1. Overview

Hutchinson County United Way (HCUW) intentions for publishing an Acceptable Use Policy are not to impose restrictions that are contrary to HCUW’s established culture of openness, trust and integrity. HCUW is committed to protecting HCUW's employees, partners and the company from illegal or damaging actions by individuals, either knowingly or unknowingly.

Internet/Intranet/Extranet-related systems, including but not limited to computer equipment, software, operating systems, storage media, network accounts providing electronic mail, WWW browsing, and FTP, are the property of HCUW. These systems are to be used for business purposes in serving the interests of the company, and of our clients and customers in the course of normal operations. Please review Human Resources policies for further details.

Effective security is a team effort involving the participation and support of every HUCW employee and affiliate who deals with information and/or information systems. It is the responsibility of every computer user to know these guidelines, and to conduct their activities accordingly.

2. Purpose

The purpose of this policy is to outline the acceptable use of computer equipment at HCUW. These rules are in place to protect the employee and HCUW. Inappropriate use exposes HCUW to risks including virus attacks, compromise of network systems and services, and legal issues.

3. Scope

This policy applies to the use of information, electronic and computing devices, and network resources to conduct HCUW business or interact with internal networks and business systems, whether owned or leased by HCUW, the employee, or a third party. All employees, contractors, consultants, temporary, and other workers at HCUW and its subsidiaries are responsible for exercising good judgment regarding appropriate use of information, electronic devices, and network resources in accordance with HCUW policies and standards, and local laws and regulation. Exceptions to this policy are documented in section 5.2

This policy applies to employees, contractors, consultants, temporaries, and other workers at HCUW, including all personnel affiliated with third parties. This policy applies to all equipment that is owned or leased by HCUW.

4. Policy

4.1 General Use and Ownership

4.1.1 HCUW proprietary information stored on electronic and computing devices whether owned or leased by HCUW, the employee or a third party, remains the sole property of HCUW. You must ensure through legal or technical means that proprietary information is protected in accordance with the Data Protection Standard.

4.1.2 You have a responsibility to promptly report the theft, loss or unauthorized disclosure of HCUW proprietary information.

4.1.3 You may access, use or share HCUW proprietary information only to the extent it is authorized and necessary to fulfill your assigned job duties.

4.1.4 Employees are responsible for exercising good judgment regarding the reasonableness of personal use. Individual departments are responsible for creating guidelines concerning personal use of Internet/Intranet/Extranet systems. In the absence of such policies, employees should be guided by departmental policies on personal use, and if there is any uncertainty, employees should consult their supervisor or manager.

4.1.5 For security and network maintenance purposes, authorized individuals within HCUW may monitor equipment, systems and network traffic at any time.

4.1.6 HCUW reserves the right to audit networks and systems on a periodic basis to ensure compliance with this policy.

4.2 Security and Proprietary Information

4.2.1 All mobile and computing devices that connect to the internal network must comply with the Minimum Access Policy.

4.2.2 System level and user level passwords must comply with the Password Policy. Providing access to another individual, either deliberately or through failure to secure its access, is prohibited.

4.2.3 All computing devices must be secured with a password-protected screensaver with the automatic activation feature set to 10 minutes or less. You must lock the screen or log off when the device is unattended.

4.2.4 Postings by employees from a HCUW email address to newsgroups should contain a disclaimer stating that the opinions expressed are strictly their own and not necessarily those of HCUW, unless posting is in the course of business duties.

4.2.5 Employees must use extreme caution when opening e-mail attachments received from unknown senders, which may contain malware.

4.3 Unacceptable Use

The following activities are, in general, prohibited. Employees may be exempted from these restrictions during the course of their legitimate job responsibilities (e.g., systems administration staff may have a need to disable the network access of a host if that host is disrupting production services).

Under no circumstances is an employee of HCUW authorized to engage in any activity that is illegal under local, state, federal or international law while utilizing HCUW-owned resources.

The lists below are by no means exhaustive, but attempt to provide a framework for activities which fall into the category of unacceptable use.

4.3.1 System and Network Activities

The following activities are strictly prohibited, with no exceptions:

1. Violations of the rights of any person or company protected by copyright, trade secret, patent or other intellectual property, or similar laws or regulations, including, but not limited to, the installation or distribution of "pirated" or other software products that are not appropriately licensed for use by HCUW.

2. Unauthorized copying of copyrighted material including, but not limited to, digitization and distribution of photographs from magazines, books or other copyrighted sources, copyrighted music, and the installation of any copyrighted software for which HCUW or the end user does not have an active license is strictly prohibited.

3. Accessing data, a server or an account for any purpose other than conducting HCUW business, even if you have authorized access, is prohibited.

4. Exporting software, technical information, encryption software or technology, in violation of international or regional export control laws, is illegal. The appropriate management should be consulted prior to export of any material that is in question.

5. Introduction of malicious programs into the network or server (e.g., viruses, worms, Trojan horses, e-mail bombs, etc.).

6. Revealing your account password to others or allowing use of your account by others. This includes family and other household members when work is being done at home.

7. Using a HCUW computing asset to actively engage in procuring or transmitting material that is in violation of sexual harassment or hostile workplace laws in the user's local jurisdiction.

8. Making fraudulent offers of products, items, or services originating from any HCUW account.

9. Making statements about warranty, expressly or implied, unless it is a part of normal job duties.

10. Effecting security breaches or disruptions of network communication. Security breaches include, but are not limited to, accessing data of which the employee is not an intended recipient or logging into a server or account that the employee is not expressly authorized to access, unless these duties are within the scope of regular duties. For purposes of this section, "disruption" includes, but is not limited to, network sniffing, pinged floods, packet spoofing, denial of service, and forged routing information for malicious purposes.

11. Port scanning or security scanning is expressly prohibited unless prior notification to Infosec is made.

12. Executing any form of network monitoring which will intercept data not intended for the employee's host, unless this activity is a part of the employee's normal job/duty.

13. Circumventing user authentication or security of any host, network or account.

14. Introducing honeypots, honeynets, or similar technology on the HCUW network.

15. Interfering with or denying service to any user other than the employee's host (for example, denial of service attack).

16. Using any program/script/command, or sending messages of any kind, with the intent to interfere with, or disable, a user's terminal session, via any means, locally or via the Internet/Intranet/Extranet.

17. Providing information about, or lists of, HCUW employees, or donors, to parties outside HCUW.

4.3.2 Email and Communication Activities

When using company resources to access and use the Internet, users must realize they represent the company. Whenever employees state an affiliation to the company, they must also clearly indicate that "the opinions expressed are my own and not necessarily those of the company". Questions may be addressed to the IT Department

1. Sending unsolicited email messages, including the sending of "junk mail" or other advertising material to individuals who did not specifically request such material (email spam).

2. Any form of harassment via email, telephone or paging, whether through language, frequency, or size of messages.

3. Unauthorized use, or forging, of email header information.

4. Solicitation of email for any other email address, other than that of the poster's account, with the intent to harass or to collect replies.

5. Creating or forwarding "chain letters", "Ponzi" or other "pyramid" schemes of any type.

6. Use of unsolicited email originating from within HCUW's networks of other Internet/Intranet/Extranet service providers on behalf of, or to advertise, any service hosted by HCUW or connected via HCUW's network.

7. Posting the same or similar non-business-related messages to large numbers of Usenet newsgroups (newsgroup spam).

4.3.3 Blogging and Social Media

1. Blogging by employees, whether using HCUW’s property and systems or personal computer systems, is also subject to the terms and restrictions set forth in this Policy. Limited and occasional use of HCUW’s systems to engage in blogging is acceptable, provided that it is done in a professional and responsible manner, does not

otherwise violate HCUW’s policy, is not detrimental to HCUW’s best interests, and does not interfere with an employee's regular work duties. Blogging from HCUW’s systems is also subject to monitoring.

2. HCUW’s Confidential Information policy also applies to blogging. As such, Employees are prohibited from revealing any HCUW confidential or proprietary information, trade secrets or any other material covered by HCUW’s Confidential Information policy when engaged in blogging.

3. Employees shall not engage in any blogging that may harm or tarnish the image, reputation and/or goodwill of HCUW and/or any of its employees. Employees are also prohibited from making any discriminatory, disparaging, defamatory or harassing comments when blogging or otherwise engaging in any conduct prohibited by HCUW’s Non-Discrimination and Anti-Harassment policy.

4. Employees may also not attribute personal statements, opinions or beliefs to HCUW when engaged in blogging. If an employee is expressing his or her beliefs and/or opinions in blogs, the employee may not, expressly or implicitly, represent themselves as an employee or representative of HCUW. Employees assume any and all risk associated with blogging.

5. Apart from following all laws pertaining to the handling and disclosure of copyrighted or export controlled materials, HCUW’s trademarks, logos and any other HCUW intellectual property may also not be used in connection with any blogging activity

5. Policy Compliance

5.1 Compliance Measurement

The HCUW team will verify compliance to this policy through various methods, including but not limited to, business tool reports, internal and external audits, and feedback to the policy owner.

5.2 Exceptions

Any exception to the policy must be approved by the HCUW Board of Directors in advance.

5.3 Non-Compliance

An employee found to have violated this policy may be subject to disciplinary action, up to and including termination of employment.

Hutchinson County United Way (HCUW) is 100% committed to protecting the organization’s employees, clients, donors, properties, information, reputation, and other needs as identified.

This policy statement is guided by HCUW’s basic core values, code of conduct, and business ethics as they fashion the way we conduct our day-to-day business. Information is an important asset of significant value for any non-profit organization and must be protected from threats that could potentially disrupt HCUW’s business continuity.

The purpose of this policy is to protect HCUW’s information assets from all threats, whether internal or external, deliberate or accidental. This policy will endeavor to cover all forms of information security such as data stored on computers, transmitted across networks, printed or written on paper, or spoken in conversation over the phone.

In this vein, and in following good business practices, HCUW has retained the services of a 3rd party cyber security contractor, “Run Business Solutions” (aka runbiz. www.run.biz. Physical address is 9515 W. Amarillo Blvd. Amarillo, TX 79124). Runbiz is a locally owned and operated company in Amarillo, Texas. They have been in operation for over twenty years and they provide cyber security services for several other United Way agencies in the Texas Panhandle. Run Business Solutions has been tasked with protecting HCUW’s information against any and all unauthorized access in order to ensure that confidentiality and integrity are maintained. To maintain the confidentially and integrity is assured and maintained. HCUW is dedicated and committed to following it’s their directives and guidelines as put forward for the protection of HCUW’s information. All breaches of information security, actual or suspected are to be reported to Run Business Solutions for investigation and corrective action(s).

HCUW (Hutchinson County United Way)

Our Commitment to Our Donors

HCUW (Hutchinson County United Way) is committed to protecting our donors Personal Information.

HCUW is committed to providing quality services and funding for our area partner agencies. HCUW donors are the foundation upon which HCUW has become the successful organization it is today.

HCUW strives to take every precaution to protect all donor information and will only use what information is needed to promote the wellbeing of the organization.

As a donor submitting personally identifying information “Personal Information” to HCUW, our staff members, Board of Directors, or volunteers, you hereby consent to the terms and conditions of the policy and to HCUW processing and use of Personal Information for the purposes outlined below.

Personal Information

“Personal Information” is information that identifies you personally; this may include your name, address (home or business), telephone numbers, and email address.

HCUW does not require driver license numbers or social security numbers as personal information.

HCUW may collect and store personal information, which you have provided to us either in person, email, or on occasion, collect your Personal Information when you register for an event that we have sponsored or been involved with.

HCUW may also collect your Personal Information when you make a contribution either on our website, at a special event, over the phone, or by mailing in a check.

The above list provides a sample of Personal Information that could be collected by Hutchinson County United Way. There may be occasion in the future where we may collect personal information from you in ways not described above.

Use and Disclosure of Personal Information

HCUW will not send you mailings on behalf of other organizations.

HCUW will collect payment information, billing address and other information necessary to process a donation or event registration.

HCUW will use your information to comply with the law or in good faith belief that such action is necessary to conform to the requirements of law or comply with legal process served on us.

You may opt out of having your Personal Information shared by the Hutchinson County United Way.

Contact our office, in writing requesting that your information not be shared in any manner.

You have the right to review information that we have collected about you. To review that information please contact our office in writing.

Changes to the Privacy Policy

HCUW reserves the right to change this Privacy Policy as needed for our organization to stay compliant with applicable laws.

United Way (“United Way”) is committed to the highest possible standards of ethical, moral and legal business conduct including fair, accurate and transparent accounting of its financial matters.  United Way expects all employees, officers, directors and agents to act in accordance with the highest ethical standards in the performance of their responsibilities.  It requires full compliance with all applicable laws and regulations, accounting standards, accounting controls and audit practices. United Way relies on all employees, officers, directors and agents of the Company to conduct themselves in accordance with the requirements and spirit of this policy and to report any suspected violations of this policy or other questionable financial, accounting or audit matters without fear of retaliation.     
In line with this commitment and our commitment to open communication, this policy provides an avenue for employees to raise concerns and reassurance that they will be protected from reprisals or victimization for whistleblowing in good faith.  This policy covers serious and sensitive concerns that could have a large impact on United Way, such as actions that: 
 ♦ May lead to incorrect financial reporting  
 ♦ Are unlawful;  
♦ Are not in line with company policy, including the Ethics Policy; or 
♦ Otherwise amount to serious improper conduct. 
I.  Reporting Complaints, Concerns or Questionable Practices 

Any person or employee who has complaints or concerns about United Way’s accounting, internal accounting controls or auditing matters, or who becomes aware of questionable accounting or auditing matters, is strongly encouraged to report such matters to the Audit Committee of United Way by confidentially reporting your concern to InTouch as explained below. 
If an employee has knowledge of or a concern regarding illegal or dishonest fraudulent activity or actions not in line with company policy amounting to serious improper conduct, the employee must contact his/her immediate supervisor or Human Resources or use the “confidential reporting option” as indicated below.  The action taken will depend on the nature of the concern.  Initial inquiries will be made to determine whether an investigation is appropriate, and the form that it should take.  

To raise complaints or concerns about or report a questionable accounting or auditing matter to the Audit Committee or to anonymously raise complaints or concerns regarding other unlawful actions, violations of company policy, or serious improper conduct to staff, employees should contact InTouch.  InTouch is an independent firm retained by United Way to raise complaints or concerns as outlined above to the Audit Committee or to the appropriate leader (Chief Executive Officer, Chief Operating Officer, or VP of Human Resources) in an anonymous, confidential manner.  Employees can reach InTouch by telephone at 1-866-320-6360.  This automated service will guide you on how to leave the information needed to investigate your concerns.   
The message you leave is completely confidential and anonymous.  A confidential transcript of your message will be forwarded to the Audit Committee or appropriate leader (Chief Executive Officer, Chief Operating Officer, or VP of Human Resources), whichever individual is most appropriate given the nature of the concern.  United Way management and Board of Directors support this program as part of a commitment to operate in accordance with the highest legal, ethical, and business standards.   
In order to facilitate a complete investigation, employees should be prepared to provide as many details as possible, including a description of the questionable practice or behavior, the names of any persons involved, the names of possible witnesses, dates, times, places, and any other available details.  United Way encourages all employees with complaints or concerns to come forward with information and prohibits retaliation against employees raising concerns.  Nonetheless, if an employee feels more comfortable doing so, reports may be made confidentially and/or anonymously in the manner described above.   
Employees are encouraged to put their names to allegations because appropriate follow-up questions and investigation may not be possible unless the source of the information is identified. Concerns expressed anonymously will be investigated, but consideration will be given to the seriousness of the issue raised, the credibility of the concern, and the likelihood of confirming the allegation from attributable sources. 
The employee must exercise sound judgment to avoid baseless allegations.  Accordingly, accusations which are not made in good faith may also be grounds for disciplinary action including possible discharge or other appropriate action. 
II.  Supervisors and Managers 

Supervisors and managers who become aware of any questionable accounting or auditing matters, or who receive complaints or concerns from other employees, must immediately report them directly to the Audit Committee in accordance with this policy.  Supervisors and managers who receive complaints of questionable accounting or auditing matters must consult with the Audit Committee before undertaking an investigation or other action.  The Audit Committee has final responsibility and authority for the investigation and handling of any concerns or complaints relating to accounting and auditing practices. Any supervisor or manager who fails to report allegations of questionable accounting or auditing practices in accordance with this policy or who otherwise fails to deal properly with such allegations may be subject to disciplinary action. 
Supervisors and managers who become aware of other questionable matters including unlawful actions, actions not in line with company policy, or actions that otherwise amount to serious improper conduct, or who receive complaints or concerns from other employees regarding these types of matters, must immediately report them directly to their immediate supervisor or to  Human Resources in accordance with this policy.  Supervisors and managers who receive these types of complaints must consult with Human Resources before undertaking an investigation or other action.  The Chief Executive Officer or Chief Operating Officer has final responsibility and authority for the investigation and handling of any concerns or complaints relating to unlawful actions and actions amounting to serious improper conduct including those not in line with company policy. Any supervisor or manager who fails to report these types of allegations in accordance with this policy or who otherwise fails to deal properly with such allegations may be subject to disciplinary action. 
III.  Investigation and Response 

The Audit Committee will oversee the receipt and handling of allegations of questionable accounting or auditing matters, including directing an appropriate investigation and response.  If necessary, the Audit Committee has the discretion to use external resources to assist in this process.  Based on its investigation, the Audit Committee will direct United Way to take prompt and appropriate corrective action in response to the complaint or concern if necessary to ensure compliance with legal and ethical requirements relating to financial, accounting and audit matters of United Way.  If the Audit Committee determines that a particular complaint or concern is not covered by this policy, it will refer the complaint or concern to the Chief Executive Officer or Chief Operating Officer of United Way for appropriate handling and response. 
When employees contact InTouch, the appropriate leader (Chief Executive Officer, Chief Operating Officer, or VP of Human Resources) will oversee the receipt and handling of allegations of unlawful actions, violations of company policy, and serious improper conduct, including directing an appropriate investigation and response.  Based on its investigation, United Way will take prompt and appropriate corrective action in response to the complaint or concern if necessary to ensure compliance with legal and ethical requirements.   

Reports of questionable matters or practices will be kept confidential to the extent possible consistent with the Audit Committee or the appropriate leader’s (Chief Executive Officer, Chief Operating Officer, or VP of Human Resources) obligation to investigate and correct unlawful or unethical practices.  In order to ensure confidentiality, an employee may elect to make a complaint anonymously.   
United Way will not retaliate against a whistleblower or take any form of reprisal against any person who makes a report pursuant to this policy or who participates in an investigation regarding a violation of the applicable securities laws, rules or regulations, or any provision of other laws regarding fraud against shareholders.  Any such retaliation or reprisal by a United Way employee is forbidden.  Any employee who retaliates against another employee or a witness as described above will be subject to discipline, up to and including discharge.  Employees who believe they are subject to retaliation because they have made a report or participated in an investigation should report such suspected retaliation to the Audit Committee or appropriate leader (Chief Executive Officer, Chief Operating Officer, or VP of Human Resources) in the same manner as described above for the reporting of questionable practices.  This includes, but is not limited to, adverse employment action such as termination, compensation decreases, poor work assignments and/or threats of physical harm.  Harassment or victimization of the complainant will not be tolerated.  Every effort will be made to protect the complainant’s identity.  The right of a whistleblower for protection against retaliation does not include immunity for any personal wrongdoing.  

Hutchinson County United Way

Hutchinson County United Way strives to provide equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability, veteran status or any other legally protected status under applicable law. Hutchinson County United Way will not tolerate nor permit and form of discrimination in the hiring process, staffing assignments, promotions, compensation or any other aspect of the employment relationship.

Hutchinson County United Way complies with all applicable laws prohibiting discrimination against qualified individuals with disabilities beginning in the job application process and throughout employment.

Harassment or any form of intimidation is unacceptable at any time. This is understood to include the main office or any function or event that is sponsored by the Hutchinson County United Way. It is the expectation that all persons either employed by Hutchinson County United Way or serving as a volunteer will contribute to a workplace that engenders respect for co-workers and that is free from derogatory or discriminatory statements or remarks.

Hutchinson County United Way will comply with all applicable regulations and laws relating to the disbursement of funds to organizations in our community which request funds for their clients. It is the goal of Hutchinson County United Way to be purposely engaged in multiple ways and means to be of assistance to our population as a whole to be able to make use of services. Race, color, sexual orientation, national origin, age, disability, veteran status, or any other legally protected status under state and federal laws will not be used a determining factor for disbursement of funds.

Hutchinson County United Way, Inc.

Brick Mortar projects will be left to the discretion of the Board of Directors with the following guidelines:

  • Will be considered if the repairs needed are jeopardizing the programs of the organization to be completed.
  • Will be considered after normal allocations have been approved and funds are still available.
  • If projects are granted, photos and copies of receipts will be reported to HCUW at the completion of the project.

HCUW will not help with the purchase of a building unless the Board of Directors is willing to evaluate the necessity of building to keep a program running and all other options have been reviewed and exhausted.

Hutchinson County United Way, Inc.

Retention Periods1

I. Corporate Records

A. Articles of Incorporation, corporate by-laws, registrations to do business and any amendment to the forgoing.


B. Minutes and resolutions of the Board of Directors or Executive Committee


C. Minutes and resolutions of standing committees or other committees


D. Annual Reports


E. Deed, leases, easements, mortgages and other documents relating to real property.


F. Insurance Policies, endorsement thereto and related correspondence from Insurers or Insurance Brokers

-5 years

G. Patent, trademarks, services marks, copyrights.


II. Legal Records (Litigation and Administrative Proceedings)

A. Consent decrees, administrative decrees, final order, judgments and settlement agreements


B. Requests for information

-3 years after matter fully resolved

C. Notice or demand letters

-5 years after matter fully resolved

D. Notices of violations/citations/complaints

-5 years after matter fully resolved

E. Records that relate to ongoing or threatened litigation or other proceedings.

- Permanent

1The periods set forth apply to all electronic records and hard-copy records. Each (employee)(department head) is responsible for ensuring the compliance of his or her own records (and the records of employees and contractors under his or her supervision) - whether in file cabinets, computer hard drive, computer disks or elsewhere.

III. Tax Records

A. Tax-exemption application


B. Information returns (form 990s)


C. Other tax returns (e.g., Form 990-Ts), bills and statement

-6 years (federal)

D. Document, including work papers, establishing or relevant to supporting the calculation of any federal or state taxes

-6 years (federal)

IV. Accounting and Financial Records

A. Audited financial statements


B. All ledgers, accounts payable and receivable schedules, and other similar documents

-3 years and current

C. Bank records (including deposit and withdrawal slips), bank statements, check registers, check receipt journals, cancelled checks and other similar documents

-6 years and current

D. Expense account, vouchers, petty cash records and other similar documents

-6 years and current

E. Investment records and reports

-6 years and current

F. Management Reports - 1. Year-end - 3 years

2. Monthly - 1 year and current

G. Treasurer's Reports - 1. Year-end - 3 years

2. Monthly - 1 year and current

H. Contracts

-5 years from completions of performance

I. Payroll Registers

-6 years and current

J. Invoices (paid & unpaid)

-5 years

V. Personnel Records

A. Applications (non-employees)

-2 years

B. Individual personnel files (including non-pension-related materials such as performance evaluations, employment contract, medical records and other similar documents

- 3 years after employee departs

C. Training manual, educational materials, posted legal notices

-until superseded

VI. Internal Publications/Library

A. HCUW Newsletter

-1 year

B. In-house position papers and other similar documents

-current and 1 year after superseded

C. Directories, speeches, manual, guidelines, reports and other library materials

-until no longer useful as reference materials

D. Magazines, newspapers, press releases and other similar documents

-only while current

VII. Office Supplies and Services

A. Office equipment records

-3 years

B. Records of inventories

-1 year

C. Request for service

-1 year

D. Requisitions for supplies, purchases orders

-1 year

VIII. Internal Memoranda and Correspondence

A. Internal Memoranda and Correspondence

1. Drafts of all documents (whether typed or written)

-dispose of when final version prepared

2. Handwritten or other informal notes (e.g., "to do lists, notes, from telephone calls, meetings)

-dispose of after use or 6 months, whichever is sooner

3. Voicemail messages

-dispose of after use or 30 days, whichever is sooner

4. E-mail messages (both incoming and outgoing)

-dispose of after use or 30 days, whichever is sooner

5. Telephone messages (both incoming and outgoing)

-dispose of after use or 30 days, whichever is sooner

6. Copies of routine interdepartmental or other company correspondence (except official statements of HCUW policies and positions. See #10)

-dispose of after use

7. Agenda

-dispose of after use

8. Calendars, schedule book, appointment books, daily planners and similar scheduling documents

-dispose of after use

9. Chronological files

-5 years

10. General Statement of HCUW policies and positions

-permanent or until superseded

B. Routing Correspondence

1. Letters and notes that required no acknowledgement of follow-up (e.g., notes of appreciation, letter of transmittal, travel plans for meetings)

-6 months

2. Other routing correspondence

-1 year

C. Significant Correspondence

1. Letters relating to financial matters, statements or accounts

-dispose of after use or 6 years, whichever is sooner

2. Substantive letters relating to HCUW projects, initiatives, or policies or to which a member might make reference

-dispose of after use or 5 years, whichever is sooner

We are committed to promoting diversity and inclusion in philanthropy and the non-profit area. We feel that by utilizing a wide assortment of varying perspectives rising from diversity and inclusion will allow our organization to function more effectively. Within our organization, we are committed to develop a diverse and an inclusive team to provide equal opportunities for people of all races, genders, religions, ethnicities, abilities, economic background, martial status, ages, philosophies, and veteran status in all levels of staff and voluntaries.

It is our mission to achieve a diverse and inclusive non-profit organization based on mutual respect for life experiences different from our own. With freedom and the flexibility to embrace a broad approach to diversity while still maintaining a high level of respect for each other’s views. By increasing diversity and inclusion, we feel that we will be able to tap into a more expansive and varied thoughts, information, and perspectives that will help our organization to become more informed and creative in our approaches in assisting our communities.

Respecting the privacy of our clients, donors, members, staff, and volunteers of Hutchinson County United Way (HCUW) itself is a basic value of HCUW.  Personal and financial information is confidential and should not be disclosed or discussed with anyone without permission or authorization from the Executive Director.  Care shall also be taken to ensure that unauthorized individuals do not overhear any discussion of confidential information and that documents containing confidential information are not left in the open or inadvertently shared.

Employees, volunteers and board member of HCUW may be exposed to information which is confidential and/or privileged and proprietary in nature.  It is the policy of HCUW that such information must be kept confidential both during and after employment or volunteer service.  Staff and volunteers, including board members, are expected to return materials containing privileged or confidential information at the time of separation from employment or expiration of service.

Unauthorized disclosure of confidential or privileged information is a serious violation of this policy and will subject the person(s) who made the unauthorized disclosure to appropriate discipline, including removal/dismissal.