GIRL SCOUTS OF OHIO’S HEARTLAND COUNCIL
SEASONAL PROGRAM STAFF
PERSONNEL POLICIES
HANDBOOK
Girl Scouts of Ohio’s Heartland Council is an Equal Opportunity Employer
Revised
February 2009
Program(I)/1.Camp/Resident Camp/Staff/Employment Forms/Personnel Policies
Table of Contents
PHILOSOPHY .................................................................................................................. 1
EMPLOYMENT POLICIES............................................................................................. 1
Employment At Will ................................................................................................... 1
Conflict of Interest ..................................................................................................... 1
Anti-Nepotism Policy ................................................................................................ 2
Equal Employment Opportunity............................................................................. 2
Affirmative Action Statement.................................................................................. 2
Immigration Reform and Control Act (IRCA) I-9 ................................................ 2
Americans with Disabilities Act (ADA) ................................................................. 2
Seasonal Program Site Delivery Employee Category ...................................... 3
WORK RULES ................................................................................................................. 3
Hours of Work ............................................................................................................. 3
A. Work Week ......................................................................................................... 3
B. Attendance......................................................................................................... 3
C. Time Off and Free Time .................................................................................. 4
D. Other Absences ................................................................................................ 4
Job Descriptions ........................................................................................................ 5
Non-Discrimination and Anti-Harassment .......................................................... 5
Anti-Retaliation Policy .............................................................................................. 6
Sexual Harassment.................................................................................................... 6
Child Abuse Policy .................................................................................................... 8
Substance Abuse ....................................................................................................... 8
A. Prohibited Conduct ......................................................................................... 9
B. Testing ................................................................................................................ 9
C. Refusal to Test................................................................................................ 10
No Solicitation at Work ........................................................................................... 10
Confidentiality ........................................................................................................... 10
Council Property ...................................................................................................... 11
Site and Facilities ..................................................................................................... 11
Employment Paperwork ......................................................................................... 11
Staff Screening and Criminal Records Check .................................................. 11
Joining GSUSA – Maintaining a Membership .................................................. 12
WORK STANDARDS .................................................................................................... 12
Staff Member Rights and Responsibilities ........................................................ 12
Code of Conduct ...................................................................................................... 12
Performance Evaluations ...................................................................................... 13
Open Door Policy ..................................................................................................... 13
Problem Resolution Policy .................................................................................... 13
Progressive Disciplinary Procedure ................................................................... 14
Freedom from Violence in the Workplace ......................................................... 15
SEPARATION OF EMPLOYMENT ............................................................................ 16
Termination of Employment .................................................................................. 16
A. Voluntary Resignation ................................................................................... 16
B. Involuntary Resignation ................................................................................ 16
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C. Reduction in Staff/Reorganization ............................................................. 16
Exit Interview ............................................................................................................. 16
BENEFITS ....................................................................................................................... 16
Compensation/Payment of Salary ....................................................................... 16
MISCELLANEOUS ........................................................................................................ 18
Business Ethic and Conduct ................................................................................ 18
Customer Service..................................................................................................... 18
Dress Code ................................................................................................................ 19
Gifts/Gratuities.......................................................................................................... 19
Smoking...................................................................................................................... 19
Health History, Emergency Contact Information and Physical Exam ....... 19
Emergency Closure ................................................................................................. 20
Risk, Safety, and Emergencies ............................................................................ 20
Business Travel ........................................................................................................ 20
Council Vehicles....................................................................................................... 20
Email/Internet/Telephone/Facsimile .................................................................... 21
Laundry ....................................................................................................................... 22
Personal Property .................................................................................................... 22
Personal Vehicles .................................................................................................... 22
Personal Visitors ...................................................................................................... 22
Pets .............................................................................................................................. 22
Non-Camp Children of Employees ...................................................................... 23
Room and Board ...................................................................................................... 23
Search and Seizure Policy ..................................................................................... 23
Weapons ..................................................................................................................... 23
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EMPLOYMENT PHILOSOPHY
Staff members of Girl Scouts of Ohio’s Heartland Council are employed to provide managerial
and specialist expertise, research capability, continuity and support to the delivery of its program.
The Board employs a Chief Executive Officer, who is accountable to the Board for the
management of the Council. The Chief Executive Officer is responsible for the hiring,
supervision, and release of all employed staff members and for directing their work.
The Girl Scouts of Ohio’s Heartland Council appreciates the substantial contribution of staff to its
well being and, in turn, strives to make employment rewarding both professionally and personally.
The Council is committed to a work environment in which relationships are characterized by
dignity, honesty, and courtesy, and in which there is opportunity for participation, challenge,
broadening experiences and advancement when possible and where appropriate.
EMPLOYMENT POLICIES
Employment At Will
This Handbook for Seasonal Program Staff Personnel Policies is not intended to create a
contractual relationship either implied or explicit. All staff members of Girl Scouts of Ohio’s
Heartland Council are employees “at will”. This means that there is no specific duration to the
employment and that the staff member may be terminated at any time, with or without cause.
Staff members are free to resign at any time for any reason; however, proper advance notice is
requested. Nothing that is indicated elsewhere in this manual or that is said by any manager,
supervisor, or other staff member can change the “at will” nature of employment with Girl Scouts
of Ohio’s Heartland Council. By accepting employment and continuing to work for Girl Scouts of
Ohio’s Heartland Council, the staff member agrees to the “at will” nature of the employment
relationship.
Conflict of Interest
An actual or potential conflict of interest occurs when a staff member is in a position to influence a
decision that may result in a personal gain for that staff member or for a relative of that employee
as a result of Ohio’s Heartland Council business dealings. For the purpose of this policy, a
relative is any person who is related by blood or marriage. “Relative” in this context may mean
father, mother, child, siblings, spouse, grandparent, grandchild, in-law, or any individual who
makes her/his home with a staff member.
If a staff member has any influence on transactions involving purchases or leases, it is imperative
that she or he disclose these influences to their supervisor as soon as possible so that
safeguards can be established to protect all parties. Any matters or questions that arise will be
referred to the CEO for appropriate action.
Personal gain may result when a staff member, relative, friend, or ex-staff member has significant
ownership or responsibility in an outside firm which may result in kickback, bribe, substantial gift
or special consideration. No presumption of guilt is created by the mere existence of a special
relationship with a goods or services supplier of the Council or of any customer, staff member,
consultant or other capacity. But whenever such a relationship exists, especially in the case of
purchases or sales, the employee must notify the Council so that safeguards against conflict of
interest can be established to protect all parties.
Each staff member is required to have on file a current Conflict of Interest signed statement form.
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Anti-Nepotism Policy
To promote consistency and equity in the treatment of all current and prospective staff members,
to prevent breaches in confidentiality, to prevent improper influences in employment and to
prevent the perception of favoritism, the Girl Scouts of Ohio’s Heartland Council discourages the
hiring and the employment of immediate relatives of current staff members if:
A. The staff member will directly or indirectly supervise the currently employed relative,
or;
B. The staff member will directly or indirectly be supervised by the currently employed
relative, or;
C. The staff member will be working in the same department, where such arrangement
has the potential for creating an adverse effect on supervision, security, or morale, or
involves potential conflicts of interest.
If the staff members become related after employment and a situation as described in the above
paragraph exists; or, if reorganization creates such a situation, reasonable time will be provided
to address the matter.
“Immediate relative” in this context may include father, mother, child, sibling, spouse,
grandparent, grandchild, in-law, or any individual who makes her/his home with a staff member.
Equal Employment Opportunity
Girl Scouts of Ohio’s Heartland Council does not discriminate on the basis of race, color, creed,
religion, sex, age, handicap or disability, national origin, ancestry, citizenship, or marital status or
any other legally protected status. Accordingly, all recruiting, hiring, promotion, compensation,
demotion, benefit eligibility decision, performance reviews, termination and all other terms and
conditions of employment are made without regard to any legally protected characteristic. In
addition, to ensure full equality of opportunity in all operations and activities of Girl Scouts of
Ohio’s Heartland Council, every staff member employed in Girl Scouting shall be selected under
fair employment procedures that provide equal employment opportunities to all people.
Affirmative Action Statement
Girl Scouts of Ohio’s Heartland Council is an Affirmative Action/Equal Opportunity Employer.
Immigration Reform and Control Act (IRCA) I-9
Girl Scouts of Ohio’s Heartland Council is committed to employing individuals who are authorized
to work in the United States and does not unlawfully discriminate on the basis of citizenship or
national origin. In compliance with the Immigration Reform and Control Act of 1986 (IRCA), each
new staff member must complete the Employment Eligibility Verification Form I-9 and present
documentation establishing his or her identity and that she/he is legally employable in the United
States. Former staff members who are rehired must also complete this form. Staff members are
responsible for maintaining their employment eligibility while working for the Council.
Americans with Disabilities Act (ADA)
The Americans with Disabilities Act (ADA) is a civil right which, among other things, prohibits
discrimination in employment and requires that an employer make “reasonable accommodations”
for employment of disabled persons who are otherwise qualified, unless doing so would cause
“undue hardship” to the employer’s business.
Persons protected under this law include:
 A person with a physical or mental impairment that substantially limits that person in some
major life activity
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 A person with a record of such physical or mental impairment
 A person who is regarded (perceived) as having such impairment.
Under the ADA, a “qualified individual with a disability” is a person, who, with or without
reasonable accommodations, can perform the “essential functions” of the job that the person
holds or is seeking. To the extent possible, job descriptions will incorporate the essential
functions of each position.
Seasonal Program Site Delivery Employee Category
Temporary Employee: An individual employed for a specific, limited period of time or as needed
either on a full or part-time basis or for defined projects. These individuals are eligible for only
those benefits that are statutorily required including Workers Compensation and Social Security.
Temporary employees are not eligible for other benefits that are accrued by regular employees.
Exempt Employee: Those employees who are classified as not subject to the minimum wage
and overtime pay provisions of the Fair Labors Standards Act (FLSA) and Ohio Law.
WORK RULES
Hours of Work
To meet the operational needs of the program delivery site, the official days and hours of work
are as follows:
A. Work Week
Seasonal program delivery site employees at resident camp are in residence and on duty at
camp 24 hours a day, except for the scheduled time off which is given at the discretion of the
camp director. Work week schedules will vary throughout the season and between program
delivery sites. Seasonal program delivery site employees at other sites/programs are on duty
when participants are present and follow the work schedule agreed upon at the time of hire.
B. Attendance
The efficient operation of the program delivery site requires punctual and regular attendance for
all scheduled work hours. The Council therefore expects all employees to report to work on time
when scheduled.
Seasonal program delivery site employees are expected to promptly report to work, come back
from time off, return from free time, and show up for meals, prepared to commence work
activities. Late arrival, early departure, and other personal absences are disruptive and should
only occur under the permission of the camp director. Seasonal program delivery site employees
at other sites/programs are expected to arrive at least 30 minutes, or as otherwise mandated by
the supervisor, before the start of a program.
If, for any reason, an employee is prevented from reporting to work on any scheduled workday or
is unable to report to work on time, the employee must notify her/his supervisor as soon as
possible prior to the start of the employee’s scheduled work hours. If the supervisor is
unavailable, the next level of management should be notified. In the event of an absence of more
than one day, the employee must notify her/his supervisor at the beginning of each day of
absence unless the employee’s supervisor expressly allows less frequent notification.
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When staff members are unable to report for work, they are to notify the camp director by
telephone as soon as possible (within 30 minutes of starting time). If the camp director is
unavailable, the next level of management should be called. It is the employee’s responsibility to
call in when absent; call from family members, friends, coworkers or other individuals will only be
accepted in emergency situations. Any employee who does not report to work, nor call to advise
of her/his absence will be considered as having voluntarily resigned from her/his position.
Attendance and lateness are considered in the evaluation of job performance. Excessive or
habitual instances of absenteeism and/or lateness will result in corrective action up to and
including termination of employment.
C. Time Off and Free Time
Seasonal program delivery site employees will be provided with time off and free time for rest,
relaxation, and to attend to personal matters according to their work schedules and job
assignments. Time off and free time will be provided as follows:
Resident Camp:
 Employees have two hours of free time each day, except opening and closing days, to be
taken in camp (unless otherwise arranged with camp director).
 Employees are free from their duties at least 24 hours (at least 12 consecutive hours) every
seven days.
 Employees may be permitted other periods of time off or free time at the discretion of the
camp director.
 The specific hours granted for time off and/or free time will be determined by the camp
director, taking into consideration staff members’ requests and the program delivery site’s
requirements.
Other Sites/Programs:
 Employees will have work breaks that are schedule by the Site/Camp Director at that
location.
D. Other Absences
Occasions may arise when employees may need to miss work for periods longer than their
normal time off, such as bereavement or sick leave or to attend college orientation. These
absences must be communicated to the camp director as far in advance as possible to make
appropriate accommodations for staff coverage and program quality.
Leave With Pay:
A. Bereavement- In the event of an emergency or death in the immediate family and at the
discretion of the camp director, resident camp employees may be granted up to two days
of leave with pay and up to two additional days without pay.
B. Sick Leave- Resident camp employees may be given up to two days sick leave with pay
for illness or injury related to work, at the discretion of the camp director, depending upon
individual circumstances. Staff members taking sick leave will remain in camp unless a
doctor’s statement is obtained.
C. The Council reserves the right to require appropriate certification in support of any
request for leave with pay.
Leave Without Pay:
Seasonal program delivery site employees may occasionally need to request time off from work
for personal matters such as medical reasons, wedding, job interview, college orientation day, or
similar circumstances. The period of unpaid leave for such requests may not normally exceed
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three days. An unpaid medical leave may be extended beyond such time depending on the
circumstances requiring such leave. These absences need to be communicated to the camp
director prior to or upon arrival on site for pre-season training.
Employees needing extensive time off (four or more days) due to prior commitments (such as
county fair board, etc.) must communicate these absences to the camp director at the time of
employment or prior to arrival on site for pre-season training. Employees failing to give adequate
notice or without reasonable cause may not be granted the requested time off.
All requests for leave are given careful consideration to the reason for the request, in addition to
the needs of the seasonal program delivery site. The camp director holds the sole authority to
approve or deny a request for leave without pay.
Job Descriptions
A job description is developed for each position within Girl Scouts of Ohio’s Heartland Council.
The job description includes the position summary, primary responsibilities, major
accountabilities, budget controlled, number of staff members supervised, skills, education, and
experience required.
Guidelines:
A staff member’s supervisor must provide the staff member with her/his job description
that outlines the job’s specific responsibilities. Staff members are expected to
successfully fulfill these responsibilities to the fullest extent of their capabilities. Staff
members are encouraged to demonstrate their ability to assume additional
responsibilities through their job performance.
Non-Discrimination and Anti-Harassment
Girl Scouts of Ohio’s Heartland Council is committed to creating a respectful, courteous work
environment free of discrimination and unlawful harassment of any kind. Girl Scouts of Ohio’s
Heartland Council does not tolerate sexual or other unlawful harassment by any staff member,
volunteer, vendor, contractor, consultant, customer, or visitor. Harassment, of any kind, is a
breach of Girl Scouts of Ohio’s Heartland Council policy, and a violation of state and/or federal
law. In addition to any disciplinary action that Girl Scouts of Ohio’s Heartland Council may take,
up to and including termination, offenders may also be personally liable for any legal and
monetary damages.
Harassment consists of unwelcome conduct, whether verbal, physical or visual, that is based
upon a person’s race, color, creed, religion, sex, age, disability, national origin, citizenship, marital
status or other protected group status. Girl Scouts of Ohio’s Heartland Council maintains a strict
policy prohibiting unlawful harassment and discrimination. Girl Scouts of Ohio’s Heartland
Council will not tolerate harassing conduct that affects tangible job benefits, that unreasonably
interferes with an individual’s work performance, or that creates an intimidating, hostile or
offensive working environment. Girl Scouts of Ohio’s Heartland Council is committed to taking all
reasonable steps to prevent such harassment and discrimination.
Girl Scouts of Ohio’s Heartland Council is determined to resolve possible discrimination and
harassment situations as quickly and discreetly as possible. If a staff member believes a coworker, manager, vendor, contractor, consultant, customer, visitor or agent of the organization is
harassing or discriminating against her/him, the staff member is encouraged to tell the offender
clearly that the behaviors and actions are unwelcome. The staff member should immediately
inform her/his supervisor or the Chief Executive Officer, then the complaint should be reported to
a designated Board officer. The staff member should report the facts of the incident, including
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what happened, how often, and where the incident(s) took place, as well as the names of the
individuals and witnesses involved.
All harassment and discrimination claims will be investigated in a timely, fair and thorough
manner, and Girl Scouts of Ohio’s Heartland Council expects all staff members to cooperate fully
in any investigation. All complaints will be investigated as discreetly and confidentially as
possible. If the organization finds that discrimination or harassment as occurred, it will take
appropriate corrective action up to and including termination of employment of the offending staff
member, (or other appropriate action if the offender is not a staff member of the organization).
The Chief Executive Officer has the overall responsibility to maintain effective enforcement of
non-discrimination and harassment policies. Each manager is responsible for handling any
complaints in accordance with the policy. Any manager who is informed of or receives a
complaint must report it directly to the Chief Executive Officer. If the complaint involves the Chief
Executive Officer, then the complaint should be reported to a designated Board officer. Each
staff member is responsible for following the procedures explained in this policy to ensure that
her/his complaint is handled promptly and appropriately.
Anti-Retaliation Policy
Girl Scouts of Ohio’s Heartland Council feels very strongly that it is important to provide staff
members with confidential, non-threatening alternatives for registering their concerns without fear
of retaliation. Girl Scouts of Ohio’s Heartland Council will not tolerate retaliation against anyone
for stepping forward with a concern, complaint, or grievance.
A supervisor or staff member may not retaliate against staff members in any way for registering a
concern or complaint. Retaliation, in the context of this policy is an adverse employment action
against a staff member because the staff member has lodged or supported a complaint.
Examples of strictly prohibited retaliatory action include, but are not limited to: (1) disciplining,
changing of work assignment of, providing inaccurate work information to, or refusing to
cooperate or discuss work-related matters with a staff member because that staff member has
registered a complaint, or (2) intentionally pressuring, falsely denying, lying about or otherwise
covering up or attempting to cover up conduct such as that described above.
Examples of concerns or complaints include, but are not limited to:
A. Safety concerns (ie- Occupational Safety Health complaints)
B. Unlawful harassment or discrimination complaints, including sexual harassment
C. Cooperation in a harassment or discrimination investigation
D. Use of staff relations/human resources counseling, or a GSUSA consulting services.
All staff members, supervisors and managers are expected to comply with this policy. Should
any staff member or a person in a supervisory role act contrary to this anti-retaliation policy, she
or he may be subject to disciplinary action up to and including termination.
Any implication or threat of retaliation because a staff member has voiced a complaint or
grievance should be brought to the immediate attention of the Chief Executive Officer or the
Director of Human Resources.
Sexual Harassment
Sexual harassment is a form of sex discrimination. Sexual harassment of a staff member (female
or male) by anyone (female or male), including any supervisor, co-worker, volunteer, or Girl Scout
member will not be tolerated.
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Sexual harassment may consist of ‘unwelcome’ sexual advances, requests for sexual favors, and
other verbal or physical acts of a sexual nature where submission to such conduct is made either
explicitly of implicitly a term or condition of an individual’s employment; where an employment
decision is based on an individual’s acceptance or rejection of such conduct; or where such
conduct interferes with an individual’s work performance or creates an intimidating, hostile, or
offensive working environment.
Girl Scouts of Ohio’s Heartland Council has a firm commitment to providing a workplace where all
staff members and girl and adult members are treated with dignity and respect. All staff members
share responsibility and ownership for creating and maintaining a respectful and positive work
environment.
In accordance with this policy, Girl Scouts of Ohio’s Heartland Council will neither condone nor
tolerate:
A. any overt display or demonstration of sexual activity between and/or among
employed staff members or volunteers;
B. any overt display or demonstration of sexual activity between employed staff
members or volunteers and girl members
C. sexual advances or sexual activity of any kind between employed staff members or
volunteers and girl members
D. use of the Girl Scout name, related activities, publications, and/or facilities as
vehicles for public or private promotion of and/or practice; and,
E. infliction of sexually abusive behavior upon girl members, including sexual touching
and bodily contact, exhibitionism, voyeurism, and/or involvement of girl members in
pornographic materials.
Sexual harassment also encompasses other actions that create a hostile, offensive, or
intimidating work environment. Such actions can include, for example, inappropriate or overtly
familiar touching, sexual innuendoes, obscene gestures, jokes and remarks of a sexual nature,
especially where exposure to such conduct has the purpose or effect of substantially interfering
with an individual’s work performance or ability to do her/his job.
Sexual harassment is a form of misconduct that undermines the integrity of the employment
relationship and is incompatible with the values, traditions, and purposes of Girl Scouting as
stated in the Constitution of Girl Scouts of the USA.
The Girl Scouts of Ohio’s Heartland Council maintains an environment that encourages any
employed staff member or volunteer who believes that she/he has been the subject of sexual
harassment as defined in the Council’s policy to report the incident to either her/his immediate
supervisor or the Chief Executive Officer, or the designated management staff person. If the
complaint involves the Chief Executive Officer, then the complaint should be reported to a
designated Board officer.
The Girl Scouts of Ohio’s Heartland Council reserves the right to refuse employment or reemployment and to dismiss or suspend from employment or affiliation with Girl Scouts of Ohio’s
Heartland Council any staff member or volunteer who, in conducting a Girl Scout program,
advocates, solicits, or promotes sexuality/homosexuality so as to create substantial risk that such
conduct will be detrimental to girl members or to the work environment, or involve girl members in
matters outside the Girl Scout program.
Further, retaliation against anyone who has reported an allegation of harassment or sexual
harassment is expressly prohibited and if it occurs will be grounds for disciplinary action, up to
and including termination.
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Child Abuse Policy
Because some positions within Ohio’s Heartland Council have direct contact with children, Ohio’s
Heartland Council supports and maintains environments that are free of child abuse and neglect.
The State of Ohio has passed a mandatory child abuse and neglect reporting law, codified in the
Ohio Revised Code, in order to qualify for federal funding under the Child Abuse Prevention and
Treatment Act (CAPTA). The Act was originally passed in 1974, has been amended several
times and was most recently amended and reauthorized by the Child Abuse Prevention and
Treatment and Adoption Act Amendments of 2003. CAPTA mandates “minimum definitions” for
child abuse and sexual abuse as well as ensures compliance to the United States Constitution
regarding an individual’s due process rights. Child abuse or neglect is any recent act or failure to
act:
“resulting in imminent risk of or placing a child in immediate danger of serious harm, death,
serious physical or emotional harm, sexual abuse, or exploitation of a child by a parent or
caretaker who is responsible for the child’s welfare.”
Sexual abuse is defined as:
“employment, use, persuasion, inducement, enticement, or coercion of any child to engage in, or
assist any other person to engage in, any sexually explicit contact or conduct or any simulation of
such contact or conduct for the purpose of producing any visual depiction of such conduct; or
rape, and in cases of caretaker or inter-familial relationships, statutory rape, gross sexual
imposition, molestation, prostitution, or other form of sexual exploitation of children, or incest with
children.
Sexual abuse may also include sexual touching and bodily contact, exhibitionism, voyeurism
and/or involvement of children in pornographic material.”
In ORC 2151.421, the State of Ohio lists certain professionals and institutions to report suspected
child abuse and neglect, including “administrator or employee of a residential camp or child day
camp”. Failure to report suspected child abuse and neglect can result in criminal and/or civil
liability. The State of Ohio requires the report to be made to a law enforcement entity or child
protection agency. Reporting to a parent or relative will not satisfy the reporter’s legal duty under
the statute. Suspected child abuse situations should be brought to the immediate attention of the
resident camp director who will follow the Council reporting procedure.
In accordance with these statutes, Girl Scouts of Ohio’s Heartland Council will neither condone
nor tolerate:
A. Infliction of physically or sexually abusive behavior or bodily injury upon girl members;
B. Physical neglect of girl members, including failure to provide adequate safety
measures, care and supervision in relation to Girl Scout activities;
C. Emotional maltreatment of girl members, including verbal abuse and/or verbal
attacks.
D. Failure to report any of the conduct listed in the previous three paragraphs (A-C),
which a staff member is aware of or suspects.
Girl Scouts of Ohio’s Heartland Council reserves the right to refuse membership, to dismiss or to
exclude from affiliation with the organization any staff member or volunteer who is found guilty of
child abuse or neglect or has been convicted of child abuse or neglect. Local (more stringent)
prevailing statutes may supersede Girl Scout policies.
Substance Abuse
Girl Scouts of Ohio’s Heartland Council is committed to maintaining a workplace and environment
free from alcohol and drugs. Therefore, the use, distribution, manufacture, dispensation, sale or
possession of illegal drugs and/or alcohol, or the misuse of prescribed drugs, is prohibited at any
time on the organization’s premises, in the conduct of the organization’s business, or off premises
or during nonworking hours if it affects an individual’s job performance.
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Girl Scouts of Ohio’s Heartland Council has an obligation to its staff members, customers,
volunteers, Girl Scout members and the public at large to take the necessary and reasonable
steps to assure safety in the workplace. The use of alcohol and drugs poses a serious threat and
the Council intends to do all that it can to maintain a safe, healthful and productive working
environment.
Exceptions to this policy are under the direction of Girl Scouts of Ohio’s Heartland Council CEO,
who will follow guidelines established by Girl Scouts of Ohio’s Heartland Board of Directors.
A. Prohibited Conduct
1. Staff members may not posses, use, purchase, sell, or transfer alcohol on Council
property (including parking lots) or in Council vehicles or while on Council business.
2. Staff members may not consume alcohol on Council property during working hours,
lunch periods or break or relief periods.
3. Staff members may not report to work under the influence of alcohol or drugs. “Under
the influence” means that the staff member is affected by alcohol in any detectable
manner. This may be established by professional opinion, a scientifically valid test, or by
observation of impairment or physical or mental ability, such as slurring of speech,
difficulty in maintaining balance, etc.
4. Staff members may not posses, use, sell, or transfer illegal drugs of any mount on
Council property (including parking lots), or in Council vehicles or while on Council
business. Illegal drugs are those which cannot be legally obtained, including controlled
dangerous substances and controlled substance analogues, as well as those drugs
which, although legal, have been illegally obtained (i.e., prescribed drugs not being used
for their prescribed purpose, including amphetamines and barbiturates). Examples of
illegal drugs include marijuana, cocaine, crack, heroin, morphine, PCP, hallucinogens,
and narcotics.
5. Staff members are prohibited from bringing any drug paraphernalia onto Council
property (including parking lots) at any time.
6. Any exceptions to this policy require the approval of the CEO or Board Chair.
B. Testing
Girl Scouts of Ohio’s Heartland Council has implemented three circumstances for drug and
alcohol testing:
1. Post-accident testing;
2. Reasonable suspicion testing; and
3. Follow-up testing
1. Post-Accident Testing
When any staff member is involved in a work-related accident that (1) requires the staff
member or another to receive medical attention, or (2) results in property damage or lost
time over and above $1,000, Girl Scouts of Ohio’s Heartland Council may require that the
staff member submit to a drug and alcohol test. Post-accident testing will be performed
as soon as possible after an accident. In the event that federal, state, or local officials
conduct breath or blood tests for the use of alcohol and/or urine tests for the use of drugs
following an accident, these tests will be considered to meet the requirements of this
policy. In such instance, the staff member must allow the Council to obtain the test
results. In the event that a staff member is so seriously injured that he or she cannot
provide a specimen at the time of the accident, the staff member must provide necessary
authorization to Girl Scouts of Ohio’s Heartland Council to obtain hospital records or
other documents that may indicate whether drugs or alcohol were present in the staff
member’s system at the time of the accident.
2. Reasonable Suspicion Testing
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Where a staff member manifests physical or behavioral symptoms or reactions, which
could include conduct, appearance, speech, body odor, or an observation of the chronic
or withdrawal effects of drugs or alcohol, commonly attributed to the use of drugs or
alcohol, reasonable suspicion exists for Girl Scouts of Ohio’s Heartland Council to require
the staff member to submit to drug and alcohol testing.
3. Follow-up Testing
Following a determination that a staff member is in need of assistance in resolving
problems associated with alcohol misuse and/or the use of drugs, an employee may be
required to submit to unannounced follow-up testing.
C. Refusal to Test
Refusal to submit to the types of drug and alcohol tests employed by Girl Scouts of Ohio’s
Heartland Council will be grounds for termination of employment. A “refusal to test” is defined as
any conduct that would obstruct the proper administration of a test, including but not limited to,
providing a diluted or adulterated specimen for testing. A delay in providing a urine or breath
specimen may constitute refusal. If an individual cannot provide a sufficient urine specimen or
adequate breath, he or she will be evaluated by a physician of Girl Scouts of Ohio’s Heartland
Council’s choice and at the Council’s expense. If the physician cannot find a legitimate medical
explanation for the inability to provide a specimen (either urine or breath), then the individual will
be considered to have refused to test.
Girl Scouts of Ohio’s Heartland Council may make reasonable accommodations to the needs of a
staff member who is participating in or has successfully completed a supervised substance abuse
program. However, any staff member for whom such an accommodation is made is expected at
all times to continue to satisfy her/his job requirements. Girl Scouts of Ohio’s Heartland Council
will make every effort to connect the staff member with community-based referral sources, upon
request.
In addition, as a condition of employment, a staff member must notify the organization of any
drug-related conviction(s) occurring in the workplace no later than five days after the conviction.
Violation of this policy will result in disciplinary action up to and including termination of
employment without notice.
No Solicitation at Work
Girl Scouts of Ohio’s Heartland Council believes in social responsibility and community
involvement. However, the organization also believes that certain forms of solicitation, no matter
how well intentioned, can cause disruption. Therefore, Girl Scouts of Ohio’s Heartland Council
does not allow solicitation for any purpose or distribution of literature of any kind on Girl Scouts of
Ohio’s Heartland Council premises on working time, with the exception of organization-sponsored
programs. “Working time” means whenever either the staff member engaged in the
solicitation/distribution or the staff member to whom it is directed is required to be working.
“Working time” does not include breaks or lunch.
Confidentiality
Information learned while on the job is the exclusive (intellectual) property of Girl Scouts of Ohio’s
Heartland Council and should be carefully guarded. Confidential information includes, but is not
limited to, non-public technical, business, and financial information and plans, as well as private
information about Councils, volunteers, customers, suppliers, and staff members. Confidential
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information must not be disclosed to unauthorized persons, including competitors, reporters, or to
other staff members who duties do not require the use of such information.
Only designated individuals are authorized to speak on behalf of Girl Scouts of Ohio’s Heartland
Council. All media inquiries should be directed to the Communications Department or the Chief
Executive Officer.
Council Property
Girl Scouts of Ohio’s Heartland Council reserves the right to protect its legitimate interests by
conducting surveillance, monitoring, or searches of all employees or employee property while on
Council property. Employees do not have and should not expect privacy on Council property with
respect to themselves, their personal property, or Council property to which they are allowed
access including computer files, electronic communications, and telephone communications. Any
employee refusing a Council request to search personal property is subject to discipline up to and
including immediate discharge.
Site and Facilities
Program equipment and other camp facilities are available to staff for use during time-off periods
as long as this does not interfere with the camp program. All equipment or facility usage, other
than use of the staff lodge, must be approved by the camp director ahead of time. Seasonal
program site delivery employees are expected to follow the rules and policies of Girl Scouts of
Ohio’s Heartland Council regarding the usage of any equipment or facilities on time off. This
includes making sure the appropriate facilities are properly supervised and/or staffed before
usage, such as lifeguard at the pool and for canoeing, and barn staff at the barn. Seasonal
program delivery site employees are expected to exercise care in the maintenance of all Council
property and equipment.
A separate facility is provided to employees for privacy and freedom from program delivery site
participants during time off and/or free time. These facilities may vary from site to site. Staff
members are responsible for the cleanliness and basic maintenance of these facilities. Failure of
employees to maintain the cleanliness of such facilities will result in the closure of the facilities for
employee use “until further notice”. The camp director reserves the right to assign posted hours
that the staff facilities are available for use.
Employment Paperwork
As a condition of employment, employees are required to complete paperwork at the time of hire
and periodically update the employment record. If any employee refuses to or fails to timely
complete documents or falsifies documents required by the Council or any applicable law, such
employee is subject to immediate disciplinary action up to, and including, termination.
Staff Screening and Criminal Records Check
Girl Scouts of Ohio’s Heartland Council will investigate employee records with the Ohio Bureau of
Criminal Investigation, the County Sheriff’s Office, Bureau of Motor Vehicles, or any other law
enforcement entity as a final step of the application process. Information obtained in such checks
may be used in the assignment of duties to employees and may also result in disqualification
regarding certain job assignments and/or positions.
All final applicants for a position with Girl Scouts of Ohio’s Heartland Council seasonal program
delivery site staff are subject to a Criminal Records Check at the Council’s expense in compliance
with the Ohio Revised Code 109.572 and a check of the Dru Sjodin National Sex Offender Public
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Web Site. Any offer of employment is contingent upon the successful completion of the Criminal
Records Check and Dru Sjodin National Sex Offender Public Web Site check.
Personal references and former employers are also requested for all applicants and are followedup with as part of the staff screening process. Information provided by such references is taken
into consideration during the assignment of job duties and/or positions, and can also result in the
disqualification of such duties and/or positions.
Joining GSUSA – Maintaining a Membership
All staff members are required to become members of the Girl Scouts organization when they are
employed and to renew their membership annually, unless they choose to become or have
previously become a lifetime member.
WORK STANDARDS
Staff Member Rights and Responsibilities
Girl Scouts of Ohio’s Heartland Council staff members have the right to a safe, harassment-free
workplace in which everyone can contribute fully. Consistent with the law, Girl Scouts of Ohio’s
Heartland Council does not hire or retain staff members who have been convicted of crimes of
violence (e.g., assault, rape, murder, or manslaughter), drug dealing (including the possession of
controlled substances with intent to sell), child abuse/endangerment or any other crime directly
related to the performance of the job applied for. Associated with the right to a safe, harassmentfree workplace are certain responsibilities: adherence to Girl Scouts of Ohio’s Heartland
Council’s Code of Conduct; avoidance of conflict of interest; abstention from solicitation at work;
and respect for confidentiality.
Code of Conduct
Girl Scouts of Ohio’s Heartland Council expects and requires honesty and integrity in all business
interactions. Girl Scouting is founded on faith, trust, and confidence and holds all employees to
high standards in personal and professional conduct. Girl Scouts of Ohio’s Heartland Council’s
Code of Conduct encompasses:
1. Complying with the letter and spirit of all applicable laws.
2. Faithful adherence to policies, rules, regulations, and contracts
3. Dealing honestly, fairly, courteously, and respectfully with customers, co-workers,
councils, and the general public.
4. Respecting Ohio’s Heartland Council’s ownership of all equipment, supplies, records,
and proprietary information.
5. Preserving the confidentiality of all proprietary information, plans, decisions, staff
members information, and any other information that is not designated for knowledge
outside of the intended parties.
6. Declining of any gifts, gratuities, or payments offered by any person or organization
having current or possible future dealings with Girl Scouts of Ohio’s Heartland
Council as a supplier, client, or contractor. These restrictions include offers of free
service, travel, or merchandise. If a staff member receives a gift in excess of $25.00,
the gift should be returned with an appropriate explanation. If a return is not
practical, the staff member receiving the gift must send a thank-you note explaining
the council’s policy and requesting that no further gifts be given. Meals are not
included within the definition of the term “gift”. Money, of any amount, is not to be
accepted under any circumstances.
7. Not accepting any outside employment with a supplier or competitor or any other
employment that could interfere with your responsibilities to Girl Scouts of Ohio’s
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Heartland Council. Any employment or consulting arrangement with any person or
business that has business with Girl Scouts of Ohio’s Heartland Council must be
approved in writing, prior to acceptance, including the acceptance of paid
directorships, honoraria for speeches or consulting fees.
8. Any information or authority derived from employment with Girl Scouts of Ohio’s
Heartland Council cannot be used for personal gain.
Performance Evaluations
Evaluation of an employee’s performance is a process to help ensure goal setting,
communication, and performance that are consistent with the Council’s operating objectives and
the goals and objectives of the seasonal program delivery site. Performance evaluations are
conducted at least twice during each season of employment: once during mid-season and one at
the end of the season. These performance evaluations may be supplemented by written skill
observations over the course of the season of employment. All evaluations and observations will
become a permanent part of that employee’s personnel file.
Open Door Policy
“Open Door” means that all Girl Scouts of Ohio’s Heartland Council’s management should be
available to listen to staff member concerns and should try to provide recommendations in order
to effectively and promptly resolve them.
Normally, a staff member’s concerns and recommendations should be communicated first to
her/his immediate supervisor. If unable to speak to the supervisor, it is recommended that the
staff member submit concerns and recommendations to management through the chain of
command within her/his work unit. If it is necessary for the staff member to speak to someone
else, members of management within the staff member’s work group, or the Chief Executive
Officer may make themselves available. However, please note that formal complaints must be
submitted through the appropriate channels in accordance with the appropriate problem
resolution procedures.
Problem Resolution Policy
Staff member complaints and problems are of concern to Girl Scouts of Ohio’s Heartland Council.
Questions can only be answered or problems solved when staff members are allowed and
encouraged to share them. Girl Scouts of Ohio’s Heartland Council encourages staff members to
come forward and will give full consideration to any problem or complaint. Girl Scouts of Ohio’s
Heartland Council strives to resolve problems informally; however, when this option fails, a staff
member may choose a more formal method, such as the Problem Resolution Procedure
described below. The Problem Resolution Procedure may be initiated by the staff member
without fear of retaliation.
Procedure:
STEP ONE
Discuss the problem or concern with the immediate supervisor, the person in the best position to
handle the complaint properly and quickly. Be sure to talk with the supervisor within two
workdays, or as soon as possible after the occurrence of the event. However, if the problem or
complaint is about the supervisor, omit step one. The staff member may proceed directly to step
two.
STEP TWO
If there has not been a satisfactory answer or resolution with the immediate supervisor or if the
problem or complaint is about the supervisor, the problem should be referred, in writing and
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through a formally scheduled meeting, to the next level of management (the supervisor’s
supervisor). The staff member should receive a written response in a timely manner.
STEP THREE
If there is still dissatisfaction with the recommendation or action in Step Two, the staff member is
given an additional five days to request in writing a personal meeting with the Chief Executive
Officer. During this meeting, the staff member should openly discuss the problem review all
aspects of the issue. The Chief Executive Officer is expected to respond in writing in a timely
manner within 30 days. Any decisions rendered by the Chief Executive Officer must be regarded
as final and binding. No further appeal will be available.
This Problem Resolution Procedure does not apply to dissatisfaction with a performance review,
nor is it applicable after a staff member has been terminated. Final decisions in individual cases
will not be precedent or binding in the future unless they are officially adopted as Girl Scouts of
Ohio’s Heartland Council policy. Information regarding a staff member’s complaint should be
held in confidence. Supervisors and other members or management are permitted to investigate
and discuss problems only with those individuals directly involved or with those who may be able
to supply necessary or relevant background information. Avoid any discussion of a staff
member’s performance with that staff member’s peers, direct reports, or others.
Progressive Disciplinary Procedure
There will sometimes be situations in which a staff member may not be performing up to the
standards required for her or his position. A performance problem exists when some area of a
staff member’s performance does not meet expectations. The problem can occur either in
technical skill, work habits, or conduct.
Once a performance problem or unsatisfactory work situation surfaces, it is important to confront
the situation promptly and to seek improvement. A supervisor should not wait for a scheduled
performance evaluation review meeting to address poor performance issues. How the situation is
handled will depend on the individuals and the issues involved. Sometimes just making a staff
member aware of any concerns is enough. In other cases, to bring about improvement, it may be
necessary to follow up with further discussions, or to start the more formal progressive
disciplinary process.
When the progressive disciplinary procedure is used in dealing with a staff member’s
performance, conduct, or other issues, the following progressive disciplinary steps should be
followed whenever possible: oral counseling, written warning, final warning, and termination.
However, depending upon the infraction, progressive discipline may not be involved and
termination could be warranted immediately. Otherwise, discipline may be imposed at any level
of the following steps:
1. ORAL COUNSELING
When a performance issue is first identified or inappropriate behavior is displayed, it should be
brought to the attention of the staff member as soon as possible. An informal discussion between
the supervisor and the staff member is often sufficient to prompt voluntary corrective action by the
staff member. A summary of the discussion may be given to the staff member in writing.
2. WRITTEN WARNING
If oral counseling with the staff member does not result in corrective action, the supervisor, only
after consultation with the Chief Executive Officer, should prepare a written warning. This formal
memorandum highlights the prior counseling session and the subsequent work performance
problem(s) leading to this warning.
This written warning should be addressed to the staff member with copies to the next
(appropriate) level of management and to the staff member’s personnel file, and should include
all of the information required by the progressive disciplinary process.
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3. FINAL WARNING
Should the performance problem(s) continue, or deteriorate, a final written warning should be
given to the staff member, after consultation with the Chief Executive Officer.
4. TERMINATION
If the staff member’s work performance continues to deteriorate or an acceptable level of
performance is not achieved, the supervisor should, after consultation with the Chief Executive
Officer, prepare a termination letter. The supervisor, in a time frame worked out with the Chief
Executive Officer, should deliver this termination to the staff member.
Guidelines:
A. Throughout the procedure, the supervisor should state the nature of the performance
problem, take steps to help the staff member understand the seriousness of the situation,
and cite specific expectations for improvement.
B. Although the progressive disciplinary procedure consists of a sequence of established
steps, the supervisor in conjunction with the Chief Executive Officer has discretion in
determining which of those steps to take and the time allotted for each. Any steps
beyond Step 1 Oral Counseling must be reviewed with the Chief Executive Officer
beforehand.
C. For serious offenses, any one or more of these steps may be omitted, and discipline, up
to and including, termination may be initiated.
The progressive disciplinary procedures in this handbook are only guidelines, are not allinclusive, and are not intended to apply to every situation. These guidelines are not meant to
change, and do not change, the employment-at-will relationship.
Freedom from Violence in the Workplace
It is the goal of Girl Scouts of Ohio’s Heartland Council to achieve a work environment that is free
from threats and acts of violence. Girl Scouts of Ohio’s Heartland Council will not tolerate
workplace violence of any type, from any source. This includes threats or violent actions by staff
members directed against other staff members, or by staff members directed against other
constituents (Girl Scouts or other).
It is the policy of Girl Scouts of Ohio’s Heartland Council and the responsibility of its supervisors
and all staff members to maintain a workplace free from threats and acts of violence. Girl Scouts
of Ohio’s Heartland Council’s policy on work-related violence includes:
1. Actively working to prevent and eliminate acts of work-related violence.
2. Responding promptly, positively, and aggressively to deal with and remove any threats or
acts of violence and/or aggression. This response will include timely involvement of law
enforcement agencies when appropriate.
3. Strictly prohibiting possession of firearms and other dangerous weapons in the
workplace, or on any Council property.
4. Taking strong disciplinary action, up to and including termination, for staff members who
are involved in the commission of work-related threats or acts of violence.
5. Yelling at a co-worker or subordinate, especially in front of others. This behavior is
inappropriate and can lead to disciplinary action, up to and including termination.
Incidents of work-related threats or acts of violence and/or aggression will be treated seriously.
Reports of such acts will be promptly investigated and management will take action, as
necessary, to appropriately address each incident.
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SEPARATION OF EMPLOYMENT
Separation of employment may be initiated by either the Council or the employee at any time for
any or no reason. Separations initiated by the Council are classified as involuntary terminations
and separations initiated by the employee are classified as voluntary. Employees are requested
to provide advanced notice of at least seven working days.
An employee may continue to work during the notification period. However, the Council, if it
chooses, may give a lump sum payment in lieu of notice.
The Council is not required to give pay in lieu of notice, or severance pay.
Termination of Employment
A. Voluntary Resignation
All employees are requested and expected to give the Council appropriate written notice of their
intention to resign.
B. Involuntary Resignation
The Council occasionally finds it necessary to terminate employment for various types of
misconduct or poor performance. Only the Chief Executive Officer or her designee has the
authority to terminate the employment of any Council employee. While most discharges result
from poor performance and/or misconduct about which the employee has been previously
warned or about which the employee should reasonably be aware, the Council may terminate
employment at any time, with or without notice or cause.
C. Reduction in Staff/Reorganization
In the event the Council must reduce its staff as the result of budgetary constraints or work
shortages or reorganization, the Council will seek to do so in a manner which is least disruptive to
the performance of business. The Council will consider performance and, to a lesser degree,
seniority of employees to which such reduction is applicable. The Council shall endeavor to give
a reasonable amount of notice to affected employees. Generally, employees have no reasonable
expectation of recall within the same summer season if reduction/reorganization was caused by
low camper enrollment. However, employees who have been laid off may be considered for
future employment with the Council provided they have a satisfactory work record. The Council
Chief Executive Officer, or any authorized designee, may move seasonal program delivery site
employees from one program site to another, or to another position, as the need occurs.
Exit Interview
The Camp Director, or designee, will initiate an official exit interview with each separating
seasonal camp staff member. Employees must return all property belonging to the Council at this
time.
BENEFITS
Compensation/Payment of Salary
th
Girl Scouts of Ohio’s Heartland Council staff members are paid bi-monthly on the 15 day and
the last day of the month. If either of these days falls on a non-work day, paychecks will be
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issued on the last work day preceding the 15 or last day of the month. As required by law, Girl
Scouts of Ohio’s Heartland Council will deduct such things as: local, state, and federal taxes;
social security and FICA taxes; court-ordered deductions (garnishments or child support); or any
other reasons where you have authorized the deduction, in writing, and the Council has approved
it.
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Guidelines:
A. Staff members who have questions regarding their pay or paycheck should discuss
the matter with their immediate supervisor or the Chief Executive Officer.
B. The Council must, without exception, have a letter of authorization signed and dated
by the staff member anytime someone other than the staff member picks up a payroll
check. This is for the staff member’s protection.
C. Although an employee can have her/his actual paycheck delivered at the end of each
pay-period, Girl Scouts of Ohio’s Heartland Council provides for and encourages
direct deposit of payroll checks.
Seasonal program delivery site employees who terminate employment (voluntarily or
involuntarily) prior to completion of their scheduled assignments will be paid at the next pay
period when pro-rated adjustments can be made.
Seasonal program delivery site employees who work other than the summer season will be paid
at the next pay period following submission of hours worked.
The Council will provide room and board during the period the seasonal program delivery site
employee is required to reside at camp.
The council prohibits its management staff from making any improper deductions from exempt
employees’ salaries. Exempt employees do not need to be paid for any workweek in which they
perform no work.
Permissible Pay Deductions: Subject to certain exceptions listed below, an exempt employee
must receive her/his full salary for any workweek in which she/he performs any work, regardless
of the number of days or hours worked. Under applicable federal and Ohio wage and hour law,
however, your salary can be reduced for the following reasons:

Absence from work for one or more full days for personal reasons (other than
sickness or disability);

Absence from work for one or more full days due to sickness or disability pursuant to
a bona fide policy of providing compensation for salary lost due to illness;

Unpaid disciplinary suspensions for one or more full days for violations of the
Council’s workplace conduct policies. (See the Work Standards section in this
document);

For the first or last week of employment if you work less than the full workweek;

Deductions for unpaid leave taken under the FMLA (covering full or partial day
absences).
Workers’ Compensation
Worker’s compensation generally covers injuries and illnesses that occur in the course of
employment and provides partial replacement or lost wages and coverage of medical expenses
due to a covered injury of illness. State workers’ compensation law requires that report be
submitted within a relatively short time following the date of injury or illness and in certain other
circumstances. For this reason, any employee who sustains an injury or illness in the course of
employment must report the incident and any absence related to the incident to her or his
supervisor as soon as possible; and assume responsibility for submitting the claim to worker’s
compensation bureau. The report to her or his supervisor must be in writing on an injury report
form available from the camp director.
Pursuant to Ohio Revised Code 4123.54, workers’ compensation and benefits may be denied if
the use of a controlled substance not prescribed by the injured worker’s physical or the use of
alcohol were the proximate cause of the accident. If an injured worker tests positive for illegal
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drugs or alcohol, under certain circumstances, it will e presumed that the drugs or alcohol were
the proximate cause of the accident. Refusal to submit to a test upon request is also presumed
to e a positive test result. The injured worker has the burden of proving that something other than
the presence of alcohol or drugs was the proximate cause of the accident to qualify for benefits.
MISCELLANEOUS
Business Ethic and Conduct
Girl Scouts of Ohio’s Heartland Council’s successful business operation and reputation is built
upon the principles of fair dealing and ethical conduct of our staff members. The Council’s
reputation for integrity and excellence requires careful observance of the spirit and letter of all
applicable laws and regulations, as well as a scrupulous regard for the highest standards of
conduct and personal integrity. Thus, staff members owe a duty to the Council, its customers,
and the general public to act in a way that will merit trust and confidence.
To protect and enhance the Council’s reputation, staff members are required to fully comply with
all applicable laws and regulations and to refrain from any appearance of having engaged in any
illegal, dishonest, or unethical conduct.
In general, common sense and good judgment will guide staff members with respect to lines of
acceptable conduct. However, if a situation arises in which it is difficult to determine the proper
course of action, the matter should be discussed openly with the staff member’s immediate
supervisor and, if necessary, with the Chief Executive Officer, or designee for advice and
consultation.
Compliance with the expected level of business ethics and conduct is the responsibility of every
Girl Scouts of Ohio’s Heartland staff member. Disregarding or failing to comply with these
standards could lead to disciplinary action, up to and including possible termination of
employment.
Customer Service
Girl Scouts of Ohio’s Heartland Council is committed to promoting and maintaining the highest
quality of customer service and customer satisfaction at every level of the organization, in
accordance with the values and ideals of the Girl Scout Promise and Law. In striving to attain this
vision, Girl Scouts of Ohio’s Heartland Council staff members demonstrate their commitment to
meeting and satisfying the needs of customers at all times. Customers include, but are not
limited to, girls, volunteers, parents, community members, external organizations, and colleagues.
Guidelines for customer service for seasonal program delivery site employees:
1. Upon receipt of a complaint, employees make every effort to resolve the issue/concern in
an expedient manner.
2. When talking with customers, employees exhibit a positive and polite attitude.
3. Every effort is made to satisfy customer needs. Employees handle customer needs to
the best of their ability
4. Employees demonstrate respect and build trust in all customer relationships. This also
includes internal customers, such as colleagues and peers.
5. Employee should make every effort to make the Camp Director aware of any customer
concerns or complaints immediately, so that the proper steps can be taken to address the
issue.
By consistently practicing these behaviors in all departments and across staff member groups,
every employee is doing her or his share to help Girl Scouts of Ohio’s Heartland Council
continuously improve its efforts to achieve high levels of service and satisfaction.
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Dress Code
Girl Scouts of Ohio’s Heartland Council employees are expected to present a clean and
professional appearance when representing the organization, regardless of whether a staff
member is inside or outside the facility.
Seasonal program delivery site employees are expected to dress in clothing that is clean, neat,
practical, in good repair, and have no controversial messages. Clothing, including swim suits,
should modestly cover the body. Hair color, body piercings, and body art should be conservative
and in good taste, or otherwise covered. Refer to the “What To Bring” checklist in the Camp Staff
Manual for details.
Seasonal program delivery site employees in resident camp programs are expected to wear a
staff shirt on opening and closing days of camp, as well as other times designated by the Camp
Director. Khaki or dark colored dress shorts or pants are appropriate to wear with the staff shirt
unless otherwise directed by the Camp Director.
Gifts/Gratuities
Tips, gifts or gratuities, monetary or otherwise, may not be accepted by any seasonal camp staff
member from parents, relatives or friends of campers or any other customer or vendor.
Smoking
Girl Scouts of Ohio’s Heartland Council requires that all facilities be completely smoke-free.
Smoking is permitted only outside of buildings, and only in designated areas. This includes all
sites, owned, leased, and/or operated by Girl Scouts of Ohio’s Heartland Council.
In any dispute under this policy, the presumption will be in favor of nonsmoking. Girl Scouts of
Ohio’s Heartland Council shall endeavor to reasonably accommodate the health concerns of any
employee or customer desiring a smoke-free work area.
Girl Scouts of Ohio’s Heartland Council policy prohibits employer retaliation against staff
members, or applicants for employment, who exercise, or attempt to exercise, any rights under
this policy. Retaliation complaints or grievances should be processed through the appropriate
existing complaint procedures. Under this policy, Girl Scouts of Ohio’s Heartland Council has an
obligation to make a good faith effort to inform persons smoking in restricted areas that they are
doing so and are in violation of Girl Scouts of Ohio’s Heartland Council policy.
Any staff member having a question or concern regarding this policy should present it to her/his
immediate supervisor or the Chief Executive Officer.
Health History, Emergency Contact Information and Physical Exam
Girl Scouts of Ohio’s Heartland Council requires that all seasonal program delivery site
employees complete the provided Health History and Emergency Contact Information form within
6 months prior to attendance at camp. This form is to be submitted to the camp director or other
designated person upon arrival at camp for the first day of seasonal employment. Evidence of
immunization for measles, mumps, rubella, polio, tetanus, hepatitis, and diphtheria within the past
ten years is required.
In addition, exams may be requested from each staff member as a pre-placement requirement
before arrival at the seasonal program delivery site for seasonal employment. Exams may also
be requested after start of work on-site if the employee, in the judgment of the Chief Executive
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Officer, is not performing her or his job in a satisfactory manner due to apparent medical
problems.
All requested medical examinations and inquiries will be job-related and necessary for conducting
Council business. Any pre-placement medical exams must be completed within 24 months prior
to the start of employment and are at the expense of the employee. Any medical exam requested
after the start of work will be with a physician designated by the Council and at the Council’s
expense.
Emergency Closure
When the operations of camp are unexpectedly closed due to uncontrollable factors (e.g.,
unusual weather conditions, fires, or other emergency), staff members will not be paid for the time
during which the camp is not operating. This time will be considered excused absence without
pay.
Risk, Safety, and Emergencies
Each staff member is expected to obey safety rules and to exercise caution in all work activities.
Employees must immediately report any unsafe condition to their immediate manager, properties,
and/or Chief Executive Officer. Staff members who violate safety standards, who cause
hazardous or dangerous situations, or who fail to report and, where appropriate, remedy such
situations, may be subject to disciplinary action, up to and including termination of employment.
Desks, lockers, and other storage devices may be provided for the convenience of staff members
but remain the sole property of Girl Scouts of Ohio’s Heartland Council. Accordingly, any agent
or representative of Girl Scouts of Ohio’s Heartland Council can inspect them, as well as any
articles found within them, at any time, either with or without prior notice. Any inspection should
occur with the knowledge of the Chief Executive Officer.
Business Travel
It is the policy of the Council to pay reasonable expenses incurred by staff members who travel
on Council business. Travel arrangements must be approved in advance by the employee’s
supervisor. Travel advances and reimbursement will be administered in accordance with current
Council procedures and provisions.
Staff members are responsible for paying their own transportation expenses to and from the
program delivery site, except that the Council will provide employees with transportation from the
bus, plane, or train as appropriate from Columbus.
Council Vehicles
Council vehicles may be driven only by those employees designated by the camp director. The
driver must have a current driver’s license with the classification appropriate to the type of vehicle
to be driven and vehicle insurance. Refer to the resident camp “Transportation Manual” on
regulations pertaining to camp vehicles and transporting campers. NO ONE IS TO RIDE IN THE
BED OF THE CAMP TRUCK. Campers and employees are expected to walk to units and camp
activity areas. No riders are permitted in the camp truck unless authorized by the camp director.
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Email/Internet/Telephone/Facsimile
Email, internet, telephone (including mobile telephones) and facsimile access, including, but not
limited to, computers, electronic mail and voice mail, is to be used only for the organization or
client business. All Girl Scouts of Ohio’s Heartland Council network resources are owned solely
by and are the property of Girl Scouts of Ohio’s Heartland Council. This includes, but is not
limited to, email messages, stored files, and network transmissions. Thus, staff members should
have no reasonable expectation of privacy as to the items contained in such property.
Girl Scouts of Ohio’s Heartland Council reserves the right to monitor, for any purpose,
communications and to access usage via the organization or client computer systems. All
communications, information or materials delivered via such resources must be transmitted,
stored, and accessed in a manner that safeguards appropriate confidentiality. Staff members
may encrypt their email and files only with software approved by Girl Scouts of Ohio’s Heartland
Council. Girl Scouts of Ohio’s Heartland Council may require a copy of any key necessary to
access encrypted email messages or files, as well as a copy of any password used by a staff
member.
In keeping with Girl Scouts of Ohio’s Heartland Council’s No Solicitation Policy, emails and the
internet may not be used for the distribution of any literature, petitions or surveys, fundraising or
requesting of support for any charitable, religious, political or other cause, of for the sale of
merchandise or raffle tickets, with the exception of organization sponsored programs.
Staff members and others working for Girl Scouts of Ohio’s Heartland Council or its clients may
not:
1. Under any circumstances, transmit, access, or download offensive, fraudulent, or
defamatory images or text, such as pornography or off-color jokes, or anything that may
be construed as illegally harassing or offensive to others.
2. Transmit or download copyrighted images, games, or text belonging to third parties
without the copyright-holder’s express permission.
3. Transmit Girl Scouts of Ohio’s Heartland Council or client information to third parties
without the express permission of Girl Scouts of Ohio’s Heartland Council or the client, as
appropriate.
4. Download or open any file received from any source outside Girl Scouts of Ohio’s
Heartland Council without first scanning the same for viruses using an approved viruschecking program.
5. Access “blogs”, message boards or use personal on-line journals or diaries while at work.
This policy includes Girl Scouts of Ohio’s Heartland Council locations and locations at which any
staff member may be working. Staff members who violate this policy may be subject to
disciplinary action, up to and including, immediate termination.
Camp telephones:
Seasonal program delivery site employees do have access to a phone for personal use that,
depending on the site, may or may not be separate from the camp business line. Calls should be
limited to five minutes when a personal call is taken on the camp business line. All long distance
call charges must be either reversed or put on an employee’s phone or credit card. The camp
business line is not to be used for personal calls without first checking with the Camp Director.
Resident camp employees must inform their family and friends that, if they call, we often cannot
reach you. A message will be taken for a return call unless the camp office know for certain that
you are nearby and on your time off. The Nurse, camp office, and dining hall have the right-ofway to any phone line.
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Cell phone use is not permitted by seasonal camp staff except during time off. Cell phones
should be kept in the staff lounge, personal vehicles, or in other secure locations away from the
campers.
Camp internet:
Seasonal program delivery site employees in some locations may have internet access through a
Council owned computer. This service is provided so that our International staff and other staff
working far away from home will have access to email in order to stay in touch with family and
friends. This service is provided as available and is in no way guaranteed to be available to
employees at any time. Camp business use takes precedence over recreational usage by camp
staff. Employees are expected to abide by the Council’s policy on computer and internet usage
at all times.
Laundry
Seasonal program delivery site employees are responsible for their own laundry. Facilities are
provided for resident camp staff usage during their time off. Employees furnish their own
detergent.
Personal Property
Girl Scouts of Ohio’s Heartland Council recommends that you do not bring any valuables to camp
or other seasonal program delivery sites. Personal property is the exclusive responsibility of the
employee, and the Council assumes no responsibility for the loss, theft, or damage of personal
property (including cars, equipment, or possessions) of the employee. They are not covered by
the Council’s insurance.
Personal Vehicles
Employees who bring personal vehicles to seasonal program delivery sites must park in the
designated areas for staff. Personal vehicles may not be driven back into camp or into
unauthorized areas. Keep vehicles locked at all times for your own protection. The Council is not
responsible for missing or stolen articles.
Personal vehicles may not be used on Council business unless a specific request has been made
by the camp director. Employees using personal vehicles to transport campers or employees on
camp business must have on file with the Council office an automobile insurance information
form. The form is provided by the Council office. Reimbursement for approved use of a personal
vehicle on Council business is $.40 per mile.
Personal Visitors
Personal visitors are permitted at seasonal program delivery sites only with the prior approval of
the camp director, and only if the camp office has been advised of the visitors’ expected time of
arrival. Visitors will be expected to abide the same rules, policies, and procedures of the Council,
and employees are responsible for all actions and behavior of their visitor while on Council
property. Visits should be brief, and may include the employee’s family, friends, or other
acquaintances. Visits should be scheduled during the employee’s time off. Sleeping
accommodations are not available at camp for guests.
Pets
Seasonal program delivery site employees are not permitted to keep pets on camp property. No
pets or animals should be brought on Council property without express approval of the Council.
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Non-Camp Children of Employees
Each staff member is responsible for the behavior and physical well-being of her/his non-camp
children. Non-Girl Scout children are not covered by the Council insurance. Specific plans for
the care and supervision of non-camp children must be arranged so that the camp program is not
disturbed by their presence. All arrangements regarding non-camp children are on a case-bycase basis and at the sole discretion of the camp director.
Room and Board
At resident and summer event program delivery sites, the Council will provide room and board
during the period the employee is on site. Each resident camp employee is expected to reside at
camp for the period of employment. The Council is not responsible for providing meals for
employees when they are off-duty.
Search and Seizure Policy
Seasonal program delivery site employees are subject to the Search and Seizure Policy anytime
they or their belongings are on Girl Scouts of Ohio’s Heartland Council property. If possession of
illegal substances or weapons is suspected, the Council has the express permission to search
the person, their belongings, and/or their vehicle on camp property. If illegal substances and/or
weapons are found, the individual is subject to immediate dismissal.
Weapons
Under no circumstances are weapons, including firearms, whether loaded or unloaded, permitted
on Girl Scouts of Ohio’s Heartland Council premises, regardless of whether the employee is
licensed or permitted by state law to carry such weapons.
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