of athletics department or institutional services
  • suspension from competition for a definite period of time
  • loss of grant-in-aid
  • potential criminal prosecution

Welcome House reserves the right to enforce or relinquish the sanctions imposed for violation of the zero-tolerance policies at the administration’s discretion.  Coaches or other staff determined to be involved in or who condone such activities shall be subject to immediate sanctions including termination of employment.

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