Leadership & Volunteer Policy

Last Updated: August 6, 2025

Introduction

Pennsylvania Postal History Society (PaPHS) relies on dedicated volunteers and ethical leadership to fulfill its mission of postal history preservation. This policy outlines eligibility, roles, expectations, accountability, liability protections, and conflict resolution procedures for both leadership and volunteer participation.

Volunteer Eligibility & Roles

PaPHS welcomes members and individuals interested in contributing their skills to the organization. Volunteer roles may include:

• Event Support
  • Assisting with planning, setup, and operations.
• Research & Archival Assistance
  • Helping organize and analyze historical materials.
• Community Outreach
  • Supporting educational programs and nonprofit initiatives.
• Digital Contributions
  • Website updates, social media engagement, and content creation.

Volunteers must be in good standing with PaPHS and agree to uphold its mission and values.

Code of Conduct & Ethics

All volunteers and leadership members must:

• Engage with integrity, professionalism, and mutual respect.
• Follow PaPHS guidelines for historical accuracy, archival standards, and public engagement.
• Avoid conflicts of interest and disclose affiliations that may impact decision-making.
• Refrain from discriminatory, disruptive, or unethical behavior in all PaPHS activities.

Leadership Responsibilities & Decision-Making

PaPHS leadership is responsible for:

• Overseeing organizational strategy, governance, and financial transparency.
• Providing guidance, support, and opportunities for volunteer participation.
• Ensuring PaPHS remains mission-focused and ethically accountable.
• Collaborating with stakeholders to maintain effective nonprofit operations.

Service Request & Volunteer Training Process

To engage with PaPHS services and volunteer roles, individuals must:

• Submit inquiries via email or official request form for participation.
• Complete any required training or onboarding to familiarize themselves with PaPHS guidelines.
• Acknowledge that service and volunteer availability depend on organizational resources.

PaPHS will review and respond to requests based on priority and available resources.

Conflict of Interest Policy

All volunteers and leadership members must:

• Disclose any affiliations, financial interests, or relationships that could influence PaPHS decisions.
• Avoid using PaPHS resources for personal or external gain unless approved by leadership.
• Refrain from promoting personal, business, or political interests in official PaPHS activities.
• Excuse themselves from decision-making when a personal or professional interest may create bias.

PaPHS reserves the right to review and address potential conflicts to ensure ethical governance and organizational integrity.

Hold Harmless Agreement

All volunteers and leadership members agree to:

• Hold PaPHS harmless from any claims, damages, or liabilities resulting from their participation in organizational activities.
• Acknowledge that PaPHS assumes no responsibility for personal injuries, financial loss, or legal consequences stemming from voluntary service.
• Indemnify PaPHS against any third-party claims arising from individual actions performed outside of official duties.
• Understand that engagement with PaPHS is voluntary, and individuals assume full responsibility for their participation.

Liability & Disclaimers

• PaPHS is not responsible for lost, stolen, or damaged personal belongings during volunteer or leadership activities.
• Volunteers and leaders act independently when engaging with third parties, and PaPHS is not liable for unauthorized agreements or commitments.
• Volunteers and leaders do not claim ownership over PaPHS materials and must not reproduce or distribute research, documents, or branding without approval.

Termination & Conflict Resolution

If a volunteer or leadership member violates PaPHS policies, the following process will be followed:

• Review & Discussion
  • Concerns will be addressed through respectful dialogue between the individual and PaPHS leadership.
  • A chance will be given to clarify misunderstandings or correct minor issues.
• Corrective Action
  • If necessary, PaPHS may issue guidance for improvement, including behavioral adjustments or role modifications.
  • Additional training or mentoring may be provided if the issue is performance-related.
• Termination
  • If violations persist or are severe, PaPHS reserves the right to revoke participation in volunteer or leadership roles.
  • Termination decisions will be documented and communicated formally.

Compliance & Policy Updates

PaPHS periodically reviews and updates this policy to align with best practices in volunteer management and nonprofit governance.

Conclusion

PaPHS values its volunteers and leadership team, recognizing their critical role in fostering historical research, education, and community impact.

Contact Information

For inquiries about volunteer opportunities or leadership roles, contact PaPHS at:

Pennsylvania Postal History Society (PaPHS)
paphs.org
info@paphs.org