Policies
Privacy Policy
The Women’s Home respects the privacy of all its donors and visitors. Personal information gathered through the website is used only for the purposes of processing a gift or merchandise purchase, providing requested information or maintaining contact. In the case of a merchandise purchase, personal information given by the buyer is used to ship and confirm delivery of their order. The Women’s Home provides periodic communication to donors and volunteers regarding our programs and events via e-mail and physical mail. The Women’s Home mailing list will not be provided or sold to any outside group or organization. If at any time you wish to be removed from our mailing list, please contact the Development Office at 713-328-1975.
To prevent unauthorized access, maintain data accuracy, and ensure the correct use of information, we have put in place appropriate physical, electronic, and managerial procedures to safeguard and secure the information we collect online.
Conflict of Interest Policy
No member or officer of the Board of Directors or the Advisory Board shall, while serving The Women’s Home as a volunteer, receive any type of compensation or consideration for services, including the submittal of a service-related invoice marked, “paid”. Nor shall they unduly influence the Board(s) to purchase material, supplies, or services from a group, proprietorship, partnership or company in which they or their family have an interest.
This statement does not preclude a direct, freely given, charitable gift to The Women’s Home of advice, money, real or personal property.
Whistleblower Policy
If any employee reasonably believes that some policy, practice, or activity of The Women’s Home is in violation of law, a written complaint must be filed by that employee with the Executive Director or the Board President. It is the intent of The Women’s Home to adhere to all laws and regulations that apply to the organization and the underlying purpose of this policy is to support the organization’s goal of legal compliance. The support of all employees is necessary to achieving compliance with various laws and regulations. An employee is protected from retaliation only if the employee brings the alleged unlawful activity, policy, or practice to the attention of The Women’s Home and provides The Women’s Home with a reasonable opportunity to investigate and correct the alleged unlawful activity. The protection described below is only available to employees who comply with this requirement.
The Women’s Home will not retaliate against an employee who, in good faith, has made a protest or raised a complaint against some practice of The Women’s Home or of another individual or entity with whom The Women’s Home has a business relationship, on the basis of a reasonable belief that the practice is in violation of law or a clear mandate of public policy.
The Women’s Home will not retaliate against employees who disclose or threaten to disclose to a supervisor or a public body any activity, policy, or practice of The Women’s Home that the employee reasonably believes is in violation of a law, rule, or regulation mandated pursuant to law or is in violation of a clear mandate of public policy concerning the health, safety, welfare, or protection of the environment.
The Women’s Home will not retaliate against an employee who, in good faith, has made a protest or raised a complaint against some practice of The Women’s Home or of another individual or entity with whom The Women’s Home has a business relationship, on the basis of a reasonable belief that the practice is in violation of law or a clear mandate of public policy.
The Women’s Home will not retaliate against employees who disclose or threaten to disclose to a supervisor or a public body any activity, policy, or practice of The Women’s Home that the employee reasonably believes is in violation of a law, rule, or regulation mandated pursuant to law or is in violation of a clear mandate of public policy concerning the health, safety, welfare, or protection of the environment.
Policy For Approval of Executive Director Compensation
The Executive Director of The Women’s Home is the principal
representative of The Women’s Home, and the person responsible for the efficient operation of The Women’s Home. Therefore, it is the desire of The Women’s Home to provide a fair yet reasonable and not excessive compensation for the Executive Director.
The annual process for determining compensation is as follows:
The Women’s Home Executive Committee shall annually evaluate the Executive Director’s performance, and ask for his/her input on matters of performance and compensation.
Approval. The Executive Committee will obtain research and
information to approve the compensation (salary and benefits) of the Executive Director based on a review of comparability data. For example, The Executive Committee will secure data that documents compensation levels and benefits for similarly qualified individuals in comparable positions at similar organizations.
This data may include the following:
1. Salary and benefit compensation studies by independent sources; such as United Way’s wage and benefits survey.
2. Written job offers for positions at similar organizations;
3. Documented telephone calls about similar positions at both The Women’s Home and other non-profit organizations; and
4. Information obtained from the IRS Form 990 filings of similar organizations.
Concurrent Documentation. To approve the compensation for the Executive Director the Executive Committee must document how it reached its decisions, including the data on which it relied.. Documentation will include:
a) A description of the compensation and benefits and the date it was approved;
b) The members of the Executive Committee who were present during the discussion about compensation and benefits, and the results of the vote;
c) A description of the comparability data relied upon and how the data was
obtained; and
d) Any actions taken (such as abstaining from discussion and vote) with respect to
consideration of the compensation by anyone who is otherwise a member of the
board but who had a conflict of interest with respect to the decision on the
compensation and benefits.
Independence in Setting Compensation: The President of the board of directors, who is a volunteer and not compensated by The Women’s Home, will operate independently without undue influence from the Executive Director.
No member of the Executive Committee will be a staff member, the relative of a staff member, or have any relationship with staff that could present a conflict of interest.
Date approved: October 3, 2012
representative of The Women’s Home, and the person responsible for the efficient operation of The Women’s Home. Therefore, it is the desire of The Women’s Home to provide a fair yet reasonable and not excessive compensation for the Executive Director.
The annual process for determining compensation is as follows:
The Women’s Home Executive Committee shall annually evaluate the Executive Director’s performance, and ask for his/her input on matters of performance and compensation.
Approval. The Executive Committee will obtain research and
information to approve the compensation (salary and benefits) of the Executive Director based on a review of comparability data. For example, The Executive Committee will secure data that documents compensation levels and benefits for similarly qualified individuals in comparable positions at similar organizations.
This data may include the following:
1. Salary and benefit compensation studies by independent sources; such as United Way’s wage and benefits survey.
2. Written job offers for positions at similar organizations;
3. Documented telephone calls about similar positions at both The Women’s Home and other non-profit organizations; and
4. Information obtained from the IRS Form 990 filings of similar organizations.
Concurrent Documentation. To approve the compensation for the Executive Director the Executive Committee must document how it reached its decisions, including the data on which it relied.. Documentation will include:
a) A description of the compensation and benefits and the date it was approved;
b) The members of the Executive Committee who were present during the discussion about compensation and benefits, and the results of the vote;
c) A description of the comparability data relied upon and how the data was
obtained; and
d) Any actions taken (such as abstaining from discussion and vote) with respect to
consideration of the compensation by anyone who is otherwise a member of the
board but who had a conflict of interest with respect to the decision on the
compensation and benefits.
Independence in Setting Compensation: The President of the board of directors, who is a volunteer and not compensated by The Women’s Home, will operate independently without undue influence from the Executive Director.
No member of the Executive Committee will be a staff member, the relative of a staff member, or have any relationship with staff that could present a conflict of interest.
Date approved: October 3, 2012
Document Retention and Destruction Policy
This Document Retention and Destruction Policy of THE WOMEN’S HOME identifies the record retention responsibilities of staff, volunteers, members of the Board of Directors, and outsiders for maintaining and documenting the storage and destruction of THE WOMEN’S HOME’s documents and records.
1. Rules. THE WOMEN’S HOME’s staff, volunteers, members of the Board of Directors and outsiders (i.e., independent contractors via agreements with them) are required to honor these policies: (a) paper or electronic documents indicated under the terms for retention below will be transferred and maintained by the Human Resources, Legal or Administrative staffs/departments or their equivalents; (b) all other paper documents will be destroyed after three years; (c) all other electronic documents will be deleted from all individual computers, data bases, networks, and back-up storage after one year; and (d) no paper or electronic documents will be destroyed or deleted if pertinent to any ongoing or anticipated government investigation or proceeding or private litigation.
2. Terms for retention.
Accident reports/claims (settled cases) ....................7 yrs.
Accounts payable ledgers & schedules....................7 yrs.
Accounts receivable ledgers & schedules ................7 yrs.
Audit reports............................................................Permanently
Bank reconciliations ...............................................2 yrs.
Bank statements ......................................................3 yrs.
Capital stock & bond records: ledgers,
transfer registers, stubs showing issues,
record of interest coupons, options, etc ...............Permanently
Cash books .............................................................Permanently
Charts of accounts ..................................................Permanently
Checks (canceled – see exception below) ................7 yrs.
Checks (canceled for important payments –
i.e., taxes, purchases of property, special contracts,
etc. Checks should be filed with the papers
pertaining to the underlying transaction.).............Permanently
Contracts, mortgages, notes, & leases (expired) .....7 yrs.
Contracts, mortgages, notes, & leases
(still in effect) ......................................................Permanently
Correspondence (general) .......................................2 yrs.
Correspondence (legal & important matters only) ..Permanently
Correspondence (routine) with customers
and/or vendors .....................................................2 yrs.
Deeds, mortgages, & bills of sale ............................Permanently
Depreciation schedules ...........................................Permanently
Duplicate deposit slips ............................................2 yrs.
Employment applications .......................................3 yrs.
Expense analyses/expense distribution schedules ....7 yrs.
Financial statements (year-end, other optional) .......Permanently
Garnishments ..........................................................7 yrs.
General/private ledgers, year-end trial balance........Permanently
Insurance policies (expired).....................................3 yrs.
Insurance records, current accident reports,
claims, policies, etc ..............................................Permanently
Internal audit reports (longer retention
periods may be desirable).....................................3 yrs.
Internal reports (miscellaneous)...............................3 yrs.
Inventories of products, materials, & supplies .........7 yrs.
Invoices (to customers, from vendors).....................7 yrs.
Journals ..................................................................Permanently
Minute books of directors,
stockholders, bylaws, & charter .......................... Permanently
Notes receivable ledgers & schedules ..................... 7 yrs.
Option records (expired) ........................................ 7 yrs.
Patents & related papers ......................................... Permanently
Payroll records & summaries ................................. 7 yrs.
Personnel files (terminated) ................................... 7 yrs.
Petty cash vouchers ................................................ 3 yrs.
Physical inventory tags .......................................... 3 yrs.
Plant cost ledgers ................................................... 7 yrs.
Property appraisals by outside appraisers................ Permanently
Property records, including costs, depreciation
reserves, year-end trial balances, depreciation
schedules, blueprints, & plans ............................ Permanently
Purchase orders (except purchasing
department copy) ................................................ 1 yr.
Purchase orders (purchasing department copy) ...... 7 yrs.
Receiving sheets .................................................... 1 yr.
Retirement & pension records ................................ Permanently
Requisitions ........................................................... 1 yr.
Sales commission reports ....................................... 3 yrs.
Sales records .......................................................... 7 yrs.
Scrap & salvage records (inventories, sales, etc.) ... 7 yrs.
Stenographers’ notebooks ...................................... 1 yr.
Stocks & bonds certificates (canceled).................... 7 yrs.
Stockroom withdrawal forms ................................. 1 yr.
Subsidiary ledgers .................................................. 7 yrs.
Tax returns & worksheets, revenue agents’
reports, & other documents relating to
determination of income tax liability .................. Permanently
Time books/cards ................................................... 7 yrs.
Trademark registrations & copyrights..................... Permanently
Training manuals ................................................... Permanently
Union agreements .................................................. Permanently
Voucher register & schedules ................................. 7 yrs.
Vouchers for payments to vendors,
employees, etc. (includes allowances &
reimbursement of employees, officers, etc.,
for travel & entertainment expenses) .................. 7 yrs.
Withholding tax statements .................................... 7 yrs.
1. Rules. THE WOMEN’S HOME’s staff, volunteers, members of the Board of Directors and outsiders (i.e., independent contractors via agreements with them) are required to honor these policies: (a) paper or electronic documents indicated under the terms for retention below will be transferred and maintained by the Human Resources, Legal or Administrative staffs/departments or their equivalents; (b) all other paper documents will be destroyed after three years; (c) all other electronic documents will be deleted from all individual computers, data bases, networks, and back-up storage after one year; and (d) no paper or electronic documents will be destroyed or deleted if pertinent to any ongoing or anticipated government investigation or proceeding or private litigation.
2. Terms for retention.
Accident reports/claims (settled cases) ....................7 yrs.
Accounts payable ledgers & schedules....................7 yrs.
Accounts receivable ledgers & schedules ................7 yrs.
Audit reports............................................................Permanently
Bank reconciliations ...............................................2 yrs.
Bank statements ......................................................3 yrs.
Capital stock & bond records: ledgers,
transfer registers, stubs showing issues,
record of interest coupons, options, etc ...............Permanently
Cash books .............................................................Permanently
Charts of accounts ..................................................Permanently
Checks (canceled – see exception below) ................7 yrs.
Checks (canceled for important payments –
i.e., taxes, purchases of property, special contracts,
etc. Checks should be filed with the papers
pertaining to the underlying transaction.).............Permanently
Contracts, mortgages, notes, & leases (expired) .....7 yrs.
Contracts, mortgages, notes, & leases
(still in effect) ......................................................Permanently
Correspondence (general) .......................................2 yrs.
Correspondence (legal & important matters only) ..Permanently
Correspondence (routine) with customers
and/or vendors .....................................................2 yrs.
Deeds, mortgages, & bills of sale ............................Permanently
Depreciation schedules ...........................................Permanently
Duplicate deposit slips ............................................2 yrs.
Employment applications .......................................3 yrs.
Expense analyses/expense distribution schedules ....7 yrs.
Financial statements (year-end, other optional) .......Permanently
Garnishments ..........................................................7 yrs.
General/private ledgers, year-end trial balance........Permanently
Insurance policies (expired).....................................3 yrs.
Insurance records, current accident reports,
claims, policies, etc ..............................................Permanently
Internal audit reports (longer retention
periods may be desirable).....................................3 yrs.
Internal reports (miscellaneous)...............................3 yrs.
Inventories of products, materials, & supplies .........7 yrs.
Invoices (to customers, from vendors).....................7 yrs.
Journals ..................................................................Permanently
Minute books of directors,
stockholders, bylaws, & charter .......................... Permanently
Notes receivable ledgers & schedules ..................... 7 yrs.
Option records (expired) ........................................ 7 yrs.
Patents & related papers ......................................... Permanently
Payroll records & summaries ................................. 7 yrs.
Personnel files (terminated) ................................... 7 yrs.
Petty cash vouchers ................................................ 3 yrs.
Physical inventory tags .......................................... 3 yrs.
Plant cost ledgers ................................................... 7 yrs.
Property appraisals by outside appraisers................ Permanently
Property records, including costs, depreciation
reserves, year-end trial balances, depreciation
schedules, blueprints, & plans ............................ Permanently
Purchase orders (except purchasing
department copy) ................................................ 1 yr.
Purchase orders (purchasing department copy) ...... 7 yrs.
Receiving sheets .................................................... 1 yr.
Retirement & pension records ................................ Permanently
Requisitions ........................................................... 1 yr.
Sales commission reports ....................................... 3 yrs.
Sales records .......................................................... 7 yrs.
Scrap & salvage records (inventories, sales, etc.) ... 7 yrs.
Stenographers’ notebooks ...................................... 1 yr.
Stocks & bonds certificates (canceled).................... 7 yrs.
Stockroom withdrawal forms ................................. 1 yr.
Subsidiary ledgers .................................................. 7 yrs.
Tax returns & worksheets, revenue agents’
reports, & other documents relating to
determination of income tax liability .................. Permanently
Time books/cards ................................................... 7 yrs.
Trademark registrations & copyrights..................... Permanently
Training manuals ................................................... Permanently
Union agreements .................................................. Permanently
Voucher register & schedules ................................. 7 yrs.
Vouchers for payments to vendors,
employees, etc. (includes allowances &
reimbursement of employees, officers, etc.,
for travel & entertainment expenses) .................. 7 yrs.
Withholding tax statements .................................... 7 yrs.
Policies
