Become a Volunteer

 Thank you for your interest in joining Choose love. Celebrate life. A foundation for Youth and Families, Incorporated

I.    INTRODUCTION

• CLCL Foundation is a nonprofit organization providing free mental health services to young people and families in crisis, is adopting this HIPAA Privacy Policy to protect the confidentiality of our participants.
• While we do not accept insurance or charge fees and are not a healthcare facility required to enact this policy, CLCL is committed to maintaining the privacy of all personal information provided by those served.
  
  

II.   HIPAA COMPLIANCE

• CLCL Foundation and its staff, volunteers, interns, and Board and Council members, voluntarily comply with the Health
• Insurance Portability and Accountability Act of 1996 (HIPAA) to ensure the privacy and security of Protected Health Information (PHI) and Private Personal Information (PPI) that young people and families share with CLCL staff and counselors.
• CLCL is committed to upholding the rights and obligations established by HIPAA and its regulations.

III.  DEFINITION

A. Breach: Unauthorized acquisition, access, use or disclosure of PHI or PPI in a manner not permitted by the Privacy Rule or Security Rule, compromising the security of such information. This excludes  incidents described in 45 CFR Section 164.402.

B. Designated Record Set: A group of records maintained by or for the organization, including medical and billing records and other records used to make decisions about individuals, including Biopsychosocial reports, Psychological or Psychiatric Reports, Fire Evaluations, information provided by the NJ Division of Child Protection and Permanency (DCP&), Care Managing Organizations (CMOs), and other accrued medical, psychological,behavioral, and school information.

C. HIPAA: Health Insurance Portability and Accountability Act of 1996.

D. HIPPA Regulations: Regulations promulgated under HIPAA, including the Privacy Rule and Security Rule.

E. HITECH: Health Information Technology for Economic and Clinical Health Act.

F. Individual: The person who is the subject of the PHI and PII. Notice of Privacy Practices: Notice required by 45 CFR 164.520.

G. Privacy Rule: Standards for Privacy of Individually Identifiable Health Information at 45 CFR Parts 160 and 164.

H. Protected Health Information (PHI): Individually identifiable health information transmitted or maintained in any form.

I. Private Personal Information: Information that is considered sensitive and must be protected. This includes information like Social Security numbers, birth dates, address, school information, evaluations,and other details or documents.

J. Record: Any item, collection, or grouping of information that includes PHI and is maintained by or for an organization. Required by Law: As defined in 45 CFR 164.501.

K. Secretary: Secretary of the United States Department of Health and Human Services or designate.

L. Secretary Rule: Stands for Security for the Protection of Electronic PHI, codified as 45 CFR parts 160,162, and 164.

M. De-Identification: The process of de-identification, by which identifiers are removed from health information, data collection, and surveys to mitigate privacy risks to individuals and thereby support the secondary use of data for comparative effectiveness studies, policy assessment, life sciences research, and other endeavors.

IV. USES AND DISCLOSURES OF PHI OR PPI

A. We may use and disclose your PHI/PPI for the following purposes:

1. 1. Services: To provide, coordinate, or manage your mental health care, case management, and related services.
   2. Required by Law: To comply with federal, state, or local laws and regulations.
   3. Public Health Activities: For public health purposes, such as preventing disease outbreaks.
   4. Research: To provide nonidentifiable and confidential versions of gathered PPI and survey response data.
      This is used to evaluate the effectiveness of programs and services.
   5. Legal Proceedings: In response to court or administrative order, or subpoena.
   6. Other Uses: With your written authorization, unless otherwise permitted or required by law.

V.  YOUR RIGHTS

A. You have a right to:

1. 1. Request Restrictions: Request restrictions on certain uses and disclosures of your PHI/PPI.
   2. Confidential Communications: Request communication in a specific way or location.
   3. Assess and Amend PHI/PPI: Access and request amendments to your PHI/PPI.
   4. Accounting of Disclosures: Request a record of disclosures of your PHI/PPI.
   5. File a Complaint: File a complaint if you believe your privacy rights and confidentiality have been
      violated. Provide it to the Executive Director (ED) and the Board of Directors (BoD).

VI. OUR RESPONSIBILITIES

We are required to:

1. Maintain Privacy: Protect the privacy of your PHI/PPI.
2. Provide Notice: Offer this notice detailing our privacy practices.
3. Notify of Breach: Inform you of any breach involving unsecured PHI/PPI.
4. Internal and Continuous Quality Improvement: Participant information is used internally for quality improvement purposes. Your identity will not be disclosed outside of CLCL Foundation. 
   
   

Dr.Jeffrey Waid of University of Minnesota School of Social Work will evaluate de-identified information.

VII. INTERNAL AND CONTINUOUS QUALITY IMPROVEMENT

A. Participant information is used internally for quality improvement purposes and externally for program evaluation and assessment. Your identity will not be disclosed outside of CLCL Foundation.

VIII. FREE SERVICES

A. All our services are provided free of charge, ensuring accessible support without financial barriers.

IX. SAFEGUARDS AND REPORTING

A. Safeguards: Implement administrative, physical, and technical safeguards to protect the confidentiality,integrity, and confidentiality of PHI/PPI.

B. Reporting: Report any security incidents within 24 hours. In the event of a breach, provide a written report within 5 business days, including details of the incident and steps taken to mitigate harm.

X. CHILD ABUSE AND NEGLECT

A. Maintain the confidentiality of reports of child abuse or neglect, as required by NJSA 9:6-8:10a. Disclosure is permitted only under specific exceptions.

XI. BUSINESS ASSOCIATE OBLIGATIONS

A. Use of PHI/PPI: Use PHI/PPI solely for service provision and evaluation. Subcontractors must adhere to the same terms.

B. Notification: Inform participants of any changes in privacy practices or restrictions affecting PHI/PPI use or disclosure.

XII. LEGAL PROTECTIONS

A. Waivers: Nothing in this policy waives Section E of the New Jersey Tort Claims Act, NJSA 59:1-1 et seq., as they apply to CLCL Foundation.

XIII. CHANGES TO THIS POLICY

A. We reserve the right to modify this policy. Participants will be informed of significant changes.

XIV. CONTACT INFORMATION

A. For questions about this policy or our other confidentiality and privacy practices, please contact the
ED or BoD.

XV. ATTESTATION

The Board of Directors of Choose love. Celebrate life. A Foundation for Youth and Families, Inc. has adopted this policy on October 24, 2024. This policy will be effective January 1, 2025, and will remain in effect until changed or revoked by unanimous consent of the Board of Directors

 I. Goal

To establish a set of principles and practices of Choose love. Celebrate life. A Foundation for Youth and Families, Inc., henceforth referred to as CLCL. The Board of Directors will set parameters and provide guidance and direction to affiliates, with expectation of adherence to this ethical contract

 II. Code

Interns and Volunteers of CLCL Foundation are asked to observe and promote the highest standards of ethical conduct in the performance of their responsibilities related to CLCL Foundation. Volunteers and Interns pledge to accept this code as a minimum guideline for ethical conduct and shall:

A. Accountability

1. Faithfully abide by the Articles of Incorporation, by-laws and policies of CLCL Foundation.
2. Exercise reasonable care, good faith, and faith and due diligence in organizational affairs.
3. Fully disclose, at the earliest opportunity, information that may result in a perceived for actual
   conflict of interest.
4. Fully disclose, at the earliest opportunity, information of fact that would have significance in
   board decision-making.

B. Professional Excellence

1. Maintain a professional level of courtesy, respect, and objectivity in all CLCL Foundation
   activities.
2. Strive to uphold those practices and assist other CLCL Foundation members in upholding the
   highest standards of conduct.

C. Personal Gain

Exercise the powers invested for the good of all members of the organization rather than for his or her personal benefit, or that of the nonprofit they represent.

D. Confidentiality

1. Ensure the right of all association members to appropriate and effective services without
   Respect the confidentiality of sensitive information known due to CLCL involvement.
2. Respect the confidentiality of sensitive information known due to board service.
3. Follow CLCL's HIPAA Policy for Private Personal Information (PPI) and Protected Health
   Information (PHI).

E. Collaboration and Cooperation

1. Respect the diversity of opinions as expressed or acted upon by the CLCL Foundation board, committees, and membership, and formally register dissent as appropriate.
2. Promote collaboration, cooperation, and partnership among association members.

I. POLICY STATEMENT

A. Statement

1. 1. CLCL Foundation is committed to creating and maintaining a work environment in which all
      individuals are treated with dignity and respect.
   2. It is our policy to ensure that all employees can work in an environment free from sexual harassment.
   3. Sexual harassment, in any form, is strictly prohibited and will result in disciplinary action, up to and
      including dismissal.
      
      

B. Scope

1. 1. This policy applies to all employees, contractors, clients, and anyone who has a professional
      relationship with CLCL Foundation.
   2. A. It encompasses all forms of sexual harassment, including but not limited to verbal, physical, and
      visual harassment.
      
      

C. Definitions of Sexual Harassment

1. 1. Sexual harassment refers to any unwelcome sexual advances, requests for sexual favors, and other
      verbal or physical conduct of a sexual nature,
   2. When submission to such conduct is made either explicitly or implicitly a term or condition of an
      individual's employment,
   3. Submission to or rejection of such conduct by an individual is used as the basis for employment
      decisions affecting such individual, and/or
   4. Such conduct has the purpose or effect of unreasonably interfering with an individual's work
      performance or creating an intimidating, hostile, or offensive working environment.
      
      

II. PROCEDURES

A. AGREEMENT NOW, THEREFORE, the parties hereto hereby agree as follows:

1. 1. All employees are encouraged to report any incidents of sexual harassment experienced or
      witnessed.
   2. Reports can be made without fear of retaliation to the Board of Directors, including, but not limited to, any member of Executive or Human Resources Committee through:
   3. Tiffany M deSousa, Board Chair, tdesousa@clclfoundation.org 848-227-1205
   4. Leslie Brower, Board Secretary, lbrower@clclfoundation.org
   5. Lisa Scala, Board Treasurer, lscala@clclfoundation.org
   6. All complaints will be treated with confidentiality to the extent possible while allowing for a thorough
      investigation.
      
      

B. Investigation Process

1. 1. Upon receipt of a complaint, CLCL Foundation will promptly conduct a thorough investigation.
      This will include interviews with the complainant, the accused, and any witnesses.
   2. All individuals are expected to cooperate fully with any investigation.
      
      

C. Disciplinary Action

If an investigation determines that sexual harassment has occurred, CLCL Foundation will take appropriate corrective action, including discipline, up to and including termination of employment, to remedy the situation and prevent future occurrences.

D. Protection Against Retailiantion

1. 1. CLCL Foundation prohibits retaliation against any employee who reports sexual harassment or
      participates in an investigation of such a complaint.
   2. Retaliation is a serious violation of this policy and, like sexual harassment itself, will be subject to disciplinary action.
      
      

E. Training and Education 

CLCL Foundation will provide training on this sexual harassment policy to all employees on a regular basis to ensure awareness and compliance.

F. Policy Review and Update

1. 1. This policy will be reviewed annually and updated as necessary to ensure it meets legal requirements and the needs of our organization.
   2. This policy will be updated annually or as necessary to reflect the current point of contact for Sexual Harassment reports, including designated Human Resources Department, upon its creation.

III. ATTESTATION

 I. POLICY ADOPTION

The Board of Directors of Choose love. Celebrate life. A Foundation for Youth and Families, Inc. [henceforth referred to as CLCL Foundation] adopts the following Policy in order to strengthen its existing policies and procedures, maintain and exemplify “best practices,” and comply with applicable law and regulations.

1. CLCL Foundation strongly encourages any staff or board member or volunteer to bring instances of improper conduct, such as waste, fraud, financial impropriety, or abuse, to the attention of a responsible person who can be counted upon to investigate the problem promptly and fairly.
   
   
2. Any staff or board member or volunteer of CLCL Foundation who reports waste, fraud, financial impropriety, or abuse will not be fired or otherwise retaliated against for making the report.
   
   
3. There are several ways to make a confidential - and anonymous if so desired - report of suspected waste, fraud, or abuse: 1. Send a written report to:
   • The Board Chairperson: Tiffany M deSousa, or
   • The Board Secretary: Leslie Brower, or
   • The Audit Committee Chairperson: TBD
     • Send an email to:
       • The Board Chairperson: tdesousa@clclfoundation.org, or
       • The Board Secretary: lbrower@clclfoundation.org, or
       • The Audit Committee Chair: TBD
     • Telephone to:
       • The Board Chairperson, Tiffany deSousa at 732-551-1616, or
       • The Board Secretary, Leslie Brower at 609-576-5930, or
       • Audit Committee Chairperson, TBD
     • Personal meeting with any of the above
       
       
4. The report shall be taken seriously and investigated. The person or persons charged with alleged impropriety shall be given an opportunity to respond to the allegations in person or in writing. Even if the matter is determined not to constitute improper conduct, the individual making the report will not be retaliated against. That person shall not be subject to any punishment – including firing, demotion, suspension, reprimand, harassment, failure to consider the employee for promotion, or any other kind of discrimination – in retaliation for making the report.
   
   
5. Following the investigation, CLCL Foundation will:
   • Provide the person filing a report with a summary of the findings;
   • Take appropriate steps to deal with the issue addressed, including making operational or personnel changes, or justify why corrections are not necessary;
   • If warranted, contact law enforcement to deal with any suspected criminal activities.
     
     
6. Board Chairperson, Board Secretary or Audit Committee Chairperson will maintain confidential records of all actions taken under this Policy.
   
   
7. The Board Audit Committee has responsibility for oversight of compliance with this Policy.

II. ATTESTATION

Please read, sign, date, and return annually for compliance purposes. This document must be reviewed and signed annually and stays in your personnel file managed by CLCL Foundation Board of Directors. I have received and reviewed CLCL Foundation’s Whistle-blower Policy, and I agree to execute my obligation to report any concerns, questionable ethical or moral behavior, racist or discriminatory issues, any agency actions counter to its bylaws, mission, and best interests’, or any other allegations to the appropriate authorities, as per the aforementioned policy.

• Volunteers
• Interns
• Staff members
• Program coordinators
• Contractors and affiliates

• Names, contact information, or identifying details
• Financial hardship disclosures
• Eligibility status for subsidized or free goods
• Shopping history or assistance received
• Physical, emotional, or personal circumstances shared verbally or indirectly

• Internal policies or procedures
• Security practices
• Program participation lists
• Donation intake records related to individuals

• Private Personal Information (PPI)
• Protected Health Information (PHI), if disclosed
• Any information not publicly available and learned through program involvement

• Respect the dignity and privacy of all shoppers and participants
• Not disclose, discuss, photograph, record, or share confidential information in any form—including verbally, electronically, or via social media
• Avoid identifying individuals as program participants or recipients of assistance
• Limit access to information strictly to what is necessary to perform assigned duties
• Safeguard physical and digital records from unauthorized access

• When required to perform assigned duties
• With authorized program leadership
• When legally required by law

• Share stories, photos, or identifying descriptions of shoppers or program participants
• Post content that implies or confirms someone is receiving assistance
• Discuss internal matters or participant experiences online or in public spaces

• Immediate removal from volunteer or intern roles
• Disciplinary action for staff
• Termination of service or affiliation
• Additional actions as required by law or organizational policy

• I have read and understand the Community Cares Pilot Program – Community Threads Store Confidentiality Policy
• I agree to uphold the confidentiality and dignity of all shoppers, participants, and community members
• I understand that violations of this policy may result in disciplinary action or termination