VOLUNTEER HANDBOOK
Created November 2017
Kern Dance Alliance, PO Box 12407, Bakersfield, CA 93389 www.kerndance.org E info@kerndance.org P 661.491.5376 Kern Dance Alliance is a 501(c)(3) tax-exempt organization. Your contribution is tax-deductible to the extent permitted by law. Tax ID #: 77-0437598
TABLE OF CONTENTS
MISSION . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . page 1
VISION . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . page 1
GOAL . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . page 1
HISTORY . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . page 1
GET INVOLVED . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . page 3
POLICIES & PROCEDURES . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . page 5
DISCRIMINATION & HARRASSMENT . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . page 12
CONFIDENTIALITY . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . page 13
MISSION Kern Dance Alliance (KDA) is a non-profit dance advocacy organization dedicated to high quality educational and cultural needs of the community by providing resources and services that are related to the field of dance and arts.
VISION KDA seeks to become one of the premier arts and culture organizations in Kern County by providing a network of information, increasing access to programs that promote professional cultural experiences, and a focus on nurturing and strengthening the greater Kern County community through arts education initiatives.
GOAL The goal of KDA is simple- to provide arts education and niche programming for Kern County residents, while working as a conduit in connecting dancers and dance organizations with Kern County businesses and organizations. KDA offers Kern County unique educational opportunities with an approach that focuses on the holistic mentoring and empowerment of youth and adults while using the arts as the medium. KDA advocates for dance because we believe in the legitimacy of this specific art form and how dance can transform lives in many different modes.
HISTORY KDA evolved from Kern Classical Ballet Company (KCBC). KCBC, incorporated in 1996, was initiated to expand understanding and appreciation of ballet through education and performance outreach. KCBC operated for 10 years before disbanding in 2006. Between 2006 and 2012, KCBC operated as a scholarship organization, providing dance scholarships for educational pursuits. Recognizing that the needs of the Kern dance community had changed, in June 2012 the Board of Directors approved the motion to allow KCBC to change its name and mission. As a result, KCBC was amended with the California Secretary of State and officially became the Kern Dance Alliance in January 2015. KDA is a resource, where dancers and organizations are able to learn from one another, widen their professional and cultural experiences, and evolve as both individuals and groups. KDA is an autonomous organization that supports an underserved niche and provides four pillars of resources related to the field of dance.
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GET INVOLVED KDA offers several levels of involvement.
EVENT VOLUNTEER Event volunteers are responsible for providing volunteered services for a single event on a single day.
PROGRAM VOLUNTEER Program volunteers are responsible for providing volunteered services for the duration of an event lasting longer that one day.
ORGANIZATION VOLUNTEER Organization volunteers are responsible for providing volunteered services to multiple KDA programs lasting throughout the entirety of the year.
STUDENT INTERNSHIP Student Interns commit to a full year of service and are responsible for:
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General administrative support: file, organize, data entry, manage the KDA Dance Directory, and social media services
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Handling donor and member interactions, follow up, and thanking process
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Supporting event coordination for programming and development events
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Assisting in volunteer management and coordination
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Writing blogs, website content, and helping coordinate the newsletter
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Serving as an assistant to the Board of Directors
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BOARD MEMBER Board Members commit to a 2-year term and are responsible for: •
Serving as a trusted advisor to the President as s/he develops and implements KDA’s strategic plan
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Reviewing outcomes and metrics created by KDA for evaluating its impact, and regularly measuring its performance and effectiveness using those metrics; reviewing agenda and supporting materials prior to Board and committee meetings
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Approving KDA’s annual budget, audit reports, and material business decisions; being informed of, and meeting all, legal and fiduciary responsibilities
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Assisting the President and Board Chair in identifying and recruiting other Board Members
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Partnering with the President and other Board Members to ensure that Board resolutions are carried out
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Serving on committees or task forces and taking on special assignments
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Acting as an ambassador for the organization
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Ensuring KDA’s commitment to a diverse Board and staff that reflects the communities KDA serves
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POLICIES & PROCEDURES RECORD MANAGEMENT KDA maintains records on each volunteer throughout the organization. Records include dates of volunteer service, positions held, duties performed, evaluation of volunteer performance, training attended and awards/recognitions received. Volunteer records, including application, reference checks and background checks, are confidential. Volunteers are responsible for submitting and updating information contained in their files to KDA.
DRESS CODE Volunteers are representatives of KDA and are responsible for presenting a positive image to constituents and the community. Volunteers will dress appropriately for the conditions and performance of their duties. Volunteers that serve in a capacity of a presenter, speaker or other face-to-face constituent contact could be asked to wear a KDA shirt or name tag. Volunteers who work as support in an office situation will dress according to the code of that particular office. Individual volunteers will be informed of the dress standard for their duties at the time of assignment.
ATTENDANCE AND TIME Volunteer attendance is important to the operation of each program. Volunteers should notify their supervisor in advance if they are unable to be present on their scheduled day or presentation.
CHANGE OF PLACEMENT Volunteers may request a change in placement anytime during their volunteer service. If a volunteer elects to be re-assigned, the volunteer must apply for the volunteer position and receive all appropriate training.
SERVICE REQUIREMENT Volunteers service hours will be determined by KDA. A volunteer is committing to one project at a time. At the end of a service term, volunteers may elect to renew their volunteer service agreement with KDA. There are no minimum or maximum service hours required. All service requirements vary by opportunity.
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LEAVE OF ABSENCE Volunteers may request a leave of absence with the approval of their supervisor. This leave of absence will not alter or extend beyond the previously agreed ending date of service.
TRAINING Volunteers receive training as part of their volunteer service with KDA. All volunteers must complete a project orientation, on-the-job or program training (if applicable), and participate in continuing education classes (if applicable). Volunteer Orientation provides an overview of KDA, its mission, history and goals. Each volunteer will participate in a scheduled orientation. The orientation is designed to provide a framework for volunteering. Volunteer Assignment or Program Training is provided by the supervisor or trainer for a particular placement. The training details the skills and knowledge necessary to perform their volunteer assignment.
YOUTH VOLUNTEER AND/OR SERVICE LEARNING Volunteers, under 18, must have written consent of a parent or guardian before volunteering. Students volunteering for service learning credit hours for their school, must submit school name and contact information before volunteering.
EVALUATION Volunteers may receive periodic evaluations to review their performance. The evaluations allow for a volunteer and supervisor to suggest changes, seek suggestions and enhance the relationship between the volunteer, staff and KDA.
CONDUCT Volunteers are expected to follow rules of conduct that will protect the interest and safety of all volunteers and KDA Board members. The following are only some examples of inappropriate conduct which could lead to dismissal: •
Theft or inappropriate removal or possession of KDA’s property or that of any KDA volunteer, staff, agent or visitor, including failing to cooperate fully in any KDA investigation
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Altering KDA reports or records
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CONDUCT (Continued) •
Volunteering under the influence of alcohol or illegal drugs and/or illegal or unauthorized possession, distribution, sale, transfer, or use of alcohol or illegal drugs in the volunteer environment
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Creating a disturbance on KDA premises, at sponsored activities or in areas which could jeopardize the safety of others
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Improper use of KDA’s property or property owned by any other individual or organization.
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Lack of cooperation, or other disrespectful conduct
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Violation of KDA, federal, state, or local safety and health rules
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Inappropriate use of telephones, computer equipment or systems, mail system, e-mail system, facsimile machines, or other KDA-owned equipment
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Unauthorized disclosure of KDA proprietary or confidential information
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Unsatisfactory performance or conduct
ETHICS
Respect for the communities we work with and serve. Integrity in our actions. Responsibility for our decisions and their consequences. KDA is committed to: •
Acting honestly, truthfully and with integrity in all our transactions and dealings
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Avoiding conflicts of interest
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Appropriately handling actual or apparent conflicts of interest in our relationships
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Treating our grantees fairly
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Treating every individual with dignity and respect
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Treating our employees with respect, fairness and good faith and providing conditions of employment that safeguard their rights and welfare
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Being a good corporate citizen and complying with both the spirit and the letter of the law
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Acting responsibly toward the communities in which we work and for the benefit of the communities that we serve
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Being responsible, transparent and accountable for all of our actions
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Improving the accountability, transparency, ethical conduct and effectiveness of the nonprofit field
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Being informed about the organization's mission, services, policies, and programs
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SMOKING KDA intends to provide a safe and healthy environment. Smoking in the workplace is prohibited except in outside locations specifically designated as smoking areas. For information regarding the location of smoking areas, consult with your supervisor.
DRUG-FREE ENVIRONMENT KDA provides a drug-free, healthy, and safe environment. While on KDA premises and while conducting KDA-related activities off KDA premises, a volunteer may not use, possess, distribute, sell or be under the influence of alcohol or illegal drugs. Occasionally, KDA may sponsor events where alcohol is served. In such situations, volunteers who consume alcohol are expected to act in a responsible manner. The legal use of prescribed drugs is permitted during volunteer service only if it does not impair a volunteer’s ability to perform the essential functions of the volunteer position effectively and in a safe manner that does not endanger other individuals in the workplace. Volunteers must advise their supervisor if they are taking any prescription or over-the-counter drug which could adversely affect safety or performance.
SAFETY AND LIABILITY KDA aims to provide a safe and healthy environment for all volunteers. If a volunteer is injured in the course of the volunteer’s service, it is important that the volunteer notify his or her supervisor immediately. KDA volunteers must sign a release absolving KDA of liability when KDA volunteers voluntarily and knowingly subject themselves to certain risks while performing volunteer services on behalf of KDA. Contact the Volunteer Manager with questions or for more information about insurance and liability.
REIMBURSEMENT OF EXPENSES Volunteers may be eligible for reimbursement of pre-approved, actual out-of-pocket expenses, including food expenditures, incurred while engaging in volunteer service for KDA. Upon the approval of a supervisor, volunteers need to track and submit receipts for all actual out-of-pocket expenses for which they seek reimbursement.
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TRAVEL REIMBURSEMENT It is the policy of KDA to provide reimbursement for employees, Board Members and volunteers for preapproved travel related expenses, including transportation, hotels, and food. These expenses must be reasonable and necessary, as well as job-related, and must be pre-approved in writing by the KDA President. KDA will only reimburse for pre-approved travel related expenses when the employee, Board Member or volunteer provides documentation of the expense with receipts from purchases or other verifiable documentation. Employees, Board Members or volunteers seeking reimbursement must complete the “KDA Travel Reimbursement Request form.” The form must be fully and accurately completed, and submitted to the KDA Treasurer. All receipts should be scanned/attached and submitted with the form. •
Local travel will be reimbursed through petty cash in accordance with applicable petty cash policies and procedures. This includes reimbursement for transportation by taxi and/or public transportation, and, when pre-approved, use of an employee, Board Member or volunteer’s personal automobile. KDA will reimburse employees, Board Members or volunteers for the use of their personal automobile in accordance with the federally approved nonprofit mileage rate for business use of personal vehicles.
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Reimbursement of meals when there is no overnight travel should be paid by the organization only when the meal has a defined business purpose.
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For out-of-area travel, KDA will reimburse all pre-approved travel related actual costs, such as hotel accommodations, transportation to and from the destination, including airline, train or bus tickets, taxicab fares, meals and gratuities etc. A per diem amount limited to the federally approved per diem limits will be provided to Board Members, volunteers, or employees for any overnight business travel. Board Members, employees and volunteers should travel at the lowest available airfare to accommodate the purpose of the business trip.
SAFETY & SECURITY KDA desires to provide a safe volunteer environment. Volunteers are responsible for using the following common-sense suggestions to help ensure a safe environment: •
Be aware of any unknown person who comes into your area and is not accompanied by a staff member.
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Never leave your purse, wallet, or other valuable items in a non-secure location. Keep these items out of sight.
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Keep your wallet or purse with you at all times or keep them in a secure car, drawer or cabinet. Avoid carrying large sums of money.
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SAFETY & SECURITY (Continued) •
Desks, lockers, tables and other storage devices may be provided for a volunteer’s convenience, but remain the sole property of KDA. Accordingly, they, as well as any articles found within them or under them, can be inspected by any KDA representative at any time, either with or without prior notice.
KDA is not responsible for lost or stolen personal property. KDA will not reimburse a volunteer for any personal property which disappears from a volunteer site.
USE OF KDA PROPERTY Equipment and Vehicles —Any equipment, machines, tools, or vehicles which appear to be damaged, defective, or in need of repair should be reported to the volunteer’s supervisor. Prompt reporting of damages, defects, and the need for repairs could prevent deterioration of equipment and possible injury to others. An individual supervisor can answer any questions about the volunteer’s responsibility for maintenance and care of equipment or vehicles used during a volunteer assignment. KDA owned or leased equipment and vehicles are to be used for KDA’s business purposes only and may not be borrowed or otherwise used for personal use. Volunteers must have a valid driver’s license to operate any vehicles during their time with KDA. There is a continuing obligation on the volunteer’s part to notify a supervisor if the volunteer’s driver’s license is suspended or revoked at any time throughout the volunteer’s service. KDA will perform random checks with appropriate state motor vehicle departments on the status of the licenses of those volunteers who need to use any vehicles wile volunteering for KDA. Volunteer use of a vehicle without a valid driver’s license may result in disciplinary action up to and including dismissal. Volunteers who are involved in an accident while working for KDA must report the accident that same day (or the next business day if a holiday or weekend) to their supervisor. KDA is not responsible for any damages incurred to the vehicles or persons involved.
RETURN OF PROPERTY Volunteers are responsible for KDA property which includes all materials, files, keys, passwords or any other written or electronic information issued to volunteers or in volunteers’ possession or control. All KDA property must be returned on or before your last day. KDA may take all actions deemed appropriate to recover or protect its property.
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TELEPHONES When permitted, personal phone calls should be kept to a minimum and should not interfere with volunteer service.
CONFLICT OF INTEREST KDA is judged, in large part, by the individual and collective performance of its volunteers. KDA must recognize the importance of a volunteer’s duty to KDA, and to its members and supporters, to act in a manner that merits public trust and confidence. Each volunteer must act in all matters in a manner that will safeguard the reputation and integrity of KDA and will preserve and strengthen public confidence in KDA activities. Likewise, volunteers must refrain from engaging in any transaction in which personal interests conflict, potentially conflict or appear to conflict with those of KDA. Participation in any activity prohibited by this policy can result in the termination of volunteer service. Some conflict of interest situations are easily identifiable, whereas others are more subtle. Some of the more common situations pertaining to volunteers rise to the potential conflicts set out below. This list is illustrative only and should not be regarded as all-inclusive: •
Accepting Payment or Gifts: No volunteer shall accept payment of any kind (including gifts, cash, discounts, concessions, services or other similar item or benefits) for services rendered as part of his or her volunteer service. This includes payment for speaking engagements or for participation in workshops or similar activities.
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Improper Influence: Any volunteer, should not, when acting on his or her own behalf or when acting on behalf of another person, business or organization, attempt to influence KDA’s position on any issue, matter or transaction nor participate in any discussions pertaining to a related organization.
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Inside Information: Inside information should not be used either for the purposes of gaining advantage for one’s self, a close relative, or another organization or for any other purpose not specifically approved by KDA.
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Political Activities: Volunteers are encouraged to take an active interest and to participate in the political and governmental process. However, except for registered lobbyists and others authorized to act on behalf of KDA, volunteers participating do so as individuals and not as representatives of KDA. To avoid any inference of support or sponsorship by KDA, a volunteer must never represent that his or her political donation, endorsement or other political activity was made or engaged in with the approval, or on behalf, of KDA. Likewise, volunteers must not engage in political activities during their volunteer service on behalf of KDA.
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The Making of Statements: No volunteer shall use KDA stationery or any title of KDA or refer to KDA or misidentify him or herself as an employee thereof in connection with any matter as to which he or she is not authorized as a representative of KDA and to express an opinion on its behalf.
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SOCIAL MEDIA KDA encourages volunteers to promote engagement on their personal social media sites. Engagement is rooted in sharing insight and providing value to a volunteer’s KDA experience. Utilizing social media establishes credibility while building trust and inspiring people to tell their friends about KDA. Promotion extends engagement efforts by presenting a valuable offer to encourage a volunteer’s followers to also get involved with KDA. While volunteering for a KDA event, please tag KDA in all social posts while using KDA official hashtags #kerndance #KDA #kerndancealliance
DISCRIMINATION & HARRASSMENT DISCRIMINATION It is a violation of KDA’s policy to discriminate on the basis of a person’s race, color, national origin, age, religion, disability status, gender, sexual orientation, sexual or gender identity, genetic information or marital status. Discrimination of any kind is strictly prohibited by a variety of federal, state and local laws, including Title VII of the Civil Rights Act 1964, the Age Discrimination Act of 1975, and the Americans with Disabilities Act of 1990. This policy is intended to comply with the prohibitions stated in these anti-discrimination laws. Discrimination in violation of this policy will be subject to disciplinary measures up to and including termination. HARASSMENT KDA prohibits harassment of any kind, including sexual harassment, and will take appropriate and immediate action in response to complaints or knowledge of violations of this policy. For purposes of this policy, harassment is any verbal or physical conduct designed to threaten, intimidate or coerce a student, volunteer or any person working for or on behalf of KDA. Verbal taunting (including racial and ethnic slurs) that, in KDA’s opinion, impairs his or her ability to perform his or her job is included in the definition of harassment. The following examples of harassment are intended to be guidelines and are not exclusive when determining whether there has been a violation of this policy: •
Verbal harassment includes comments that are offensive or unwelcome regarding a person’s nationality, origin, race, color, religion, gender, sexual orientation, age, body, disability or appearance, including epithets, slurs and negative stereotyping.
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HARASSMENT (Continued) •
Nonverbal harassment includes distribution, display or discussion of any written or graphic material that ridicules, denigrates, insults, belittles or shows hostility, aversion or disrespect toward an individual or group because of national origin, race, color, religion, age, gender, sexual orientation, pregnancy, appearance, disability, sexual identity, marital or other protected status.
SEXUAL HARASSMENT IN THE WORKPLACE KDA is committed to providing volunteers with an environment that is free from discrimination and unlawful harassment. Actions, words, jokes, or comments based on an individual’s sex, race, ethnicity, age, religion, or any other legally protected characteristic will not be tolerated. KDA encourages volunteers to bring any incidents of sexual harassment to the immediate attention of a direct supervisor.
CONFIDENTIALITY This agreement applies to all volunteers associated with and/or involved in the activities or affairs of KDA. This includes all activity associated with KDA during Board meetings and all outreach sites locations. All data, materials, knowledge and information generated through, originating from, or having to do with KDA or persons associated with our activities, including contractors, is to be considered privileged and confidential and is not to be disclosed to any third party. All pages, forms, information, designs, documents, printed matter, policies and procedures, conversations, messages (received or transmitted), resources, contacts, e-mail lists, e-mail messages, client, staff or public information is confidential and the sole property of KDA. This also includes, but is not limited to, any information of, or relating to, our staff, students, operations and activities. This privilege extends to all forms and formats in which the information is maintained and stored, including, but not limited to hardcopy, photocopy, microform, automated and/or electronic form. Dancer information, including all file information, is not be disclosed to any third party, under any circumstances, without the consent of the KDA Board that is supervising you. Any disclosure, misuse, copying or transmitting of any material, data or information, whether intentional or unintentional, will subject you to disciplinary action, according to the procedures set by KDA and any applicable bylaws.
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