Policy & Compliance
Keeping our work accountable, transparent, and true to its values.
Keeping our work accountable, transparent, and true to its values.
Transparent, ethical leadership is a cornerstone of safety at The Asylum Project. Our Conflict of Interest Policy ensures that every decision—large or small—is grounded in integrity, accountability, and the well-being of the communities we serve.
This policy outlines how board members, officers, staff, and volunteers identify, disclose, and manage any personal or professional interests that could influence their work. As our leadership team grows, these guidelines help protect both individuals and the organization, making sure that every role is held with clarity and trust.
With recent and upcoming board transitions, this policy is more than a requirement—it’s a reflection of how we show up for each other: openly, responsibly, and with the mission at heart.
Next Steps:
All board members will complete updated disclosure statements ahead of the November 30 Special Meeting. Staff and volunteers are encouraged to review the policy to understand how ethical alignment supports our shared work.
Whistleblower Policy — Establishes protected pathways for reporting concerns, outlining safeguards against retaliation, and ensuring that anyone raising an issue is supported with dignity, confidentiality, and organizational accountability.
Conflict of Interest Policy — Defines disclosure requirements, identifies potential conflicts, and provides a clear process for managing them. This policy reinforces ethical leadership and guides the organization during officer transitions, board expansion, and decision-making.
Policy Categorization Alignment — the expanded 60+ policy library was reorganized into compliance-aligned categories (Governance, Finance, IT & Security, Volunteer Operations, and Safety). This structure prepares TAP for phased adoption, enables clearer internal navigation, and strengthens long-term regulatory alignment.
Board Documentation Standardization — onboarding materials, disclosure requirements, and role documentation for newly added board members were standardized and consolidated. This ensures TAP’s expanding leadership team meets governance expectations and maintains consistent compliance during transitions.
Handbook Suite - The Employee Handbook and Volunteer Handbook have been fully reviewed and approved, establishing clear expectations, safety practices, and support structures for all members of the TAP community. The remaining handbooks—IT & Security and Fiscal Policies & Procedures—are in final review with the Executive Team to ensure policy alignment, clarity, and operational consistency across departments.
Training & Development Program - Our comprehensive training initiative is the last major piece still in development. This program will introduce foundational modules for onboarding, safety, communication standards, and trauma-informed engagement, creating a unified baseline of knowledge for staff, volunteers, and leadership alike.
Dec 2025
Board Expansion preparation completed (supporting addition of new members and officer transitions)
Special Board Meeting materials compiled (bylaw amendments, Treasurer appointment, candidate packets)
Policy Categorization Alignment completed for full 60+ policy library
Handbook Suite review wrapped for Employee & Volunteer Handbooks
IT & Security Handbook + Fiscal Policies & Procedures in final executive review
Training & Development Program drafting initiated (foundation modules outlined)
Nov 2025
Crisis Response Plan approved and prepared for implementation
Policy Review Hub launched on intranet for centralized governance access
Branded Template Suite finalized and deployed in Google Docs
AI Compliance Tools integrated (Gemini Gems for legislation tracking; Notebooks LM for future staff training)
Policy revisions in progress for compliance alignment and procedural depth
Administrative compliance correction initiated with the State of Oregon
Oct 2025:
Policy Library centralized (40+ policy drafts and 5 manuals organized for board review)
Volunteer Handbook finalized and launched alongside agreement form
Digital Communications Policy approved and posted
Board vote prep initiated (agendas, vote tracker, preview bundles in progress)
Sept 2025:
Fiscal Policies & Procedures Manual drafted (sections in progress: Wage & Hour, Benefits & Leave, Risk Management)
Employee Handbook drafted (under review for adoption)
Crisis Response Protocol drafting initiated
Volunteer Agreement & Onboarding Tools finalized and activated
Aug 2025:
Bylaws adopted (includes Whistleblower Policy)
Conflict of Interest acknowledgments completed
Background Check Policy activated
July 2025:
Initial drafts: Donor Privacy Policy, Gift Acceptance Policy, Internal Controls Policy