Policies and Procedures

The following sections described in the Policies and Procedures contain controlled information. Once defined and approved, any change to text requires a quorum vote of the Officers (as defined below).

Terminology

The following terms are used throughout the Policies and Procedures part of is document:

Organization: Sustainable Legacy Corporation and a Student Sustainable Energy Team (SSET). When the term “Organization” is used, information applies to all unless otherwise noted.

SSET: Sustainable Sustainable Energy Team. A team of 3-10 individual student members. Refer to Student Teams.

Officers: Officers of the corporation (the Executive Committee).

Board: Members of the Board of Directors of the Corporation.

Officials: Officers and the board of directors. When the term “Officials” is used, information applies to all of these involved parties unless otherwise noted.

Members: Officers, the board of directors, and general members collectively. When the term “Members” is used, information applies to all of these involved parties unless qualified (such as “student Members”) or otherwise noted.

Quorum: A quorum is the simple majority of the Executive Committee 1) to conduct a meeting and 2) to vote . A meeting is official only if a quorum is in attendance. When voting is needed to make a decision, a quorum of the entire Committee (not just meeting attendees) is needed. All Officers should vote with those not present exercising their right via telephone or electronic (real-time) communication.

General Policies and Procedures

Information is provided below in sections entered alphabetically for easy referencing.

Attendance and Participation

Attendance and participation is critical for the SSET to:

A high level of active participation with the team is required of every SSET member.

Regular, Weekly Meeting Attendance

To encourage positive cooperation and maintain team morale, students are expected to attend regular, weekly meetings during the program year (September through May). In order to remain an active member, a student is allowed to miss no more than five (5) meetings during the program year.

Refer also to Meetings and Program Year.

Each Team member will sign in and sign out (on a specified sheet) when attending a regular, weekly meeting. If a Team member misses more than five (5) meetings during the program year, action may be required as described in Corrective Action. Any exceptions will be handled on an individual, case-by-case basis by the Officers.

Summer Participation

Summer participation is strongly encouraged, though not mandatory. Summer activities may include field trips, small projects, and fun investigations. The summer meetings and events will not include defined curriculum.

Behavior, Professionalism, and Representation

Rules of business etiquette must be followed at all times.

Members must maintain an appearance and behavior of professionalism at all times while representing the Organization, particularly during public activities such as special events and sponsor presentations.

Calendar

Refer to Meetings and Program Year.

Community Service Time

Hours of community service are summarized in the Team Plan. In addition, community service hours are recorded with detailed explanations of service for each student Member. An individual  file is maintained for each student Member and available to the applicable student at any time. These files are the official service record of SSET participation. Discrepancies should be noted with the President or designated Officer.

Confidentiality of Business Information

All Members may have access to documents, data, or other information that is confidential and/or privileged from disclosure whether or not it is labeled or identified as "confidential" or “privileged.” Examples include, but are not limited to, the Organization’s financial information and research results. Unless they have been approved in writing by the Officers, members may never, either during membership or thereafter, disclose such information to persons outside the Organization. In addition, Members are expected to protect the integrity of business information as it might be transmitted verbally and/or through written or electronic means.

All documents received by Organization Members for business use shall remain the property of the Organization. Members must return such documents to the Organization upon their separation from the Organization.

Conflict of Interest

Organization Members should make all decisions based solely on the Organization’s best interests. The primary rule of conflict of interest avoidance is that of “disclosure and recusal.” Thus, if an individual has a significant financial, personal, or professional interest in any transaction for which s/he is being called upon to exercise his or her Organization authority, that individual should disclose the interest to Organization Officers. S/he should refrain from participating in the Organization’s consideration of the proposed transaction unless instructed otherwise by the Organization Officers.

Refer also to Bylaws for Sustainable Legacy Corporation, Article 10, Conflicts of Interest. Contact Sustainable Legacy Corporation for information: Energy@SSET-Global.org.

Corrective Action

Situations could arise when a Member’s performance does not meet the Organization’s standards or expectations as defined in the Policies and Procedures. Some examples include, but are not limited to, a Member’s disruptive behavior, poor attendance, misconduct, or violation of an Organization policy (or policies).

Because a Member’s unsatisfactory performance can result in serious consequences, up to and including termination of membership without refund, the Officers should address these situations promptly. Organization policy requires that the President or designated Officers inform the Member involved of the nature of the problem and, except in cases of criminal or other serious misconduct, give the Member a reasonable opportunity to explain and correct the situation. The Organization’s policy is that a Member should not retain membership if his or her unsatisfactory performance continues.

Procedure

If any one or more of the Officers feel strongly that there is a need for action, the Officers will meet formally and make decisions with a quorum vote. They will consider the following steps when dealing with unsatisfactory performance:

  1. Verbal Warning
  2. Written Warning
  3. Discharge of Membership

Discharge of membership must be approved as a quorum vote of the Officers.

Dues (Membership Fees)

Refer to Membership Fees.

Electronic Communications

The Organization strives to operate its electronic mail (email), electronic social network (Facebook) presence, web site, and resources for use by the entire community so that it protects privacy and provides for acceptable use of these resources. All Members must use electronic communication in a legal, ethical, and responsible manner.

Only members are to be included on general email distribution lists. Information presented at the SSET web site or approved for posting on Facebook is available for public distribution. All other SSET information, such as the Team Plan, is available in electronic form for members only and is not intended for public distribution.

Use of the Organization’s social network and web site is subject to the Organization’s policies regarding compliance with law, harassment and safety of individuals, the Code of Ethical Business Conduct, and proprietary and contractual obligations. The Organization may restrict the use of its electronic and network systems (including the removal of posted materials) in response to evidence of violations of the Organization’s policies and/or violations of changes to state and federal laws.

Users of the Organization’s email system are expected to respect the privacy of other users and must not inappropriately access or disclose email. Designated Officers may access information resources to locate business information, maintain the system and network, comply with legal requirements, or administer this or other Organization policies.

Team and individual photographs may be included at the web site based on parent approval sign-off. Before students post pictures on Facebook, the material must be sent (emailed or distributed) to the Officers for quorum-vote approval. Pictures cannot be posted until approved.

While the principal use of electronic resources is for business purposes, the Organization recognizes the need for incidental personal use of those resources, consistent with relevant law, regulations, and Organization policy.

Financial Administration

Refer to Bylaws for Sustainable Legacy Corporation, Article 7, Financial Administration. Contact Sustainable Legacy Corporation for information: Energy@SSET-Global.org

Grievance Procedure

Situations could arise when a Member believes that the fair and consistent application of a policy affecting him or her has not been followed. In most cases, the Organization expects that the Member will be able to satisfactorily address such concerns during a regular business meeting. However, when a continuing problem has not been resolved, the Member has an alternative vehicle for seeking resolution.

No Member shall be subjected to discrimination or adverse treatment for participating in a grievance procedure.

Procedure

The Organization’s grievance procedure consists of two steps, as outlined below.

Step 1. Informal Grievance filed within 14 days of the event(s) that lead to the grievance.
Step 2. Formal Grievance filed within 14 days of the Organization’s written response at Step 1.

Step 1.  Informal Grievance

In many cases, disputes over the application or interpretation of policy can be resolved through communications such as during a regular business meeting. As such, the first step in the grievance process is a discussion between the Member and other Members and Officers. The Member should promptly explain the nature of the problem and the relief sought. The President, or designated representative, should respond within seven days.

If the informal procedure fails to resolve the grievance, and the Member wishes to continue the matter, the Member must begin the steps of the formal procedure no later than 14 calendar days after the receipt of the Organization’s response.

Step 2.  Formal Grievance

If the matter is not resolved at Step 1, the Member may proceed to Step 2 by submitting a written statement to the President. This statement should outline the relevant facts that form the basis of the Member’s grievance, indicating the Organization policy that has allegedly been violated, and stating the resolution sought. Upon receipt of the Member’s written statement, the President or his/her designee will schedule a meeting with the Member and Officers. The meeting should be held promptly (if possible within 14 calendar days of receipt of the Member’s written statement). The function of the meeting shall be to determine, based upon the facts, whether or not the Organization followed its policy in the manner in which a Member was treated.

After hearing both sides of the dispute, the Officers will vote and render a written decision and provide the Member and Officers with copies of the decision within 15 working days after the conclusion of the hearing. The Organization’s recommendation will be consistent with Organization policy and not subject to review under any other grievance procedure.

The decision rendered by the Officers is final.

Health and Safety

The Organization complies with health and safety regulations:

  1. to help reduce the potential for harm and losses caused by accidents, illnesses, and injuries through the development of effective (and compliant) health and safety programs, and

  2. to carefully manage and dispose of hazardous materials in the interest of environmental protection and public health.

Environmental compliance includes regulatory requirements, if applicable, related to recordkeeping and pollution prevention as well as waste collection and proper disposal. The Organization has the vested authority to prohibit, stop, or otherwise limit potential harm to individuals, public health, or the environment.

Definitions and Regulations

All Members working with potential hazardous materials (biological, chemical, or otherwise) during an Organization meeting are subject to registration, oversight, training, inspection, and audit by the Organization.

All Members working with tools or equipment that may be hazardous or pose a potential risk if not properly controlled must comply with the Organization’s written policies. Where no specific policy exists, they are required to use reasonable care and precaution. Refer to Safety During Investigations and Experiments.

Procedure

The Organization requires safety and environmental management training for all Members working with potential hazardous materials. A Training Guide will be issued to all instructors with the expectation that it is read and understood prior to any presentation.

The Organization coordinates or approves the disposal of all hazardous materials.

Safety is a shared responsibility. Members at all levels are responsible for the safety of those the work with. Members must report all real or perceived concerns to the President.

Each Member will have on file a Health and Safety document, which includes contact, health information, health insurance, release, etc. Each Member must provide proof of health insurance.

At least one parent and one instructor must be in attendance at each SSET meeting or event.

See also Security.

Indemnification of Members

The Organization will indemnify a Member against liability and associated costs if the conduct that is the subject of the claim or action occurred within the scope of the Member’s duties and the Member was acting in good faith, without criminal or other misconduct, and in the reasonable belief that his or her action was in the best interests of the Organization. Indemnification is conditioned on the Member’s compliance with the conditions set forth the “Procedure” below.

Covered expenses include defense costs and the payment of judgments, fines, penalties, settlements, and other expenses a Member would reasonably incur in connection with the defense of the claim or action.

Refer also to Bylaws for Sustainable Legacy Corporation, Article 12, Indemnification. Contact Sustainable Legacy Corporation for information: Energy@SSET-Global.org.

Procedure

The decision whether to provide indemnification will be made by the Officers. As a condition of receiving indemnification, a Member must:

  1. give prompt notification of a claim or action to the President;

  2. permit the Organization to select legal counsel to defend the claim or action;

  3. cooperate with the Organization and its designated legal counsel in the defense of the claim or action;

  4. refrain from making any public statements, oral or written, regarding the claim or action without the prior written permission of the Officers (as the result of a quorum vote); and

  5. refrain from entering into any settlement or compromise of the claim or action without the prior written approval of the Officers (as the result of a quorum vote).

Intellectual Property

All intellectual outputs from SSET projects and services are the exclusive property of Sustainable Legacy Corporation.

The Organization expects all Members to be aware of how intellectual property laws, regulations, and policies apply to their Organization work and to respect the intellectual property rights of others. Organization policy deals separately with copyrights (the protection for works of authorship) and patents (the protection for inventions).

Copyright Policy

Copyright is the right of an author, artist, composer, or other creator of a work of authorship to control the use of his or her work by others. Generally speaking, you may not reproduce a copyrighted work (including computer software) without the copyright owner’s permission. The term of copyright protection is usually defined as the life of the creator plus 70 years, but there are some complicated exceptions and it is best to assume that any work published after 1922 is still protected by copyright. In certain instances the “fair use” doctrine may allow the use of a copyrighted work for purposes such as scholarship or criticism. Generally, though, the unauthorized reproduction of a copyrighted work is copyright infringement and may subject the infringer to civil and criminal penalties.

All members must comply with the copyright law. Questions regarding copyright law compliance should be directed to an Organization Officer.

Patent Policy

The Organization patent policy governs the disposition of inventions created by Members in the course of Organization activities (such as projects). The objective of the patent policy is to facilitate the invention, transfer, and application of new technology that promises to benefit the general public and, at the same time, to protect the interests of the inventor and the Organization.

When a Member believes that a discovery or invention that might be patentable has resulted from his or her work, he or she should inform the Officers who will then meet to determine fair resolution.

Limitation of Liability

Refer to Bylaws for Sustainable Legacy Corporation, Article 11, Limitation of Liability. Contact Sustainable Legacy Corporation for information: Energy@SSET-Global.org.

Membership Fees

Initial Membership (New Member) Fee: $200 per member
Annual Sustaining Membership Fee: $75 per member

The Initial Membership Fee is a one-time fee due upon joining as a new member of the Student Sustainable Energy Team. A “member” is defined as one student. Discounts and fee reductions (such as for multiple students/members per family) are not available.

The Annual Sustaining Membership Fee is due every year on July 1. The fee applies to the subsequent (not previous) year starting on July 1 and ending on June 30. A “sustaining member” is defined as one student who has joined the SSET and previously paid the Initial Membership Fee.

An alternate payment arrangement based on special need may be presented to the Officers and accepted only by a quorum vote.

Meetings and Program Year

The SSET program year includes:

Regular, Weekly Meetings

Regular, weekly meetings may include but are not limited to:

Regular, weekly meetings are held for a specific period of time of no less than 1-1/2 hours and no more than 2-1/2 hours per meeting. The exact timeframe is defined by each Student Sustainable Energy Team. At least one-half hour is required for business discussions with the remaining time allocated to curriculum and projects.

Each Team member will sign in and sign out (on a specified sheet) when attending a regular, weekly meeting.

Security

Each Team member will sign in and sign out (on a specified sheet) when attending a regular, weekly meeting.

At least one parent and one instructor must be in attendance at each SSET meeting or event.

Solicitation

With the exception of campaigns conducted by the Organization, Members are prohibited from directly soliciting other Members during Organization business meetings/events or through official electronic communication (Organization email, Organization Facebook page, etc.). Member-to-member solicitation may occur through the Member’s personal resources. Distributing paper or electronic advertising materials, handbills, or literature not related to a specific Organization campaign is not permitted at any time during an Organization meeting or event.

Web Site and Social Network (Facebook)

Refer to Electronic Communications.

Student Teams

Each Student Sustainable Energy Team (SSET) will be comprised of 3-10 individual student members. The group will begin functioning as a team when the individual team membership is set. Each SSET will work through a cohesive and sequential curriculum. Each SSET also will design and implement projects related to sustainable energy and community involvement.

Each SSET will require at least two parent advisors who will deliver curriculum and help organize team projects.

Each SSET, other than the founding team which carries this name, must have an identifying name. This name may incorporate but must be unique to the name of the founding team. For example, a team may name itself SSET-Green or SSET-2.

The forming and naming of a team must be approved by the Officers.

 

Business Meeting Policies and Procedures

Meeting Guidelines

Task

Publicity—awareness, sponsorship and membership.

Fundraising campaigns.

Corporate sponsorship presentations.

Curriculum (including investigations) and web site.

 

Publicity Policies and Procedures

Awareness, Sponsorship, and Membership Guidelines

Publicity includes community awareness (e.g., through the newspapers), sponsorship (e.g., through flyers), and membership (e.g., through recruiting campaigns).

Fundraising Policies and Procedures

Rationale

Fundraising activities serve at least two main purposes: 1) to cover SSET operational expenses and 2) to defray SSET project expenses.
SSET fundraisers are categorized as:

  1. Limited term fundraisers – those taking place over a given period.
  2. Ongoing fundraisers – those conducted as a routine part of the SSET schedule with or without an end date.
  3. Annual fundraisers – the same type of fundraisers held the same time each year.

Policies

General

Approval

Purpose of Funds

Reporting

Handling of Funds

Receipts and Reimbursements

Projects and Corporate Sponsorship Policies and Procedures

Rationale

Sponsorship may be of two types: 1) monetary when a sponsor donates a specific amount of money to be used for general expenses and/or a specific project and 2) nonmonetary when a sponsor donates times, goods, and/or services.

Policies

General

Approval

Purpose of Donations

Reporting

Presentations

Plan

Every member of the SSET should be proficient in the following four areas to be effective in raising funds for a Project.

Procedure to Find Sponsor Money

Sponsor: an individual person, a corporation, or any entity wishing to contribute money or equipment to support a project or cause.

When seeking sponsor money:

  1. Research potential companies to determine whether or not they contribute to organizations.

  2. Write a letter of intent. Briefly introduce the SSET and describe the Project. Explain what the money will be used for and how the money will help achieve the Project goals. Mention the benefits of sponsorship, which include advertisement as well as tax deduction.

  3. Deliver letters in person and introduce yourself. Dealing with people in person increases your chances of success. Wear your SSET logo shirt. Explain what you are raising money for and leave the letter of intent for further review once you have left.

  4. Respond with a “thank you” note. Keeping a positive relationship will increase the likelihood of future sponsorship.

Program Investigations Policies and Procedures

Curriculum Source Materials

The program will focus on individual curriculum plans designed and developed by the National Energy Education Development (NEED) Project. “The mission of The NEED Project is to promote an energy conscious and educated society by creating effective networks of students, educators, business, government and community leaders to design and deliver objective, multi-sided energy education programs.” (NEED Mission Statement)

Materials for the NEED project are derived from the U.S. Energy Information Administration (EIA) Annual Energy Review. For additional research information, visit the EIA web sites at www.eia.doe.gov and www.eia.doe.gov/kids.

NEED Project materials are reproducible for noncommercial, educational purposes. Sustainable Legacy Corporation uses these materials, reformats, and modifies content based on student requirements.

Guest Speakers and Instructors

All material for presentation must be submitted by a guest speaker or instructor no less than one week prior to the presentation.

Safety During Investigations and Experiments

Each unit of the SSET curriculum guide includes a section titled, IMPORTANT: Lab Safety Rules, which states the following:

Eye Safety
  • Always wear safety glasses when performing experiments.

Fire Safety
  • Do not heat any substance or piece of equipment unless specifically instructed to do so.
  • Be careful of loose clothing. Do not reach across or over a flame.
  • Keep long hair pulled back and secured.
  • Do not heat any substance in a closed container.
  • Always use tongs or protective gloves when handling hot objects. Do not touch hot objects with your hands.
  • Keep all lab equipment, chemicals, papers, and personal effects away from the flame.
  • Extinguish the flame as soon as you are finished with the experiment and move it away from the immediate work area.

Heat Safety
  • Always use tongs or protective gloves when handling hot objects and substances.
  • Keep hot objects away from the edge of the lab table, in a place where no one will accidentally come into contact with them.
  • Remember that many objects will remain hot for a long time after the heat source is removed or turned off.

Glass Safety
  • Never use a piece of glass equipment that appears cracked or broken.
  • Handle glass equipment carefully. If a piece of glassware breaks, do not attempt to clean it up yourself. Inform your adult instructor.
  • Glass equipment can become very hot. Use tongs if glass has been heated.
  • Clean glass equipment carefully before packing it away.

Chemical Safety
  • Do not smell, touch, or taste chemicals unless instructed to do so.
  • Keep chemical containers closed except when using them.
  • Do not mix chemicals without specific instructions.
  • Do not shake or heat chemicals without specific instructions.
  • Dispose of used chemicals as instructed. Do not pour chemicals back into containers without specific instructions to do so from your adult instructor.
  • If a chemical accidentally touches your skin, immediately wash the affected area with water and inform your adult instructor.