---
title: Staff Handbook
---

## Introduction and Framework

Welcome to our organisation. This Staff Handbook serves as a comprehensive guide to our policies, procedures, and expectations for all Team members (volunteers). This handbook operates within our comprehensive legal and policy framework, which includes:

**(a)** **Community Code of Conduct**: Fundamental behavioural standards and community values;

**(b)** **Community Leadership and Governance Policy**: Leadership structure, accountability, and governance frameworks;

**(c)** **Community Recognition and Appreciation Policy**: Recognition systems and volunteer support programmes;

**(d)** **Community Feedback and Participation Policy**: Democratic participation and community input processes;

**(e)** **Terms of Service and Legal Policies**: All applicable legal frameworks and user obligations;

**(f)** **Content and Moderation Policy**: Comprehensive moderation standards and enforcement procedures.

**IMPORTANT: This handbook supplements but does not replace our comprehensive policy framework. All Team members are required to familiarise themselves with and adhere to all applicable policies, which are incorporated herein by reference.**

### Our Mission and Values

We rely on every Team member, regardless of position, to help foster a safe, welcoming, and inclusive environment that serves our community's diverse needs. Your dedication, skills, and adherence to our standards are crucial in achieving our organisational mission of creating exceptional online communities.

By familiarising yourself with this handbook and our broader policy framework, you play a vital role in maintaining the integrity, inclusivity, and effectiveness of our organisation.

## 1. Activity Requirements

### 1.1. Flexible Engagement

We recognise and deeply appreciate that our Team members are volunteers dedicating their time and effort to support our community. As such, we do not impose rigid activity quotas or specific engagement levels.

### 1.2. Communication of Extended Absences

While we maintain a flexible approach to activity, we kindly request that you inform us of any anticipated absences:

- For absences exceeding one week, please notify the team via the `#staff-chat` channel on Discord.
- This communication helps us manage workload distribution and ensures continued smooth operation of our community.

### 1.3. Extended Inactivity

In cases of prolonged inactivity:

- If you are inactive for more than one month without prior communication, we may remove you from the active staff team.
- This policy helps maintain an engaged and responsive staff roster.
- Please note that removal due to inactivity is not punitive and does not reflect negatively on your contributions.

### 1.4. Training Compliance and Dismissal

**Mandatory Training Compliance:**

All Team members must comply with mandatory training requirements:

**(a)** **Initial Training:** Complete all required training and submit confirmation form during onboarding before beginning staff duties

**(b)** **Annual Training:** Complete annual training review at the start of each calendar year and submit confirmation form by the specified deadline

**(c)** **Dismissal for Non-Compliance:** Failure to complete annual training review and submit the required confirmation form by the deadline will result in immediate dismissal from Team positions. This policy ensures all Team members maintain current knowledge of policies and procedures essential for community safety and effective service.

### 1.5. Returning to the Team

We value your contributions and understand that life circumstances can change:

- If you've been removed due to inactivity, you are always welcome to rejoin the staff team when your schedule permits.
- To rejoin, please contact an admin.

### 1.6. Balancing Commitments

We encourage you to balance your volunteer work with your personal life and other commitments:

- Your well-being is important to us. Never feel pressured to overextend yourself.
- If you find your role becoming stressful or overly time-consuming, please discuss this with an admin.

### 1.7. Recognition and Appreciation

**Reference to Comprehensive Recognition Framework**: Detailed volunteer recognition, appreciation programmes, and wellness support systems are set forth in our Community Recognition and Appreciation Policy, which is incorporated herein by reference.

Key recognition elements include:
- Regular appreciation and acknowledgement of volunteer contributions
- Volunteer milestone recognition and celebration programmes
- Burnout prevention resources and wellness support systems
- Professional development opportunities and growth support
- Flexible volunteer arrangements accommodating personal circumstances

## 2. Staff Roles and Leadership Framework

### 2.1. Leadership Structure Integration

**Reference to Comprehensive Leadership Framework**: Detailed leadership roles, responsibilities, selection processes, and accountability mechanisms are set forth in our Community Leadership and Governance Policy, which is incorporated herein by reference.

Our community leadership operates through a structured hierarchy, outlined in [a diagram](/staff/hierarchy).

### 2.2. Staff Role Definition and Principles

#### 2.2.1. Servant Leadership Principle

As a Team member, you occupy a position of trust within our community operating under the **servant leadership principle**. This foundational principle guides all Team roles and responsibilities.

**What is Servant Leadership?**

Servant leadership is a philosophy and set of practices that enriches the lives of individuals, builds better organisations, and ultimately creates a more just and caring world. In our community context:

**(a)** **Service-Oriented Leadership**: Team members serve the community rather than wielding authority for personal benefit. Your role exists to support and empower community members, not to exercise power over them.

**(b)** **Community-Centred Focus**: All decisions and actions prioritise the well-being and growth of the community and its members. Personal interests or preferences are secondary to community needs.

**(c)** **Empowerment and Support**: Team members work to enable community members to succeed, grow, and participate meaningfully. Rather than controlling or directing, Team members facilitate and support.

**(d)** **Humility and Accountability**: Team members recognise that leadership is a responsibility, not a privilege. You are accountable to the community you serve through established accountability mechanisms.

**(e)** **Inclusive Participation**: Servant leadership means ensuring all voices are heard, especially those of marginalised community members. Staff actively work to remove barriers to participation.

**Key Principles for Team Members:**

- Being a Team member does not elevate you above other community members
- Your role is one of service and support, not authority or superiority
- You serve the community rather than wielding authority for personal benefit
- You are accountable to the community you serve through established accountability mechanisms
- Leadership is demonstrated through service, not through exercising power
- Success is measured by community member growth and well-being, not personal recognition

### 2.3. General Staff Expectations

#### 2.3.1. Leading by Example

As Team members, you are expected to exemplify the ideal community member:

- Be active and engaged within the community within your capacity and role
- Strictly adhere to all community rules and guidelines
- Demonstrate a welcoming and inclusive attitude towards all members, especially newcomers
- Model the behaviour and values we want to see throughout the community

#### 2.3.2. Balancing Roles and Responsibilities

Remember that you are both a Team member and a community member:

- Not every interaction requires official Team intervention
- Engage in regular social interactions with fellow community members
- Maintain a balance between your Team duties and personal enjoyment within the community
- Recognise when situations require your Team expertise versus when you can participate as a regular member

#### 2.3.3. Platform Familiarity and Cross-Platform Coordination

Our community spans multiple platforms with coordinated governance:

- You are entrusted with maintaining community standards across platforms, following consistent policies
- Focus on supporting platforms you're comfortable with whilst maintaining policy consistency
- Seek assistance or guidance from fellow Team members and Leadership when dealing with unfamiliar situations
- Coordinate with other platform teams to ensure cohesive community experience

### 2.4. Staff Standards and Accountability

**Reference to Comprehensive Standards Framework**: Detailed performance standards, accountability mechanisms, and oversight procedures are set forth in our Community Leadership and Governance Policy, which is incorporated herein by reference.

#### 2.4.1. Professional Conduct and Community Values

Maintain exemplary conduct aligned with our community values:

- Demonstrate respect, inclusivity, safety, and collaborative problem-solving in all interactions
- Remain calm and objective, especially in challenging situations involving community safety
- Model the behaviour expected of all community members whilst serving in your Team capacity
- Use appropriate, inclusive language and maintain trauma-informed practices

#### 2.4.2. Fairness, Consistency, and Evidence-Based Decision-Making

Apply policies and take actions consistently following established frameworks:

- Treat all community members equally with dignity and respect regardless of background or circumstances
- Make decisions based on community policies and evidence-based practices, not personal preferences
- Follow progressive disciplinary frameworks and restorative justice principles when appropriate
- Consider cultural sensitivity and accessibility needs in all Team decisions and actions

#### 2.4.3. Transparency and Community Accountability

Maintain transparency and accountability to the community:

- Clearly explain reasons for staff decisions using established policy frameworks
- Document actions appropriately for consistency and accountability
- Participate in community feedback systems and performance review processes
- Be responsive to community input and concerns about staff effectiveness

### 2.5. Collaboration and Support

#### 2.5.1. Team Communication

Maintain open lines of communication with your fellow Team members:

- Use designated channels (e.g., `#staff-chat`) to discuss community issues and seek guidance
- Share experiences and seek advice when facing challenging situations
- Communicate openly about workload, availability, and support needs

#### 2.5.2. Continuous Learning and Development

Stay informed and improve your skills:

- Keep up-to-date with any changes to community guidelines, policies, and procedures
- Participate in provided training, skill-sharing sessions, and professional development opportunities
- Seek feedback from peers and leadership to continuously improve your effectiveness

#### 2.5.3. Escalation Protocol

**Universal Escalation Principles:**

All Team members must know when and how to escalate issues appropriately. Escalation ensures that complex, sensitive, or high-impact matters receive the appropriate level of attention and expertise.

**When to Escalate:**

**(a)** **Complexity Beyond Your Expertise**: Situations that exceed your knowledge, training, or authority level require escalation to Team members with appropriate expertise.

**(b)** **Safety Concerns**: Any situation involving immediate or potential safety risks to community members requires immediate escalation to senior staff and appropriate coordinators (Crisis Response Coordinator, Child Safety Coordinator, etc.).

**(c)** **Policy Ambiguity**: When policies are unclear or seem to conflict, escalate to leadership for clarification rather than making assumptions.

**(d)** **High-Impact Decisions**: Decisions that significantly affect community members, community culture, or organisational operations should involve senior staff input.

**(e)** **Legal or Compliance Concerns**: Any situation with potential legal implications or compliance requirements should be escalated to Legal and Policy Advisor or senior leadership.

**(f)** **Team-Related Issues**: Conflicts or concerns involving other Team members should be escalated through appropriate channels to maintain professional boundaries.

**(g)** **Repeated or Persistent Issues**: Patterns of problematic behaviour or recurring issues that haven't been resolved through standard interventions require escalation.

**How to Escalate:**

**(a)** **Use Appropriate Channels**: Escalate through designated staff channels (e.g., `#staff-chat` on Discord) or direct contact with relevant coordinators or senior staff.

**(b)** **Provide Complete Context**: When escalating, include:
- Clear description of the situation
- Relevant background and history
- Actions already taken
- Evidence or documentation
- Your assessment of urgency and risk level
- Specific questions or support needed

**(c)** **Maintain Communication**: Continue supporting the situation whilst escalation is in process. Don't abandon community members whilst waiting for escalation response.

**(d)** **Follow Instructions**: Once escalation occurs, follow any specific directions from senior staff or coordinators whilst maintaining your role responsibilities.

**(e)** **Document Appropriately**: Document escalation decisions and outcomes for accountability and learning purposes.

**Escalation Timeframes:**

- **Immediate (Within 15 minutes)**: Safety threats, crisis situations, child safety concerns
- **Urgent (Within 1 hour)**: Harassment, significant policy violations, legal concerns
- **Standard (Within 24 hours)**: Complex situations, policy questions, persistent issues
- **Routine (Within 3-5 days)**: General questions, process improvements, non-urgent concerns

**Context-Specific Escalation:**

Different types of situations may require escalation to specific coordinators or teams:
- **Crisis Response**: Escalate mental health crises to Crisis Response Coordinator
- **Child Safety**: Escalate child safety concerns to Child Safety Coordinator
- **Harassment**: Escalate harassment reports to Harassment Response Coordinator
- **Technical Issues**: Escalate technical problems to Technical Administrators
- **Policy Questions**: Escalate policy questions to Legal and Policy Advisor

For detailed escalation procedures specific to different situations, refer to the relevant training documents (Crisis Response Training, Child Safety Training, Harassment Response Training, etc.).

### 2.6. Documentation and Transparency

**Reference to Comprehensive Frameworks**: Detailed procedures, documentation requirements, and transparency systems are set forth in our Content and Moderation Policy and Community Leadership and Governance Policy, which are incorporated herein by reference.

**Comprehensive Training Available**: For complete documentation procedures, requirements, and best practices, all Team members must complete the [Documentation and Transparency Training](/staff/training/documentation-transparency). This section provides a brief overview; refer to the training document for detailed guidance.

#### 2.6.1. Action Documentation Requirements
- All significant staff actions must be documented appropriately for transparency and consistency
- Staff in moderation roles must log actions via our API system
- Documentation maintained in our public transparency system at [hikari.nhcarrigan.com/sanctions](https://hikari.nhcarrigan.com/sanctions) where applicable
- Privacy protection measures ensure appropriate balance between transparency and confidentiality
- Regular documentation review for quality assurance and consistency improvement

#### 2.6.2. Access and Training
- System access provided based on role requirements (contact leadership team for setup)
- Training provided on relevant documentation systems and transparency requirements
- Ongoing support available for technical and procedural questions related to your specific role

## 3. Working With Fellow Team Members

### 3.1. Communication Channels

#### 3.1.1. Primary Communication Platforms
- Our Discord community serves as a primary communication hub for the staff team
- A private `staff` category is available for internal discussions
- Discord `#staff-chat` channel for real-time communication and coordination

#### 3.1.2. Use of Staff Communication Channels
- Utilise staff channels for:
  - Discussing concerns and seeking guidance on community issues
  - Seeking advice on handling situations within your role
  - Requesting assistance with ongoing issues or projects
  - Sharing relevant information and updates with the team
  - Coordinating activities and ensuring smooth operations

### 3.2. Collaborative Problem-Solving

- Approach fellow Team members for help and insights when needed
- Be open to offering assistance when others request it within your expertise
- Engage in constructive discussions to find optimal solutions
- Collaborate effectively across different roles and specialties

### 3.3. Team Unity and Public Image

- Maintain a united front in public spaces
- Avoid disagreeing with or criticising fellow Team members in public forums
- If you have concerns about a staff action or a colleague's behaviour:
  - Address the issue privately in staff channels or through direct messages
  - Seek resolution through open and respectful dialogue
  - Follow established conflict resolution procedures when needed

### 3.4. Conflict Resolution and Appeals

**Reference to Comprehensive Resolution Framework**: Detailed conflict resolution procedures, mediation processes, and appeals mechanisms are set forth in our Community Code of Conduct and Appeals Policy, which are incorporated herein by reference.

#### 3.4.1. Internal Staff Conflict Resolution
- Follow established conflict resolution procedures emphasising collaborative problem-solving
- Utilise mediation and restorative justice approaches when appropriate
- Escalate to leadership team through proper channels when peer resolution is unsuccessful
- Present situations objectively with comprehensive context and evidence

#### 3.4.2. Community Member Concerns and Support
- Direct community members to appropriate resources and processes based on their needs
- Support community members in understanding available options and procedures
- Maintain professional boundaries whilst providing appropriate information and assistance
- Follow established protocols for handling member concerns and feedback

### 3.5. Supporting Each Other

- Recognise that staff work can be challenging and sometimes emotionally demanding
- Offer emotional support and encouragement to fellow Team members
- Share experiences and coping strategies for dealing with difficult situations
- Promote a supportive team environment that prioritises member wellness

### 3.6. Knowledge Sharing

- Use staff channels to share useful resources, tools, or techniques relevant to your roles
- Discuss emerging trends or patterns in community behaviour that may require attention
- Share learning opportunities and professional development resources with the team

### 3.7. Consistency in Operations

- Regularly discuss and align on interpretation and implementation of community policies
- Share examples of how you've handled specific situations to ensure consistency across the team
- Collaborate on developing best practices and standard procedures for common situations

### 3.8. Respecting Privacy

- Keep all discussions in staff channels confidential
- Do not share private staff conversations with community members
- Maintain appropriate professional boundaries regarding internal team information

### 3.9. Active Participation

- Regularly check and engage in staff communications
- Contribute to team discussions and decision-making processes
- Participate actively in team meetings and collaborative planning sessions

### 3.10. Continuous Improvement

- Be open to feedback from fellow Team members and Leadership
- Suggest improvements to processes, procedures, or team communication
- Participate in team training, development activities, and skill-building opportunities

## 4. User Support

### 4.1. Role in User Experience

As a member of our team, you play a crucial role in ensuring a positive and smooth user experience across all our platforms. Your ability to provide timely and accurate support is essential to our community's satisfaction and growth.

### 4.2. Knowledge Base

- Familiarize yourself with most of our projects to answer a wide range of questions.
- Stay updated on recent changes or updates to our projects.
- Utilise available resources (documentation, FAQs, wikis) to assist users effectively.

### 4.3. Handling User Inquiries

#### 4.3.1. Immediate Assistance
- Respond promptly to users seeking help on any of our platforms.
- Provide clear, concise answers to questions you're confident about.

#### 4.3.2. Complex Inquiries
- For questions you're unsure about, don't hesitate to seek help.
- Inform the user that you're looking into their issue to manage expectations.

### 4.4. Collaborative Problem-Solving

- Utilise the staff chat in Discord for discussing complex user questions.
- Engage with fellow Team members to collaboratively find solutions.
- Share knowledge and insights to improve the team's overall support capabilities.

### 4.5. Follow-up

- After providing a solution, check if the user's issue has been fully resolved.
- Encourage users to reach out again if they need further assistance.

### 4.6. Continuous Improvement

- Keep track of common user issues and suggest improvements to our documentation or user interfaces.
- Share insights gained from user interactions with the rest of the team to enhance our overall support quality.

## 5. Contributor Support

### 5.1. Welcoming New Contributors

- Greet new contributors warmly when they show interest in our projects.
- Provide guidance on where to find our contribution guidelines and code of conduct.
- Offer assistance in identifying suitable first issues or tasks for newcomers.

### 5.2. Technical Assistance

- Help contributors set up their development environments.
- Provide explanations or resources for understanding our project structure and coding standards.
- Assist with version control (e.g. git) usage if needed.

### 5.3. Code Review Support

- Offer constructive feedback on pull requests or proposed changes.
- Explain the reasoning behind any requested modifications.
- Guide contributors through the process of updating their submissions.

### 5.4. Documentation Support

- Assist contributors in locating or updating project documentation.
- Encourage and guide contributors who wish to improve our documentation.
- Provide feedback on proposed documentation changes.

### 5.5. Issue Clarification

- Help contributors understand the scope and requirements of open issues.
- Provide additional context or clarification on feature requests or bug reports.

### 5.6. Communication Channels

- Direct contributors to appropriate communication channels (e.g., mailing lists, chat rooms, forums) for project-specific discussions.
- Monitor these channels to provide timely responses to contributor queries.

### 5.7. Mentoring

- Offer mentorship to promising contributors who show consistent interest.
- Provide guidance on best practices, advanced topics, and project goals.

### 5.8. Recognition and Encouragement

- Acknowledge and thank contributors for their efforts, regardless of the outcome.
- Highlight significant contributions in project updates or community announcements.

### 5.9. Conflict Resolution

- Mediate any disagreements between contributors professionally and impartially.
- Ensure discussions remain constructive and aligned with our code of conduct.

### 5.10. Continuous Improvement

- Regularly review and update our contribution processes based on feedback.
- Seek input from contributors on how to improve their experience.

## 6. Cross-Platform Access

### 6.1. Eligibility for Cross-Platform Roles

- Once you have been selected for a staff position on any of our platforms, you become eligible to request staff access on additional platforms.
- This opportunity is open to all current Team members in good standing.

### 6.2. Requesting Additional Platform Access

- If you wish to expand your staff role to other platforms:
  - Express your interest to an admin or through the designated channel for such requests.
  - Specify which additional platform(s) you'd like to moderate.
  - Briefly explain why you're interested in moderating these additional platforms.

### 6.3. Approval Process

- Requests for additional platform access will be reviewed by the admin team.
- Factors considered in the approval process may include:
  - Your performance in your current role
  - Your familiarity with the requested platform
  - The current staffing needs on that platform

### 6.4. Training and Onboarding

- If approved for a cross-platform role, you may be required to undergo platform-specific training.
- Familiarize yourself with any unique rules or moderation tools for the new platform.

### 6.5. Responsibilities of Cross-Platform Staff

- Maintain consistency in rule enforcement across all platforms you moderate.
- Be aware of platform-specific nuances and adjust your approach accordingly.
- Help bridge communication between different platform teams.

### 6.6. Benefits of Cross-Platform Moderation

- Provides a more cohesive user experience across our community's various platforms.
- Allows for more efficient sharing of information and moderation strategies.
- Enhances your skills and versatility as a moderator.

### 6.7. Balancing Responsibilities

- Ensure that taking on additional platforms does not negatively impact your performance on your original platform.
- Communicate with the moderation team if you feel overwhelmed or need to scale back your responsibilities.

### 6.8. Performance Review and Continuous Improvement

**Reference to Comprehensive Review Framework**: Detailed performance review processes, community feedback integration, and continuous improvement systems are set forth in our Community Leadership and Governance Policy, which is incorporated herein by reference.

#### 6.8.1. Regular Performance Assessment
- Quarterly performance reviews incorporating community feedback and peer evaluation
- Annual comprehensive assessments with goal-setting and development planning
- 360-degree feedback including community members, peers, and leadership input
- Professional development opportunities and skill enhancement support

#### 6.8.2. Community Accountability
- Community feedback integration through surveys and input mechanisms
- Transparent performance reporting whilst respecting individual privacy
- Responsive improvement planning based on community needs and feedback
- Leadership development support and succession planning participation

## 7. Legal Framework and Policy Compliance

### 7.1. Comprehensive Policy Integration

All Team members must comply with our complete legal and policy framework:

**(a)** **Terms of Service**: Fundamental legal obligations and user agreements;

**(b)** **Limitation of Liability and Indemnification Policy**: Legal protections and risk allocation;

**(c)** **Acceptable Use Policy**: Detailed usage restrictions and prohibited activities;

**(d)** **Content and Moderation Policy**: Comprehensive content standards and enforcement procedures;

**(e)** **Privacy Policy**: Data protection requirements and user privacy rights;

**(f)** **All Community Policies**: Code of conduct, leadership governance, recognition systems, and participation frameworks.

### 7.2. Staff Legal Obligations

#### 7.2.1. Policy Adherence Requirements
- Comprehensive understanding of all applicable policies and their practical implementation
- Regular policy review and update acknowledgement as frameworks evolve
- Professional application of policies with consistency and cultural sensitivity
- Escalation of complex legal or policy questions through proper channels

#### 7.2.2. Community Protection and Safety
- Prioritisation of community member safety and well-being in all decisions
- Appropriate handling of sensitive information with privacy protection
- Recognition of mandatory reporting obligations where legally required
- Coordination with external authorities when community safety requires professional intervention

## 8. Professional Development and Support

### 8.1. Mandatory Training Requirements

**IMPORTANT: All Team members are required to complete comprehensive training review and submit confirmation forms. Failure to complete annual training requirements will result in dismissal from Team positions.**

This section establishes the mandatory training requirements for all Team members. All training documents reference these requirements; this handbook section is the authoritative source.

#### 8.1.1. Initial Onboarding Training

Upon joining the Team, all new Team members must complete comprehensive initial onboarding training before beginning independent Team duties.

**(a)** **Review All Required Documents:**

**Staff Documents:**
- Staff Handbook (this document)
- Professional Conduct Standards for Volunteers

**Community Policies:**
- Community Code of Conduct
- Community Leadership and Governance Policy
- Community Recognition and Appreciation Policy
- Community Feedback and Participation Policy
- Appeals Policy

**Legal and Policy Documents:**
- Terms of Service
- Privacy Policy
- Acceptable Use Policy
- Content and Moderation Policy
- Limitation of Liability and Indemnification Policy
- Crisis and Mental Health Management Policy
- Community Support Policy
- Community Growth Policy
- Data Subprocessors Policy
- Security Policy
- DMCA Policy
- Export Control Policy
- Government Policy
- SLA Policy
- All other applicable legal policies

**Training Documents (All):**
- Documentation and Transparency Training
- Data Privacy and GDPR Compliance Training
- Crisis Response Training
- Criminal Activity Training
- Child Safety Training
- Trauma-Informed Moderation Training
- Bias Recognition and Mitigation Training
- Harassment and Bullying Response Training
- Content Moderation Fundamentals Training
- De-escalation Techniques Training
- Inclusive Moderation Training
- Conflict Resolution Training
- Community Support Specialist Training
- Community Growth Specialist Training
- Accessibility Coordination Training
- Cross-Platform Coordination Training
- Technical Contributor Training
- Social Media Management Training
- Mentorship Training Coordination Training
- Data Analytics and Reporting Training
- Self-Care Resources for Staff

**(b)** **Submit Training Confirmation:**
- Complete and submit the training confirmation form at [forms.nhcarrigan.com](https://forms.nhcarrigan.com)
- Confirmation must be submitted before beginning independent staff duties
- Training completion is documented in staff records
- Team members may not begin independent Team duties until training confirmation is submitted

#### 8.1.2. Annual Training Requirements

All Team members must complete annual training review at the start of each calendar year.

**(a)** **Annual Review Timeline:**
- Annual training review occurs at the start of each calendar year
- All Team members must review all training documents, handbook, and legal policies
- Review must be completed within the timeframe specified by leadership
- Leadership will communicate specific deadlines each year

**(b)** **Annual Confirmation Submission:**
- Submit training confirmation form at [forms.nhcarrigan.com](https://forms.nhcarrigan.com) after completing review
- Confirmation must be submitted by the deadline specified by leadership
- **Failure to complete annual training review and submit confirmation form by the deadline will result in dismissal from staff positions**
- This policy ensures all staff maintain current knowledge of policies and procedures essential for community safety and effective service

**(c)** **Training Documentation:**
- All training completions are documented in staff records
- Training records are maintained for accountability and compliance purposes
- Leadership monitors training completion status
- Training documentation supports legal compliance and quality assurance

#### 8.1.3. Annual Review Requirements

All Team members must complete annual review processes at the start of each calendar year. These reviews are mandatory and support professional development, accountability, and continuous improvement.

**(a)** **Annual Self-Review and Upward-Review:**
- All Team members must complete the annual self-review and upward-review at the start of each calendar year
- Reviews must be completed using the annual review form at [forms.nhcarrigan.com](https://forms.nhcarrigan.com/o/docs/forms/vWj3UYw6ezLDtkxRN3Nt1K/4)
- Self-review facilitates honest self-reflection on performance and growth, covering role performance, community impact, collaboration, values alignment, self-care, growth, and feedback
- Upward-review gathers feedback on leadership effectiveness and support for each supervisor or leader you report to
- Reviews must be completed at the start of each calendar year within the timeframe specified by leadership
- **Failure to complete annual self-review and upward-review by the deadline will result in dismissal from staff positions**

**(b)** **Annual Policy Assessment:**
- All Team members must complete the annual policy assessment at the start of each calendar year
- The policy assessment evaluates understanding and comprehension of organisational policies, procedures, and community standards
- Assessment must be completed using the policy assessment form at [forms.nhcarrigan.com](https://forms.nhcarrigan.com/o/docs/forms/nxaJyKBuKH9nrt3m5VC98w/4)
- Assessment must be completed at the start of each calendar year within the timeframe specified by leadership
- **The policy assessment is no longer self-evaluated; executives will review all assessments**
- **Failure to complete annual policy assessment by the deadline will result in dismissal from staff positions**

**(c)** **Executive Review Process:**
- Executives will review both the annual self-review/upward-review and the policy assessment for each Team member
- After review, executives will create a private thread in the `#staff-reviews` forum channel for each Team member
- These private threads facilitate discussion, feedback, and development planning based on the review materials
- Review discussions are confidential and used to support staff development and organisational improvement

**(d)** **Review Timeline:**
- Annual reviews (self-review, upward-review, and policy assessment) occur at the start of each calendar year
- All reviews must be completed within the timeframe specified by leadership
- Leadership will communicate specific deadlines each year
- Reviews are integrated with quarterly performance check-ins and ongoing professional development

#### 8.1.4. Training Content Areas

Required training covers all major policy and operational areas:

- Community values, code of conduct, and foundational principles
- Staff handbook and professional conduct standards
- Crisis and mental health management
- Community support and growth principles
- Moderation and enforcement procedures
- Appeals and review processes
- Privacy and data protection requirements
- Content moderation and safety protocols
- Accessibility and inclusion practices
- Role-specific training materials
- Legal and policy framework compliance

**Reference to Comprehensive Development Framework**: Additional professional development opportunities, leadership skill enhancement, and ongoing learning resources are set forth in our Community Leadership and Governance Policy, which is incorporated herein by reference.

#### 8.1.4. Ongoing Development Opportunities
- Leadership coaching and mentorship programmes
- External training and conference attendance support
- Cross-functional experience and role advancement opportunities
- Professional networking and community management best practices

### 8.2. Wellness and Support Systems

**Comprehensive Self-Care Resources**: For detailed self-care strategies, emotional support resources, and wellness practices, see [Self-Care Resources for Staff](/staff/self-care-resources). This section provides a brief overview; refer to the self-care resources document for comprehensive guidance.

#### 8.2.1. Volunteer Wellness Priority
- Recognition that volunteer well-being is essential for sustainable community service
- Regular wellness check-ins and proactive intervention when support is needed
- Flexible arrangements accommodating personal circumstances and life changes
- Access to mental health resources and peer support networks

#### 8.2.2. Burnout Prevention and Management
- Clear role boundaries and expectation setting to prevent volunteer overextension
- Mandatory rest periods and vacation time for sustainable volunteer engagement
- Workload assessment and redistribution systems to maintain healthy participation levels
- Recognition and appreciation systems celebrating volunteer contributions without creating pressure

---

## Commitment to Excellence and Community Service

This Staff Handbook represents our commitment to maintaining exceptional standards of volunteer leadership that serve our community's mission of fostering safe, welcoming, and inclusive environments. By joining our staff team, you become part of a comprehensive framework designed to support both your personal development and our collective success in community building.

Your service as a Team member contributes to creating spaces where all community members can thrive, participate meaningfully, and experience genuine belonging. We are grateful for your dedication to this important work.

---

*This Staff Handbook. For questions about staff responsibilities or policy interpretation, please contact leadership through designated staff channels.*
