Policy:
The Association for Challenge Course Technology (ACCT) is an international trade association with paid staff and volunteers. Per ACCT Bylaws, the governing body of the ACCT is the Board of Directors. The Board of Directors has nine (9) elected Directors and an Executive Director who is a non-voting member. All volunteers of the ACCT serve at the pleasure of the ACCT Board of Directors. This includes, but is not limited to, Committees, Groups, Bodies, Panels, Task Forces, and Staff Work Groups (collectively known hereinafter as “Volunteer Groups”). The following policy shall govern the individual volunteers in these Volunteer Groups.
Purpose:
The ACCT is supported and enriched by the many volunteers who give their time, energy, and dedication to our Association. ACCT invites and welcomes volunteers from diverse backgrounds and perspectives, and it appreciates all that they contribute to the mission of ACCT. These volunteers have increased visibility with the ACCT community and the global challenge course, aerial adventure park, canopy tour and zip line industry. As such, they bear an increased responsibility to represent and support the ACCT in good faith.
Procedures:
Types of Volunteer Groups
- Committee: A group of volunteers who serve the association for a specific function as mandated and directed by the Board of Directors. Committees are ongoing, are governed by a Terms of Reference (TOR), and can be created or dissolved by the Board of Directors as needed.
- Panel: A group of volunteers organized to achieve a specific work product as determined by a sponsoring Committee. Panels are ongoing, are governed by a Terms of Reference, and can be created or dissolved by the sponsoring Committee as needed.
- Task Force: A group of volunteers organized to achieve a specific work product as directed by the Board of Directors or a sponsoring Committee or Staff Work Group. Task Forces are governed by a Terms of Reference (TOR) and are dissolved upon completion of the work outlined in their TOR.
- Consensus Group / Body: A group of volunteers organized for a specific purpose in the Association related to ACCT’s role as an ANSI Accredited Standards Developer. Additional information is available in ACCT’s Accredited Procedures.
- Staff Work Group: A group of volunteers who assist ACCT staff in carrying out the business of the Association for a specific function. Staff Work Groups are ongoing, are Staff-directed, and can be created or dissolved by the Staff as needed. Staff work groups are governed by their Terms of Reference or contract as applicable.
- Affinity Group: A group of members linked by a common interest or purpose, with the specific interest identified by the group. Affinity Groups are ongoing, governed by a Terms of Reference, and can be created or dissolved by the Board of Directors as needed.
Becoming a Volunteer
- Persons interested in serving as a volunteer shall complete, maintain, and submit all required forms. Volunteer applications will be reviewed by the appropriate staff or volunteer(s) at the direction of the ACCT Staff.
- Volunteer positions may be posted on the ACCT website and/or announced in a newsletter, email, or other media. Additional inquiries about open positions may be directed to the Membership Work Group or the Chair of a Volunteer Group(s).
- Volunteers shall be ACCT members in good standing, either as individual members or as an employees of a member company, whichever is applicable. Exceptions to this requirement exist for members of the Consensus Body, in ACCT's role as an ANSI Accredited Standards Developer. Additional exemptions to this requirement are possible when expressly approved by the Board of Directors or noted in the Volunteer Group's Terms of Reference, contract, or procedures.
Volunteer Roles
Where applicable, necessary, and outlined in a Volunteer Group’s TOR, there may be certain Officers with specific responsibilities within that group. They may include but are not limited to the following:
Chair:
- Volunteer Group members may recommend a Chair from members of the Volunteer Group to the Board of Directors (BOD). The BOD may also choose the Chair for a Volunteer Group at any time. All Board-directed Volunteer Groups will have their Chairs voted on by the Board of Directors. Staff-directed groups will manage their leadership role(s) as outlined in their Terms of Reference or contract.
- The Chair should preside at all meetings of that Volunteer Group, and direct the group in accordance with their approved TOR’s. The Chair is responsible for overseeing all Volunteer Group business including scheduling of meetings, budget requests, facilitating and monitoring progress on projects and reporting to the BOD, BOD liaison, or designated staff member as applicable.
Vice-Chair:
- Volunteer Group members may choose to designate a Vice-Chair from within their group.
- In the absence of the Chair or in the event of their inability or refusal to act, the Vice-Chair should perform the duties of the Chair.
Secretary:
- Volunteer Groups may designate a Secretary or choose one or more persons in that Volunteer Group to perform the duties customary to the office of Secretary.
- The Secretary should be responsible for keeping an accurate record of the proceedings of all meetings and managing the storage of files and documents associated with that Volunteer Group.
Board Liaisons
The purpose of the Liaison role within the Board of Directors (BOD) is to serve as a neutral conduit for communication between a Board-directed Volunteer Group and the Board of Directors, as well as being a resource and means of support. The Liaison helps to ensure that their appointed Volunteer Group is adhering to their Terms of Reference (TOR), operating within Association policies and procedures, and is focused on work that is aligned with the current priorities of the Association. Liaisons are typically appointed by the BOD.
Volunteer Guidelines
- Expectations: ACCT volunteers shall strive to uphold the ACCT's mission, vision, and values at all times during their volunteer service and in their interactions with other ACCT volunteers, staff, and members.
- Duty to the Association: ACCT volunteers must, in the course of conducting and discussing ACCT business, act in the best interests of ACCT. A volunteer shall not place one’s self-interest (including the interest of one’s company, organization, or another entity for which the individual serves in a leadership, employment, or ownership capacity) or the interest of any third party above that of ACCT. Abusing one’s role as a volunteer for one’s own gain or pleasure (including, but not limited to, the solicitation or acceptance of gifts or other items of value as an inducement to provide special treatment in ACCT-related matters) will not be tolerated.
- Conflicts of Interest: While participating in the work of the Association, all volunteers shall disclose actual and potential conflicts of interest via the Conflict of Interest and Non-Disclosure (COI / NDA) form in accordance with the COI policy.
- Meetings: Volunteer Group meetings are typically held via conference call. In-person (face-to-face) meetings may occur when the need arises, and the budget is approved. Meeting frequency and duration is recommended by the group in question. Membership in Volunteer Groups requires that individual volunteers make reasonable attempts to attend meetings and participate in Volunteer Group business.
- Technology Use: Unless otherwise approved by the Board of Directors, Volunteer Group conference calls, member communications, file storage, and other work products shall be undertaken using ACCT-owned technological platforms in compliance with the ACCT Tech Use Policy
- Terms: Volunteer Group members serve at the pleasure of the Board of Directors and according to the term limit requirements in that group’s Terms of Reference, contract, or procedures. Term limit requirements may be waived by a majority vote of the Volunteer Group members and upon approval of the Board of Directors or staff as applicable.
- Benefits: Participation in ACCT Volunteer Groups is voluntary and without compensation from ACCT. According to ACCT's Volunteer Reimbursement policy, volunteers may be reimbursed for expenses incurred while conducting Volunteer Group business. When approved by the Board of Directors or the Executive Director, some volunteers may be offered benefits including but not limited to conference registration or travel expenses. All benefits shall be in accordance with that Volunteer Group’s approved Terms of Reference (TOR), contract, or as approved by the ACCT Board of Directors or ACCT Executive Director.
- Speaking for a Volunteer Group or for the ACCT: In order to ensure a clear and consistent message about the perspective, direction, and future of the ACCT, all messaging must come directly from the leadership of the Association. ACCT volunteers are always welcome and encouraged to speak about the work that they do in our industry, their knowledge of subject matter related to our industry, and their own personal opinions or perspectives. With few exceptions, ACCT’s Executive Director and Chair of the Board of Directors are the only individuals authorized to speak on behalf of the Association and regarding ACCT matters. The following policies apply to situations in which other volunteers are speaking about ACCT matters, or could be perceived as delivering messaging from ACCT. In cases where policy is not clear, volunteers should direct their questions to the Executive Director or Chair of the Board of Directors.
- 8.1. The Executive Director or the Chair of the Board of Directors may authorize any individual to speak on behalf of the ACCT, about a particular topic at a particular time that has been specifically determined and explicitly approved.
- 8.2. Volunteer Group Officers and members may speak for their group about matters within their group's scope of work, but only when it is done within the confines of official ACCT meetings or events (such as ACCT conferences, symposiums, forums, or Chairs calls). External communications, including but not limited to speaking or communicating with members of the media, the general public, or other organizations, posting on social media, or participating in public forums, must be authorized by the Executive Director or Chair of the Board of Directors.
- 8.3. Any volunteer speaking externally about ACCT-related matters or matters related to the work of their Volunteer Group must clearly state that they speak only for themselves and/or their organization unless authorized by the Executive Director or Chair of the Board of Directors to speak on behalf of ACCT.
- Confidentiality: Volunteers will abide by the confidentiality provisions of the ACCT Conflict of Interest/Non-Disclosure Agreement (COI / NDA).
- Harassment Policy: Harassment undermines our community’s culture, our morale, and our commitment to treat each other with dignity and respect. Harassment can take many forms, including but not limited to touching or other unwanted physical contact, posting / emailing offensive language or content, and using slurs or other derogatory terms. It can be defined as unwelcome conduct that is targeting or disparaging someone based on their race, color, religion, sex (including sexual orientation, gender identity, or pregnancy), national origin, age, disability, or genetic information (including family medical history). Harassment becomes unlawful where 1) enduring the offensive conduct becomes a condition of continued employment or participation in a volunteer role, or 2) the conduct is severe or pervasive enough to create an environment that a reasonable person would consider intimidating, hostile, or abusive. Harassment does not include negative effects a volunteer may experience as a result of actions taken by a Volunteer Group leader or the ACCT Board of Directors that are within the scope of the leader’s responsibilities and would be considered reasonable and appropriate actions. Harassment will not be tolerated at ACCT. If you experience or witness any form of harassment, please report your complaint to a member of the Board of Directors or the Executive Director.
- Zero Tolerance Policy for Violence: ACCT will not tolerate violence on or around its premises or inside its community, either by or against staff members, volunteers, or members of the public. Volunteers are expected to treat other human beings with respect and dignity. Any incident of violence should be reported promptly to the appropriate Volunteer Group leader, the Executive Director, or ACCT Board of Directors. Violence includes but is not limited to verbal or physical intimidation, contact, or threats.
Accountability
If a volunteer fails to meet volunteer expectations or is in violation of any part of this volunteer policy, it should be reported to the ACCT by contacting a member of the Board of Directors or the Executive Director as soon as reasonably possible. The ACCT can, at their discretion, take action including and not limited to dismissal of a volunteer from their Volunteer Group(s), removal of eligibility for future volunteer opportunities, and revocation of ACCT membership, accreditation, or certification status.
Forms:
The members of Volunteer Groups shall submit the following forms and keep them up-to-date where applicable. Note that some volunteer groups may require additional or different applications, contracts, and agreements per their Terms of Reference and/or policies.
- Volunteer Application
- Volunteer Agreement
- COI / NDA
- Tech Use Policy
ACCT reserves the right to review and update the terms outlined in this policy at any time. ACCT will notify volunteers of any changes and/or addendums to this policy.