Policies
SSWLHC maintains high standards of ethics and is committed to enforcing policies that ensure the integrity of the Society.
This Conflict of Interest Policy of The Society of Social Work Leadership in Health Care (SSWLHC): (1) defines conflicts of interest; (2) identifies classes of individuals within the Organization covered by this policy; (3) facilitates disclosure of information that may help identify conflicts of interest; and (4) specifies procedures to be followed in managing conflicts of interest.
- Definition of conflicts of interest. A conflict of interest arises when a person in a position of authority over the Organization may benefit financially from a decision he or she could make in that capacity, including indirect benefits such as to family members or businesses with which the person is closely associated. This policy is focused upon material financial interest of, or benefit to, such persons.
- Individuals covered. Persons covered by this policy are the Organization’s officers, directors, chief employed executive and chief employed finance executive.
- Facilitation of disclosure. Persons covered by this policy will annually disclose or update to the President of the Board of Directors on a form provided by the Organization their interests that could give rise to conflicts of interest, such as a list of family members, substantial business or investment holdings, and other transactions or affiliations with businesses and other organizations or those of family members.
- Procedures to manage conflicts. For each interest disclosed to the President of the Board of Directors, the President will determine whether to: (a) take no action; (b) assure full disclosure to the Board of Directors and other individuals covered by this policy; (c) ask the person to recuse from participation in related discussions or decisions within the Organization; or (d) ask the person to resign from his or her position in the Organization or, if the person refuses to resign, become subject to possible removal in accordance with the Organization’s removal procedures. The Organization’s chief employed executive and chief employed finance executive will monitor proposed or ongoing transactions for conflicts of interest and disclose them to the President of the Board of Directors in order to deal with potential or actual conflicts, whether discovered before or after the transaction has occurred.
| Type of Document | Retention Period | Disposal Method |
|---|---|---|
| Accounting Records : Accounts Payable and Receivable | Seven (7) years | Shred |
| Accounting Records : Audit Reports | Indefinite | |
| Accounting Records : Chart of Accounts | Indefinite | |
| Accounting Records : Depreciation Schedules | Indefinite | |
| Accounting Records : Expense Records | Seven (7) years | |
| Accounting Records : Annual Financial Records | Indefinite | |
| Accounting Records : Fixed Asset Purchases | Indefinite | |
| Accounting Records : General Ledger | Indefinite | |
| Accounting Records : Inventory Records | Seven (7) years | Shred |
| Accounting Records : Loan Payment Schedule | Seven (7) years | Shred |
| Accounting Records : Purchase Orders (1 copy) | Seven (7) years | Shred |
| Accounting Records : Sales Records | Seven (7) years | Shred |
| Accounting Records : Tax Returns | Indefinite | |
| Accounting Records : Bank Reconciliations | Two (2) Years | Shred |
| Accounting Records : Bank Statements | Seven (7) years | Shred |
| Accounting Records : Cancelled or Substitute Checks | Seven (7) years | Shred |
| Accounting Records : Electronic Payment Records | Seven (7) years | Shred |
| Articles of incorporation, deeds, title documents, bylaws and related correspondence | Indefinite | |
| Business conditions reports (periodic) | Two (2) years | Shred |
| Hotel contracts | Two (2) years after the meeting | Shred |
| Contracts with consultants and clients | Six years after completion | Shred |
| Copyrights, trademark registrations, patents, advertising materials, logos | Indefinite | |
| Correspondence (general) | Thirteen (13) months (except historical – then indefinite) | Shred/Delete |
| Inquiries, literature requests, change of address | Six (6) months | Shred/Delete |
| Insurance policies and contracts | Indefinite | |
| Literature, pamphlets, speeches, brochures and other material | Discretionary, but minimum of 13 months (use good judgment) | Shred/Delete |
| Membership Applications | Indefinite | |
| Membership Correspondence | Two (2) years all documents | Shred |
| Minutes of board of directors meetings | Indefinite | |
| Minutes of committee meetings | Six(6) years | Shred/Delete |
| Applications for employment | Three (3) years | Shred |
| Employee files | Seven (7) years after completion | Shred |
| Payroll | Seven (7) years | Shred |
| Surveys (where membership is polled) | Three (3) years after next similar survey | Shred/Delete |
| Surveys (the individual responses received under foregoing surveys and polls) | Three months where membership responses are collated | Shred/Delete |
| Contracts with Management Company | Indefinite |
This Whistleblower Policy of the Society of Social Work Leadership in Health Care (SSWLHC): (1) encourages staff and volunteers to come forward with credible information on illegal practices or serious violations of adopted policies of the Organization; (2) specifies that the Organization will protect the person from retaliation; and (3) identifies where such information can be reported.
- Encouragement of reporting. The Organization encourages complaints, reports or inquiries about illegal practices or serious violations of the Organization’s policies, including illegal or improper conduct by the Organization itself, by its leadership, or by others on its behalf. Appropriate subjects to raise under this policy would include financial improprieties, accounting or audit matters, ethical violations, or other similar illegal or improper practices or policies. Other subjects on which the Organization has existing complaint mechanisms should be addressed under those mechanisms, such as raising matters of alleged discrimination or harassment via the Organization’s human resources channels, unless those channels are themselves implicated in the wrongdoing. This policy is not intended to provide a means of appeal from outcomes in those other mechanisms.
- Protection from retaliation. The Organization prohibits retaliation by or on behalf of the Organization against staff or volunteers for making good faith complaints, reports or inquiries under this policy or for participating in a review or investigation under this policy. This protection extends to those whose allegations are made in good faith but prove to be mistaken. The Organization reserves the right to discipline persons who make bad faith, knowingly false, or vexatious complaints, reports or inquiries or who otherwise abuse this policy.
- Where to report. Complaints, reports or inquiries may be made under this policy on a confidential or anonymous basis. They should describe in detail the specific facts demonstrating the bases for the complaints, reports or inquiries. They should be directed to the Organization’s chief employed executive or President of the Board of Directors; if both of those persons are implicated in the complaint, report or inquiry, it should be directed to the Immediate Past President. The organization will conduct a prompt, discreet, and objective review or investigation. Staff or volunteers must recognize that the Organization may be unable to fully evaluate a vague or general complaint, report or inquiry that is made anonymously.
Refund Policy for Membership:
- The SSWLHC reserves the right to refuse/cancel a membership in the SSWLHC.
- If SSWLHC refuses a new or renewing membership, registrants will be offered a refund.
Membership Cancellation by Participant
- New Membership cancellations (Initial memberships) received within 30 days of registration are eligible to receive a full refund
- Membership renewals do not qualify for refund, $0.
- Cancellations received after the stated deadline will not be eligible for a refund.
- Cancellations will be accepted via phone, postal or e-mail.
- All benefits and incentives received by participant must be cancelled/returned to the SSWLHC
- All refund requests must be made by the attendee or credit card holder.
- Refund requests must include the name of the attendee and/or transaction number.
- Refunds will be credited back to the original credit card used for payment.
These above policies apply to all SSWLHC memberships unless otherwise noted in the corresponding program materials.
Cancellation, Refund & Substitution Policy for Events & Conference
All registration cancellations and refund requests must be made in writing fourteen (14) days prior to an event. A refund of the full registration fee, minus an administrative charge of 10% or $10 (whichever is greater), will be given for cancellations received by that date. For cancellation requests received 7-14 days prior to the event, you will receive credit towards a future event that must be used within 12 months of the original event. For requests within one week of the event date, no refunds or credits towards another event will be issued. Submit all requests to The Society of Society Work Leadership in Healthcare (SSWLHC) via email at help@sswlhc.org.
The SSWLHC regrets that refunds cannot be given for no-shows. Substitutions are gladly accepted! Substitutions of registrations are permitted prior to the conference and onsite. Only one substitution is permitted per original registrant. The individual submitting the substitution request is responsible for all financial obligations (any balance due) associated with that substitution.