ANTI-NEPOTISM POLICY

The Quietly Working Foundation

Effective Date: [Once Approved by BOD]

Last Reviewed: [Once Approved by BOD]

Next Review Date: [Annually, after approved by BOD]

1. PURPOSE

The Quietly Working Foundation (QWF) and all its subsidiary organizations and efforts are committed to maintaining the highest standards of integrity, fairness, and accountability in all operations. This Anti-Nepotism Policy ensures that all employment decisions, volunteer appointments, and contractual relationships are based solely on merit, qualifications, and organizational needs, free from favoritism or the appearance of favoritism.

As a 501(c)(3) nonprofit organization serving youth and youth service organizations, we recognize our responsibility to:

• Maintain public trust and donor confidence

• Ensure fair and equitable treatment of all employees, volunteers, and contractors

• Prevent conflicts of interest that could compromise our mission

• Comply with all applicable federal and state laws

• Model ethical practices for the young people we serve

2. SCOPE

This policy applies to:

2.1 Organizations Covered

• The Quietly Working Foundation (quietlyworking.org)

• America's Children of Fallen Heroes (heroeskids.org)

• The Missing Pixel Project (missingpixel.org)

• The Quietly Working Creative Department (quietlyworking.us)

• The International Youth Service Registry (iysr.org)

• War on Hopelessness (waronhopelessness.org)

• Locals 4 Good (locals4good.org)

• Any future initiatives, programs, or organizations operating under The Quietly Working Foundation

2.2 Individuals Covered

• All Board members

• Executive leadership

• Full-time and part-time employees

• Volunteers

• Independent contractors and consultants

• Interns and fellows

• Program participants in leadership or decision-making roles

3. DEFINITIONS

3.1 Nepotism

The practice of showing favoritism toward relatives or personal relationships in employment, volunteer appointments, promotions, contracting decisions, or other organizational opportunities, regardless of merit or qualifications.

3.2 Personal Relationship

For purposes of this policy, personal relationships include:

• Family Members: Spouse, domestic partner, parent, child, sibling, grandparent, grandchild, aunt, uncle, niece, nephew, cousin, or any individual related by blood or adoption

• In-Laws: Mother-in-law, father-in-law, brother-in-law, sister-in-law, son-in-law, daughter-in-law, or the equivalent in-law relationships of domestic partners

• Step-Relations: Step-parent, step-child, step-sibling

• Romantic Relationships: Current dating relationships, cohabitation partners, or former romantic partners

• Close Personal Friends: Relationships that could create actual or perceived conflicts of interest

3.3 Supervisory Relationship

Any relationship where one individual has direct or indirect authority over another's:

• Work assignments

• Performance evaluations

• Compensation decisions

• Hiring, promotion, or termination

• Access to opportunities or resources

4. POLICY PROVISIONS

4.1 Prohibited Actions

The following actions are strictly prohibited:

1. Hiring Decisions: No individual may participate in the recruitment, interview, selection, or hiring process for any applicant with whom they have a personal relationship.

2. Supervisory Relationships: No employee may directly or indirectly supervise, or be supervised by, someone with whom they have a personal relationship.

3. Promotion and Advancement: No individual may influence or participate in decisions regarding promotion, compensation, or advancement of anyone with whom they have a personal relationship.

4. Contract Awards: No individual may participate in the selection, award, or administration of contracts to vendors or consultants with whom they have a personal relationship.

5. Program Participation: No individual may influence admission or advancement decisions for program participants with whom they have a personal relationship.

4.2 Disclosure Requirements

1. Pre-Employment: All candidates must disclose any personal relationships with current QWF employees, board members, or volunteers during the application process.

2. Current Employees: Employees must promptly disclose to Human Resources:

- Any newly formed personal relationships with co-workers

- Discovery of previously unknown relationships

- Changes in relationship status (e.g., marriage, divorce)

3. Board Members: Must disclose all relevant relationships annually and update disclosures as changes occur.

4. Contractors/Vendors: Must disclose any personal relationships with QWF personnel when submitting proposals or bids.

4.3 Permitted Relationships with Safeguards

Personal relationships are not automatically prohibited, but must be managed appropriately:

1. Relatives may work for QWF provided:

- They work in different departments or programs

- Neither has supervisory authority over the other

- Neither participates in employment decisions affecting the other

- The relationship is fully disclosed and documented

2. Romantic relationships between co-workers are permitted if:

- No supervisory relationship exists

- Both parties promptly disclose the relationship

- Professional conduct is maintained at all times

- Neither party has influence over the other's employment conditions

5. PROCEDURES

5.1 Disclosure Process

1. Employees must submit written disclosure to Human Resources within 5 business days of:

- Becoming aware of a covered relationship

- A change in relationship status

- A change in reporting structure that creates a conflict

2. Human Resources will:

- Document all disclosures

- Assess potential conflicts

- Develop mitigation plans when necessary

- Maintain confidential records

5.2 Mitigation Strategies

When personal relationships exist, QWF will implement appropriate measures, which may include:

• Reassignment of one or both individuals

• Modification of reporting relationships

• Recusal from specific decisions

• Additional oversight of employment decisions

• Transfer to different departments or programs

5.3 Exception Process

In rare circumstances where strict application of this policy would cause undue hardship, requests for exceptions may be submitted to:

• Executive Director (for staff/volunteer matters)

• Board Chair (for executive-level matters)

• Full Board of Directors (for board-level matters)

Exception requests must include:

• Detailed explanation of the relationship

• Justification for the exception

• Proposed safeguards to prevent conflicts

• Timeline for resolution

6. VIOLATIONS AND ENFORCEMENT

6.1 Consequences

Violations of this policy may result in:

• Verbal or written warnings

• Reassignment or transfer

• Demotion

• Suspension without pay

• Termination of employment or volunteer status

• Termination of contracts

• Legal action if warranted

6.2 Reporting Violations

Anyone who becomes aware of potential violations should report them to:

• Immediate supervisor (unless involved in the violation)

• Human Resources

• Executive Director

• Board Chair

• Anonymous ethics hotline: [Insert number]

QWF prohibits retaliation against anyone who reports potential violations in good faith.

7. IMPLEMENTATION

7.1 Communication

• All current personnel must receive and acknowledge this policy

• New personnel must acknowledge during onboarding

• Annual training on nepotism and conflicts of interest

7.2 Documentation

• Human Resources maintains all disclosure forms

• Annual audit of relationships and mitigation measures

• Board review of policy effectiveness

7.3 Policy Review

• Annual review by Human Resources and legal counsel

• Board approval of any substantive changes

• Updates to reflect legal requirements or organizational changes

8. RELATED POLICIES

This Anti-Nepotism Policy should be read in conjunction with:

• Conflict of Interest Policy IN PROGRESS

• Code of Ethics IN PROGRESS

• Whistleblower Policy IN PROGRESS

• Non-Discrimination Policy IN PROGRESS

• Procurement Policy IN PROGRESS

9. ACKNOWLEDGMENT

I acknowledge that I have received, read, and understand The Quietly Working Foundation's Anti-Nepotism Policy. I agree to comply with all provisions of this policy and to promptly disclose any personal relationships as required.

_______________________________

Signature

_______________________________

Print Name

_______________________________

Date

_______________________________

Position/Title

For Questions or Concerns:

Human Resources Department

The Quietly Working Foundation  
8 Via Sonrisa
Mission Viejo, CA 92692

(773) 234-KIDS (5437)

wearelistening@quietlyworking.org

This policy is subject to applicable federal, state, and local laws and regulations.