Volunteer Agreement

CODE OF CONDUCT POLICY

PURPOSE
The purpose of this Policy is to define and establish principles for professional behavior that govern all Academy of Pelvic Health Physical Therapy (“APHPT”) activities, and members, exhibitors, sponsors, contractors, volunteers and non-members participating in APHPT-sponsored activities. The APHPT aims to foster and support a safe and professional environment to learn, conduct research, and communicate clinical and scientific knowledge with integrity, respect, fairness, trustworthiness and transparency. The professional environment includes interactions within the society, the scientific community and with members of the public. Breaching the guidelines set out in the Policy may have consequences, which may include, but is not limited to reporting the
violation and sanctions, as outlined in the Standard Operating Procedures to report Violations of the Code of Conduct.

DEFINITIONS

1. Discrimination - unequal or unfair treatment in professional opportunities, education, benefits, evaluation and employment (such as hiring, termination, promotion, compensation) as well as retaliation and various types of harassment. Discriminatory practices can be explicit or implicit, intentional or unconscious.
2. Harassment - a type of discrimination that consists of a severe act, or of multiple persistent or pervasive acts, which are unwanted, unwelcome, demeaning, or offensive. Offensive conduct constitutes harassment when 1) it becomes a condition of an opportunity, education, benefit, evaluation, or employment or 2) the conduct is severe or pervasive enough to create a work or educational environment that most people would consider intimidating, hostile or abusive. These acts may include epithets, slurs,
   or negative stereotyping based on gender, race, sexual identity, or other categories, as protected by U.S. federal and state law. Also included are threatening, intimidating, or hostile acts; denigrating jokes and displays; or circulation of written or graphic material that denigrates or shows hostility or aversion toward an individual or a group.
3. Sexual harassment - includes any unwanted and/or unwelcome sexual advances, requests for sexual favors, and other verbal or physical harassment of sexual nature. Under Title VII of the Civil Rights Act of 1964, there are two types of sexual harassment: a) quid pro quo and 2) hostile work environment. Sexual harassment can be physical and psychological in nature. An aggregation of a series of incidents can constitute sexual harassment even if one of the incidents considered on its own would not be harassing.
4. Bullying - the use of force, threat, or coercion to abuse, intimidate, or aggressively dominate others in the professional environment that involves a real or perceived power imbalance. These actions can include abusive criticism, humiliation, the spreading of rumors, physical and verbal attacks, isolation, undermining and professional exclusion of individuals through any means.
5. Conflict of interest (COI) - is a situation in which an individual has competing interests or loyalties. Conflicts of interest involve a person who has two relationships that might compete with each other for the person's loyalties.

Principles

1. Excellence, integrity and honesty in all aspects of APHPT function, presentations, and research
2. Professional courtesy, equity and fairness when working with APHPT members and with others
3. Personal accountability in the conduct of APHPT business, dissemination of education and its mission
4. Freedom to responsibly pursue scientific and educational endeavors without interference or coercion
5. Legal compliance in all aspects of APHPT business, education, research, and dissemination of the of APHPT’s mission
6. Promotion of non-prejudiced, unbiased, and respectful professional behavior in all aspects of APHPT work and social environments.

Responsibilities

During APHPT events and activities, including those events and activities sponsored by APHPT, APHPT expects:

1. Members take full responsibility for their behavior and trustworthiness of their research and its dissemination (if applicable).
2. Members adhere to APHPT regulations, professional ethics as required by the APTA Code of Ethics, law and policy related to discrimination, harassment, and bullying.
3. Members disclose financial, personal, professional, and other conflicts of interest to the APHPT President and Executive Director that could compromise the trustworthiness of their work on APHPT committees, Board, publications, presentations and public communications, honors and awards.
4. Members who are disseminating educational and/or research information will limit professional comments to their areas of expertise and will clearly distinguish professional comments from their opinions based on personal views. This shall also apply to members representing APHPT at nonAPHPT events and activities.
5. Members are encouraged to intervene where possible to prevent misconduct, including fabrication, falsification, plagiarism, discrimination, harassment, bullying or other behavior that undermine the professional environment established by the APHPT.
6. Members are responsible for creating and upholding a safe, open, and professional environment for learning, conducting, and communicating research or clinical practice with integrity, respect, fairness, trustworthiness, and transparency at all organizational levels.
7. Members and non-members shall not engage in discrimination, harassment, bullying, dishonesty, fraud, misrepresentation, coercive manipulation, censorship, or other misconduct that alters the mission of the society, the reporting, veracity or meaning of research findings or the function of APHPT.

Harassment, bullying, discrimination

The APHPT promotes a professional environment that is free from discrimination and harassment. As such, APHPT prohibits discrimination or harassment for any reason, including but not limited to ethnic or national origin, race, religion, citizenship, language, political or other opinion, sex, gender identity, sexual orientation, disability, physical appearance, age or economic class during its events and activities. The APHPT opposes all forms of bullying including threatening, humiliating, coercive, or intimidating conduct that causes harm to, interferes with or sabotages APHPT activities, career advancement or healthy exchange of ideas. Such behavior, whether intended or unintended, is offensive, destructive, and counter to APHPT values. Discrimination, including sexual harassment, or bullying at any APHPT event or activity is unacceptable and constitutes misconduct under this policy. Such behavior should be reported and addressed with consequences for the offender as outlined by the Board of Directors.

CONFIDENTIALITY POLICY AGREEMENT

As a volunteer of the Academy of Pelvic Health Physical Therapy (“APTA Pelvic Health”), I agree to refrain from disseminating information to others that could harm APTA Pelvic Health and the interests of its stakeholders. I agree to keep sensitive matters confidential. Accordingly, I agree to keep confidential, during and after my service on committee or task force, all sensitive information pertaining to APTA Pelvic Health. This commitment to confidentiality includes, but is not limited to:

1. Course proposals and associated materials
2. Strategic and financial information and plans
3. Contracts with vendors
4. Risk management/litigation
5. Employee information
6. Course attendee information
7. Financial information
8. Market and competitor analysis
9. Contract terms for the provision of services
10. Analysis/recommendations regarding pending mergers, acquisitions, and disposition of major assets
11. All other items (whether verbal or in print) brought before the volunteer/ committee/task force and expressed in confidential terms

APTA Pelvic Health will make every effort to specifically note which information, analysis, reports and other materials and associated discussions/deliberations are confidential. However, I understand I am expected to exercise reasonable caution, prudence and common sense in determining which information should be kept
confidential. The level of protection/security that should be applied to the organization’s confidential matters is the same as one would apply to their own confidential matters. The Board of Directors is responsible for addressing infractions of confidentiality by individual volunteers. If the behavior persists in violation of this confidentiality policy, the Board will seek removal of the offending individual through means specified in the Bylaws and/or the Governance Manual.

As a member of the Board of Directors, Officer, Volunteer, Independent Contractor, or Staff of the Academy of Pelvic Health Physical Therapy (“APTA Pelvic Health” or (APHPT”), I hereby acknowledge that I occupy a position of trust and that I am expected to act at all times in good faith, and without bias or favor to outside interests, or favoring my own interests over those of APHPT when acting in my APHPT capacity. Whenever my outside interest or other responsibilities potentially conflict with my duty to the APTA Pelvic Health, I will act in such a manner as to avoid even the appearance of using my position to advance any other interest orany individual or entity with whom I have a significant relationship over the interests of the APTA Pelvic Health.

COPYRIGHT TRANSFER AGREEMENT

If selected to participate or volunteer in Academy of Pelvic Health Physical Therapy ("APHPT") work, as a condition of participating in a Committee, Special Interest Group, task force, or ad hoc project of the Academy of Pelvic Health Physical Therapy (the “Academy”), I hereby agree and affirm that:

1. All materials, including images and graphs, that I contribute will be original, and not subject to copyright or other ownership rights of any other person.

2. I acknowledge that ownership of all work and materials developed, including drafts and nonfinal versions of the same (collectively, Materials), shall reside solely and exclusively with the Academy. I forever waive, agree not to claim, and to the fullest extent allowable by law irrevocably transfer to the Academy, any and all ownership rights that I might otherwise have to the Materials by virtue of participating in the committee, task force, special interest group, or ad-hoc project of the Academy of Pelvic Health Physical Therapy.

Among the Materials are:

1. Manuals or other written work
2. Planning and meeting documents
3. Handouts and worksheets
4. Books, articles, other editorial content, PowerPoint Presentations
5. Illustrations, diagrams, infographics
6. Electronic and print communication and marketing materials
7. Video, image, and audio files

3. Notwithstanding the above, to the extent that I contributed any pre-existing materials or content, which I or my employer authored independently of the Committee, Task Force, Special Interest Group, or ad hoc project, and prior to my becoming a member of any such groups or project or guest editor or reviewer, I/my employer will retain ownership of such materials and content, granting an irrevocable, perpetual, royalty-free license to the Academy to use in its discretion.

 

CONFLICT OF INTEREST POLICY & DISCLOSURE

Nonprofit organizations frequently engage in the routine disclosure of actual or perceived Conflicts of Interest (COI). To ensure transparency and integrity, you are required to complete this form each time you apply for or assume a new volunteer role, annually in January if you are currently a volunteer, and throughout the year whenever a new actual or perceived Conflict of Interest arises.

It's essential to understand that a Conflict of Interest will not automatically disqualify you unless the position description or bylaws explicitly state such restrictions in writing. These disclosures are shared with various stakeholders, including the Volunteer Committee, Nominating Committee, APHPT leadership, APHPT Staff, and occasionally with your fellow committee or group Chairs/members, depending on the specific role and its scope.

If you are uncertain whether something is a conflict of interest, we recommend that you still list it so that we can follow up with you should we need more information. 

 

SCOPE
This policy covers members of the Board of Directors, Officers, Volunteers, Independent Contractors, and Staff of the Academy of Pelvic Health Physical Therapy (APHPT). It also impacts Director and Officer nominees and potential nominees.

POLICY PURPOSE
APHPT is committed to conducting its activities in accordance with the highest ethical standards. The Board of Directors has adopted this Conflict of Interest Policy to implement that commitment and to provide guidance to all affected persons.

DEFINITIONS

1. Compensation Arrangement – performing services in return for payment in any form, including fees, commissions, or royalties.
2. Covered Person – an APHPT Board member, Officer, volunteer, independent contractor, or staff.
3. Conflict of Interest - a situation in which a Covered Person’s financial interests, relationships, or personal beliefs may compromise, or be reasonably perceived as potentially compromising, their professional judgment, decision-making capability, and/or course of action involving the duties and responsibilities expected of their role within the APHPT.
4. Material Ownership Interest – ownership of at least 5% of the voting shares or voting authority in an entity.
5. Transaction - a contractual or other relationship between APHPT and any corporation, firm, entity, agency, organization, or person involving the procurement or transfer of property or the performance of services for money.

EXAMPLES
While not all circumstances involving a conflict of interest can be anticipated or listed, common circumstances include:

1. A compensation arrangement with APHPT;
2. A material ownership interest in any entity with which APHPT has a Transaction;
3. A compensation arrangement with any entity or individual with which APHPT has a Transaction;
4. A material ownership interest in, or compensation arrangement with, any entity or individual with which APHPT is negotiating a Transaction;
5. A material ownership interest in, a compensation arrangement with, or serving as a trustee, director, or officer of, an entity that competes with APHPT with respect to educational programming or membership benefits;
6. Having accepted within the past 12 months any gift, entertainment, services, loans, or promises of future benefits (excluding items of less $50 in value and common courtesies usually associated with accepted business practice) from any person or organization that might benefit from a relationship with the Covered Person because of their connection with APHPT; and
7. Personal beliefs if they prevent others from carrying out their job responsibilities; if board members, committee members, or staff members use APHPT’s non-profit’s time and facilities for furthering them; or if the person attempts to convince others of their personal beliefs after they have been asked to stop.

 

GENERAL PROCEDURES

1. Disclosure. All Covered Persons will disclose actual, potential, and perceived conflicts of interest annually via a form (“Disclosure Statement”) provided by APHPT. A Covered Person will also update their Disclosure Statement upon a conflict of interest arising in between annual disclosures. If a matter arises during a meeting of a body of which the Covered Person is a member about which the Covered Person has an undisclosed conflict, the Covered Person will make a verbal disclosure at the meeting and then follow up with the required written disclosure.

2. Recusal. In addition to disclosure, a Covered Person with a conflict of interest may need to recuse themselves from voting on the subject matter of the conflict and perhaps abstaining from any discussion on the matter or even exiting the meeting. A Covered Person may voluntarily effect such recusal, or the Board or committee may require recusal (see, Disposition of a Disclosed Conflict, below). However, when a Covered Person has a financial arrangement with APHPT and there is any discussion or action on such arrangement, including the amount of compensation, recusal from voting and discussion (other than providing factual information and responding to questions) is mandatory. 

3. Distribution. Disclosure Statements of Board members will be provided to the entire Board of Directors. Disclosure Statements of staff will be provided to the APHPT Executive Director, who will share the same with the APHPT Board. Disclosure Statements of all other Covered Persons will be reviewed by the Executive Director and Board, who may, as they deem appropriate, provide any particular Disclosure Statement to a committee or other body on which the Covered Person serves. At any time, the Board may delegate the review of Disclosure Statements to an ethics committee or similar committee provided any determination regarding the removal or resignation of a Covered Person due to a conflict of interest shall be made or finally approved by the Board of Directors. 

4. Reporting Conflicts of Others. Any person who believes a Covered Person has a conflict of interest that has not been disclosed may address the matter with the Covered Person, raise the matter with the Board of Directors or other relevant committee, or if they do not wish their identity to be revealed to the Covered Person, report their concern to the Executive Director and President, who will then make a determination as to next steps. 

5. Failure to Report a Conflict. If the Board, relevant committee, or Executive Director has reasonable cause to believe that a Covered Person has failed to disclose a conflict of interest, the Covered Person shall be so informed and given the opportunity to explain the alleged failure to disclose. If, after hearing the response of the individual and making such further investigation as may be warranted in the circumstances, the board or committee determines that the conflict should have been disclosed, the Covered Person will be directed to complete or update a Disclosure Statement. In addition, if the Board or committee concludes that the failure to disclose was knowing and intentional, the Board may approve appropriate or corrective action, subject to any restrictions or requirements in the APHPT bylaws.

6. Consultation. The Governance Committee may be consulted by any party with questions related to their own or another Board member’s potential conflicts of interest.

7. Recording and Record Keeping. When a Covered Person is recused, or recuses themselves, from voting or discussion of a conflict of interest at a meeting, this will be recorded in the minutes of that meeting. 

8. Disposition of a Disclosed Conflict. Circumstances may arise in which the Board or a committee wishes to address a conflict of interest at a meeting. For example, if a Covered Person who has disclosed a conflict does not believe the conflict necessitates their recusal from voting participation, but others on the Board or committee disagree, the matter should be addressed. In addition, if any members of the Board believe that the Covered Person should either eliminate the conflict of interest entirely or resign their position on the Board or on a committee, this should be addressed by the full Board of Directors. 
 

DIRECTOR AND OFFICER NOMINEES AND POTENTIAL NOMINEES

Board members in particular have a fiduciary duty to conduct themselves without conflict to the interests of APHPT. In their capacity as Board members, they must subordinate personal, business, third-party, and other interests to the best interests of APHPT. Therefore, conflicts of interest are to be reviewed and strongly considered during the vetting processes for appointed volunteer positions and during the nominations process for elected positions. An individual’s actual, potential, or perceived conflict of interest may result in ineligibility for candidacy for elected office or disqualification and removal from the final nomination slate.

 

Media Relations Code of Conduct for Volunteers

Overview

As a volunteer leader at the Academy of Pelvic Health Physical Therapy, you are entrusted to represent the Academy's best interests. The Academy recognizes that you may be asked to comment on industry issues or trends through various media formats. As a volunteer, your actions and words may be seen as reflecting the Academy's official stance. It is your responsibility to prioritize the Academy’s interests, uphold its reputation, and avoid using your position to promote personal views.

If you wish to express opinions that differ from the Academy's official positions, or on which the Academy does not have an official statement or position, please utilize the Academy's internal channels for such discussions. Your volunteer role is not the platform for promoting personal views.

The Academy’s official positions result from careful deliberation and stakeholder involvement. It is important to present these positions accurately and avoid misrepresenting the Academy’s views.

Risks of Making Personal Statements Contrary to Academy Positions

• Confusion: Personal statements contradicting the Academy can mislead the public and stakeholders, causing mixed messages.
• Credibility: Misrepresenting personal views as those of the Academy damages its credibility.
• Conflicts of Interest: Promoting personal opinions can create conflicts of interest and question the integrity of the Academy.
• Hindrance to Goals: Diverging opinions can disrupt the Academy’s strategic goals.
• Erosion of Confidence: Members expect leaders to represent the Academy’s collective views.
• Jeopardized Relationships: Misrepresentation can harm relationships with professional partners.
• Stakeholder Impact: Misinformation can negatively affect stakeholders relying on the Academy’s guidance.
• Legal and Ethical Risks: Inaccurate statements can expose the Academy to legal and ethical risks.
• Disunity: Personal views can cause internal conflicts within the Academy.
  Media Participation Guidelines

To ensure that communications align with the Academy’s mission and values, follow these guidelines:

• Professional Conduct: Adhere to the American Physical Therapy Association’s (APTA) Code of Ethics. Maintain a professional tone and avoid violating confidentiality policies.
• Accurate Representation: Clearly state your role and credentials as defined by your appointment. Ensure media contacts use your official title.
• Board Pre-Approval: Obtain Board approval before engaging in media on behalf of the Academy. Use the provided form for requests.
• Clarify Personal Views: Make it clear that personal views are not representative of the Academy.
• Positive Promotion: Support the Academy’s mission and direct public inquiries to appropriate resources.
• Citations: Accurately cite Academy positions and do not reference members or organizations without approval.
• No Personal Beliefs: Avoid sharing personal beliefs or opinions, especially on controversial topics.

Scripts

Use the following scripts to distinguish between personal opinions and Academy positions:

Personal Views: “The views I express are my own and do not represent the Academy of Pelvic Health Physical Therapy.”
Academy Representation: “The views I express reflect the Academy’s official stance. For more information, visit our website.”
Titles

If describing your Academy volunteer position, please use the official title of your position without embellishment. Please refer to your appointment letter or election results for the correct title or contact the Academy office if in doubt.

Incorrect: “I am the Academy Chair.”
Correct: “I am the “X” Committee Chair at the Academy of Pelvic Health Physical Therapy.”

Incorrect: “I am an APTA Representative”
Correct: “I am the “X” State Representative at the Academy of Pelvic Health Physical Therapy”

Non-Compliance Procedures

Non-compliance may result in warnings, suspension of privileges, revocation of your role, or public clarification issued by the Academy. Each case will be reviewed and addressed individually.

LAST AMENDED: 09/10/2024

By signing below, I affirm and attest that I have both read,  comprehend, and agree to the terms outlined in these policies and all Academy of Pelvic Health Physical Therapy policies and am committed to adhering to them not only during my term but also beyond its conclusion. With the completion and signature of this agreement, I confirm that I have thoroughly reviewed, understood, and pledge to abide by the terms contained within this agreement.

By submitting this form, I acknowledge that I have read and fully understood the APTA Pelvic Health Conflict of Interest Policy. I further declare that I have provided accurate and truthful disclosures in the provided electronic form. In the event that any additional situation, issue, or activity arises that might pose a conflict of interest with my duty or loyalty to APTA Pelvic Health's best interests, I commit to promptly revisiting the disclosure form and promptly informing APHPT for a determination on the appropriate course of action. Upon the conclusion of my service, I also agree not to utilize or disclose any confidential information acquired during my tenure as an APTA Pelvic Health volunteer or contractor for personal or financial gain.