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:

2. SCOPE

This policy applies to:

2.1 Organizations Covered

2.2 Individuals Covered

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:

3.3 Supervisory Relationship

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

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)

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

  2. 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

  1. 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

  1. 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:

5.3 Exception Process

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

Exception requests must include:

6. VIOLATIONS AND ENFORCEMENT

6.1 Consequences

Violations of this policy may result in:

6.2 Reporting Violations

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

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

7. IMPLEMENTATION

7.1 Communication

7.2 Documentation

7.3 Policy Review

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

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.