Global Share Support Youth Association
Anti-Racism, Access, and Equity Policy
Effective Date: Jan 1st, 2020
Reviewed: Jan 1st, 2020

1. Purpose

The purpose of this policy is to promote anti-racism, ensure equitable access, and advance fairness and inclusion within GSSYA. This policy aims to create a respectful, inclusive environment that actively challenges discrimination and supports equal opportunities for all members of the community.

2. Scope

Applicability: This policy applies to all employees, volunteers, board members, clients, and the Board of Directors of GSSYA. It covers all activities and operations, including recruitment, program delivery, and organizational practices.

3. Definitions

• Anti-Racism: Actions and policies that actively challenge and seek to dismantle racism and its impacts.

• Access: The availability of services, resources, and opportunities to all individuals, regardless of their background.

• Equity: Fair treatment, access, opportunity, and advancement for all individuals, while striving to identify and eliminate barriers that have historically led to unequal treatment.

4. Policy Statements

Commitment to Anti-Racism:
GSSYA is committed to actively combating racism and creating a culture of inclusivity. We will ensure that our practices and policies reflect anti-racist principles and foster an environment where all individuals are valued and respected.

Commitment to Access:
GSSYA will provide equitable access to all services, resources, and opportunities. We will identify and remove barriers to participation and ensure that all individuals have the opportunity to benefit from our programs and services.

Commitment to Equity:
GSSYA is dedicated to fairness and equity in all organizational practices. We will implement measures to ensure that all individuals are treated fairly and that our policies and practices address and rectify historical and systemic inequalities.

5. Responsibilities

Leadership:
The Chairman is responsible for overseeing the implementation of this policy and ensuring that it is integrated into all aspects of GSSYA’s operations.

Staff and Volunteers:
All staff and volunteers are expected to adhere to the principles of this policy, participate in related training, and contribute to creating an inclusive environment.

Policy Committee:
A Policy Committee, including representatives from various departments, will be established to monitor compliance with this policy, review progress, and recommend improvements.

6. Training and Education

Mandatory Training:
All employees and volunteers will undergo mandatory training on anti-racism, access, and equity principles upon onboarding and will participate in refresher training annually.

Educational Resources:
GSSYA will provide ongoing educational resources and support to ensure that staff and Board of Directors are informed about anti-racism, equity, and accessibility.

7. Complaint Procedure

How to Report:
Individuals who believe that they have experienced or witnessed discrimination, harassment, or other violations of this policy can report their concerns using the complaint procedure outlined in the GSSYA Complaint Policy.

Investigation:
All complaints will be investigated promptly and thoroughly by the designated Complaints Officer or a relevant committee. Appropriate actions will be taken to address and resolve any issues.

Follow-Up:
Complainants will be kept informed of the progress and resolution of their complaints. Follow-up will be conducted to ensure that any issues are fully resolved and to prevent recurrence.

8. Monitoring and Evaluation

Assessment:
GSSYA will regularly assess the effectiveness of this policy and its implementation through surveys, feedback mechanisms, and reviews.

Reporting:
Progress reports on anti-racism, access, and equity efforts will be included in the annual report and shared with the Board of Directors.

Continuous Improvement:
The Policy Committee will review and update this policy as needed to reflect best practices and emerging issues in anti-racism, access, and equity.

9. Policy Review and Updates

Review Schedule:
This policy will be reviewed annually by the Policy Committee and updated as necessary to ensure its continued relevance and effectiveness.

Approval:
Updates to this policy will be approved by the Board of Directors.

10. Communication

Policy Availability:
This policy will be accessible on the GSSYA website and available in hard copy at the GSSYA office. All employees, volunteers, and Board of Directors will be informed of its availability.

Contact for Queries:
For questions or more information about this policy, please contact Christina Guan, Complaint Officer, at gssyaattendance@gmail.com.

Approved By:
Linda Huang, Chairman
Jan 1st, 2020

Global Share Support Youth Association
Complaint Policy
Effective Date: Jan 1st, 2020
Reviewed: Jan 1st, 2020

1. Purpose

The purpose of this policy is to establish a fair, transparent, and effective process for handling complaints within GSSYA. This policy ensures that complaints are addressed in a timely and systematic manner, providing a clear framework for resolution and maintaining the integrity and accountability of the organization.

2. Scope of the Policy

Applicability:
This policy applies to all employees, volunteers, and Board members of GSSYA, including but not limited to clients, partners, and members of the community who interact with the organization.

3. Types of Complaints Covered

Categories:

• Service-Related Complaints: Issues related to the quality or delivery of GSSYA’s services.

• Behavioral Complaints: Concerns about the behavior or conduct of employees or representatives of GSSYA.

• Administrative Complaints: Issues related to policies, procedures, or administrative decisions.

• Ethical Complaints: Allegations of unethical behavior or violations of GSSYA’s code of conduct.

4. Complaint Submission Process

How to Submit:

• Email: Complaints can be sent to ssytutor@gmail.com

• In-Person: Complaints can be submitted in writing to the front desk or the designated complaint drop box at the GSSYA office.

Information Required:

• Name (optional for anonymous complaints)

• Contact Information (email or phone number)

• Description of the Complaint: Detailed explanation of the issue

• Date of Occurrence

• Relevant Evidence (if applicable)

5. Complaint Handling Procedures

Acknowledgment:

• Notification: Complainants will receive an acknowledgment of their complaint within 5 business days, including a reference number and an outline of the next steps.

Investigation:

• Process: The complaint will be reviewed by the Complaints Officer or designated team. Investigations will involve gathering information, interviewing relevant parties, and reviewing documentation.

• Involvement: The Complaints Officer will lead the investigation, with assistance from relevant department heads as needed.

Resolution:

• Communication: The resolution will be communicated to the complainant within 30 days of receipt of the complaint. This will include the findings of the investigation and any actions taken.

Follow-Up:

• Satisfaction Check: The Complaints Officer will follow up with the complainant to ensure that the issue has been satisfactorily resolved within 15 days of communicating the resolution.

6. Confidentiality

Privacy:
All complaints will be handled confidentially. Personal data and details of the complaint will be protected and only shared with individuals involved in the investigation or resolution process. Access to complaint records will be restricted to authorized personnel only.

7. Responsibilities

Roles:

• Complaints Officer: Responsible for receiving, acknowledging, and investigating complaints. Ensures compliance with the policy and communicates resolutions.

• Admin Manager: Assists with investigations as needed and implements corrective actions.

• Chairman: Oversees the complaint process and addresses any high-level issues or appeals.

8. Timeframes

Response Times:

• Acknowledgment: Within 5 business days of receipt.

• Investigation and Resolution: Within 30 days of acknowledgment.

• Follow-Up: Within 15 days after resolution communication.

9. Appeals Process

Appeal Mechanism:
If a complainant is dissatisfied with the resolution, they may appeal the decision by submitting a written appeal to the Chairman within 15 days of receiving the resolution. The appeal will be reviewed, and a final decision will be communicated within 30 days.

10. Policy Review and Updates

Review Schedule:
This policy will be reviewed annually by the Policy Committee to ensure its effectiveness and relevance. Updates will be made as needed and approved by the Board of Directors.

11. Communication

Policy Availability:
The Complaint Policy will be accessible on the GSSYA website and available in hard copy at the GSSYA office. All employees, volunteers, and stakeholders will be informed of its availability and encouraged to review it as part of their orientation and training.

Contact for Queries:
For questions or more information about the Complaint Policy, please contact Christina Guan, Complaints Officer, at gssyaattendance@gmail.com.

Approved By:
Linda Huang, Chairman
Jan 1st, 2020

Global Share Support Youth Association (GSSYA)

Effective Date：Jan 1st 2020

Health and Safety Policies

1. General Health and Safety Commitment

GSSYA is committed to ensuring the safety, health, and well-being of all youth under our care, as well as our staff and volunteers. We aim to create a safe environment through proactive measures, rigorous training, and responsive procedures in the event of any health or safety concerns.

2. Risk Assessment and Prevention

• Regular Risk Assessments: We conduct regular risk assessments for all activities, events, and spaces utilized by the GSSYA community. This includes physical, emotional, and environmental risks.

• Safety Planning: Activities are planned with safety as a top priority. This includes having sufficient staff-to-youth ratios, using age-appropriate and risk-appropriate materials, and ensuring safe transportation for outings.

3. Emergency Procedures

• Emergency Action Plans: GSSYA has clear procedures for emergencies such as accidents, natural disasters, or medical emergencies. These procedures are communicated to all staff and volunteers, and emergency drills are conducted regularly.

• First Aid: First aid kits are available at all GSSYA locations and events. Staff and volunteers receive training in basic first aid and CPR, ensuring that they are prepared to respond to accidents or health crises.

• Medical Emergencies: In the event of a medical emergency, staff will immediately contact medical professionals and follow established protocols to ensure the safety and health of the affected individual(s).

4. Mental Health and Well-Being

• Supportive Environment: GSSYA is committed to promoting mental wellness by creating a supportive and inclusive environment where youth feel comfortable expressing their emotions and concerns.

• Access to Resources: We provide access to mental health resources, including counseling, workshops on mental health topics, and partnerships with local mental health organizations.

• Crisis Management: Staff and volunteers are trained in crisis management techniques to identify and respond to youth in distress. This includes suicide prevention and intervention protocols.

5. Safeguarding Policies

• Youth Protection: GSSYA operates under strict safeguarding policies to protect youth from physical, emotional, or sexual harm. All staff and volunteers are screened through background checks, and they are trained in child protection protocols.

• Reporting Concerns: Any concerns related to health and safety, including potential abuse or neglect, must be reported to a designated safeguarding officer. Confidentiality will be maintained, and concerns will be handled with sensitivity and professionalism.

6. Health and Hygiene Protocols

• Sanitation: All GSSYA facilities and event spaces are cleaned regularly to maintain high hygiene standards. Hand sanitizers, soap, and cleaning supplies are readily available.

• Illness Prevention: Youth, staff, and volunteers who are unwell are advised to stay home. GSSYA encourages vaccination where applicable and provides educational materials on preventing the spread of illnesses.

• COVID-19 and Other Contagious Diseases: We adhere to government and health authority guidelines regarding contagious diseases such as COVID-19. This includes mask-wearing, social distancing, and vaccination requirements where necessary.

7. Food and Allergies

• Safe Food Handling: GSSYA ensures that all food served during events and programs is handled safely and hygienically. Staff and volunteers handling food are trained in proper food safety protocols.

• Allergy Management: We ask all participants to provide information on any food allergies or dietary restrictions, and we take steps to prevent exposure to allergens during events.

8. Training and Accountability

• Staff and Volunteer Training: All staff and volunteers receive regular training in health and safety protocols, including first aid, emergency procedures, mental health awareness, and safeguarding.

• Monitoring and Accountability: GSSYA is committed to continuously monitoring health and safety practices to ensure compliance and effectiveness. Policies are reviewed annually and updated as needed.

9. Incident Reporting

• Documentation: All incidents, accidents, or health and safety concerns are documented in an incident report. These reports are reviewed by the safety committee to address any underlying issues and improve future safety protocols.

• Follow-up Procedures: After any health or safety incident, GSSYA will conduct a follow-up to ensure the well-being of those affected and to determine if additional measures are needed to prevent future incidents.