Grossman Burn Foundation
501(c)(3)
 Policy & Procedures

Mission

 The Grossman Burn Foundation’s mission is to promote effective, sustainable partnership solutions for the comprehensive treatment, care, and support of burn survivors and their families in the United States and around the world.

Date of Issuance on January 1, 2023

Valid indefinitely until replaced with new policies or procedures

Grossman Burn Foundation Non-Discriminatory Policy

Grossman Burn Foundation 501(c)3 prohibits any form of discrimination on the basis of race, age, color, sex, national origin, physical or mental disability, sexual orientation, pregnancy/maternity, income status, or religion.

It is strictly against Grossman Burn Foundation culture and policy to discriminate against any participant in GBF programming, volunteer, staff, potential staff, contractor, or other person associating with Grossman Burn Foundation.

Grossman Burn Foundation is an Equal Opportunity Employer and does not discriminate in the terms, conditions, or privileges of employment on account of race, age, color, sex, national origin, physical or mental disability, or religion or otherwise as may be prohibited by federal and state law. Any employee, board member, volunteer or client who believes that s/he or any other affiliate of Grossman Burn Foundation has been discriminated against is strongly encouraged to report this concern promptly to the Executive Director.

Discriminatory Harassment Harassment or intimidation of a program participant, employee, volunteer, or guest because of that person’s race, age, color, sex, national origin, physical or mental disability, or religion is specifically prohibited and may be grounds for termination. Harassment and intimidation includes abusive, foul or threatening language or behavior. Grossman Burn Foundation is committed to maintaining a workplace that is free of any such harassment and will not tolerate discrimination against staff members, volunteers or agency clients. Issues of discriminatory treatment, harassment, or intimidation on any of these bases should immediately be reported to the Executive Director or immediate supervisor and, if substantiated, prompt action will be taken.

Conflict of Interest Policy

At the Grossman Burn Foundation, all board members and employees are expected to conduct themselves in ethical and non-compromising business matters with non-profit motivations and judgments only. If in conducting or planning a program, fundraiser, or partnership, the employee or board member has any question of conflict of interest, such suspicion must be reported to the board and Executive Director to resolve any ethical dilemma.

A conflict of interest exists when an employee or board member prioritizes individual benefit over benefit of Foundation and recipients of nonprofit aid. When an employee’s duty to be loyal to the Grossman Burn Foundation is prejudiced by actual or potential benefit from an outside source (say a private partner, business, granter, grantee, or other personal gain) that employee must report the conflict of interest, and may be disciplined or terminated depending on the severity of their compromised decision making.

All employees and board members should refrain from entering into any particular transaction or
establishing any relationship with others if the employee’s duty of loyalty and diligence to the Grossman Burn Foundation is or may be impaired.

The following are examples of actions to be avoided that may create a conflict of interest or give
the appearance of a conflict:

– Engaging in any activity which conflicts with the interest or purpose of the Grossman Burn Foundation

– Engaging in any financial, business, or other relationships with current or potential grantees of the Foundation, including quid-pro-quo, commissions, or other unethical financial deals/cuts that may compromise the integrity of Grossman Burn Foundation and granters

– Accepting in any form whatsoever, any remuneration, compensation, or gift from current or potential grantees of the Foundation, other than grant award itself for GBF

– Providing or giving personal gifts or favors to other businesses and granters in order to
unfairly position the Grossman Burn Foundation

– Failing to disclose to the Executive Director that an immediate family member is affiliated
with a grantee or applicant

All employees are under a constant obligation to disclose to the Executive Director and board any situation involving actual or potential conflicts of interest.

Whistleblower Policy

Federal law prohibits all corporations, including nonprofits, from retaliating against
employees who “blow the whistle” on their employer’s accounting practices.

Grossman Burn Foundation is committed to operating in compliance with all applicable laws, rules, and regulations, including those related to tax-exempt purposes and audits, to prohibit fraudulent practices by any of our employees, board members, or volunteers.

If any employee has a reasonable belief that an employee or board member at Grossman Burn Foundation has participated in an action that violates any applicable law, regulation, or practice, the employee is expected to immediately report such information to the Executive Director. If the employee does not feel able to report this information to the Executive Director, they are expected to report it to a board member or the founder.

Grossman Burn Foundation will never retaliate against any employee who reports such reasonable beliefs in accordance with good faith and federal law.

All reports will be followed up promptly and an investigation will be conducted. In conducting an investigation, Grossman Burn Foundation will strive to keep the identity of the whistleblowing individual as confidential as possible, while conducting an adequate investigation.

Document Retention and Destruction Policy

Grossman Burn Foundation employees, volunteers, board members, and contractors are
required and expected to comply with the following policies on document retention/destruction:

1. Paper or electronic documents indicated under the terms for retention in the following section will be transferred and maintained by the Executive Director.

2. All other paper documents not important to the practices of Grossman Burn Foundation will be destroyed after three years

3. All other electronic documents not important to the practices of Grossman Burn Foundation will be deleted from individual computers, databases, networks, and back-up storage after three years

4. No paper or electronic documents will be destroyed or deleted if pertinent to any ongoing or anticipated government investigation or proceeding or private litigation

5. No paper or electronic documents will be destroyed or deleted as required to comply with government auditing standards (Single Audit Act)

6. Documents containing HIPAA must be destroyed when no longer in use for relevant program, funding, or treatment. Any shared information must be shared without HIPAA details or after signed agreement of information release by involved parties.

Records may be retained for Grossman Burn Foundation use, but in doing so, the policies of Grossman Burn Foundation recommend the below maximum retention periods for particular documents: