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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.

  1. 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.
  2. Individuals covered. Persons covered by this policy are the Organization’s officers, directors, chief employed executive and chief employed finance executive.
  3. 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.
  4. 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 SchedulesIndefinite
Accounting Records : Expense RecordsSeven (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) yearsShred
Articles of incorporation, deeds, title documents,
bylaws and related correspondence
Indefinite
Business conditions reports (periodic) Two (2) years Shred
Hotel contractsTwo (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 contractsIndefinite
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) yearsShred
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

Document Retention Policy - Download

Document Retention Policy


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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.

  1. 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.
  2. 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.
  3. 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.

 

Whistleblower Policy - Download

Whistleblower Policy


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