Purpose
United Way of Winneshiek County (UWWC) recognizes that board members and volunteers may occasionally incur necessary out-of-pocket expenses on behalf of the organization. This policy establishes guidelines for reimbursing such expenses in a manner that is transparent, consistent, and aligned with the organization's mission and stewardship responsibilities.
Applicability
This policy applies to all UWWC board members and approved volunteers who incur expenses while conducting authorized business for the organization.
Eligible Expenses
Reimbursable expenses may include:
- Office supplies or materials purchased for UWWC operations or events
- Printing, postage, or marketing costs for official UWWC communications
- Mileage for travel related to board-approved business (reimbursed at the current IRS standard rate)
- Meals or refreshments purchased for board-approved meetings or events
- Registration fees for board-approved training or nonprofit events
Note: Expenses must be pre-approved by the Board President or Treasurer when feasible, especially if expected to exceed $30.
Non-Reimbursable Expenses
UWWC will not reimburse for:
- Alcoholic beverages
- Personal travel or entertainment
- Expenses not directly related to official UWWC activities
- Late fees or finance charges on personal credit cards
- Donations to other organizations made on behalf of UWWC without board approval
Reimbursement Procedure
- Complete a Reimbursement Form, available from the Treasurer or Secretary.
- Attach original receipts or clear documentation for all expenses.
- Submit the form to the Treasurer within 30 days of the expense.
- The Treasurer will review the request and submit it for board approval (if over $30) or process reimbursement directly (if $30 or less and within policy limits).
- Reimbursement will be issued by check or other approved method within 2–4 weeks of submission.
Oversight
- The Treasurer is responsible for maintaining records of all reimbursements and ensuring compliance with this policy.
- The Board of Directors will periodically review expense activity for accuracy and appropriateness.
Annual Acknowledgment
Each board member—and, when applicable, other individuals associated with United Way of Winneshiek County—will receive a copy of this policy annually and affirm their understanding and commitment to comply with it through verbal or written acknowledgment at the first board meeting of each calendar year.
Policy Review
This policy shall be reviewed by the Board of Directors at least once every three years following its original adoption date, or more frequently if necessary to ensure continued relevance and compliance with applicable standards.
Adoption: 08/14/2025
Last Amended:
Last Reviewed: 08/14/2025
Purpose
The purpose of this policy is to ensure that decisions made by the volunteer Board of Directors of United Way of Winneshiek County are made in the best interest of the organization and free from conflicts of interest. This promotes transparency, integrity, and trust in alignment with the standards of United Way Worldwide and United Ways of Iowa.
Applicability
This policy applies to all volunteer members of the United Way of Winneshiek County Board of Directors and any members of board-level committees.
Definition of a Conflict of Interest
A conflict of interest exists when a board member’s personal, financial, or professional interests—whether direct or indirect—could interfere with their duty to act solely in the interest of the United Way of Winneshiek County. Common examples include:
- Holding a leadership, employment, or financial role in an organization applying for United Way of Winneshiek County funding;
- Having a family or close personal relationship with someone who stands to benefit from a board decision;
- A business or vendor relationship with United Way of Winneshiek County that could result in personal gain.
Disclosure Requirements
Board members are expected to disclose any potential or actual conflict of interest as soon as it arises—especially when United Way of Winneshiek County is considering funding, partnerships, contracts, or other decisions that could affect an associated person or organization. Disclosure should be made to the Board President or during the relevant meeting.
Decision-Making and Recusal
Once a conflict is disclosed, the disinterested members of the board will determine whether a conflict exists and, if so, the appropriate response. Typically:
- The board member will recuse themselves from related discussion and decision-making;
- They may be asked to leave the room during the vote;
- Their recusal will be documented in the meeting minutes.
Annual Acknowledgment
Each board member will receive a copy of this policy annually and affirm their understanding and commitment to comply with it through verbal or written acknowledgment during the first board meeting of each calendar year.
Policy Review
This policy shall be reviewed by the Board of Directors at least once every three years following its original adoption date, or more frequently if necessary to ensure continued relevance, effectiveness, and compliance with applicable standards.
Adoption: 05/15/2025
Last Amended:
Last Reviewed: 05/15/2025
Purpose
United Way of Winneshiek County (UWWC) is committed to protecting the integrity, confidentiality, and security of the data it collects, stores, and uses—including donor, volunteer, financial, and organizational records. This policy outlines basic cybersecurity standards and practices expected of all board members and volunteers who handle electronic data or have access to UWWC systems.
Scope
This policy applies to all board members, committee members, and volunteers who use personal or shared devices to access UWWC-related information or systems.
Key Principles
Use of Secure Devices and Accounts
- Access to UWWC email, files, or donor data must be through secure, password-protected devices.
- Personal devices (phones, laptops, tablets) used for UWWC business must be kept updated with current operating systems and security patches.
- Volunteers must avoid accessing UWWC data on public or unsecured Wi-Fi without using a secure method (e.g., VPN, hotspot).
Password Security
- Passwords for accounts used in UWWC work must be strong (a mix of upper/lower case, numbers, and symbols) and not reused from personal accounts.
- Passwords should not be shared via email or stored in plain text (e.g., documents or sticky notes).
- When possible, two-factor authentication (2FA) should be enabled for email, cloud storage, and donor platforms.
Email and Phishing Awareness
- Do not open suspicious emails or attachments claiming to be from donors, board members, or service providers.
- Report any unusual or suspicious emails to the Board President or Secretary immediately.
- Never send sensitive information (e.g., donor lists, passwords, or financial data) through unsecured email.
Data Storage and Access
- Donor and financial data should be stored only in secure platforms approved by UWWC (e.g., password-protected Google Drive folders or donor management software).
- Access to sensitive files should be limited to board members or volunteers with a defined need for that data.
- Volunteers must not download or store UWWC data permanently on personal devices unless authorized.
Data Disposal and Device Security
- Files containing personal or financial data must be securely deleted when no longer needed.
- Volunteers must report lost or stolen devices used for UWWC business as soon as possible to determine data exposure risk.
Responsibility for Cybersecurity Oversight
Although UWWC operates with an all-volunteer board and does not employ staff, we recognize the importance of clear accountability for cybersecurity and data privacy. To that end:
- The Board Secretary, or another designated officer appointed by the board annually, will serve as the primary contact for matters related to data security, data privacy, and cybersecurity awareness.
- This individual will be responsible for:
- Overseeing adherence to this policy
- Facilitating basic training or guidance on safe data practices for board members and volunteers
- Coordinating responses to potential cybersecurity incidents or breaches
- Ensuring third-party service providers handling data meet reasonable security standards
- This role may be reassigned as needed through board consensus and should be reviewed at the first board meeting of each calendar year.
Incident Reporting
Any cybersecurity incident—such as suspected hacking, phishing attempts, data loss, or unauthorized access—must be reported promptly to the Board President or another officer.
Annual Acknowledgment
Each board member—and, when applicable, other individuals associated with United Way of Winneshiek County—will receive a copy of this policy annually and affirm their understanding and commitment to comply with it through verbal or written acknowledgment at the first board meeting of each calendar year.
Policy Review
This policy shall be reviewed by the Board of Directors at least once every three years following its original adoption date, or more frequently if necessary to ensure continued relevance and compliance with applicable standards.
Adoption: 08/14/2025
Last Amended:
Last Reviewed: 08/14/2025
Purpose
United Way of Winneshiek County (UWWC) is committed to transparency, accountability, and the responsible management of records. This policy outlines how documents—both paper and electronic—should be retained, stored, and securely destroyed when no longer needed. It reflects our values as a fully volunteer-led organization and helps ensure compliance with legal and ethical standards.
Scope
This policy applies to all board members, committee members, and volunteers who manage, create, store, or dispose of documents on behalf of UWWC.
Covered Records May Include:
Governance documents (e.g., bylaws, board meeting minutes), Financial records (e.g., budgets, reports, bank statements), Tax filings (e.g., IRS Form 990 and supporting documents), Donation and grant records, Insurance and legal documents, Program, event, and campaign materials, Volunteer-related documents, and Relevant emails and electronic files
Record Retention Periods
Records must be kept for at least the following minimum periods, unless legal or audit requirements dictate otherwise:
| Record Type | Minimum Retention |
| Bylaws, Board Minutes, Resolutions | Permanent |
| Financial Reports, Bank Statements | 7 years |
| Tax Filings and Correspondence | 7 years |
| Donation & Grant Records | 7 years |
| Contracts & Insurance Policies | 7 years after expiration |
| Program/Event/Campaign Materials | 3 years |
| Volunteer Applications/Agreements | 3 years after service ends |
| Relevant Emails & Electronic Files | Based on the related content type |
Responsibility for Records
As a volunteer-led organization, UWWC designates specific responsibilities to board officers:
- Board Secretary: Maintains governance and meeting records
- Board Treasurer: Maintains financial and tax-related records
- Other board members and committee volunteers are responsible for managing records related to their assigned roles or tasks
Digital records should be securely stored, backed up, and made accessible to at least two board members to ensure continuity.
Document Destruction
Once the required retention period has passed, documents should be destroyed in a secure manner:
- Paper documents: Shredded or otherwise made unreadable
- Electronic files: Permanently deleted and removed from backups
Legal Hold: If UWWC is involved in or anticipates legal action, audit, or investigation, destruction of related records must be suspended immediately until the matter is resolved.
Confidentiality and Security
All volunteers handling documents are expected to store and dispose of records in a way that protects sensitive or confidential information, including donor and financial data.
Annual Acknowledgment
Each board member—and, when applicable, other individuals associated with United Way of Winneshiek County—will receive a copy of this policy annually and affirm their understanding and commitment to comply with it through verbal or written acknowledgment at the first board meeting of each calendar year.
Policy Review
This policy shall be reviewed by the Board of Directors at least once every three years following its original adoption date, or more frequently if necessary to ensure continued relevance and compliance with applicable standards.
Adoption: 08/14/2025
Last Amended:
Last Reviewed: 08/14/2025
Purpose
United Way of Winneshiek County (UWWC) is committed to maintaining the trust and confidence of our donors, volunteers, and community partners. This Donor and Data Privacy Policy outlines how we collect, use, protect, and share personal information. We respect the privacy of all individuals who engage with our organization and take seriously our responsibility to protect their data.
Scope
This policy applies to all personal and organizational data collected by or on behalf of UWWC, including information related to donors, prospective donors, volunteers, community partners, and other stakeholders.
What Information We Collect
UWWC may collect and store the following types of information:
- Name, mailing address, phone number, and email address
- Donation history and giving preferences
- Event attendance or volunteer participation records
- Communication preferences and feedback
- Any other information voluntarily provided by individuals (e.g., in surveys, emails, or forms)
UWWC does not collect sensitive financial information such as full credit card numbers through our own systems. If such information is collected, it is done securely through trusted third-party processors compliant with industry standards (e.g., PCI-DSS).
How We Use Information
We use personal information to:
- Process and acknowledge donations
- Send tax receipts and impact updates
- Communicate about programs, campaigns, or events
- Solicit future support in alignment with donor preferences
- Comply with legal and reporting obligations
UWWC does not sell, trade, or rent donor or volunteer personal information to any third parties.
How We Protect Information
UWWC takes reasonable and appropriate measures to protect the privacy and security of all collected data. These include:
- Secure digital storage of electronic records
- Restricted access to donor data among board members and authorized volunteers
- Physical safeguards for any hard-copy documents
- Regular review of data handling practices by the board
Because UWWC is a fully volunteer organization, data access is limited to essential individuals who need it for their board or committee role.
Donor Rights and Preferences
Donors and other individuals have the right to:
- Request to review or correct their personal information
- Request not to be solicited in the future
- Opt out of receiving certain communications
- Request their name not be publicly listed in donor recognition materials
To make a request, individuals may contact a board officer or email the organization directly at info@unitedwaywinnco.org.
Third-Party Service Providers
We may use third-party services to assist in processing donations, managing events, or communicating with our stakeholders. These providers are contractually obligated to protect any personal information they receive from us and use it only for the agreed-upon purpose.
Annual Acknowledgment
Each board member—and, when applicable, other individuals associated with United Way of Winneshiek County—will receive a copy of this policy annually and affirm their understanding and commitment to comply with it through verbal or written acknowledgment at the first board meeting of each calendar year.
Policy Review
This policy shall be reviewed by the Board of Directors at least once every three years following its original adoption date, or more frequently if necessary to ensure continued relevance and compliance with applicable standards.
Adoption: 08/14/2025
Last Amended:
Last Reviewed: 08/14/2025
Purpose
This Finance Policy outlines the financial principles, responsibilities, and procedures that guide the stewardship of United Way of Winneshiek County (UWWC). It ensures transparency, accountability, and appropriate financial controls within an all-volunteer governance structure.
Financial Oversight
Board Responsibility
The Board of Directors is collectively responsible for overseeing the financial health and integrity of UWWC. The board holds fiduciary duties and must act in the best interest of the organization at all times.
Treasurer Responsibilities
A board-appointed Treasurer shall oversee financial recordkeeping, reporting, and ensure that internal controls are maintained. In the absence of paid staff, the Treasurer may also serve as the primary administrator of banking and financial processes, with board oversight.
Finance Committee or Designee
If a Finance Committee is formed, it shall review budgets, financial reports, and policy recommendations. If no committee exists, the Treasurer and one additional officer (e.g., President) will fulfill this oversight role.
Budgeting
- An annual operating budget will be prepared and approved by the board before the start of each fiscal year.
- The budget will reflect reasonable expectations of revenue and expenses and will serve as a framework for board decision-making.
- Significant deviations from the budget (typically more than 10%) must be reviewed and approved by the board.
Banking and Disbursements
Bank Accounts
- All organizational funds will be held in accounts at FDIC-insured financial institutions.
- At least two board officers shall be authorized signers on all accounts.
- For disbursements over $1,000, dual authorization is required (e.g., two signatures or written approval from two officers).
Payments and Reimbursements
- All payments must be supported by documentation such as receipts or invoices.
- No blank checks may be signed. Electronic payments must be verified and approved by an officer.
- Routine or operational expenses of $30 or less may be approved and reimbursed by the Treasurer without full board approval.
- Any expense over $30 must be approved by the board before disbursement.
- Volunteers may be reimbursed for pre-approved expenses with submission of appropriate documentation.
Financial Reporting and Recordkeeping
- The Treasurer will present a financial report at each regular board meeting, including income, expenses, and fund balances.
- Financial records will be maintained and securely stored for a minimum of seven years.
- UWWC will publish an annual financial summary in a public-facing report or communication.
Financial Reviews and Audits
- If required by funders, United Way Worldwide, or the board, UWWC will conduct an independent financial review or audit.
- Any findings or recommendations will be reviewed and acted upon by the board.
Asset Management
- UWWC will safeguard all assets, including financial, physical, and digital property.
- Any equipment or long-term assets will be documented and tracked by the Treasurer or designated officer.
Conflict of Interest and Ethics
- Financial decisions will be made in accordance with UWWC’s Conflict of Interest and Code of Ethics policies.
- Board members must disclose any potential conflicts and refrain from participating in related votes or discussions.
Risk Management and Insurance
- UWWC will maintain Directors and Officers (D&O) Insurance and any other coverage necessary to manage organizational risk.
- Financial processes and safeguards will be periodically reviewed for vulnerabilities.
Annual Acknowledgment
Each board member—and, when applicable, other individuals associated with United Way of Winneshiek County—will receive a copy of this policy annually and affirm their understanding and commitment to comply with it through verbal or written acknowledgment at the first board meeting of each calendar year.
Policy Review
This policy shall be reviewed by the Board of Directors at least once every three years following its original adoption date, or more frequently if necessary to ensure continued relevance and compliance with applicable standards. Revisions must be approved by a majority vote of the board and documented in meeting minutes.
Adoption: 08/14/2025
Last Amended:
Last Reviewed: 08/14/2025
Purpose
The purpose of this policy is to guide United Way of Winneshiek County (UWWC) in accepting charitable gifts in a manner that supports its mission, upholds donor intent, maintains organizational integrity, and complies with all legal and ethical standards.
Scope
This policy applies to all donations received by UWWC, including cash, checks, in-kind goods and services, securities, bequests, and other forms of charitable support.
General Guidelines
- UWWC encourages gifts that are consistent with its mission and values and that do not place an undue burden on the organization.
- All gifts must be reviewed in accordance with this policy and applicable laws.
- UWWC reserves the right to refuse any gift that is inconsistent with its mission, compromises its independence, or could expose the organization to liability.
Acceptable Types of Gifts
UWWC may accept the following types of gifts:
- Cash and checks – Accepted regardless of amount and without further review.
- Online donations – Accepted via secure platforms approved by the board.
- Publicly traded securities – Accepted and generally sold upon receipt.
- In-kind donations – Accepted if they are directly usable or saleable and align with current needs.
- Bequests – Accepted through a donor’s will or estate plan.
- Designated gifts – Accepted only if they support a program or purpose already approved by the board.
Review and Approval
- Gifts with unusual restrictions, conditions, or risks (e.g., real estate, closely held securities, or naming opportunities) must be reviewed and approved by a vote of the Board of Directors before acceptance.
- The board may consult external professionals (e.g., legal counsel or accountants) as needed.
Restrictions and Donor Intent
- UWWC will honor donor intent whenever feasible and consistent with its mission and capacity.
- If a donor restricts the use of a gift, those restrictions must be clearly documented and approved by the board prior to acceptance.
- If a restricted gift cannot be used as intended, UWWC will make every effort to work with the donor or their representative to revise the terms.
Anonymous Gifts
UWWC will respect the wishes of donors who prefer to remain anonymous, while still maintaining accurate internal records for audit and reporting purposes.
Non-Acceptable Gifts
UWWC will not accept gifts that:
- Are inconsistent with its mission or values
- Violate any federal, state, or local laws
- Could expose the organization to liability or undue financial or administrative burden
- Require endorsement of products or services
- Are given with the intent to influence board or funding decisions
Acknowledgment and Stewardship
- All donors will receive a timely acknowledgment of their gift in accordance with IRS requirements and UWWC procedures.
- UWWC will provide year-end giving summaries as applicable and offer transparency in how gifts are used.
Annual Acknowledgment
Each board member—and, when applicable, other individuals associated with United Way of Winneshiek County—will receive a copy of this policy annually and affirm their understanding and commitment to comply with it through verbal or written acknowledgment at the first board meeting of each calendar year.
Policy Review
This policy shall be reviewed by the Board of Directors at least once every three years following its original adoption date, or more frequently if necessary to ensure continued relevance and compliance with applicable standards. Updates or changes must be approved by a majority vote of the board.
Adoption: 08/14/2025
Last Amended:
Last Reviewed: 08/14/2025
Purpose
United Way of Winneshiek County (UWWC) is committed to safeguarding the personal and sensitive information of our donors, volunteers, and community partners. This policy establishes clear guidelines regarding what information may and may not be shared with third parties, including vendors, other United Way affiliates, and nonprofit organizations.
Scope
This policy applies to all board members, committee members, and volunteers who have access to organizational, donor, or constituent data.
Information That Will Not Be Shared
UWWC will not share the following categories of information with vendors, other local United Ways, or nonprofit partners without express, written permission from the individual:
- Donor contact information, including name, mailing address, phone number, and email address
- Donation history or giving levels
- Notes about donor preferences, motivations, or communication history
- Volunteer or participant records that include identifying personal information
- Email lists or contact databases for marketing, fundraising, or outreach by other organizations
- Sensitive demographic or personal data, including medical or financial information, if collected
Permissible Information Sharing
UWWC may share aggregated, non-identifiable data (such as total campaign impact, funding trends, or participation metrics) for:
- Grant reporting
- Collaborative assessments
- Public impact communications
- Joint projects or research efforts
UWWC may also share information with trusted third-party service providers (e.g., payment processors, mailing houses, database software providers) only when:
- The vendor has a signed confidentiality or data processing agreement
- The information is used strictly to carry out specific functions on behalf of UWWC
- The vendor agrees not to retain, share, or use the data for any other purpose
Prohibited Use by Partners and Vendors
No third party—vendor, nonprofit, or affiliate—may:
- Use UWWC data to solicit donations for their own organization
- Add UWWC donors or volunteers to their marketing lists
- Retain or repurpose UWWC data for non-UWWC programs
- Share UWWC-provided information with additional parties
Volunteer and Board Responsibilities
All board members and volunteers must:
- Refrain from sharing confidential data without authorization
- Use organizational information solely for UWWC purposes
- Report any suspected misuse or unauthorized sharing to the Board President or Secretary immediately
Annual Acknowledgment
Each board member—and, when applicable, other individuals associated with United Way of Winneshiek County—will receive a copy of this policy annually and affirm their understanding and commitment to comply with it through verbal or written acknowledgment at the first board meeting of each calendar year.
Policy Review
This policy shall be reviewed by the Board of Directors at least once every three years following its original adoption date, or more frequently if necessary to ensure continued relevance and compliance with applicable standards.
Adoption: 08/14/2025
Last Amended:
Last Reviewed: 08/14/2025
Purpose
United Way of Winneshiek County (UWWC) is committed to creating and sustaining an inclusive environment that respects and values the diversity of all individuals. In keeping with the principles of equity and inclusion embraced by United Way Worldwide, UWWC does not tolerate discrimination in any form.
Policy Statement
United Way of Winneshiek County prohibits discrimination against any individual—whether board member, volunteer, donor, partner organization, or member of the public—on the basis of race, color, religion, sex, sexual orientation, gender identity or expression, age, national origin, disability, genetic information, marital status, veteran status, or any other characteristic protected by applicable federal, state, or local law.
This policy applies to all UWWC activities and operations, including but not limited to:
- Volunteer recruitment, training, and service
- Board and committee participation
- Community partnerships and funding decisions
- Public events and communications
- Selection of vendors and contractors
Commitment to Equity and Inclusion
UWWC recognizes that advancing equity requires proactive efforts to identify and eliminate barriers that have prevented the full participation of marginalized or underserved groups. We are committed to continuous learning and action in pursuit of a more equitable and just community.
Expectations for Conduct
All board members, volunteers, and individuals acting on behalf of UWWC are expected to treat others with dignity and respect and to uphold the principles of this policy in all interactions. Discriminatory behavior or harassment will not be tolerated and may result in removal from volunteer service or board membership.
Reporting Concerns
Anyone who experiences or observes discriminatory behavior in connection with UWWC activities is encouraged to report the concern to the Board President or another officer. Reports will be addressed promptly and confidentially, and retaliation against anyone who raises a concern in good faith is strictly prohibited.
Annual Acknowledgment
Each board member—and, when applicable, other individuals associated with United Way of Winneshiek County—will receive a copy of this policy annually and affirm their understanding and commitment to comply with it through verbal or written acknowledgment at the first board meeting of each calendar year.
Policy Review
This policy shall be reviewed by the Board of Directors at least once every three years following its original adoption date, or more frequently if necessary to ensure continued relevance and compliance with applicable standards.
Adoption: 08/14/2025
Last Amended:
Last Reviewed: 08/14/2025
Purpose
United Way of Winneshiek County (UWWC) is committed to providing a safe, respectful, and harassment-free environment for all board members, volunteers, partners, and individuals engaged in its activities. Sexual harassment is strictly prohibited and will not be tolerated under any circumstances.
Scope
This policy applies to all individuals involved in UWWC activities, including:
- Board members
- Committee members
- Volunteers
- Partner representatives
- Visitors and guests attending UWWC functions
UWWC does not have paid employees; however, this policy applies to all individuals acting on behalf of or in connection with UWWC in any capacity.
Definition of Sexual Harassment
Sexual harassment includes unwelcome sexual advances, requests for sexual favors, and other verbal or physical conduct of a sexual nature when:
- Submission to such conduct is made explicitly or implicitly a condition of an individual’s participation or advancement;
- Submission to or rejection of such conduct is used as a basis for decisions affecting an individual; or
- Such conduct has the purpose or effect of creating an intimidating, hostile, or offensive environment.
Examples may include, but are not limited to:
- Unwelcome touching, hugging, or physical contact
- Inappropriate jokes, comments, gestures, or suggestive language
- Display of sexually explicit materials
- Repeated or unwanted sexual attention, advances, or messages
Reporting and Investigation Process
Any individual who experiences or witnesses sexual harassment in connection with UWWC activities is strongly encouraged to report the incident as soon as possible. Reports may be made verbally or in writing to:
- The Board President
- The Vice President
- Or, if the concern involves the above, to another trusted board officer (e.g., Secretary or Treasurer)
All credible allegations will be taken seriously and investigated promptly, with care to protect the privacy of all involved. Investigations may be conducted internally by the board or with assistance from an outside party, depending on the nature of the allegation.
Confidentiality
UWWC will make every effort to maintain the confidentiality of all parties involved in a report, consistent with the need to conduct a fair and thorough investigation.
No Retaliation
UWWC strictly prohibits retaliation against any individual who reports a concern in good faith or participates in an investigation. Any board member or volunteer found to have engaged in retaliatory behavior may be subject to removal or other appropriate action.
Consequences
Confirmed instances of sexual harassment or retaliation may result in disciplinary action up to and including removal from the board, committee, or volunteer role.
Annual Acknowledgment
Each board member—and, when applicable, other individuals associated with United Way of Winneshiek County—will receive a copy of this policy annually and affirm their understanding and commitment to comply with it through verbal or written acknowledgment at the first board meeting of each calendar year.
Policy Review
This policy shall be reviewed by the Board of Directors at least once every three years following its original adoption date, or more frequently if necessary to ensure continued relevance and compliance with applicable standards.
Adoption: 08/14/2025
Last Amended:
Last Reviewed: 08/14/2025
Purpose
This policy provides guidelines for the responsible and appropriate use of social media by board members and volunteers of United Way of Winneshiek County (UWWC). It is intended to protect the reputation of UWWC, ensure consistency in messaging, and support transparency and professionalism in all public communications.
Scope
This policy applies to all members of the UWWC Board of Directors, committee members, and volunteers who post content on behalf of the organization or who reference UWWC in personal social media use.
Official Use of Social Media
- Only individuals authorized by the board may post on UWWC’s official social media channels (e.g., Facebook, Instagram).
- Content should align with UWWC’s mission, values, and brand guidelines provided by United Way Worldwide.
- Posts should be clear, respectful, and free from confidential, misleading, or politically partisan content.
- Personal opinions should not be presented as official positions of UWWC.
Personal Use of Social Media
- Board members and volunteers are encouraged to share and promote UWWC content, but must do so respectfully and clearly as individuals, not official spokespersons.
- When referencing UWWC in a personal post, members should use good judgment and avoid content that could harm the organization’s credibility or violate confidentiality.
- Do not disclose private donor, volunteer, or partner information without prior approval.
Content Standards
All UWWC-related posts—whether official or personal—should:
- Be accurate and fact-checked
- Avoid offensive, discriminatory, or divisive language
- Respect copyrights, trademarks, and photo usage rights
- Promote inclusivity, respect, and community partnership
Use of Logos and Branding
- Al UWWC’s name and logo may only be used in accordance with United Way Worldwide brand standards.
- Volunteers may not create independent accounts or websites using UWWC branding without board approval.
Crisis Communication and Sensitive Issues
- In the event of a sensitive or emergency issue (e.g., negative publicity, misinformation, or a public concern), only the Board President or a designated spokesperson may respond via social media.
- Volunteers must refrain from responding to or commenting on such posts unless authorized,
Policy Violations
Violations of this policy may result in removal from a volunteer role or board position, particularly if such violations damage the reputation or operations of UWWC.
Annual Acknowledgment
Each board member—and, when applicable, other individuals associated with United Way of Winneshiek County—will receive a copy of this policy annually and affirm their understanding and commitment to comply with it through verbal or written acknowledgment at the first board meeting of each calendar year.
Policy Review
This policy shall be reviewed by the Board of Directors at least once every three years following its original adoption date, or more frequently if necessary to ensure continued relevance and compliance with applicable standards.
Adoption: 08/14/2025
Last Amended:
Last Reviewed: 08/14/2025
Purpose
United Way of Winneshiek County (UWWC) is committed to integrity, ethical conduct, and transparency. This Whistleblower Policy provides a safe and confidential process for board members, volunteers, and others associated with UWWC to report concerns about suspected misconduct, violations of law, financial impropriety, or unethical behavior.
Scope
This policy applies to all board members, committee members, volunteers, and individuals associated with UWWC.
Covered Concerns May Include
- Suspected fraud, waste, or misuse of organizational resources
- Financial irregularities or questionable accounting practices
- Violations of laws, regulations, or organizational policies
- Conflicts of interest or unethical behavior
- Retaliation against individuals who raise concerns in good faith
Reporting Process
Any individual may report a concern through one of the following confidential channels:
- By email: info@unitedwaywinnco.org
- In person, by phone, or in writing to the Board President or Vice President
- If the concern involves the Board President or Vice President, it may be reported to the Secretary or another trusted board officer.
Reports may be submitted confidentially or anonymously. UWWC encourages identifying yourself to help ensure a more thorough and effective response, but it is not required.
Confidentiality
UWWC will make every reasonable effort to protect the confidentiality of any individual who submits a concern in good faith. Identifiable information will only be shared as necessary to conduct a proper investigation or as required by law.
No Retaliation
UWWC strictly prohibits retaliation against any individual who reports a concern in good faith, even if the concern is ultimately not substantiated. Any board member or volunteer found to have engaged in retaliatory behavior may be subject to removal or other appropriate action.
Follow-Up and Resolution
All reports will be taken seriously and reviewed promptly. The Board President or designated officer will assess the issue and determine appropriate next steps. These may include internal review or consultation with outside professionals. A summary of outcomes will be recorded and maintained confidentially by a designated board officer.
Annual Acknowledgment
Each board member—and, when applicable, other individuals associated with United Way of Winneshiek County—will receive a copy of this policy annually and affirm their understanding and commitment to comply with it through verbal or written acknowledgment at the first board meeting of each calendar year.
Policy Review
This policy shall be reviewed by the Board of Directors at least once every three years following its original adoption date, or more frequently if necessary to ensure continued relevance and compliance with applicable standards.
Adoption: 05/15/2025
Last Amended:
Last Reviewed: 05/15/2025