Volunteer Standards & Policies
Explore NCFCA's volunteer standards and policies.
Volunteer Standards & Policies
Volunteer Standards & Policies
Welcome
Thank you for serving NCFCA in an important volunteer role! We’re delighted to serve alongside you and could not advance the mission of NCFCA without our dedicated volunteers. Along with your department specific training and guides, this course is designed to help you understand our expectations for all volunteers and our commitment to honor your volunteer service. Any questions about our volunteer standards and policies may be directed to your supervisor, the Director of Human Resources, or the Executive Director.
NCFCA Foundational Beliefs
We expect all of our volunteers to be aligned with the NCFCA mission, values, and beliefs. You can expect to see those same values applied in our volunteer training and our support for you in your role.
Code of Conduct and Open Door Policy
Standards of Conduct and Communication
Volunteers are expected to uphold our Standards of Conduct and Communication. NCFCA does not tolerate harassment of its staff, volunteers, or students. All volunteers are expected to comply with our anti-harassment policy.
Discrimination and harassment consist of unwelcome conduct, whether verbal, physical, or visual, that is based on a person’s race, color, national origin, religion, age, marital status, sex, or disability. Harassment or discrimination or conduct that creates an intimidating, hostile, or offensive environment will not be tolerated. This policy covers both discriminatory words or statements and non-verbal conduct. Improper words, symbols, or conduct expressed or received on voicemail, email, or through the internet are also serious violations of this policy and will not be tolerated. Please see our Harassment Reporting Policy for steps to report any type of harassment complaint.
Equal Volunteer Opportunity
Subject to and in accordance with our Christian values, we recruit and train volunteers based upon factors such as skills, behavior, training, and experience. NCFCA is a religious organization with a religious mission. Because of the very nature of our ministry, we require our volunteers to be professing Christians and to subscribe to NCFCA’s Statement of Faith and position statements. Subject to and in accordance with our legal rights and privileges as a religious organization, NCFCA provides equal volunteer opportunities in accordance with applicable state and federal law.
Volunteer Protection
NCFCA is committed to protecting our volunteers from harassment and verbal abuse. The guidelines below are helpful at de-escalating challenging interactions. We ask that all our volunteers remove themselves quickly and seek help as soon as they determine that de-escalation is not occurring. Here are some guidelines to consider in an escalating situation.
Prepare for Low Conflict
Generally, we expect friendly interactions during our tournaments. We all have bad days, but keeping a smile on your face and not taking a perceived slight to heart goes a long way in maintaining a peaceful interaction.
What to Notice
There are signs to notice that your situation may be escalating. Pay attention to these behaviors as you interact.
- Physical behavior
- Quick, jerky movements, pacing
- Suddenly standing up
- Red face, or other signs of distress
- Clenched jaw or fists
- Rooster stance
- Vocal behavior
- Raised voice or shouting
- Sudden change in tone
- Accusatory comments
What to Do and Say
- Do . . .
- Address them by name
- Use a soft tone
- Pay attention and actively listen; “listen” to what they might not be saying
- Facts and feelings – consider more than what they are saying but what is behind what they are saying
- Clarifying questions (open-ended when possible) that include confirming what they have said by paraphrasing or restating
- Communicate that you have time to listen – allow silence, do not rush the pace of the conversation and body movements, show empathy
- Work toward agreement: get them to say “yes”
- Be flexible; adjust your approach if they seem frustrated or think that you don’t understand
- Don’t . . .
- Say “Calm down”
- Match their anger
- Stay in an unproductive conversation. If they are frustrated and you cannot reach a conclusion, elevate the situation to the next tournament authority from your department.
- Remain in a verbally or otherwise abusive situation. Immediately leave and contact your tournament lead.
Who to Contact
- Team Lead
- Safety Coordinator
- Regional Director
Volunteer Protection Act
The Volunteer Protection Act exempts a volunteer of a nonprofit organization or governmental entity from liability for harm caused by an act or omission of the volunteer on behalf of such organization or entity if: (1) the volunteer was acting within the scope of his or her responsibilities at the time; (2) the volunteer was properly licensed or otherwise authorized for the activities or practice in the State in which the harm occurred; (3) the harm was not caused by willful or criminal misconduct, gross negligence, reckless misconduct, or a conscious, flagrant indifference to the rights or safety of the individual harmed; and (4) the harm was not caused by the volunteer operating a motor vehicle, vessel, aircraft, or other vehicle for which the State requires the operator or owner to possess an operator’s license or maintain insurance.
Open Door Policy
NCFCA strives to provide a volunteer culture that is free of strife; however, misunderstandings or concerns may occasionally arise. We encourage volunteers to bring these matters to light immediately for quick resolution. Talking face to face is the best way to build a constructive community where we can serve together in a spirit of mutual cooperation and respect.
We believe in the open-door policy. Every volunteer has the opportunity to speak out on issues, raise questions, or voice concerns to members of leadership. Questions or concerns should be discussed directly with your team lead or coordinator. If the question or complaint relates to the lead, or if you are not satisfied with the response, you may direct the matter to the next level of leadership. If the concern is of a serious or criminal nature, we ask that you bypass leads, coordinators, and directors, and instead contact the Director of Human Resources directly.
- Physical behavior
Integrity and Accountability
Financial Integrity
NCFCA is committed to the highest possible standards of ethical, moral, and legal conduct. Consistent with this commitment, this policy aims to provide an avenue for volunteers to raise concerns about suspected financial misconduct, dishonesty, and fraud and to provide reassurance that they will be protected from reprisals or victimization for whistle-blowing in good faith.
For purposes of this policy, the definition of financial misconduct, dishonesty, and fraud means intentional abuse, including but not limited to:
- Theft or other misappropriation of NCFCA assets
- Misstatements or other irregularities in NCFCA records
- Incorrect financial reporting
- Misuse of NCFCA resources
- Forgery or alteration of documents
- Any other form of fraud
See Financial Misconduct Policy for NCFCA’s policies and procedures concerning the reporting of any suspected misconduct, dishonesty or fraud.
Conflict of Interest Policy
As volunteers carry out their responsibilities, the potential for a conflict of interest arises in situations in which a person is responsible for promoting one interest while also involved in a competing interest. Conflicts of interest should always be avoided. Please see our Conflict of Interest Policy for details and reporting steps.
Potential conflicts should be disclosed to the Executive Director. Volunteers are not to accept nor give, offer, or promise, directly or indirectly, anything of value to any representative of a donor or customer in connection with any transaction or business that NCFCA may have with that donor/customer without prior consent of the Executive Director.
Safety and Child Protection
Safety Policies
All volunteers must receive, read, and acknowledge NCFCA’s Safety Policy and complete Safety Training prior to working with students and must also be committed to upholding our Affiliate Safety Requirements.
Background Check
Certain volunteer roles require a background check. If your role requires a background check, you will be sent an Authorization Form and instructions. The reports are only obtained and viewed by the Director of Human Resources, Human Resources Manager, Director of Finance, or Executive Director, are stored in a secure location, and will be properly and securely disposed of after five years. Additional information related to the background check is available upon request.
Digital Responsibility, Use of NCFCA Property, and Media
Internet & Email Policy
We are committed to integrity, grace, and respect in every aspect of our communication, including the use of email, social media, and other internet communication.
Volunteers must use technology, digital communication, and social media, in a manner that aligns with NCFCA values. Practices such as pirating software; downloading copyrighted, trademarked, or patented material; stealing passwords; hacking other computer systems; or engaging in any illegal or inappropriate activities are prohibited. NCFCA has the right to monitor Internet browsing by each user on all NCFCA computers. NCFCA email is also subject to review or monitoring at any time without notice. Volunteers should, therefore, have no expectation of privacy in their NCFCA email.
All information contained in NCFCA email is considered privileged and confidential and for internal use only; it is not to be redistributed or forwarded for any purpose outside of designated NCFCA work. Any such dissemination, distribution or copying of any email communication is strictly prohibited. Users may not use NCFCA accounts for communication purposes outside of their role with NCFCA.
We ask our volunteers to prayerfully consider and be mindful of how digital communications might be misconstrued in a way that could damage NCFCA’s reputation, even indirectly, and to use caution to avoid an appearance of representing the views of NCFCA.
If you are uncertain or concerned about the appropriateness of any statement or posting, refrain from making the communication until you discuss it with the Executive Director or the Director of Human Resources.
If you see content in social media that disparages or reflects poorly on the NCFCA or our affiliates, you should report it to the Executive Director or the Director of Human Resources immediately.
Copyright of Materials
NCFCA owns the copyright of all printed materials completed for NCFCA’s purposes. NCFCA will have the exclusive right to publish or license others to publish or use materials prepared by volunteers in as many different forms as appropriate. NCFCA may publish or permit others to publish any materials without compensation to the volunteer(s) involved in writing/editing materials. If NCFCA discontinues a product, NCFCA still maintains the copyright on that product. Any volunteer interested in duplicating any discontinued NCFCA products or items must first receive approval from the Executive Director.
Confidentiality Policy
NCFCA volunteers may have access to Confidential Information as a result of conducting NCFCA business. “Confidential Information” includes, but is not limited to, the following types of information: affiliate or accountholder (including judge) lists, personal information related to the affiliate or accountholder list, including email address and phone number, as well as records of activity.
Accordingly, to protect NCFCA’s Confidential Information that will be disclosed to volunteers, all volunteers must abide by the following:
Confidential information received from NCFCA will be held in strictest confidence with a reasonable degree of care to prevent disclosure to others. Confidential Information gained through a volunteer role will not be disclosed or divulged either directly or indirectly to others unless first authorized to do so in writing by the Executive Director. Volunteers will not reproduce Confidential Information nor use this Information for any purpose other than the performance of their responsibilities for NCFCA. If a volunteer leaves NCFCA, either by voluntary or involuntary circumstances, all Confidential Information is deemed proprietary and may not be used by the former volunteer in any other organization. This is especially true of affiliate, donor, and partner contacts.
Searches/Inspections of Property
Any property belonging to NCFCA, which includes desktops, laptops, hard drives, and NCFCA phone system and voicemail, is subject to inspection at any time. NCFCA is authorized to read any electronic communications on a volunteer’s NCFCA-issued device and programs (cell phone, email, etc.) at any time.
Individual devices also used for NCFCA volunteer purposes may be subject to inspection during discovery of pending litigation. Individual devices used to access applications or accounts that belong to NCFCA may be searched in the event that one of the applications or accounts is involved in pending litigation or allegation of wrongdoing.
Media Relations Policy
All media inquiries are to be handled or authorized by the Executive Director, regardless of who the media representative is, whom he or she represents, or how innocuous the request. All press releases or other promotional materials are to be approved by the Executive Director or by approved members of the NCFCA Leadership.
Solicitation and Outside Activities
Solicitation by volunteers is generally not allowed while attending NCFCA events and requires approval from the Director of Competition.This policy encompasses solicitation by volunteers for money, memberships, subscriptions, signatures on petitions, etc., on behalf of any person, group, society, labor organization, religious or charitable body, political body, or similar association.
Closing and Resources
Thank you again for your investment in the NCFCA mission. NCFCA runs on the efforts of hundreds of volunteers and we are so grateful for your contribution!