Volunteer Policy Manual

Purpose

NARA volunteers may have access to member information, club records, internal communications, CRM records, complaints, program information, and other information that is not intended for public distribution. This policy establishes requirements for protecting that information and maintaining appropriate organizational records.

Authorized Use

Information obtained through NARA systems or through a volunteer assignment may be accessed and used only for legitimate NARA purposes related to the volunteer’s assigned responsibilities. Access to information does not create permission to use it for any other purpose or to share it with another person.

Volunteers must not use NARA information for personal, commercial, political, fundraising, or unrelated organizational purposes. Information may not be used to promote a volunteer’s business, club, campaign, product, event, or outside organization unless NARA has specifically authorized that use.

Volunteers should access only the records reasonably needed to perform their work. Curiosity, personal familiarity with a member, or the ability to view a record is not a legitimate reason to access it.

Member and Contact Information

Member names, email addresses, telephone numbers, mailing addresses, membership status, giving history, account information, and other personal information should be shared only when necessary for an authorized NARA purpose.

A request from a member, club, volunteer, business, or outside organization does not automatically authorize release of another person’s information. When someone wishes to contact a member and release is not authorized, a volunteer may offer to forward the request when appropriate and allow the member to decide whether to respond.

Membership lists and contact lists may not be sold, exchanged, copied for outside use, or provided to another organization without authorization.

CRM and Organizational Records

Volunteers must not screenshot, photograph, copy, download, export, forward, publish, or otherwise distribute private records from NARA systems unless the action is authorized and necessary for an assigned responsibility.

Information entered into the CRM or another NARA system must be factual, relevant, professional, and limited to what is reasonably necessary for NARA business. Notes should describe meaningful contacts, needs, commitments, follow up, and outcomes. They should not include gossip, insults, speculation presented as fact, unnecessary personal details, or comments about protected personal characteristics.

Write every record as though the person discussed may eventually read it. If information is sensitive but operationally necessary, contact the appropriate NARA leader for guidance about where and how it should be recorded.

Confidential Information

Information should be treated as confidential when it is marked confidential or when a reasonable person would understand that it is not intended for public distribution. Examples include nonpublic Board or committee discussions, complaints and investigations, financial information, donor information, legal communications, account credentials, security information, unreleased organizational plans, and private member communications.

Confidential information may be shared internally only with people who have a legitimate need to know. It may not be discussed in public places, on open radio channels, in public online groups, or through unauthorized accounts or services.

Legal advice and communications involving legal counsel may be privileged. Volunteers must not forward, summarize, or discuss such communications outside the authorized group.

Records Ownership and Retention

Records created or received while conducting NARA business are organizational records. Whenever practical, they should be created or stored in the approved NARA system rather than solely in a personal email account, device, or cloud service.

Volunteers should not keep unnecessary personal copies of member lists, reports, correspondence, financial documents, or other organizational records. Duplicate working copies should be deleted securely when they are no longer needed.

Records must not be altered, concealed, or destroyed when they are subject to a complaint, investigation, audit, legal matter, financial review, records hold, or other preservation instruction. NARA may establish retention schedules for particular categories of records, and volunteers responsible for those records must follow them.

Ending an Assignment

When a volunteer changes roles or leaves NARA service, access may be changed or removed immediately. All NARA records, files, equipment, and information must be returned, transferred, or left in the appropriate organizational system. Volunteers may not retain member data or other nonpublic NARA information for personal use.

The obligation to protect confidential information continues after a volunteer assignment ends.

Privacy Incidents

Lost devices, misdirected emails, unintended disclosures, suspicious access, exposed passwords, unauthorized downloads, and other possible privacy or security incidents must be reported promptly. Volunteers should preserve relevant facts, avoid broadening the disclosure, and follow NARA’s instructions for containment and response.

Purpose

NARA volunteers are often the organization’s most visible representatives. This policy establishes expectations for speaking about NARA, participating in social media, responding to the public and media, representing NARA at events, and using NARA’s name and brand.

Speaking for NARA

Volunteers may explain NARA’s established mission, membership opportunities, programs, resources, and publicly announced activities when appropriate to their roles. Information should be accurate, current, and consistent with approved NARA materials.

Volunteers may not create an official position or speak for NARA on regulatory, legislative, legal, financial, or press matters unless specifically authorized. They may not commit NARA to a partnership, expenditure, program, endorsement, public position, or course of action without authority to do so.

Questions outside a volunteer’s authority should be referred to the appropriate NARA leader or the Board of Directors. When uncertain, refer the question rather than guess.

Personal Opinions and Titles

Volunteers remain free to express personal views. When a volunteer publicly identifies by a NARA title while discussing NARA or amateur radio issues, reasonable care must be taken to distinguish personal views from official NARA positions.

A NARA title may not be used to give added weight to a personal position, intervene in an outside dispute, imply access to inside information, or suggest NARA endorsement. Volunteers should use only the title currently assigned to them and should stop using that title when the assignment ends.

Respectful Communication

Professionalism applies in person, by email, on the air, in online forums, through private messages, and on social media. Disagree with the idea, not the person. If a conversation stops being useful or productive, step out of it.

Volunteers must not engage in personal attacks, harassment, threats, discriminatory conduct, or prolonged hostile exchanges while representing NARA. Concerns about conduct should be documented and referred through the appropriate process rather than argued publicly.

NARA volunteers do not disparage other amateur radio organizations. There is room for more than one voice, and many NARA members belong to and support other organizations. Volunteers may explain what NARA offers and how it differs without diminishing the people or work of another organization.

Social Media and Online Channels

Only authorized individuals may create, manage, or post through official NARA accounts. Login credentials must not be shared except through an approved access method.

Official posts should use approved information and reflect NARA’s mission and current positions. Volunteers should not disclose confidential information, publish internal disagreements, respond impulsively to criticism, or delete or restrict public comments except under approved moderation standards.

On personal accounts, volunteers should avoid creating a reasonable impression that a personal statement is an official NARA statement. A disclaimer may help, but it does not excuse conduct that misuses confidential information, NARA branding, or an organizational title.

Media and Interview Requests

Requests from reporters, publications, broadcasters, podcasts, content creators, or other media seeking an official NARA response must be referred to an authorized spokesperson. Volunteers may provide public logistical information, such as the location of a booth or published event time, but should not provide an unofficial answer and characterize it as NARA’s position.

Volunteers should record the requester’s name, organization, contact information, deadline, and subject, then forward the request promptly. They should not say "no comment," speculate, or provide off the record statements on NARA’s behalf.

Brand and Logo Use

NARA’s name, logos, marks, graphics, templates, photographs, and other brand assets may be used only for authorized NARA purposes and in accordance with current brand guidance.

Volunteers may use approved materials when performing assigned responsibilities. They may not substantially modify logos, create unofficial organizational marks, place the brand on unapproved merchandise, or use NARA branding in a way that suggests an unauthorized endorsement, sponsorship, partnership, chapter, product, or program.

NARA branding may not be used for personal commercial activity or outside fundraising without approval. Draft materials intended for public distribution should be reviewed through the established approval process before publication.

Events Booths and Public Presentations

NARA participation in a hamfest, convention, club meeting, school activity, forum, or public event must be approved through the applicable event process. Volunteers should use current displays, membership information, presentations, forms, and printed materials.

The lead volunteer for an event is responsible for coordinating setup, staffing, materials, safeguarding equipment and information, transaction procedures, and closing or returning supplies. Volunteers must follow host rules and treat neighboring exhibitors, event staff, and attendees respectfully.

Volunteers should accurately explain NARA and should not promise benefits, partnerships, financial support, policy action, or organizational follow up that has not been authorized. Prospective member information and other contact details must be collected and secured only through approved methods.

Anyone handling membership payments, donations, or merchandise must follow the applicable financial and transaction procedures. Cash, if authorized, must be counted and transferred using the required documentation and may not be mixed with personal funds.

After an event, the lead volunteer should report attendance or contacts as requested, document significant opportunities or concerns, ensure that follow up is assigned, and return or account for NARA property.

Public Conduct

When wearing NARA identification, staffing a NARA booth, using a NARA email address, displaying a NARA title, or otherwise acting in an official capacity, a volunteer’s conduct may reasonably be viewed as representing the organization. Professionalism does not require agreement with everyone. It requires treating people respectfully and representing NARA accurately.

Purpose and Scope

NARA welcomes young people into amateur radio and is committed to providing a safe, respectful environment. This policy applies to every NARA activity involving anyone under 18 years of age, including in person events, online meetings, electronic communications, instruction, testing support, awards, travel, and public programs.

When a host organization, school, venue, or applicable law imposes a stricter requirement, the stricter requirement must be followed. A volunteer must never assume that compliance with this policy replaces a host’s youth protection process.

Appropriate Adult Presence

A NARA volunteer should not intentionally be alone one to one with a minor during a NARA activity. Activities should be observable and interruptible, with a parent or guardian, a second authorized adult, or an appropriate group present whenever practical.

One to one private electronic communication with a minor is not permitted as part of NARA activities. Communications should include a parent or guardian, another authorized adult, or an approved group channel. If a minor sends a private message, the volunteer should move the conversation to an appropriate channel and notify the relevant adult when warranted.

Conduct and Boundaries

Volunteers must maintain appropriate physical, verbal, and electronic boundaries. Sexualized communication, hazing, bullying, harassment, favoritism that creates inappropriate isolation, requests for secrecy, and inappropriate physical contact are prohibited.

Instruction, demonstrations, and operating activities should occur in open or observable settings. Discipline remains the responsibility of a parent, guardian, host organization, or designated program leader. Volunteers should not use physical discipline or humiliating corrective measures.

Transportation and Overnight Activities

Volunteers may not provide one to one transportation to a minor as part of a NARA activity unless a parent or guardian has expressly authorized it and NARA has approved the arrangement. Whenever practical, transportation should involve multiple participants or adults and follow the host’s requirements.

Overnight youth activities require specific advance approval, written operating procedures, appropriate adult supervision, sleeping arrangements that protect privacy and safety, and any required parent or guardian consent. Ordinary volunteer authorization does not authorize an overnight activity.

Photos Video and Personal Information

Photos, recordings, names, call signs, contact information, and other identifying details involving minors may be collected or published only in accordance with approved consent and privacy procedures. A parent or guardian’s permission may be required even when an event is open to the public.

Volunteers must not post or retain images of minors for personal use merely because the images were taken at a NARA activity.

Reporting a Concern

Any immediate threat should be addressed by contacting emergency services or appropriate authorities. Suspected abuse, exploitation, grooming, or a serious safety concern must be reported promptly to the appropriate authorities when required and to NARA leadership.

Volunteers should not conduct their own investigation, confront an alleged offender, promise secrecy, or pressure a young person for details. Listen calmly, record the facts as accurately as possible, protect the young person from immediate danger, and report the concern.

NARA may remove a person from youth contact or restrict access while a concern is reviewed. Good faith reporting is protected under the Complaint Concern and Non Retaliation Policy.

Purpose

No contact, demonstration, event, deadline, or organizational objective is more important than safety. This policy establishes minimum safety expectations for NARA volunteer activities.

General Responsibility

Volunteers must comply with applicable laws, FCC rules, license privileges, host requirements, equipment instructions, and reasonable directions from the person responsible for an activity. Amateur radio operations must comply with Part 97 and the terms of the control operator’s license.

Volunteers should perform only tasks they are trained, equipped, physically able, and authorized to perform. A volunteer should ask for help or decline a task when conditions exceed their experience or capability.

Alcohol, illegal drugs, impairment, horseplay, threats, and reckless conduct are incompatible with safe NARA operations. Prescription or over the counter medication should be considered when it could impair safe driving or equipment operation.

Stop Work Responsibility

Every volunteer may pause or stop an activity when they reasonably believe there is an immediate danger to a person, the public, property, or equipment. The concern should be communicated promptly to the activity lead. Work may resume when the responsible leader determines that the hazard has been addressed.

No volunteer may retaliate against another person for raising a good faith safety concern.

Radio Electrical and RF Safety

Stations must be installed and operated with appropriate grounding, power protection, ventilation, cable management, and protection from contact with energized equipment. Electrical work must be performed only by a person qualified and authorized to do it.

Antennas, masts, feed lines, guy lines, and supports must be placed with appropriate clearance from power lines, traffic, walkways, structures, and the public. Temporary installations must be secured and marked when they could create a trip or impact hazard.

RF exposure requirements must be evaluated and observed. Transmitters should not be operated when people could enter an unsafe RF exposure area. Volunteers must respect equipment limits and never bypass a safety device for convenience.

Generators Batteries and Fuel

Generators and combustion equipment must be operated outdoors with adequate separation from occupied areas and air intakes. Fuel must be stored, transported, and handled in approved containers away from ignition sources. Refueling should occur only after equipment is shut down and cooled as appropriate.

Batteries must be protected from short circuits, improper charging, physical damage, and incompatible connections. Appropriate ventilation and personal protective equipment should be used when battery chemistry or conditions require it.

Vehicles Travel and Site Conditions

Drivers must be licensed, insured as required, unimpaired, and authorized for the vehicle being used. Seat belts must be worn. Handheld device use while driving on NARA business is prohibited except as permitted for an emergency under applicable law. Radio operation by a driver must not compromise safe vehicle control.

Activity leaders should consider weather, heat, cold, lighting, accessibility, sanitation, crowd movement, trip hazards, and emergency exits. Severe weather or other changing conditions may require postponement, relocation, or cancellation.

Emergency and Public Service Activities

NARA volunteers do not self deploy to an emergency scene. Participation must occur through an authorized request and established command or coordination structure. Volunteers must remain within the communications and support role assigned to them and must not interfere with public safety operations.

Personal protective equipment must match the task and environment. A volunteer may leave or decline an assignment that cannot be performed safely.

Incidents and Near Misses

Injuries, illnesses, property damage, equipment failures, safety rule violations, and near misses should be reported promptly to the activity lead and NARA leadership. Emergency care should never be delayed to complete a report.

Reports should record facts, people involved, immediate actions, witnesses, and relevant conditions. Volunteers should preserve evidence and avoid assigning blame or making public statements about an incident.

Purpose

This policy protects NARA’s finances, reputation, donor relationships, and nonprofit responsibilities by establishing who may seek, accept, spend, or commit funds and other resources on the organization’s behalf.

Authorization

Volunteers may not solicit donations, sponsorships, grants, advertising, in kind support, merchandise sales, or other financial assistance in NARA’s name unless the activity and the volunteer’s role have been authorized.

Authorization to discuss NARA does not include authority to negotiate terms, set prices, promise recognition, sign an agreement, open an account, incur a debt, or otherwise obligate NARA.

All fundraising messages, sponsorship packages, grant submissions, sales programs, and public appeals must use approved language and processes. Restrictions proposed by a donor or sponsor must be reviewed before acceptance.

Accepting Funds and Property

Donations and payments should be directed through approved NARA payment methods. Volunteers should not route NARA funds through a personal account, payment service, or business.

Cash may be accepted only when an approved procedure is in place. When cash is handled, at least two people should participate in counting when practical, the amount should be documented, and the funds should be transferred promptly to the designated NARA recipient.

Volunteers may not issue tax advice or promise that a contribution is deductible. Official receipts and acknowledgments must be generated through the approved process.

In kind gifts, restricted gifts, donated equipment, and gifts that create ongoing cost or liability require review before acceptance. A volunteer should not take possession on NARA’s behalf until acceptance is authorized.

Sponsorships and Recognition

Only authorized representatives may negotiate sponsorship amounts, benefits, naming, logo placement, exclusivity, advertising, event access, or recognition. Volunteers must not promise a sponsor influence over NARA policy, governance, awards, editorial content, or member information.

Sponsor and donor recognition must follow NARA’s approved levels and brand standards. Member or donor information may not be shared as a sponsor benefit unless lawfully authorized through an approved program.

Purchases and Commitments

Volunteers may make purchases or commitments only within written authority, approved budgets, and applicable spending limits. Dividing a purchase to avoid an approval threshold is prohibited.

Contracts, subscriptions, recurring commitments, leases, vendor terms, and agreements requiring signatures must be reviewed and signed by an authorized person. A volunteer may gather information or quotes without representing that NARA has accepted an offer.

Merchandise and Event Sales

Merchandise may be sold only through an authorized NARA program using approved products, pricing, inventory controls, and payment methods. Inventory received, transferred, sold, damaged, or returned should be documented.

Personal merchandise and NARA transactions must remain separate. A volunteer may not use a NARA booth or mailing list to promote personal sales without approval.

Financial Records and Irregularities

Receipts, invoices, agreements, deposit records, and other financial documents must be submitted and retained through the approved process. Volunteers should report missing funds, unauthorized charges, suspicious requests, conflicts, or accounting errors promptly and must not attempt to conceal or privately resolve a material irregularity.

Purpose

NARA benefits from volunteers who are active in clubs, businesses, public service, and other amateur radio organizations. Outside involvement is not automatically a conflict. This policy requires disclosure and appropriate separation when personal interests could affect, or appear to affect, a volunteer’s NARA responsibilities.

What May Create a Conflict

A conflict may arise when a volunteer, close family member, business associate, employer, club, or outside organization could benefit from a NARA decision or action in which the volunteer participates. Conflicts may be financial or nonfinancial and may involve personal relationships, competing duties, gifts, leadership positions, contracts, awards, grants, endorsements, or access to information.

An appearance of a conflict can damage trust even when no improper action occurs. Volunteers should disclose situations that a reasonable person might question.

Disclosure

Actual, potential, or apparent conflicts must be disclosed promptly to the volunteer’s coordinator or the person responsible for the decision. Board and committee volunteers should follow any additional disclosure requirements applicable to those bodies.

Disclosure should identify the relevant relationship or interest and the decision or activity affected. The volunteer should not decide alone that the conflict is too minor to report.

Managing a Conflict

NARA may manage a conflict by documenting the disclosure, limiting access to information, assigning another volunteer, requiring the person to leave a discussion, or excluding the person from a recommendation, selection, vote, negotiation, or transaction.

A volunteer must follow the determination made by the appropriate NARA authority. Recusal includes avoiding informal efforts to influence the decision outside the meeting or process.

Gifts and Personal Benefits

Volunteers may not request or accept gifts, discounts, travel, entertainment, commissions, referral payments, or other benefits intended to influence NARA work or offered because of access to a NARA decision. Nominal promotional items or ordinary refreshments may be accepted when they do not create an obligation or appearance of favoritism.

Questions about the value or appropriateness of a benefit should be referred before acceptance. Cash or cash equivalents should not be accepted personally in connection with NARA responsibilities.

Business and Outside Organizations

A volunteer must not use NARA information, contacts, events, systems, or title to obtain an improper benefit for a personal business or outside organization. NARA opportunities should not be redirected for personal gain.

When NARA considers doing business with or supporting an entity connected to a volunteer, the relationship must be disclosed and the decision must be made by disinterested authorized persons using appropriate documentation.

Confidentiality

Disclosure of a conflict does not authorize disclosure of confidential information. Information learned through a NARA role may not be used to benefit the volunteer or another party, even after the volunteer leaves the role.

Purpose

This policy governs the use of NARA email, the volunteer portal, CRM, shared files, collaboration tools, accounts, devices, and other information systems. Its purpose is to protect availability, privacy, integrity, and organizational continuity.

Authorized Access

System access is provided for assigned NARA work. Volunteers may use only their own authorized accounts and may not share passwords, authentication codes, sessions, or account access with another person.

Volunteers must not attempt to bypass access controls, view information outside their responsibilities, disable security settings, test vulnerabilities without authorization, or connect unapproved tools that copy or process NARA information.

Access levels may be changed or removed at any time as roles and operational needs change.

Account Security

Passwords must be strong and unique and should be managed through an approved password manager when available. Multifactor authentication must be enabled when required or offered for systems containing NARA information.

Volunteers must not approve an unexpected login prompt or provide a code in response to an unsolicited request. Suspected phishing, compromised credentials, unusual account activity, or loss of an authenticated device must be reported promptly.

Devices and Connections

Devices used for NARA work should use supported software, current security updates, screen locks, and appropriate malware protection. Volunteers should avoid storing nonpublic NARA data on a shared or public device.

Sensitive work should not be conducted over an untrusted public network without appropriate protection. Volunteers must take reasonable steps to prevent others from viewing NARA information in public or shared spaces.

Email Messaging and Files

NARA email and messaging channels are for legitimate organizational work. Volunteers should verify recipients before sending sensitive information and use approved bulk communication tools rather than exposing recipients through large address lists.

Files should be stored in approved shared locations so authorized successors can find them. Volunteers should not move organizational work into a personal cloud account or use personal file sharing services when an approved NARA method is available.

Suspicious attachments, links, payment instructions, access requests, and changes in banking information must be verified through a separate trusted method.

CRM Use

CRM access is role based. Records must be accurate, professional, and updated sufficiently for another authorized volunteer to understand the relationship and continue appropriate follow up.

Bulk exports, mailing lists, automated messages, integrations, and data imports require authorization. Volunteers may not scrape, copy, or combine CRM data with an outside database without approval.

Prohibited Uses

NARA systems may not be used for unlawful activity, harassment, personal commercial activity, partisan political campaigning, unauthorized fundraising, mass unsolicited messages, copyright infringement, or content that could reasonably endanger NARA’s systems or reputation.

Limited incidental personal use may be permitted when it is lawful, brief, does not interfere with NARA work, does not consume material resources, and does not create risk. NARA may limit or prohibit such use.

Monitoring and Organizational Access

NARA systems and records belong to the organization. To the extent permitted by law, NARA may administer, secure, preserve, review, or retrieve organizational accounts and records for legitimate operational, security, compliance, and continuity purposes. Volunteers should not expect personal privacy in NARA systems beyond protections provided by law and NARA policy.

Artificial Intelligence and External Services

Nonpublic member information, confidential communications, credentials, donor information, legal material, and sensitive organizational records may not be entered into a public artificial intelligence service or other unapproved external tool.

AI generated or externally generated content must be reviewed by a responsible person for accuracy, confidentiality, copyright, tone, and authority before use. Such tools may assist a volunteer but do not approve decisions or speak for NARA.

Incident Reporting and Departure

Security incidents must be reported promptly. Volunteers should not attempt destructive remediation, erase evidence, or publicly disclose a suspected weakness.

When an assignment ends, the volunteer must return NARA equipment, transfer needed records, remove NARA data from personal devices as directed, and stop using organizational accounts and credentials.

Purpose

NARA encourages the prompt, responsible reporting of misconduct, safety concerns, privacy issues, conflicts of interest, misuse of resources, discrimination, harassment, financial irregularities, policy violations, and other serious concerns. This policy explains how concerns may be raised and prohibits retaliation for good faith participation.

Where to Raise a Concern

A volunteer may raise a concern with their coordinator, Field Services Representative, State Representative, Territory Representative, or any member of the NARA Board of Directors. Concerns may also be sent to reports@usnara.org.

If the concern involves the person who would normally receive it, the volunteer should use another listed channel. Immediate threats should be reported to emergency services or the appropriate authorities without waiting for the internal process.

Information to Provide

A report should include, when known, what occurred, when and where it occurred, who was involved, who may have witnessed it, any immediate risk, and any relevant records. A person does not need to prove misconduct before reporting a reasonable concern.

Reports should be truthful and made in good faith. Knowingly false reports, deliberate omissions intended to mislead, or use of the process to harass another person may themselves violate NARA policy. A report that is not substantiated is not automatically a false or bad faith report.

Initial Response

NARA will acknowledge a report as reasonably practical and route it to an appropriate person for review. Immediate protective actions may include securing information, preserving records, changing assignments, restricting system access, separating participants, or pausing an activity.

Protective action is not, by itself, a finding of wrongdoing.

Review of Concerns

The reviewer should be reasonably impartial and free of a material conflict. The review may include interviews, records, system information, policies, and other relevant facts. Participants are expected to cooperate honestly and preserve relevant information.

NARA will handle a concern as discreetly as the facts, safety, fairness, and legal obligations reasonably allow. Absolute confidentiality cannot be promised because information may need to be shared to assess or address the matter.

The person who raised the concern may be told that the matter was reviewed and closed but may not receive confidential personnel, volunteer, legal, or disciplinary details.

Non Retaliation

NARA prohibits retaliation against a person who raises a concern in good faith, seeks guidance, refuses an unsafe or unlawful instruction, or participates honestly in a review. Retaliation includes adverse assignments, threats, harassment, exclusion, disclosure intended to punish, or other harmful action motivated by protected participation.

Suspected retaliation should be reported promptly through any channel listed in this policy and will be treated as a separate concern.

External Reporting

Nothing in this policy prevents a person from contacting law enforcement, emergency services, regulators, or other authorities when appropriate. Volunteers should not interfere with or retaliate against a lawful external report.

Purpose

This policy establishes a fair, flexible process for addressing volunteer performance, conduct, access, and policy concerns. Its goals are to correct problems when practical, protect those involved, preserve NARA’s operations, and act promptly when risk is serious.

General Approach

Depending on the circumstances, NARA may use coaching, clarification, additional training, a written expectation, closer supervision, reassignment, limitation of duties, restriction of access, suspension, or removal from volunteer service.

Corrective action is not required to proceed through every step in order. NARA may select the response that reasonably fits the seriousness, frequency, risk, prior guidance, role, and available facts.

Examples of Concerns

Corrective action may be considered for failure to perform accepted responsibilities, repeated lack of communication, misuse of a title or brand, inaccurate public representation, inappropriate conduct, policy violations, unauthorized disclosure, conflicts of interest, unsafe activity, misuse of funds or systems, refusal to follow reasonable direction, retaliation, or conduct that materially undermines trust or NARA’s mission.

This list is illustrative and not exhaustive.

Coaching and Written Expectations

Many concerns should first be addressed through a direct conversation that explains the issue, the expected change, available support, and a reasonable time for improvement. Significant or repeated concerns may be documented in writing.

A volunteer should have an opportunity to provide relevant information, identify misunderstandings, and ask questions. Nothing in this section requires NARA to delay immediate protective action.

Interim Action

NARA may temporarily restrict duties, system access, public representation, contact with particular people, handling of funds, or participation in an activity while a concern is reviewed. Interim action may be taken without a final finding when necessary to protect safety, privacy, evidence, finances, people, or operations.

Reassignment Suspension or Removal

NARA may reassign or remove a volunteer from a particular position when the role is no longer a good fit, operational needs change, or expectations are not met. It may suspend or end volunteer service for serious or repeated misconduct, loss of trust, unacceptable risk, or other legitimate organizational reasons.

Serious matters may justify immediate removal, including credible threats, violence, abuse, significant harassment, intentional misuse of member information, theft or fraud, material financial misconduct, retaliation, deliberate system compromise, or conduct that creates substantial safety or legal risk.

Unless immediate circumstances make it impractical, a removal decision should be reviewed by an appropriate leader who was not the sole source of the complaint. The volunteer should be notified of the decision and any requirements to return property, transfer records, stop using a title, or end access.

Request for Review

A volunteer removed from an assignment or from volunteer service may submit a written request for review to the Board of Directors within 30 days, unless another governing document establishes a different process. The request should identify material information the volunteer believes was overlooked or explain why the process or outcome should be reconsidered.

The Board or its designee may affirm, modify, or reverse the action. The review is not required to repeat the full fact finding process. This provision does not limit any rights established in NARA’s bylaws for elected Directors or officers.

Separation from Membership or Office

Removal from a volunteer assignment does not automatically terminate NARA membership. Action affecting membership, an elected office, or a Board position must follow the bylaws and any separate governing policy applicable to that status.

Records and Confidentiality

Corrective action records should be limited to those with a legitimate need to know and retained according to NARA’s records requirements. Participants should not use the process for public argument, retaliation, or disclosure of confidential information.

Purpose

NARA’s field organization exists to build relationships, identify unmet needs, connect clubs and operators with resources, and communicate local needs throughout the organization. This policy guides volunteers who work with amateur radio clubs, councils, schools, public service groups, partner organizations, and the broader community.

Support Not Supervision

NARA representatives support clubs; they do not supervise or manage them. Clubs remain responsible for their own governance, finances, elections, membership, programs, property, and decisions.

A volunteer should learn about a club before offering solutions, respect its leadership and traditions, and avoid implying that affiliation with NARA gives NARA control over the club.

NARA services and respectful engagement should not be conditioned on a club or its members joining NARA unless a benefit is expressly limited to members under an approved program.

Relationships Across the Community

Volunteers should seek constructive relationships with active, inactive, new, large, small, affiliated, and unaffiliated clubs. They should encourage cooperation when clubs share an interest but should not pressure clubs to merge, adopt a particular structure, or participate in a program.

Volunteers must not disparage another club or amateur radio organization. Information shared by one club should not be repeated to another merely because it is interesting or could influence a local disagreement.

Club Contacts and Visits

Before a visit, a volunteer should contact the appropriate club leader, explain the purpose, and respect the club’s meeting procedures. During the visit, the volunteer should listen, provide accurate information, avoid dominating the agenda, and make only commitments within their authority.

After a substantive interaction, the volunteer should document relevant facts, identified needs, resources offered, commitments, and follow up in the approved system. Records should allow another authorized volunteer to continue the relationship without requiring the club to start over.

Internal Club Disputes

NARA volunteers should not take sides in internal elections, personality disputes, disciplinary matters, control of property, repeater coordination disputes, or interpretations of a club’s governing documents. A volunteer may listen, identify publicly available resources, encourage respectful internal processes, or refer a matter when NARA has an approved service relevant to the issue.

A NARA title must not be used to influence a local club vote or suggest that NARA has judged a dispute. If a matter involves immediate safety, unlawful conduct, threats, misuse of NARA resources, or a direct NARA interest, it should be escalated through the appropriate channel.

Referrals Resources and Follow Up

Volunteers should connect clubs with the NARA resource that best fits the identified need rather than promising a result. Requests beyond a volunteer’s role should be referred through the chain of support.

The usual path is from the Club Council Representative to the Field Services Representative, then to the State Representative, and then to the appropriate Territory Representative or national level. Sensitive matters involving safety, youth, privacy, harassment, legal issues, finances, media, or urgent organizational risk may be referred directly to an appropriate national leader or the Board.

Volunteers should follow up when they promise to do so, communicate delays, and close the loop even when NARA cannot fulfill a request.

Partnerships and Endorsements

Friendly cooperation does not automatically create an official partnership. Volunteers may not promise a partnership, endorsement, funding, shared program, use of member information, or use of NARA branding without authorization.

Potential partnerships should be documented and referred with enough information for an informed review, including the proposed purpose, participants, expected commitments, costs, risks, and public representation.

Club Information and Locator Records

Club information should be verified when practical and corrected through the approved process. A listing in a NARA directory or locator does not by itself mean that NARA endorses, supervises, or certifies the club.

Volunteers should distinguish verified facts from reports and should not mark a club inactive, publish criticism, or change sensitive information solely on the basis of an unconfirmed claim.

Community and Public Service Relationships

When working with schools, served agencies, emergency management, public safety, event organizers, or community groups, volunteers must respect the authority and requirements of those organizations. NARA representatives should not promise operational capability or response resources that have not been confirmed.

Public service and emergency communications relationships should focus on dependable support, clear expectations, training, and appropriate coordination rather than titles or jurisdiction.

Purpose

This policy establishes when volunteer travel and other expenses may be reimbursed and the documentation required. NARA values volunteer service but must manage member and donor funds carefully.

Volunteering for, attending, or being invited to an event does not automatically mean that NARA will pay or reimburse the associated expense.

Advance Authorization

Reimbursement requires advance authorization from the person responsible for the applicable budget unless an emergency or written exception applies. The authorization should identify the purpose, estimated amount, funding source, limits, and any expenses that will not be covered.

Volunteers should obtain approval before making a nonrefundable reservation or incurring a significant expense. An approved activity does not authorize spending beyond the approved amount or categories.

Reasonable and Necessary Expenses

Reimbursable expenses must be reasonable, necessary, directly connected to authorized NARA work, and supported by appropriate records. Volunteers are expected to choose practical and economical options while considering safety, schedule, accessibility, and the needs of the assignment.

Potentially reimbursable categories may include approved mileage, airfare, lodging, ground transportation, parking, tolls, event registration, shipping, supplies, and meals when specifically authorized.

Personal entertainment, alcohol, traffic or parking penalties, personal purchases, upgrades for convenience, companion expenses, and costs unrelated to NARA business are not reimbursable. Normal travel between a volunteer’s home and a routine local assignment is generally personal unless specifically approved.

Personal Vehicles and Mileage

When personal vehicle mileage is authorized, reimbursement will use the rate established by NARA for the applicable period and is intended to cover fuel, maintenance, depreciation, and ordinary vehicle operating costs. Fuel may not also be claimed for the same personal vehicle mileage unless specifically authorized.

The volunteer must maintain a valid driver’s license, legally required insurance, and a safe vehicle. Mileage documentation should include the date, business purpose, origin, destination, and business miles.

Parking and tolls may be reimbursed separately when authorized and documented. Fines, vehicle damage, insurance deductibles, and personal roadside costs are not reimbursable unless NARA expressly accepts responsibility in writing.

Air Rail Rental Vehicles and Lodging

Travel should ordinarily use a reasonable economy fare. Upgrades, changeable premium fares, and additional fees require justification and approval. Personal rewards may be used, but NARA will not reimburse the cash value of points or miles.

Rental vehicles require advance approval and should be appropriately sized for the assignment. Insurance and fueling instructions will be determined as part of the authorization.

Lodging should be reasonably priced for the location and event. Personal nights, companion charges, room service, movies, minibar purchases, and other personal expenses must be separated from the reimbursement request.

Meals

Meals may be reimbursed only when authorized under a stated actual cost limit or per diem method. Alcohol is not reimbursable. When a meal is included with registration, lodging, or another paid arrangement, it should not also be claimed unless the authorized approver accepts a documented exception.

Shared and Mixed Purpose Travel

When travel combines NARA work with personal activity or another organization’s business, NARA will pay no more than the reasonable cost of the authorized NARA portion. Additional airfare, lodging, meals, transportation, or other costs caused by personal plans are the volunteer’s responsibility.

Expenses paid or reimbursed by another party may not also be submitted to NARA. Complimentary registration, lodging, travel, or other support should be disclosed.

Receipts and Submission

Expense reports should be submitted within 30 days after the expense or completion of travel unless another deadline is established. Itemized receipts are required for lodging, transportation, registration, supplies, and other expenses above the threshold set by NARA. A payment card receipt alone may be insufficient when it does not show what was purchased.

If a receipt is unavailable, the volunteer should provide a written explanation and other available documentation. Repeated missing receipts may result in denial.

The report must identify the NARA purpose, dates, approved event or assignment, each expense, any advance received, and any amount paid by another source. The volunteer certifies that the request is accurate and has not been submitted elsewhere.

Advances Cancellations and Exceptions

Travel advances are permitted only through an approved process and must be accounted for promptly. Unused funds must be returned.

Volunteers should cancel reservations promptly when plans change and take reasonable steps to recover credits or refunds. Credits purchased with NARA funds belong to NARA and should be used for future authorized NARA travel when possible.

Exceptions require written approval from the person with authority over the budget. No volunteer may approve their own reimbursement. Questions should be resolved before the expense is incurred whenever practical.

Relationship to Other Governing Documents

NARA’s articles of incorporation, bylaws, Board actions, and applicable law control if they conflict with this manual. Additional policies or procedures may apply to Directors, officers, committees, programs, financial activities, or specific assignments.

Nothing in this manual authorizes a volunteer to act beyond the authority granted by the bylaws, the Board, an approved budget, or the volunteer’s written assignment.

Interpretation

The Board of Directors or its authorized designee is responsible for interpreting this manual. Questions should be directed through the volunteer’s normal chain of support or to cq@usnara.org.

Exceptions

An exception must be approved by a person with authority over the policy and the affected activity. An exception should be documented and limited to the circumstances for which it was granted. No exception may authorize unlawful conduct.

Review and Revision

This manual should be reviewed at least every two years and whenever a material change in NARA’s operations, systems, programs, legal obligations, or risk makes earlier review appropriate.

Revisions should be approved through the process established by the Board. Volunteers should receive notice of material changes and may be required to complete updated training or acknowledgment.

Questions and Reporting

Volunteers should first contact their coordinator or appropriate field representative for ordinary questions. A concern may be raised with a coordinator, Field Services Representative, State Representative, Territory Representative, any member of the Board of Directors, or by email to reports@usnara.org.

Urgent threats to life or safety should be reported to emergency services or the proper authorities before or at the same time as internal notification.