This manual is a guide of RJI policies, procedures and rules of conduct. It applies to all RJI team members except where otherwise noted. RJI team members include staff, board, volunteers, and contractors. The term ‘lead’ refers to the person who is your team leader, your direct supervisor, or the leader whom you most commonly work with. The term ‘entry level volunteer’ refers to a role that is one-time or has minimal responsibility. It is essential that each member of the organization read, understand, and become familiar with this and other applicable policy manuals and comply with the standards that have been established. Please direct questions about this manual to your direct supervisor or lead.
In addition, all team members will go through an appropriate orientation and training with the exception of volunteers that serve at entry level positions and select volunteer positions that are appointed by staff and board leadership, and as approved by the CEO. Board and staff have addendums to this policy, specific to their roles.
RJI reserves the right to modify, supplement, rescind, or revise any policy, benefit, or provision from time to time, with or without notice, as it deems necessary or appropriate. Any significant updates to the team member manual will be communicated. The most updated version of this manual supersedes all previous versions and other existing policies and practices. This manual may not be amended without the express written approval of CEO of RJI.
If the organization ever changes its name, the contents within this manual will remain intact and transfer directly to the new name.
ABOUT RICHMOND JUSTICE INITIATIVE, INC.
Richmond Justice Initiative (RJI) is a non-profit, Christian faith-based organization that works locally and nationally to eradicate human trafficking.
Our mission is to educate, equip and mobilize communities with the tools needed to be a force in the global movement to end human trafficking.
We are committed to protecting at-risk youth by educating them about human trafficking through our nationally award-winning Prevention Project™ program. We further engage the communities we serve through speaking engagements, in-depth trainings, consultation, and prayer. RJI is wholly supported through the voluntary generosity of individuals, churches, foundations, and businesses.
RJI’s Corporate Values
The manner in which RJI team members conduct themselves is often as important as the work itself. RJI team members should act with upmost integrity at all times. RJI’s corporate values influence everything we do. RJI holds itself to a standard of being as ethical, fiscally responsible, and transparent as possible in its activities. RJI’s Corporate Values are:
- Leadership Development
Brief Overview of RJI’s Programs
• Prevention Project™ Curriculum: Our nationally award-winning curriculum equips middle and high school students to know the risks, common lures, and how to safely protect themselves and others from human trafficking. RJI trains teachers, social workers, youth group leaders and others working with students, who then teach the curriculum in classrooms, after-school programs and youth groups across the country.
• In-Depth Trainings: Through our highly-rated In-Depth Training, we equip youth workers with the tools needed to recognize, prevent, and intercept human trafficking safely and effectively. The Virginia Department of Education requested RJI’s expertise in developing the Guidelines for Training on the Prevention of Trafficking of Children. Our training fully aligns with these standards.
• Church and Community Mobilization: RJI provides engaging and integrative solutions for communities, organizations, and churches to significantly impact anti-trafficking efforts, allowing groups to be active change agents.
• Consultation: We value collaborative partnerships and advise businesses, states, communities and church organizations on large-scale projects engaging with anti-trafficking practices.
What RJI does allow:
• Report any suspicious activity to the 24/7 National Human Trafficking Hotline by calling 1-888-373-7888 or by texting 233733 (Text “HELP” or “INFO”) and to local law enforcement contacts (when applicable). All team members should memorize the National Human Trafficking Hotline number and put it in their phone as an easy to remember contact, such as ‘HT Hotline’ (pause to do this step now, if you haven’t already).
• Share the National Human Trafficking Hotline telephone number 1-888-373-7888 and/or texting number 233733 (Text “HELP” or “INFO”) with potential or current victims of trafficking. If you have any questions, please contact RJI leadership.
• RJI staff may also refer to qualified and trusted after-care or law enforcement partners, as appropriate.
• Only staff leadership and those approved by staff leadership may work with survivors of trafficking on anti-trafficking initiatives once survivors are at an appropriate place of healing, as recommended by a reference (counselor, social worker, mentor, pastor, etc.).
What RJI does NOT allow:
• RJI does NOT, nor are we qualified to work one-on-one with victims of human trafficking to provide any type of counseling, advice, or after-care services.
• RJI does NOT, nor will we agree to accompany law enforcement on raids or interview victims of human trafficking during an investigation.
ORGANIZATIONAL STANDARDS OF CONDUCT
It is the policy of RJI to conduct its business according to the highest ethics. All RJI team members are expected to act with integrity when dealing with everyone including but not limited to government agencies, non-profits, businesses, agencies, sponsors and donors, suppliers, employees and volunteers, the general public, and those whom we are seeking to serve. RJI is committed to provide transparency in all its activities, as appropriate.
RJI’s P.O. Box address is our official organizational mailing address, which may be shared with the public, and should be used on all documents and correspondence.
The physical location of the RJI office is confidential. The RJI address may be shared with established volunteers and partners, as deemed necessary for RJI’s business purposes. Therefore, the office address may not be shared with everyone or be publicly listed anywhere unless legally necessary.
RJI team members, as part of their duties and responsibilities, may be privy to confidential information regarding the organization’s operations, programmatic content, financials, team members, and other individuals. This policy requires RJI team members to ensure information shared with them remains confidential, not discussed with others in private or public settings, not for use for personal or external gain, and not used for any other purposes (including replication, usage in part or whole, or taking inspiration from proprietary information) during any time, both during and after service with RJI. Some volunteer roles will require background checks.
RJI Office Expectations
• Be respectful of your surroundings, as this is a professional work environment.
• Please be considerate of others with noise level including talking, music, etc.
• If you need to take a meeting or phone call, please do so in an area of the office that won’t disturb others’ work flow.
• Music is welcome as long as team members contain the music to their work area or wear headphones/ear buds. Please make sure you can always hear people in the office if they are trying to speak to you, by either keeping the volume in your ear buds or headphones low, or by just wearing one ear bud. Exceptions can be made.
RJI Attire Policy
• Most days: Business Casual. Nice Jeans are allowed, as long as they are paired with a professional top.
• Some events, meetings: Business Professional.
• Some days when RJI team does not have any public facing meetings, staff may elect to wear casual attire.
• Additionally, RJI’s dress code requires team members to reflect modest and professional attire at all times:
• No exercise clothes or sneakers (unless athletic wear is required/approved in advance)
• Dresses/skirts should be no more than 3-4 inches above the top of the kneecap when sitting
• Leggings may be worn underneath a dress but not alone, as pants
• Clothing should be well-kempt and not too tight. Jeans should not have any holes.
• No skin-tight or low-cut attire
• Well-groomed nails, hair nicely kempt
The staff leadership reserves the right to discern if attire is inappropriate, according to this dress code.
Family, Friends, and Pet Visitation Policy
• Staff: Friends and family are welcome to visit the office as long as they do not disturb the workflow, as reasonable. Any consistent visiting needs to be approved in advance by the CEO.
• Volunteers: please contact a RJI staff member to have approved any office visitors in advance.
Pets: if desiring to bring a pet to visit, first get approval by the entire staff team in advance. When in-office, their noise levels should be contained, and all efforts made to protect all team members and RJI property.
Violation of this policy: any staff member may remind and enforce this policy if volunteers violate this policy and similarly, the highest-ranking employee in the office may remind and enforce this policy with any employee. Medical Files and Procedures Every staff member and volunteer that works in the office at least once per week should complete a medical file that will be kept in the RJI Medical Folder, which should never be moved from its place unless it’s being referred to in the moment and should be returned to its place immediately upon use. This medical information will also be available in the organization’s electronic records. All staff members should ensure they know where the medical files are located and may have access to these medical records for the sole purpose of the needs of the organization.
Each person is expected to obey safety rules and exercise caution and common sense in all RJI-related activities. Team members must immediately report any unsafe conditions to your lead or the CEO (and the lead should promptly report all unsafe conditions to the CEO). Team members who violate safety standards, cause hazardous or dangerous situations, or fail to report, or where appropriate, remedy such situations, may be subject to disciplinary action including potential termination of position with RJI. In the case of an accident that results in injury, regardless of how insignificant the injury may appear, team members should write down all relevant details and notify their lead immediately or at the absolute soonest available time.
Emergency Medical Policy
Every effort should be made to keep medical information confidential, however, it is RJI’s policy that the immediate care of the ill/injured team member is of upmost importance and medical information on a person’s file may be revealed to provide the upmost care for the person. RJI team members agree not to hold RJI or RJI team members responsible for providing the upmost care to ill/injured team members based on this policy.
When a person is ill/injured or his/her health is in question, calmly:
1. Make sure the person is ok by gently speaking with them.
2. Important: do not move the person or give any medication.
3. As much as possible, do not bring a lot of attention to the situation, to maintain the person’s confidentiality.
4. Ask the senior-most team member available to assist you, as at least two people should be involved when a medical issue arises (if at all possible)
a. One person should stay with the ill/injured person at all times
b. If possible/applicable, the other person should pull the ill/injured person’s medical file and return immediately to join the ill/injured person and other staff member, to maintain accountability and two witnesses to the situation.
c. If the person is not conscious, call 911 immediately then call the emergency contact(s) on the person’s medical file.
5. A. If in the RJI Office, locate and read the medical file in full to determine the best course of action and continue to step B below.
B. Whether you have access to the person’s medical file or not, please follow these next steps:
i. Discuss with the ill/injured person about calling their emergency contact or doctor.
ii. Do not offer medicine. If the person wants to take medicine, they must choose this themselves (be sure to document this important fact) and be of a sound mind and it must be from their own medicine unless they elect otherwise (be sure to document this important fact).
The senior most RJI team member who witnessed the event is responsible for writing down all details of event including any physical injuries, times of occurrence, circumstances that led to the injuries, actions taken by team members and others that immediately followed (see below for the one-time emergency safety/event record template). Please include first and last names and phone numbers of everyone involved that took any action in the matter, the date of the situation, and actions/decisions made by the person with the medical emergency.
This report should be documented on paper or electronically as soon as the incident is concluded, to provide maximum details, and be communicated with RJI staff leadership immediately. The staff member should file the original report alongside a completed “One-Time Emergency Safety/Event Record.” RJI will keep the log of incidents in the designated electronic medical incident record in the event of any medical or investigational reasons. In addition, if EMS is called, if possible, please provide a copy to the EMS when they arrive and retain the original for RJI’s records.
At least five copies of the below “One-Time Emergency Safety/Event Record” template should be printed to have on hand in the office, filed with the medical forms.
One-Time Emergency Safety/Event Record
Injured/Ill person’s name
Date/Time Event Occurred
Person’s name recording this information and phone number:
Witness(es) full names and phone numbers:
Description of what happened (use additional paper if necessary):
Please circle answers: 911 Called? Yes No
Medical doctor on file called? Yes No
Medical emergency person notified? Yes No
Please make a copy for EMS. Original is to be kept on file in office
RJI expressly prohibits any acts or threats of violence by any current or former team member against any other team member in or around the workplace or elsewhere at any time. RJI also will not tolerate any acts or threats of violence against employees, volunteers, customers, supporters, partners, visitors, vendors or other people at the work site at any time or while they are engaged in business with or on behalf of RJI, whether at or away from RJI. RJI will take prompt remedial action, up to and including discharge, against any team member who engages in any threatening behavior or acts of violence, or who uses any threatening language or makes threatening gestures. Any team member, who becomes aware of a display of violent, abusive or threatening behavior, or a threat or tendency to engage in such behavior by another team member, is to report such behavior to his/her staff lead or to the CEO. To the extent possible, such reports will be handled confidentially. In furtherance of this policy, team members have an obligation to inform their lead or CEO (or the lead will contact the CEO promptly) of any activity involving current or former employees, volunteers, customers, visitors, vendors or other people who they believe could result in violence.
As examples, this includes threats of violence, aggressive or confrontational behavior, grossly offensive acts, and threatening or hostile comments.
Team member reports made pursuant to this policy will be held in confidence to the extent possible. RJI will not tolerate any form of retaliation against any team member for making a report under this policy.
Likewise, no team member will suffer any retaliation for having complied with this policy. The purpose of this policy is preventive, not punitive. It is the responsibility of each team member to contribute to a safe environment.
To ensure that RJI maintains an environment that is safe and free of violence for all team members and visitors, the company prohibits the possession or use of dangerous weapons on company property and at any RJI related meetings or events.
“Company property” is defined as all company-owned, leased, or places where RJI is doing business including buildings, indoor/outdoor spaces and surrounding areas such as sidewalks, walkways, driveways and parking lots under the company’s ownership or control or borrowing. If a person has a “conceal and carry” permit, the person may keep the firearm in his/her car. This policy also applies to all company-owned or leased vehicles and all vehicles that come onto company property.
“Dangerous weapons” include firearms, explosives, knives (with the exception of small eating utensils and small utility pocket knives (must be under 3 inches)) and other weapons that might be considered dangerous or that could cause harm.
All RJI team members, visitors and customers are subject to this provision. RJI strictly prohibits team members and visitors from possessing any “dangerous weapon” (as defined above). Further, RJI strictly prohibits firearms on “company property” of any type, including those for which they have a legal permit. A license to carry the weapon on company property does not supersede company policy. Any team member in violation of this policy will be subject to disciplinary action, up to and including termination.
It is the responsibility of RJI team members to inform any visitor of this policy in advance, if they know there is a possibility the visitor may bring a weapon on “company property”. RJI non-staff should contact RJI staff leadership to provide a report of suspected or confirmed violation of this policy immediately or as soon as appropriately able.
Armed law enforcement may enter “company property” only if they are on active duty. If law enforcement is off-duty, they must keep their weapon(s) concealed in their own vehicle. If a RJI team member knows that an armed, on-duty law enforcement agent will be visiting the “company property”, it is that RJI team member’s priority responsibility to let all other team members know in advance of the visit.
Searches of Personal Property
RJI staff and board reserves the right at any time and at its discretion to search all company-owned or leased vehicles and all vehicles, plus packages, containers, briefcases, purses, lockers, desks, enclosures and persons entering its property, for the purpose of determining whether any “dangerous weapon” is being, or has been, brought onto its property or premises in violation of this policy. Team members who fail or refuse to promptly permit a search under this policy will be subject to discipline up to and including termination.
Workplace: anywhere where RJI business is being conducted.
Purpose and Goal: RJI is committed to protecting the safety, health and well-being of all team members and visitors. We recognize that alcohol abuse and drug use pose a significant threat to our mission and have established a drug-free organization that balances our respect for individuals with the need to maintain a drug-free environment. RJI requires that team members adhere to a strict policy regarding the use and possession of drugs/alcohol and encourages team members to voluntarily seek help with drug and alcohol problems.
Applicability: Any individual who conducts business for the organization, is applying for a position, or is conducting business on the organization’s property is covered by our drug-free workplace policy. Our drug-free workplace policy is intended to apply whenever anyone is representing or conducting business for the organization. Therefore, this policy applies during all working hours, whenever conducting business or representing the organization.
Prohibited Behavior: It is a violation of our drug-free workplace policy to use, possess, sell, trade, and/or offer for sale illegal drugs and intoxicants. Prescription and over-the-counter drugs are not prohibited when taken in standard dosage and/or according to a physician’s prescription. Any team member taking prescribed or over-the-counter medications will be responsible for consulting the prescribing physician and/or pharmacist to ascertain whether the medication may interfere with safe performance of his/her role, in which case the team member should report this information directly to the CEO and his/her supervisor.
If the use of alcohol or a medication could compromise the safety of the team member, fellow team members or the public, it is the team member’s responsibility to use appropriate personnel procedures (e.g., take applicable leave, request change of duty, notify supervisor) to avoid unsafe workplace practices. The illegal or unauthorized use of alcohol or prescription drugs is prohibited. It is a violation of our drug-free workplace policy to intentionally misuse and/or abuse prescription medications.
The drinking of alcohol in discrete quantities by persons of legal age is permitted at social functions hosted by or attended on behalf of RJI.
Under no circumstances shall an RJI team member operate a motor vehicle while under the influence of alcoholic beverages. RJI team members are prohibited from consuming alcoholic beverages before or during work or volunteer hours, RJI speaking engagements, or other such organizational representational opportunities.
RJI restricts smoking of any kind in the workplace in accordance with local laws and to provide a smoke-free environment for nonsmoking team members.
Notification of Convictions: In accordance with the United States Drug-free Workplace Act of 1988, any employee convicted for a violation of a criminal drug statute occurring in the workplace must report the conviction to the CEO within five calendar days after the conviction.
Consequences: One of the goals of our drug-free workplace program is to encourage team members to voluntarily seek help with alcohol and/or drug problems. If, however, an individual violates the policy, the consequences are serious. Failure by an team member to abide by the drug and alcohol policy or the requirements of the Drug-free Workplace Act may be grounds for termination or the team member may be requested to participate satisfactorily in a drug abuse assistance or rehabilitation program.
Confidentiality: All information received by RJI through the drug-free workplace program is confidential. Access to this information is limited to those who have a legitimate need to know in compliance with relevant laws and management policies.
Conflicts of Interest
RJI team members will strive to conduct RJI affairs decently and above reproach, will operate with the highest level of integrity, and will avoid conflicts of interest.
For the RJI team members, there exists a fiduciary duty that carries with it a broad and unbending duty of loyalty. Team members have the responsibility to administer the affairs of the organization honestly and prudently, and to exercise their best care, skill and judgment for the sole benefit of RJI and those it seeks to serve. The team shall exercise the utmost good faith in all transactions involved in their duties, and they shall not use their positions with the organization or knowledge gained there from for their personal benefit. All purchases of goods and services must be affected on a basis that secures for the organization’s full competitive advantage as to product service and price.
Statement of Policy
Any conflicts of interest that have been identified by a team member must be reported to and documented by a member of staff leadership, indicating the potential or confirmed area of the conflict of interest. Staff leadership are required to report potential or confirmed conflicts of interest to the board to determine steps to avoid or clear area of potential conflict of interest.
No covered person shall have any direct or indirect conflict of interest in his or her dealings on behalf of RJI.
Without limiting the foregoing, covered persons shall abide by the following applications of this policy:
Prohibited Gifts and Gratuities
No covered person shall seek or accept any gift, gratuity, entertainment, travel or other item or service of material value from any person or organization doing business or seeking to do business with RJI.
Similarly, no covered person shall make or offer any gift, gratuity, entertainment, travel or other item or service of material value to any person or organization doing business with RJI or with whom RJI is seeking to do business.
For purposes of this standard, reasonable and customary gifts of memento advertising (e.g. calendars, pens, mugs, and the like), or an occasional meal (not excessive in cost) shall not be deemed to be an item of material value.
Conflict Resolution & Grievance Procedure
Because we are human beings, disputes and concerns may arise between us – either between RJI team members, between RJI team members and RJI itself, or RJI and outside persons or entities.
RJI does not tolerate gossip among its team members. A team member should approach the other team member(s) with whom they have a conflict or concern both privately and expediently. RJI will not tolerate talking behind others’ backs. RJI seeks to have an open, positive, safe organizational environment conducive to such conversations. Team members may approach their team leader, their staff lead, or supervisor about how to best approach the other team member(s), if needed. Team members have the option not to engage in conversation with someone who is breaking protocol. Encourage the other team member to do what this manual says, and please report the incident to your team lead, as appropriate.
Managing the conflict:
Summary of how team members should handle conflicts:
- Please always assume/ believe the best of everyone until proven wrong.
- Assess the situation of conflict. If the offense is minor, consider if it is a situation where grace can be offered, and the offense overlooked.
- Evaluate the situation with an open mind. Recognize what your own role may be in the conflict and understand that there are multiple perspectives involved.
- If you do not choose to address the matter, forgive the offense and move forward without holding the offense against the person.
- If the offense needs to be addressed, go to the person first and approach them graciously and privately as soon as realistically possible. The goal is to pursue peace, reconciliation, and positive next steps.
- Contact your lead when:
- The person you need to confront refuses to meet, listen, or the conversation is not productive,
- The conflict has the potential to affect the organization, immediately report to your lead.
- You need advice on how to handle a conflict or if you are uncomfortable approaching the person(s) with whom the conflict is with directly. If it is your lead with whom you have conflict with, approach their lead.
RJI shall not discriminate in its provision of services with regard to race, religion, national origin, sex, age, marital status, personal appearance, family responsibilities, disability, enrollment in college or vocational school, political affiliation, veteran status, sexual orientation and/or gender identity or genetic information.
- Meeting with minors:
- Whether meeting with someone RJI serves (ex: student) or a RJI volunteer, always suggest a location that is in view of everyone but private enough to have the needed conversation.
- Notify a staff member or your lead to let them know when and where the meeting/conversation in occurring.
- Always attempt to have a lead present.
- RJI Juvenile Volunteers:
- Volunteers under the age of 18 are welcome to volunteer with RJI under the following conditions (in addition to the above):
- Parent/Guardian authorization is required:
- Entry level volunteers only: email or signed note from guardian with authorization to volunteer sent to the staff supervisor (to be kept on official record in the RJI Portal)
- All other levels of volunteers: the juvenile volunteer AND a guardian of the juvenile must sign the “ACKNOWLEDGEMENT OF TEAM MANUAL” at the end of this manual.
- Tasks assigned by team leader must be appropriate for a juvenile. If there are any questions, please consult staff leadership.
Every effort should be made at all times to purchase goods that are ethically made, without slave labor. Team members should always choose Fair Trade Certified or ethically made products whenever available. This policy acknowledges that there are circumstances when such information about products is not available or Fair Trade Certified/Ethically made labels products are not obvious. RJI shall make every effort to buy the most responsibly made goods, based on information and options available*.
*Due to the wide array and availability of Fair Trade and ethically made products such as coffee, tea, chocolate, etc., RJI shall exclusively purchase these products Fair Trade or ethically made.
RJI is a registered organization under Fair Trade Campaigns USA and Fair Trade RVA, with a commitment to providing at least two Fair Trade products within the RJI office at all times and at RJI events, when applicable.
Environmental stewardship: when possible make every effort to choose/purchase goods or make decisions that are earth friendly. Please recycle and reduce waste as much as possible.
RJI provides consultative, monetary and partnership services, when deemed necessary, to fellow anti-trafficking organizations, towards the needs of victims of human trafficking upon direct request from the appropriate parties (i.e. law enforcement, service providers), based on the budget and time capacity allowance.
Only staff persons are given RJI credit cards and most typically only full-time staff persons, based on necessity and frequency. A credit card may be provided to a part-time staff person if the role necessitates it, as approved by the CEO. Team members may request reimbursements of pre-approved purchases (see below) or use the credit card of a full-time staff member if appropriate.
Expenses charged to RJI must always have a justified need for the purchase, be included in the yearly board-approved budget and expense guidelines, be preapproved by a staff member (if a volunteer is making the purchase), and be supported by proper receipts and completed reports. Any expenses must be recorded in the official Expense Log ASAP, all before the end of each month.
EQUIPMENT AND INTERNET POLICIES
Wireless Communications Acceptable Use Policy
RJI does not currently provide telephones for its team members. Use of personal equipment (phone, computer, etc.) is sometimes required. Printer and Internet access is provided in the office.
Appropriate Use of the Internet and Technological Applications
Team members should ensure that their devices are up to date and to employ safe practices while utilizing the Internet and all computer applications.
Team members are responsible for their own navigation of the Internet and for any and all content they encounter. It is possible that users may find content on the Internet that is offensive, and it should not be expected that RJI will provide any protection from accessing any undesirable content.
• RJI does not provide vehicles for any work associated with RJI.
• It is the policy of RJI to emphasize its commitment to the safe operation of all motor vehicles used by its team members while on RJI business around town or during business trips. RJI prohibits texting while driving and any other activity by phone that would distract the driver. Team members must be aware of and must observe all federal, state and local laws and regulations and must follow safe driving practices while using wireless communications devices.
RJI relies upon visual storytelling as part of its mission. RJI will often capture video, audio, and photographic content during RJI activities, including team members as subjects. Additional information is available in the Media Release Form in the following section.