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Policies & Procedures

Policies and procedures are created and managed by the iFamily Board of Directors to assist them in conducting all proper business of iFamily Leadership Academy. ~Bylaws Article V, Section 4

 

Official Use of the iFamily Name & Logo

iFamily Leadership Academy is a great organization and a synergistic community that our members enjoy being involved in. Because of this community feeling, it can be easy to use the name of iFamily in circumstances where iFamily, as an organization, is not actually involved. Please recognize that all official communication in the name of Idaho Family Leadership Academy, iFamily Leadership Academy, or iFamily should be done only by the Board of Directors or by those the Board commissioned to represent iFamily. Please refrain from using the name of Idaho Family Leadership Academy, iFamily Leadership Academy, or iFamily in personal communication that could be construed as, or is intended to appear as, coming officially from our organization, especially in any written correspondence. Likewise, the iFamily logo, past and present, is for official use only and may not be used, in any format, without the express permission of the iFamily Board.

 
 

Membership Capping Policy

April 18, 2016

iFamily membership numbers have  increased every year since iFamily was formed in 2010. We started with 37 families. We now have many, many more families! Growing pains are being felt by all. Class-size is large. As a board and membership, attempts were made to address growth without capping including seeking permission from CCC for a second day of iFamily, and seeking for other viable locations.  More and more youth are turned away because classes are full.  In an effort to ensure quality and availability of classes to the membership, the Board has decided to cap iFamily membership–effective immediately on this day April 18, 2016.

As of Fall Semester 2016, only previous members of iFamily will be allowed to register for Full membership and participate in classes. This includes current Spring 2016 membership and any past membership of iFamily, be it Full Member or Associate Member families. No new families will be accepted as Full members for the Fall of 2016. New families may register as Associate Members. When un-capping occurs, Associate Members will be given preference. Lifting the cap and allowing new members into our organization is at the discretion of the iFamily Board.

 

Registration Procedure

July 8, 2019

It is our hope that this new procedure will allow us to accommodate more Associate members who desire membership in the iFamily organization, while honoring current iFamily membership and space limitations at Christ Community Church.

The new procedure is as follows:

The iFamily Board carefully evaluated the organization’s needs and abilities to accommodate the membership. iFamily Membership will continue to be capped. However, in order to keep iFamily a fiscally healthy organization with a thriving membership, we determined an iFamily Member registration target range of 75-85 on-campus families per semester. 

If the minimum target range of 75 families is not met at the end of the current Full Member registration period, current Associate members will be eligible to register as Full Members, not to exceed the maximum target registration unless otherwise determined by the Board.

  1. The iFamily Board will notify the membership of Full Member Registration dates via the iFamily Leadership Academy Facebook Group and the iFamily calendar on iFamilyLeadershipAcademy.com.

  2. Full Members are given a period of time specified by the board to complete registration and pay associated registration fees for the current semester.

  3. At the completion of the registration period for Full Members, the Board will evaluate the number of registrants and determine whether a second registration period will be held to invite eligible Associate Members to become Full Members in order to meet the minimum target. 

  4. Associate Members will be notified via the Facebook group about open spaces for new membership.

  5. Eligible Associate Members interested in becoming Full Members will then have a specified amount of time to email the Board to request membership registration. The email should include answers to these questions:  How long have you been an Associate Member of iFamily? Why would you like to be a member of iFamily Leadership Academy? What else would you like the Board to know?

  6. The Board will evaluate membership requests based upon those who have been Associate Members longest and desire to invest in the organization. If the board is unable to determine these factors from email requests, candidates will be placed in a lottery pool and randomly drawn for available membership. No special consideration or exceptions will be given to particular friends of Full Members or Board Members. The Board will extend an email invitation for membership with a link to register.

  7. Registration forms must be complete and fees paid by a date specified by the Board.

  8. New Full Members will be eligible to apply for classes on the initial class application day.

The registration target range is at the complete discretion of the board. The Registration Procedure will in no way affect registration or position of current Full Members in good standing.

 

Registration Payment & Refund Policy

Member fees are due at the time of registration, during the registration window as specified by the Board and included on the calendar and in other communications.  Member fees may be paid on the website through PayPal, or a check may be mailed to our P.O. Box. Cash will not be accepted.  All payments must be received during the registration window for members to be eligible to apply for classes.  Members that did not submit the membership agreement form AND pay member fees are not eligible to apply for classes, and will not receive the information needed to access class pages.

Members may apply for a refund in the first two weeks of the semester if they decide not to attend. They are required to apply for a refund by submitting the Withdrawal and Refund Request Form. Once verified that they are not attending, a refund will be issued. If a member is found purposely abusing this policy and applying for classes without filling out appropriate forms and paying fees and/or causing problems for mentors, the Board will determine if a withdrawal of member privileges is appropriate.

 

Buying & Selling Policy

There shall be no buying, selling, or trading at iFamily except for the purpose of fundraising for said organization with approval from the Board. We recognize it is convenient for membership to transfer goods at iFamily, but sale of such items and consumption of such items at iFamily is not allowed. Pre-purchased, pre-packaged items should be transferred quietly and discreetly and should not congest the halls or distract from the learning environment. Occasional sale of used curriculum for the benefit of membership is an exception and must be approved by the Board.

 

Complaint & Grievance Policy & Procedure

In order to maintain a well-governed organization that is safe for all members of iFamily, a Complaint and Grievance Policy is provided. The purpose of the Complaint and Grievance Policy is to provide a vehicle in which a complaint may be brought forward; a fair and complete investigation undertaken; and appropriate action taken.

  • Disciplinary actions may be incurred by all members of iFamily, including Board members.

  • All members are responsible to encourage proper conduct in accordance with the agreements of membership.

  • Juvenile matters should be brought to the attention of the parent. If the issue is not resolved, then a formal complaint may be brought to the Board.

  • Major disciplinary action requires written reports and formal notification.

  • Complaints or grievances against Board members are instituted in written form to the President. If the President is the Board member in question, the written form is given to the Vice President.

This policy is instituted to provide a mechanism through which Members and Associate Members of iFamily Leadership Academy may be educated and protected if there is misconduct on the part of a member, mentor, or Board member. Complaints and grievances may be classified as follows:

A Complaint is a reporting of a negative occurrence arising in an interaction between Full Members, Sabbatical Members and/or Associate Members. It may be reported by the injured party or another concerned party. In order for a complaint to be officially considered, it must be submitted in writing. A complaint review must then be conducted. The purpose of a complaint review is to discover the facts and to provide support, advice, and education as appropriate.

A complaint is differentiated from a grievance by the fact that, concerning a grievance, it was determined from the complaint review that the action requires disciplinary action (probation, expulsion, etc.) beyond support, education, and advice.

Complaint and Grievance Procedure:

*Person(s) filing a complaint will submit the complaint in writing to the iFamily Board. Person responsible: injured party or other concerned party.

*A complaint review will be conducted by the Board within one week of submission of the complaint. Person responsible: President of iFamily.

*If action requires more than support, advice, and education, a Grievance Committee of three, with a designated committee chair, shall be appointed by the President with approval from the Board within one week of the complaint review conducted by the Board. Person responsible: President of iFamily.

*The Grievance Committee will review written documentation and determine the need for further investigation within two weeks of the Committee being formed. This may be carried out through further questioning of the injured party and the other person(s) directly involved. All Grievance Committee communication must be documented in writing and dated. The Grievance Committee will operate using complete confidentiality with no discrimination or harassment of any involved parties. Person(s) responsible: Grievance Committee.

*The Grievance Committee will make a recommendation to the Board for resolution in writing with follow-up from the appropriately designated person(s) within three weeks of Committee being formed. At this time, the recommendation of the Grievance Committee and all follow-up documentation will be gathered and presented in a file to the President of iFamily. Person responsible: Grievance Committee Chairperson.

*Copies of complaints and grievances, along with follow-up and resolution, will be kept in a file by the Board for 2 years. Person responsible: President of iFamily.

Actions that may be recommended to the Board by the Grievance Committee may include but are not limited to:

  • No action

  • A letter of reprimand

  • A period of probation and recommendations determined by the Committee

  • Membership revoked

Guidelines for the Grievance Committee and for Complaint Review Process:

  • Consider veracity of the claim

  • Gather witness(es) and or character witness(es)

  • Obtain the offending party’s position and level of cooperation

  • Consider witness’ source of information (direct witness or secondary)

  • Contact member in question to inform them of the process occurring

  • Considerations should be based on character; conduct at iFamily, iFamily functions, or other public places where iFamily members are in attendance; commitment to future adherence to the Bylaws and other member agreements; attitudes regarding values upheld by iFamily.

  • Membership or mentor position shall not be revoked based on any action, conduct, or character issue preceding their membership date unless attitudes, actions, or character associated with an incident are deemed to be currently in opposition to iFamily values.

 
Visitor Policy

We welcome you to visit, check out how we do things and come and meet some of the families and mentors. The environment at iFamily is fairly relaxed and we’re a pretty welcoming bunch.

Some things to keep in mind:

1.  It is up to the individual mentors if they allow your children to visit their class, and we recommend contacting them ahead of time.  We have awesome mentors that are very welcoming and helpful, please be considerate.  You do not have to attend classes to visit, feel free to walk around to see how things work and visit with other families.

2.  We do not have an official office but our Board members on on site. However, it is common for our Board of Directors to be busy teaching classes at least part of the day. If we’re not available, we’ve found that our members are very helpful.

3.  If you have questions before you come, you may contact us here.

 
Nominating Committee Policy

The President shall form a Nominating Committee of three members. One of these committee members, by Board approval, will be appointed as the Head of the Committee. This Committee will be comprised of individuals that understand and support the vision and mission of iFamily Leadership Academy. Current Board members are permitted to serve as part of this Committee. The President, or another Board member selected by the President, will attend meetings of the Nominating Committee. If current Board members are selected to serve on the Committee, one of these board members will serve as a liaison between the remaining iFamily Board and the Nominating Committee.  If the Nominating Committee does not have a member who is currently serving on the Board, a liaison from the Board will attend the Nominating Committee meetings. However, since that Board member will not be an official member of the Nominating Committee, they will not have the power to vote within the Committee.

The Nominating Committee will be formed sixty (60) days before the annual membership meeting where elections for Board members will take place. The iFamily Board may accept or call for nominations at any time before or after forming the Nominating Committee and compile a list of potential nominees that will be taken into consideration by the Nominating Committee. The Nominating Committee is responsible to seek potential candidates who understand and will promote the vision and mission of iFamily. Not all nominees will necessarily be considered candidates for election to the Board.  This decision is left to the discretion of the Nominating Committee, who will reach such decisions by a majority vote of the Committee. While the Board reserves the right to advise and offer counsel to the Nominating Committee, the final ballot will be the sole responsibility of the Nominating Committee.

The Nominating Committee will meet within two weeks of being formed and shall compile a list of possible candidates to serve on the iFamily Board. Using this list, the Nominating Committee will begin contacting each potential nominee immediately (or generally within one week of their first meeting) and inform these individuals of their nomination and explain the responsibilities and duties of each applicable Board position, as outlined in the iFamily Leadership Academy Bylaws. Potential nominees will be given one week to respond and inform the Committee if they will accept or decline the nomination. At the end of this time frame, if the potential nominees have not responded, the Committee will contact them to get a definite answer. The Nominating Committee will report these results to the President or to the Board member who is appointed as liaison to the current iFamily board.

At this time, if individuals were not found to accept nominations, either the President (or the appointed Board member who is attending Nominating Committee meetings) or the head of the Nominating Committee, will initiate another meeting of the Nominating Committee to brainstorm more names for potential candidates. These potential nominees will be informed of their nomination immediately and will have the responsibilities and duties of each position explained to them as stated above. Potential nominees will then have one week to inform the Nominating Committee if they accept or decline the nomination, and the Committee will follow the same procedure as mentioned above. The Nominating Committee may repeat this process until an adequate ballot of nominees is acquired. An adequate ballot is defined as a ballot with at least one nominee for each open position.

At the annual member meeting, where elections are held, the following protocol will be followed. If only a single nominee is found for each open position, a paper ballot will not need to be administered to the general membership. Instead, a member of the Nominating Committee will ask for a sustaining motion for each nominee. In the case that multiple nominees are found for any board position, a paper ballot will be administered to the general membership for a vote. Once the ballots are collected, members of the Nominating Committee will tally the ballots and report the results to the iFamily President or Presiding Officer at the membership meeting. If the President is not in attendance, the Presiding officer would be the iFamily Vice President. If neither the President nor Vice-President are in attendance, the presiding officer is whomever the President appoints from the current iFamily Board. In the event that any or all of the members of the Nominating Committee are nominated for this ballot, or if all of the members of the Nominating Committee are unable to attend the meeting, the iFamily President or Presiding Officer will select three members in attendance whose names are not on the ballot currently being decided to tally the votes and report to the President or Presiding Officer.

After the current election is held the Nominating Committee is dissolved.

 
Communications Policy

The iFamily Leadership Academy Facebook group is the primarily form of communication between the Board of Directors and the membership of iFamily. The Facebook group is also a way of communicating as an iFamily community.  Because we are made up of a diverse community of families and individuals with varying backgrounds, religions, beliefs, and perspectives, please be sensitive to others in your communications and use discretion in what you decide to share through this means of exchanging information.  While the iFamily Board takes full responsibility for any official communication that comes directly from the Board of Directors, the Board cannot be held responsible for any communication from individuals through the Facebook group.

The iFamily Leadership Academy Facebook group is a closed group for Full Members, Sabbatical Members and Associate Members of iFamily. Those who are not registered members will not be approved to join this group.

 
Sabbatical Membership Policy

Any Full Member may choose to take up to a year off from on-campus activities without forfeiting the privileges of a Full Membership by registering as a Sabbatical Member. Sabbatical Membership is $10/yr and goes from September 1 - August 31. Sabbatical members have access to the Facebook group, may vote in elections, and can rejoin as a Full Member at any registration event. If a Sabbatical Member chooses not to resume full activities as a Full Member after 1 year, they forfeit their Full Member privileges and may register as an Associate if they desire to reconnect with iFamily. They will be placed on the waitlist in the order they registered and be given no special consideration. If a member on sabbatical requires more than 1 year, they must contact the Board of Directors with their extenuating circumstances and give the Board their intentions for returning to full activities. The Sabbatical Membership shall not be used as a means of "keeping your place in line" while the membership cap is in place. Those families moving away, e.g. Utah, are not permitted to register for a Sabbatical Membership in the hopes that they may some day move back to the area.

 
Non-Compliant Member Policy

iFamily Members who do not fulfill the Member Requirements as outlined in the iFamily Bylaws, that they electronically signed and agreed to during member registration, will be classified as a non-compliant member subject to a penalty. The non-compliant member must pay a $40 penalty before the next registration period in order to return to good standing again and be eligible to submit class proposals, register or apply for classes. Continuous offenders will be subject to termination of their iFamily Membership.

The Board is willing to work with members experiencing extenuating circumstances.

Donation Policy

March 6, 2016

In order to keep our activities going at iFamily we will seek donations to help offset the cost of activities including but not limited to:

  • Spelling Bee

  • Spring and Fall Showcases

  • Science Fair

  • Cultural Literacy Bee

  • Speech Festival

  • Scholar Fair

  • Family Ball

  • Member Meetings

  • Website Development and Maintenance

In keeping with the important of interdependence and communal responsibility, which are a big part of iFamily, the board will not seek donations that would replace the individual family's responsibility to pay their member or class fees.

 
 
Procedure to Become a Mentor

1. Must be a Full Member in good standing with iFamily Leadership Academy.

2. Must promote the Vision and Mission of iFamily.

3. Must submit a Mentor Proposal Form to the Board of Directors in the manner outlined by the current Board.

     *Youth Mentors are required to review the Mentor Agreement with a parent or responsible adult - who also acts as a Co-Mentor. The adult Co-Mentor is responsible to oversee the class the entire semester and is present. They are ultimately responsible for making sure the youth mentoring the class is doing so according to the guidelines laid out in the Mentor Agreement and the class's vision and purpose. 

4. The Mentor Coordinator reviews the forms and provides suggestions for strengthening the class to the proposed mentor.

5. Once all the forms are finalized, the Board confidentially ranks them based on the Vision and Mission of iFamily Leadership Academy and the needs of the iFamily membership.

6. Classes are then selected by their perceived quality and excellence, space and need, by a majority vote of the board.

7. The Vice-President and Mentor Coordinator will then schedule the classes and rooms for the semester with input from the other three Board members.

8. The schedule is submitted to the Board for approval by majority vote.

9. Once qualifications are met and the class is approved, the title of Class Mentor is theirs for the current semester along with the rights and duties of a Class Mentor.

The Board is willing to work with members experiencing extenuating circumstances.