Policy and Procedures

The policies of the HSCG form the basis of the procedures and actions of the HSCG. They are all reviewed by the Policies, Procedures and Bylaws Committee to ensure that they are in compliance and agreement with the HSCG Bylaws and applicable state and federal laws and regulations. In order to become official all policies must be approved by the Board of Directors and major policies must be approved by the general membership at the Annual Meeting.

The following policies and procedures have been written, approved and implemented. They are broken out into the subject areas to which they apply. Some policies are listed in several different sections.

NOTE: Policies are .pdf documents; links will open in a new tab or window.

"; echo "

Membership

Member Pledge The HSCG Code of Ethics, written as a a member pledge (\"A member of the HSCG shall ...\")
Position Statement Official position statement of the HSCG concerning what is considered \"handcrafted\"
Membership Benefits Details of Membership benefits
Member & Conference eNews Member and Conference eNews - how they are administered, who is responsible for sending them out.
Member Online Listings How member online listings, including soap and cosmetic handcrafted listing, Soap Gallery, Cosmetic Gallery, Vendor listings, Teacher listings and classes, and Certified Soapmaker listings, are displayed, what the requirements are, and general information about the management of all online listings where members' information is made public.
Referral Program How the member referral program works and how it is administered
Calendar of Events What the Calendar of Events is, what events may be published and who has responsibility for its upkeep.
Teacher eNews What the Teacher eNews is and how it is administered.
Local Gatherings Services and benefits provided to local and regional gatherings by the HSCG and how they are handled.
Cut To The Trace Ezine Details of the Cut To The Trace eZine, including what it should contain, publishing schedule, and who can contribute.
Vendor eNews What the Vendor eNews is and how it is administered.
Members in the Media Requirements for submissions for the Members in the Media page, and how the program is administered.
How-To Library Submission of and access to articles in the HSCG How-To Library online.
Member Expirations and Renewals How membership renewals and expirations are handled
Renewal Reminders When and how renewal reminders are sent. Requires renewal reminders by mail
Financial Reporting Financial Reports required at the Annual Meeting.
Disclosure of Information What corporate information must be available to all members and what information may be otherwise disclosed under specific circumstances.

Publicity and Public Relations

Facebook Posting Policy Statement (published on the Facebook \"About\" page) governing posts on the HSCG Facebook page.
Position Statement Official position statement of the HSCG concerning what is considered \"handcrafted\"

Conference

Conference Benefits for Tier 1 Vendor Member How Tier 1 Vendor Members can take advantage of their conference benefits.
Wait Lists How Waiting Lists are handled for exclusive sponsorship opportunities or conference registration tickets in the event the conference is sold out.
Conference Sponsorships & Donations Details about conference sponsorships and donations are handled.
Marketing Events Marketing events at the conference and how they are selected and administered.
Recording Conference Speakers Policy on recording speakers at the HSCG Annual Conference.
Conference Staff - Responsibilities & Benefits Conference staff positions, duties and responsibilities and compensation allowed.
Responsibilities of Board Members at the Conference What the responsibilities of Board Members are at the Annual Conference.
Conference Director Duties and responsibilities of the Conference Director.
Conference Vendor Coordinator Duties and responsibilities of the Conference Vendor Coordinator.
Conference Soapers' Showcase Coordinator Duties and responsibilities of the Conference Soapers' Showcase Coordinator.
Conference Speaker Coordinator Duties and responsibilities of the Conference Speaker Coordinator
Conference Sponsor/Donor Coordinator Duties and responsibilities of the Conference Sponsor/Donor Coordinator

Ethics

Code of Ethics Code of Ethics of the HSCG.
Ethics Procedures Details of how the HSCG ethics procedures work and are administered.
Formal Complaint Form Form for filing a formal ethics complaint.
Ethics Complaints on Non-Members How ethics complaints on non-members are handled.

Committees

BaseCamp Usage Who has access to Basecamp and how it should be maintained and used.
Committee Protocol A guide to the responsibilities and duties for Committee Members.
Committee Reports What should be included in a committee report and how it should be formatted.
Intellectual Property Responsibilities for maintaining and securing the intellectual properties of the HSCG
Completed Staff Work How to submit a proposal or request for approval.
Privacy Policy Privacy policy for committee workspaces
Approval of Expenditures How all expenditures must be approved before being obligated.
Teleconferencing Use and approval of teleconferencing for Committees and the Board of Directors.
Conflict of Interest What a conflict of interest is, and how it is addressed within a Committee or the Board of Directors.

Board of Directors

Board Protocol Protocol for HSCG Board Members
Board Meeting Minutes Procedures for taking minutes at Board, Committee and Member meetings
Annual Strategy Meeting Purpose of the Annual Strategy Meeting, what should be accomplished and who attends
BaseCamp Usage Who has access to Basecamp and how it should be maintained and used.
Responsibilities of Board Members at the Conference What the responsibilities of Board Members are at the Annual Conference.
Intellectual Property Responsibilities for maintaining and securing the intellectual properties of the HSCG
Completed Staff Work How to submit a proposal or request for approval.
Privacy Policy Privacy policy for committee workspaces
Approval of Expenditures How all expenditures must be approved before being obligated.
Teleconferencing Use and approval of teleconferencing for Committees and the Board of Directors.
Conflict of Interest What a conflict of interest is, and how it is addressed within a Committee or the Board of Directors.

Financial Mangagement

Financial Management How HSCG Financial Management is carried out
Approval of Expenditures How all expenditures must be approved before being obligated.
Expense Reimbursements What expenses may be reimbursed and the policy for getting approval for expenses.
Record of Assets How HSCG assets are recorded and tracked
Teleconferencing Use and approval of teleconferencing for Committees and the Board of Directors.
Alcohol Policy HSCG Policy concerning purchasing alcohol with HSCG funds.
Travel Policies Policy coving what travel the HSCG will pay for and the necessary approval process
HSCG Credit/Debit Cards Who can be issued an HSCG Credit or Debit card, and the requirements and restrictions for doing so.
HSCG Property Who can be issued an HSCG cell phone, electronic device or other property, and the requirements and restrictions for doing so.
Financial Reporting Financial Reports required at the Annual Meeting.

General Administration

BaseCamp Usage Who has access to Basecamp and how it should be maintained and used.
Important Files and Documents How the important files and documents of the HSCG are handled.
Online Information Access Who has access to what HSCG online information (including Basecamp, Accounting, Administrative Area, Bank Accounts, etc.
Privacy Policy HSCG Privacy Policy
Policy Standards Standards for writing, approving and issuing HSCG Policy

Job Descriptions / Responsibilities

Webmaster Duties and responsibilites of the Webmaster
Conflict of Interest Statement How any potential or actual conflicts of interest are addressed. Requires Board and Committee Members to disclose any potential conflict of interest annually
Hiring Policy HSCG Hiring guidelines.

Legal Matters

Corporate Record Book What corporate records must be kept and how, and the responsibilities for doing so.
Intellectual Property Responsibilities for maintaining and securing the intellectual properties of the HSCG.
Disclosure of Information What corporate information may be disclosed, under what circumstances and to whom
Position Statement Official position statement of the HSCG concerning what is considered \"handcrafted\"
Conflict of Interest Statement How any potential or actual conflicts of interest are addressed. Requires Board and Committee Members to disclose any potential conflict of interest annually
Hiring Policy HSCG Hiring guidelines.
";