Policy and Procedures

The policies of the HSCG serve guide the governance and operations of the organization. They are carefully reviewed by the Policies, Procedures and Bylaws Committee to ensure compliance and agreement with the HSCG Bylaws as well as applicable state and federal laws and regulations.

o become official, policies must be approved by the Board of Directors. Per the board’s recommendation, significant policies or changes must also approved by the HSCG membership at the Annual Meeting. Current policies are listed below.

Membership

Events Calendar Management and use of Events Calendar on the HSCG website.	View PDF
Membership Expirations and Renewals How lapses of membership are handled, including assignment of new member number.	View PDF
Member Benefits Summary of member benefits.	View PDF
Local and Regional Gatherings How the HSCG supports local and regional gatherings, and the procedures and responsibilities for doing so.	View PDF
Social Media Posting Rules The HSCG maintains a presence on Social Media which is used as a way to provide information to HSCG members and the general public about HSCG activities and matters of interest in the handcrafted soap and cosmetic industry, and also to provide a way for members and the public to connect.	View PDF
Vendor eNews Procedures and requirements for submitting information for the Vendor Specials eNews,; how the eNews is formatted.	View PDF
Teacher Classes eNews What is included in the Classes eNews, when it is sent and to whom.	View PDF
Cut to the Trace eZine Details of the Cut To The Trace eZine, including what it should contain, publishing schedule, and contribution guidelines.	View PDF
Annual Strategy Meeting Purpose of the Annual Strategy Meeting, what should be accomplished and who attends.	View PDF
Position Statement Official position statement of the HSCG concerning what is considered "handcrafted"	View PDF
Referral Program How the HSCG referral program works.	View PDF
Soapers Showcase Hall of Fame Requirements for and benefits of the Soapers Showcase Hall of Fame	View PDF
Memorial Award The Memorial Awards program honors the legacy of Handcrafted Soap & Cosmetic Guild (HSCG) members who made significant contributions in their lifetime to the HSCG and/or the handcrafted soap and cosmetic industry. These awards are granted when the cumulative total of an individual’s lifetime contributions warrants recognition. Memorial awards are a tribute to honor and celebrate the legacy, contributions, and impact of the member and are named accordingly.	View PDF

Board of Directors

Board Protocol Protocol for HSCG Board Members.	View PDF
Board Meeting Minutes Procedural guidelines for taking and posting minutes of Board of Director meetings.	View PDF

Ethics / Ethics Procedures

Ethics Procedures: Violations of HSCG Code of Ethics Procedures for reporting and handling ethics complaints against HSCG members.	View PDF
Ethics Formal Complaint Form Form for making a formal ethics complaint.	View PDF
Code of Ethics Coe of Ethics for HSCG members. Approved by membership.	View PDF
Member Pledge The HSCG Code of Ethics, written as a a member pledge ("A member of the HSCG shall ...")	View PDF

Conference

Wait Lists How wait lists for exclusive or sold out items are administered.	View PDF
Vendor Member Conference Benefits Benefits for HSCG Vendor Members at the Annual Conference.	View PDF
Recording of Conference Speakers Policy on recording speakers at the annual conference.	View PDF
Board Responsibilities at the Conference What the responsibilities of Board Members are at the Annual Conference.	View PDF

Committees

Committee Reports What should be included in a committee report and how it should be formatted.	View PDF
Committee Protocol A guide to the responsibilities and duties for Committee Members.	View PDF

Administration / Finances

Use of HSCG Property Responsibilities for those authorized to use HSCG property and/or electronic devices.	View PDF
Renewal Reminders Requirements for sending renewal reminders to members.	View PDF
Hiring Policy Defines HSCG hiring practices and procedures.	View PDF
Financial Reporting Standards for financial reporting to the membership at the Annual Meeting.	View PDF
Financial Management Overview of HSCG financial management, accounts, budgets, signatories, accounting and oversight.	View PDF
Expense Reimbursements What expenses may be reimbursed and the procedures for getting reimbursement when applicable.	View PDF
Do Not Contact Status Creation of a "Do Not Contact" status, procedures for assignment and review.	View PDF
HSCG Debit and Credit Cards Who can be issued an HSCG Credit or Debit card, the requirements and restrictions for doing so, and the responsibilities of anyone issued a credit or debit card.	View PDF
Conflict of Interest Statement What a conflict of interest is, and how it is addressed.	View PDF
Brand Book Specifications on preparation and use of HSCG Brand Book	View PDF
Alcohol Policy HSCG Policy concerning purchasing alcohol with HSCG funds.	View PDF
Email Accounts Use of HSCG (@soapguild) email accounts, rules for using accounts, how to access, management, privacy and security.	View PDF
Travel Policy Requirements for any travel purchased or reimbursed by the HSCG.	View PDF

Legal Matters

Legal and Professional Advice Description and of legal and professional advice and information and the HSCG staff responsibilities concerning same.	View PDF
Intellectual Property How the rights to intellectual property created by volunteers and staff are handled.	View PDF