Guild Policy Statements

Code of Ethics

The Heard Museum Guild makes an essential contribution to fulfilling the mission of the Museum which reads,

“The mission of the Heard Museum is to be the world’s preeminent museum    for the presentation, interpretation and advancement of American Indian art, emphasizing its intersection with broader artistic and cultural themes”.

Volunteers share with staff and members of the Board of Trustees a responsibility to support a code of ethical behavior consistent with the public trust accorded the Museum. Guild members should accept responsibility for understanding the policies and programs adopted by the Museum Trustees and support the achievement of these policies and programs. Volunteers should abide by relevant portions of the ethics statement as it is contained in The Collection and Collection Management Policy of the Heard Museum.

Access to the Museum’s inner activities is a privilege, and the lack of material compensation for effort expended in behalf of the Museum in no way frees the volunteer from adherence to the standards that apply to paid staff. Conflicts of interest restrictions placed upon the staff must be explained to volunteers and, where relevant, observed by them. The volunteer must work toward the betterment of the institution and not for personal gain other than the natural satisfaction and enrichment of participating in the Museum.

While the Museum may accord certain special privileges to volunteers, they should not accept gifts, favors, loans or things of value from other parties in connection with carrying out duties for the institution.

Volunteers who deal with the Museum’s collections and interpretive programs work in areas that are especially sensitive. In particular, volunteers may find that they have access to confidential information and should respect that confidentiality as part of the vital support they render to the Museum.

Museum volunteers should consider themselves obligated to fulfill their responsibilities in the same spirit as though they were a part of the paid staff.

Role of the Guild

The Heard Museum Guild supports the mission and goals of the Heard Museum through volunteerism in:

  • Education
  • Support of American Indian artists and their communities
  • Enhancement of the visitor experience
  • Public outreach
  • Fund-raising.

Administration

Any change in policy must be approved by the Guild Board of Directors. Any action requiring a change in policy must be approved by the Board of Directors prior to the action being taken.

Any Guild member may recommend changes in the Policy Statements.

Any Guild member wishing to speak before the Board for the purpose of introducing ideas, raising questions, or presenting proposals, should notify the Guild President and request inclusion on the agenda for the intended meeting.  If financial information is involved, it must be reviewed with the Treasurer before presentation to the Board.

Finance

The Guild’s fiscal year is October 1st to September 30th, the same as the Museum’s fiscal year.

The Treasurer shall consult with the Museum CFO on significant financial issues. The Guild makes a discretionary contribution to the Museum’s Operating Fund at or before the Guild’s Spring meeting and Guild Appreciation Dinner. Each year, in August, the Treasurer will prepare and the President will give the Museum Board of Trustees Finance Committee a projected amount of the contribution for the coming year.

American Indian Student Endowment Fund

In 2006, the Heard Museum Guild established an American Indian Student Workshop Endowment Fund. That Fund is now renamed the American Indian Student Endowment Fund. During the 2011 Museum audit, the fund was reclassified as a Board of Trustees Designated Fund. The earnings from this endowment and the principle shall be used to offset the costs of conducting programs and activities that directly impact American Indian students including workshops, scholarships, school grants, Student Art Show, and other related activities. In 2016, the Board of Trustees approved the Guild’s request for annual draws up to 4% of the earnings.

  • During the Guild budgeting process, the Executive Committee decides and the Board approves how much of the fund, if any, shall be used to support these activities. The Treasurer will request the withdrawal of such funds from the Museum CFO in a timely manner.
  • At the conclusion of each annual Museum audit, a fund report is received from the Museum.
  • In the event the Guild terminates its involvement with American Indian Students, the Guild Board will recommend disposition of the Fund subject to Guild approval.

American Indian Scholarship and Grant Fund

The Note Cards Chair determines the Committee needs for the next year. The excess is transferred to the American Indian Scholarship and Grant Fund. The amount of the fund to be used for scholarships and grants is determined at budget time by the Student Art Coordinator, the Treasurer, and the President, and approved by the Guild Board during the budget process.

Special Events Account

The Guild Treasurer will maintain a Special Events account of $11,000 to be used as startup money for any event or fund-raising initiative the Guild Board of Directors wishes to start. Net profits of the new project will first reimburse the Special Events account loan to make that account whole again.

Unrestricted Memorial Fund

Undesignated monies donated in the memory of deceased Guild members or their family members will be deposited in the Unrestricted Memorial Fund, the use to be determined by the Board.

Approvals

  • Non-budgeted expenditures in excess of $500 shall be incurred and paid only upon approval of the Board of Directors.
  • Checks in excess of $5,000 shall be co-signed by the President or President Elect
  • Contracts shall be approved by the President, or in his/her absence, by the President Elect of the Board.
  • Contracts over $7,500 must be approved by the Museum COO.
  • Only the following officers shall have authority to sign checks and/or contracts on behalf of the Guild:
    • President – checks and contracts
    • President Elect in the absence of President – checks and contracts
    • Treasurer – checks
    • Dues are to cover at least net Guild Operating Expenses, specifically, Administration, Technology, and Membership.

Indian Fair & Market

The Heard Museum Guild Indian Fair and Market follows the guidance of the Indian Arts and Crafts Act of 1990 in accepting artists. That Act states: “An Indian is defined as a member of any federally or State recognized tribe, or an individual certified as an artisan by an Indian tribe.” In addition, the Fair accepts Canadian Status Indians.  In all cases the Guild requires copies of relevant documentation.

Miscellaneous Policies

Guild Members

  • A Guild member whose responsibilities require his/her presence at an event shall not pay for admittance to that event.
  • Guild members and Museum staff members may not accept monetary honoraria for judging at Guild events or for any other purpose.
  • No Guild monies will be used for refreshments for Guild members, unless included in an approved committee budget.

Multi-day Guild trips

  • Guild members will be given first choice.
  • Due to cancellation fees imposed by travel companies and agencies, it may be necessary to deduct $100 or more from a returned deposit.

Guest speakers or artists

  • An artist speaking at a Guild meeting or a Guild education class may sell his or her own work. A speaker representing a Native American Co-op may sell the works produced by the co-op at the Guild meeting or education class.
  • The Guild will adhere to Museum guidelines regarding payment of fees, expenses, and honoraria for speakers, demonstrators, and other invited presenters.  All such items must be included in the annual budgeting process.

Fundraising

  • All fundraising activities shall be developed in consultation with the Museum Director and staff.

Service Time & Awards Policy

The Museum, the Museum’s Board of Trustees, and the Guild recognize the value of service and quality of work of the Guild volunteers with awards based on number of service hours. All volunteer service hours should be carefully recorded and filed with the Guild administration as a means of aiding the Museum in preparation of grant and sponsorship proposals. It is the responsibility of each Guild member to report his/her service hours by March 31 of each year. Any hours recorded after that date will be included in the following year’s statistics.

Volunteer time shall be recorded electronically by the Guild member throughout the year on the Members only section of the Guild’s website (www.heardguild.org).  If the Guild member has no computer access, the computer in the Guild Room may be used to record hours. Failing this, the member may, at any time, submit a paper record of hours in the Guild Room or to the Chair of the Service Awards Committee, who will record the hours electronically.

The Service Awards Chair, with the help of the Technology Chair, will give directions on how to record hours on the Guild website. The Service Awards Chair totals the cumulative hours for the annual report and for the Museum and keeps paper records for those without computer access.

There shall be no time limit for earning an award. Members with a break in their service may combine their hours.

Service time to the Museum or Guild is defined as follows:

  • Service time to the Museum or Guild begins at the time of arrival at the place of assignment and ends at the finish of that work session and includes round trip travel time from the volunteer’s home.
  • Actual time spent at Board meetings, Guild meetings, committee meetings, work sessions, etc., relating to Museum or Guild projects.
  • On-the-job training in the Museum Shop, Library and Archives, Curatorial Department, and at the Information Desk.
  • Training time required for maintaining or improving proficiency in any service area, including workshops, continuing education, and new exhibit walk-throughs.
  • The Las Guias Training Course must be completed prior to guiding and pursuing an Education Ketoh. A total of 186 hours will be considered hours toward a service award upon graduation.
  • Attendance at gallery openings, parties, etc., is not considered service to the Museum or Guild.

Service Awards

  1. General Awards
  • 300 hours/year:  One-time discount in the Museum Gift Shop.
  • 500 lifetime hours:  Silver Ketoh necklace or bolo. These awards are underwritten by the Board of Trustees.
  • 1,500 lifetime hours: New name badge with accumulated hours
  • 2,500 lifetime hours:  New name badge with accumulated hours, and inscription of the volunteer’s name on the Service Awards Plaque in the Guild Room.
  • 5,000 lifetime hours:  New name badge with accumulated hours, and inscription of the volunteer’s name on the Service Awards Plaque in the Guild Room. The Guild member is also given Honorary Membership to the Guild for life, and a special award (Katsina doll) shall be presented to the honored volunteer at the Annual Awards Dinner.
  • 7,500 lifetime hours: New name badge with accumulated hours.
  • 10,000 lifetime hours:  New name badge with accumulated hours. Recognition with his or her name on a commemorative panel in the Museum courtyard.
  • Each year the Museum will honor the person with the highest number of cumulative hours by placing his or her name with other Museum donors. No person will receive the award more than one time.
  1. Education Awards
  • Education may recognize the Outstanding Senior and Freshman Guides of the Year. Recipients’ names will be added to a plaque in the Guild Room.
  • Education may recognize a Guide(s) for Outstanding Children’s Tours. Recipient’s name will be added to a plaque in the Guild Room.
  • Guides who complete and publicly present an independent study project related to the Museum’s Education mission, will receive an Education Ketoh necklace or bolo.
  • Guides who attain twenty years of guiding will be recognized by having their names engraved on a plaque in the Guild Room.
  1. Shop Awards
  • Shop Volunteer of the Year and Shop Chairman. The names are added to plaques in the shop.
  1. Special Awards
  • A Special Achievement Ketoh necklace or bolo may be given to recognize outstanding and original ideas developed by the person or persons receiving this award.
  • A Special Recognition Ketoh necklace or bolo for Continuation of an Existing Project  may be given to recognize a person for the time and dedication he or she shows to an existing project.
  • The President’s Ketoh necklace or bolo will be presented to the Guild President upon completion of his/her term of Office.

Museum Guest Security Policy

Criminal Background Check

In accordance with Museum policy to assure the safety and well-being of Museum guests, all Las Guias members shall have a criminal background check. The results and information associated with background checks shall be safeguarded in accordance with both Guild and Museum privacy policy.

Signing In and Out

In order to comply with the Museum Visitor Access Control Policy as it relates specifically to Guild members, the following is adopted as Guild Policy:

Signing in and signing out at the Receiving Security Desk is required when a Guild member:

  • Is performing an assigned duty in the main Museum building, such as Info Desk, Library, Guide, etc.
  • Is attending a meeting in the Guild Conference Room, or
  • Has business in Museum Administration

Shop and Café volunteers may sign in and out in their respective work areas.
No signing in or out is required for meetings scheduled through Museum Administration in Dorrance or Steele such as Guild monthly meetings, Guild Board meetings, or Education meetings.  Security knows those meetings are taking place and the scheduled times for the meetings.

Privacy Policy

Overview

The Heard Museum Guild, in close association with the Heard Museum, values the personal information of its members. To comply with the U.S. Privacy Act and Federal regulations, the Guild Board has established a Member Privacy Policy.

Purpose

This Member Privacy Policy document delineates the directives and guidelines used to maintain the privacy of Guild members. A separate Internet Security Policy Statement addresses in more detail the security of electronic information.

Review

The Guild Technology and Communications Committees will review this policy statement annually and submit changes as necessary to the Heard Guild Museum Board for approval.

Member Privacy Policy

Guild member names and contact information are considered private and strict controls will be used to ensure member privacy. The Guild will not share personal information, including member lists and contact information, of any of its members with other entities or non-profit organizations. The only exception to this sharing policy is the Heard Museum and its staff.

To support Guild operations and events, member information must be available to current Guild members. That information will, however, be safeguarded on a password protected website.

A member may choose not to have his/her contact information published on the Guild website or in the Guild newsletter. A member may at any time change his/her preference for publication of name and contact information. Such requests should be  made to the Membership Committee Chair. These records will be maintained by the Guild’s Membership Chair.

The following are specific privacy policies:

  • Unless a member has opted out, name and contact information will be published in the Guild’s Membership Roster, the members-only website, and the Guild’s newsletter. Contact information will be limited to mailing address, phone number, and email address.
  • The Guild uses photographs of its members and the general public to portray key Guild events and activities. When photographs are associated with a member’s name, permission will be obtained from the Guild member.
  • The Guild uses electronic and written formats to communicate with members. As much as possible, generic email groups will be used to communicate with members to ensure that individual email addresses are not visible.
  • The Guild publishes a weekly newsletter that is distributed electronically and is posted on the Guild website. If a member submits an article with his/her contact information, it is assumed that that constitutes permission to publish that information.
  • The Guild maintains a private and secure database of its members. This database stores information on all present and past members and is used to manage data necessary for the Guild to perform its operations and obtain grants for the Heard Museum. The information is only accessible to the Heard Guild Membership, and the Communications and Technology Committees who, on request, provide reports to Guild committees or the Heard Museum. These reports, whether electronic or printed, are kept private and used only for the business of Guild committees and the Heard Museum.

Internet Security Policy

Overview

The Heard Museum Guild, in close association with the Heard Museum, maintains a presence on the World Wide Web (www) with both public and member only access. To govern the Guild’s website and comply with Federal regulations, the Guild Board has established an Internet Security Policy.

Purpose

This Internet Security Policy document delineates the directives and guidelines used to secure the Heard Museum Guild’s website and the use of email to contact Guild members. A separate Privacy Policy Statement addresses more generally the protection of members’ personal information.

Review

The Guild Technology and Communications Committees will review this policy statement annually and submit changes as necessary to the Heard Guild Museum Board for approval.

Internet Security Policies

The Heard Museum Guild maintains one website that is fully open to public access with password restrictions for members use only when accessing content with member’s personal information. The following specific actions will be taken:

  • To ensure the privacy of Guild members, only the names of key Guild committees will be published on the public site.
  • When specific contact information is required, generic names and email addresses will be used as much as is feasible.
  • If a member submits text to be posted on the website with his/her contact information, it will be modified to use generic contact information.
  • When membership and monetary transactions are involved, trusted Internet software will be used to ensure the privacy and security of existing/new members and the general public making ticket purchases or reservations, as well as merchandise purchases. Extensive diligence will be taken to protect credit card and financial information.

Members-Only Content

Access to the Heard Museum Guild’s members-only content will be limited to current Guild members and will be protected by standard login identifications and passwords. The logins and passwords will be established, maintained, and modified by the Guild Communications Committee. The following specific actions will be taken:

  • Any Guild member lists, contact information, photographs, or documents shall be maintained in a secure environment, with access limited by means of passwords to authorized Guild members and Heard Museum staff.
  • Information identified by the Guild President as sensitive and requiring additional protection will require an extra password to limit availability to select members.
  • When specific contact information is required, generic names and e-mail addresses will be used as much as is feasible.
  • If a member submits text to be posted on the members-only site with his/her contact information, it is assumed that that constitutes permission to publish that information.
  • When membership and monetary transactions are involved, trusted Internet software will be used to ensure the privacy and security of existing/new members and their ticket purchases or reservation fee payments as well as merchandise puchases. Extensive diligence will be taken to protect credit card and financial information.
  • The Guild publishes a weekly newsletter that is distributed electronically and is posted on the Guild website. If a member submits an article with his/her contact information, it is assumed that that constitutes permission to publish that information.
  • The Guild maintains a private and secure database of its members. This database stores information on all present and past members and is used to manage data necessary for the Guild to perform its operations and obtain grants for the Heard Museum. The information is only accessible to the Heard Guild Membership, and the Communications and Technology Committees who, on request, provide reports to Guild committees or the Heard Museum. These reports, whether electronic or printed, are kept private and used only for the business of Guild committees and the Heard Museum.

Las Guias, Shop, and Information Desk Only Content

Access to the Las Guias, Shop, and Information Desk specific content on the Heard Museum Guild’s website will be limited to current Guild volunteers assigned to and volunteering in those areas. The specific functional content will be protected by standard passwords. The logins and passwords will be established, maintained, and modified by the Guild Communications Committee. The following specific actions will be taken:

  • Las Guias, Shop, and Information Desk member lists, contact information, photographs, or documents shall be maintained in a secure environment, with access limited by means of a password to authorized Guild members and Heard Museum staff.
  • Standard login identifications and passwords will be changed on a periodic basis.
  • Information identified by the Guild President as sensitive and requiring additional protection, will require an extra password to limit availability to select members.
  • When specific contact information is required, generic names and email addresses will be used as much as is feasible. If a member submits text to be posted on the member-only site with his/her contact information, it is assumed that that constitutes permission to publish that information.

Email Mass Distribution Policy

Overview

The Heard Museum Guild recognizes the efficiency of corresponding with its Members via email. These messages sent to the membership are unsolicited emails. Although sending emails is often the easiest and fastest way to communicate with Members, email that is useful to one member may be perceived as “spam” by others.

Purpose

This purpose of this policy is to provide guidelines and procedures for the distribution of information to Guild Members via mass email.

Statement

The Guild publishes a weekly newsletter, Happening Now. Announcements, requests for volunteers, and information of interest to all members are types of items that can be included in Happening Now. Submissions to Happening Now should be sent to communication@heardguild.org. Deadline is Friday before Monday publication. Happening Now is not distributed from May-August.

Mass email should only be used to distribute information of an official, critical, or time sensitive nature that must be brought to the attention of the entire Guild community or a significant portion of the Guild community. Information not meeting these criteria should be sent via personal email.

Examples of acceptable mass distribution are:

  • Communications from the Guild Board to the general membership.
  • Las Guias communications. A separate email distribution list is maintained and limited to use by Las Guias members. See procedure on the Las Guias website for sending a mass email to Las Guias members. Note: Noticias is sent to Las Guias directly from the Museum, not from the Guild Las Guias email distribution.
  • Shop and Information Desk volunteer communications. Separate email distribution lists are maintained and limited to use by Shop and Information Desk members. See procedures in the Shop and Information Desk website areas for sending emails to Shop and Information Desk volunteers.
  • Social announcements to notify members of a death, funeral, or memorial services or illness of a member. Thank-you messages as a follow up to these emails should be done on an individual basis (since they do not apply to the entire Guild community).

Revised 5/2017

 

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