KATI’S PLACE PRACTICES AND PROCEDURES
KATI’S PLACE MISSION
Kati’s Place provides services to Northeast Ohio youth aged six to eleven who are developmentally delayed or have autism. Its purpose is to increase the ability to communicate and socialize by providing a safe space to make friends, increase social skills, and connect with the arts. Dedicated volunteers and experienced educators will utilize art, drama, music, and dance to encourage social-emotional growth.
OFFICE AND OPERATIONS
Kati’s Place shall utilize Google Workspace (including, but not limited to, Gmail, Google Drive, Google Docs, Google Photos, and Google Calendar) as the primary platform for electronic communication, document storage, and corporate records management. All operational data created, received, or stored by personnel in the course of company business shall reside within the Corporation’s authorized Google Workspace domain.
All data, documents, emails, and files stored within the Corporation’s Google Workspace accounts are deemed the exclusive property of the Corporation, not the individual user. The Corporation retains the right to access, monitor, audit, and disclose any information stored within these accounts to the extent permitted by law. The Co-Directors shall oversee the Google Workspace account, including managing user access, enforcing security policies (such as two-step verification), and managing data retention in compliance with applicable laws.
Upon termination of engagement, access to these services shall be immediately revoked, and all data shall remain the property of Kati’s Place. Kati’s Place will maintain an active Cloud Data Processing Addendum with Google to ensure that data is handled in accordance with necessary regulatory standards, ensuring that Google Workspace is used as a secure work environment for organizational data. All emails provided through Kati’s Place will have a required matching email signature upon receiving Gmail login information.
Paperwork and documentation for participants, board members, and all types of volunteers will be completed on Kati’s Place website and stored digitally. Forms, waivers and all documentation can be reviewed by the Board upon Board request. Participation of volunteers and program leaders for each class will be documented on the Kati’s Place website and will be accessible to all Board members.
Kati’s Place will document all community outreach, community connections, and community partnerships within the Google Drive workspace. This information may be used to apply for grants, donations and other funding opportunities.
CONTACT & COMPLAINT PROCEDURES
GENERAL CONTACT & FEEDBACK
Our organization welcomes open communication from parents, volunteers, community partners, and members of the public. To ensure all inquiries are routed to the correct department and tracked for quality assurance, all correspondence must be submitted through the official Contact Form on our website at katisplace.org under Contact Us. Our team will respond within 2-3 business days.
FORMAL COMPLAINT & GREIVANCE PROCEDURE
We take all concerns regarding safety, program quality, staff conduct, and peer interactions very seriously. To protect the integrity of our participants and organization, we maintain a formalized, insurance-compliant process for tracking and resolving complaints. All formal complaints must be initiated through the website Contact Us by selecting "Formal Grievances / Complaints" from the category dropdown menu.
CLASSROOM CURRICULUM AND PROCEDURES
Classroom curriculum will be created by Volunteer Program Leaders using the programming shell and guidelines provided by the Board to Volunteer Program Leaders upon acceptance of the role. Programming shells will be provided to the Board at least two weeks prior to the start of the class to be reviewed and approved. Class session registrations will open to the public no more than six weeks in advance, and must be available to the public no less than four weeks prior to the start date.
Class session sign ups will close 1 week prior to the first class date. Class sessions are six weeks in duration, with one Volunteer Program Leader and the appropriate number of volunteers per participant sign up. Classes will have one Program Leader and Volunteer to start, will have no more than ten participating school-age children, and will maintain an adult volunteer to student ratio of 1:3. If a class session has less than five participating students at the start of the session, the session will be rescheduled to different dates and a new sign up will begin.
PARTICIPANT ADMISSIONS AND GUIDELINES
Kati’s Place classes are free and available to all families residing in Northeast Ohio. Families interested in classes with Kati’s Place will complete a provided intake form and waiver upon signing up. Registration and form completion are to be completed online at katisplace.org. Parents or caregivers are required to stay in the facility in a separate space while classes are taking place. Parents or caregivers are responsible for personal care needs if individualized support is required (ie. changing clothes, 1:1 bathroom trips, etc.).
All participating families must be registered in advance, walk-ins make it difficult for program leaders to be prepared with materials. The use of electronic devices which are not used as assistive technology is prohibited during classes at Kati’s Place except for emergencies. Outside toys and technology is not permitted at Kati’s Place unless catering to a specific need (ie. fidget tools, comfort toys, etc.) Due to allergens, outside food is not permitted at Kati’s Place, but light refreshments and water will be provided. To cancel a class package or in case of absence, please contact your Program Leader directly at their provided best form of communication at your first class. If you need to miss the first class of a session, please contact Kati’s Place directly at [email protected].
BOARD ADMISSIONS AND RESPONSIBILITIES
Board members of Kati’s Place understand that it is their primary responsibility to ensure the organization remains true to its mission and is managed with fiscal and legal integrity. To fulfill these responsibilities they will do the following:
Duty of Care: Board members will exercise the same care and diligence that an "ordinarily prudent person" would in a similar position. This includes arriving prepared for meetings, reviewing financial statements, and staying informed about organization activities.
Duty of Loyalty: Board members will act in the best interests of the organization at all times. They will disclose any potential Conflicts of Interest and recuse myself from discussions or votes where they have a personal or professional conflict.
Duty of Obedience: Board members will ensure the organization complies with all applicable laws and its own bylaws. They will act as a guardian of the mission and ensure assets are used solely for the nonprofit’s stated purposes.
Meeting Attendance: Board members will attend at least 60% of board meetings, committee meetings, and special events in a calendar year. They will notify the Board Chair in advance if they are unable to attend.
Active Fundraising: Board members will actively assist in fundraising efforts, which may include identifying prospective donors, helping with special events, or soliciting gifts.
Advocacy: Board members will act as a spokesperson for the organization, interpreting its work and values to the community and identifying strategic partnerships.
PROGRAM LEADER ADMISSIONS AND RESPONSIBILITIES
The Volunteer Program Leader understands that their relationship with Kati’s Place is that of a volunteer and not an employee. The Volunteer Program Leader will receive no salary, wages, or other financial compensation for their services. Furthermore, Volunteer Program Leaders are not entitled to any employee benefits, including but not limited to health insurance, vacation pay, or workers’ compensation coverage. Volunteer Program Leaders acknowledge that there is no expectation of future employment resulting from volunteer service. Kati’s Place requires that all Program Leaders are background checked prior to participation.
Volunteer Program Leaders understand that their primary role is to provide social support, encouragement and companionship to participants in Kati’s Place. Volunteer Program Leaders are to foster an inclusive, safe, and fun environment for children with diverse cognitive, physical, or emotional needs. Responsibilities of Volunteer Program Leaders includes planning exciting and adaptable programming which meets the needs of a diverse population. Training will be provided on appropriate classroom procedures, research-based strategies, and behavior management in addition to the Kati’s Place independent procedures. Program Leaders are expected to lead a six-week class session which pairs social-emotional learning with an activity, while monitoring safety, engagement and experience. Program Leaders are responsible for monitoring attendance, documenting volunteer hours and communicating with participating families about schedule changes and concerns.
VOLUNTEER ADMISSIONS AND RESPONSIBILITIES
The Volunteer understands that their relationship with Kati’s Place is that of a volunteer and not an employee. The Volunteer will receive no salary, wages, or other financial compensation for their services. Furthermore, Volunteers are not entitled to any employee benefits, including but not limited to health insurance, vacation pay, or workers’ compensation coverage. Volunteer Program Leaders acknowledge that there is no expectation of future employment resulting from volunteer service. In certain circumstances, Kati’s Place may require a volunteer to perform a background check, until this request is made, Volunteers are required to complete a self-disclosure form prior to participation.
Volunteers understand that their primary role is to provide social support, encouragement and companionship to participants in Kati’s Place. Volunteers are to foster an inclusive, safe, and fun environment for children with diverse cognitive, physical, or emotional needs. Volunteers are to assist program leaders with program facilitation while monitoring safety, engagement and experience. My program leader may provide me with strategies to assist with program operations, and it’s my job to put these into practice.
TRACKING VOLUNTEER HOURS
Kati’s Place tracks volunteer hours to measure program impact, satisfy grant reporting requirements, and recognize the dedication of its volunteers. All Board members, Volunteer Program Leaders and Volunteers are to record my service hours at the end of each shift using Kati’s Place online platform. All Board members, Volunteer Program Leaders and Volunteers will include the date, total hours served, and a brief description of the activities performed. All logged hours are subject to verification by a staff supervisor. Upon request, Kati’s Place will provide a summary of hours served to support my applications for school, scholarships, or professional development.
RELEASE OF LIABILITY
All Board members, Volunteer Program Leaders and Volunteers understand that activities may involve inherent risks, including but not limited to physical strain, unpredictable behavior, and compassion fatigue. All types of Volunteers agree to voluntarily assume all risks of injury, illness, death, or property damage that may result from these activities. All types of Volunteers and Board members release, forever discharge, and hold harmless Kati’s Place, its directors, officers, employees, and agents from any and all liability, claims, and demands—whether in law or equity—arising from my volunteer work. This includes claims resulting from the organization’s ordinary negligence. Board members and all types of Volunteers release Kati’s Place from any claim arising from first-aid treatment or medical services rendered in connection with an emergency during my time as a volunteer. Kati’s Place is authorized to seek medical treatment on any participants behalf if necessary.
CONFIDENTIALITY AND NON-DISCLOSURES
During volunteer service, Board members and all types of Volunteers may have access to "Confidential Information," which includes but is not limited to: personal data of clients or staff, donor identities, financial records, and non-public organizational strategies. All participants, board members and volunteers agree to maintain this information in strict confidence. They will not disclose, share, or use any Confidential Information for any purpose outside of my assigned volunteer duties without prior written authorization from Kati’s Place.
Board members and all types of Volunteers agree to follow all organizational security protocols, including refraining from leaving sensitive documents in plain view or making unauthorized electronic copies of data. Obligations to keep this information confidential continues even after volunteer service with Kati’s Place ends. If there are any breaches in this agreement, Kati’s Place may terminate volunteer roles and take potential legal action.
CLASSROOM POLICY
By participating in Kati’s Place programs, participants and attending caregivers agree to uphold a safe, respectful, and productive learning environment. We believe that learning is a collective responsibility. Each participant is expected to:
Foster an inclusive environment
Participate constructively in conversations
Keep names and information confidential outside of Kati’s Place
Notify upon absence
Remain physically safe to the best of their ability
Respect resources and materials provided
BEHAVIORAL POLICY
All participants in Kati’s Place are expected to inform Kati’s Place prior to participation of any extreme or concerning behaviors which may impede the experience of the participants. Participants may be asked to fill out a Behavioral Intake form for Program Leaders to better inform their classroom procedures and structures.
EMERGENCY GUIDELINES
Kati’s Place reserves the rights to seek medical treatment on participants, board members and volunteers behalf if necessary. All Board members and volunteers release Kati’s Place from any claim arising from first-aid treatment or medical services rendered in connection with an emergency during time spent at Kati’s Place activities and events. Emergency contacts will be informed of all procedures taken immediately following the situation.
PHOTO RELEASE
Kati’s Place reserves all rights, titles and interests in any and all photographic images and video or audio recordings made by Kati’s Place during events and classes. Board members, Program Leaders and Volunteers are responsible for signing a photo release upon admission to grant Kati’s Place permission to use names, voices, and likeness in any format (including print, digital, or social media) for any lawful purpose, including publicity, marketing, and fundraising without receiving compensation or notification. This agreement will waive any right to inspect or approve the finished product or any printed or electronic matter that may be used in conjunction with Kati’s Place now or in the future. Direct notification to Kati’s Place must be made in writing prior to the start of any participation with Kati’s Place.