Bylaws & Policies of The Troth

This is where you will find our Corporate Bylaws and Policies. The Bylaws below are the 6th iteration of The Troth Bylaws and were the culmination of almost a year of work lead by Associate President Carl Bonebright and a team of dedicated volunteers. The final draft of the Bylaws were submitted to our membership for comment, modified with the comments and then submitted to the membership for ratification in April 2023. The Bylaws were ratified by the members by majority vote and adopted by the Board of Directors in May 2023.

You will also find some of our policies. Policies are adopted by the Board of Directors in response to specific issues or to accomplish specific goals. They are not ratified by the membership like the Bylaws.

The name of the Corporation shall be “The Troth”. For reasons of organizational history, the Corporation may also conduct its affairs under the name “The Ring of Troth”.

2.1. The religions of Germanic Northern Europe and Scandinavia prior to roughly 1000 C.E. are commonly referred to as “Heathenry,” “Heathenism,” or  “Heathen religion,” among other names. More recent and specific names for the modern expressions of this religion include but are not limited to: “Asatru,” “Forn Sed,” and “Urglaawe,” among others. Within this document, the umbrella term “Heathenry” is used.  

2.2. “Inclusion” and “inclusive” imply not making distinctions, limitations, or  exclusions. “Discrimination” is the act of making distinctions, limitations, or  80 exclusions within the organization based on sociological criteria such as race, gender, ethnic origin, socio-economic status, sexual orientation, family structureor ability.  

2.3. An “affiliated group” is a group or organization, distinct from the Corporation but compatible with its purposes, that has asked to be recognized as such.  

2.4. “Good standing” implies that membership dues are current and paid in full, and no organizational proceedings have found cause to expel or otherwise limit a member’s rights or privileges within the organization.  

2.5. The corporation’s Board of Directors shall ceremonially be known as the “High Rede”. The corporation’s Chief Executive Officer formerly known as the Steersperson”, shall be referred to as the “President.” 

2.6. The corporation’s “regular journal” is devoted to the corporation’s primary purposes and goals. The corporation’s “operating journal” records the decisions of the Board of Directors

The purposes of the Corporation are:  

3.1. To serve as a non-profit religious service organization for the religious needs of its members in Heathen religions;  

3.2. To disseminate accurate knowledge about the history, beliefs, and practices of Heathen religions;  

3.3. To train clergy and scholars in the practice and study of Heathenry;  

3.4. To produce publications that educate, provide information about, and  facilitate communication regarding Heathen religions;  

3.5. To facilitate and promote cooperation and community among inclusive groups and individuals practicing Heathenry;  

3.6. To acquire property and resources that promote the foregoing purposes;

3.7. To provide programs to serve and to aid the wider Heathen community in accordance with the organization’s Mission Statement.

4.1. Inclusion:

Membership in The Troth is open to anyone who is interested in Heathenry, where this membership affiliation is based solely on religious affiliation. No other factors will be considered. Discrimination, as defined above, shall not be practiced by The Troth, its programs, departments, officers, or any affiliated group, whether in membership decisions or the conduct of any of its activities.

4.2. Membership Categories:

The Troth shall have four classes of members: New, Full, Lifetime, and Complimentary. Incarcerated members are treated differently, as defined in  Section 4.3.  The fees associated with membership shall be decided by the Board, according to the needs of the organization, and the Board may establish different rates for specific groups as they see fit.

4.2.1. New Members:

New members are those persons who have been members in good standing, as defined above, for less than one year.

New members are not eligible to vote in Corporate elections. New members may not hold officer positions but may shadow existing officers and participate in officer duties on a provisional basis.

4.2.2. Full Members:

Full Members are those persons who have remained members in good standing, as defined above, for at least one year. Full Members whose memberships have lapsed for more than three months shall revert to New Member status if they reapply for membership, and will not be recognized as Full Members again until their renewed membership has been active for at least six months.

Family Memberships include up to two voting members, as well as any number of non-voting members, all of whom must share the same mailing address. When a Family Membership is purchased, the person purchasing the membership designates who the voting members are.

Full Members may vote in Corporate elections if they are at least 18 years of Age.

4.2.3. Lifetime Members:

Lifetime members are Full Members who are awarded a Lifetime membership by a two-thirds (2/3) vote of the Board of Directors. Lifetime Membership is awarded to honor exceptionally meritorious service to The Troth.

A Lifetime member may resign that membership at any time. Any Lifetime Membership, awarded or previously purchased, may be revoked by the Board of Directors for disciplinary reasons if necessary.

Lifetime members may have their names listed in each issue of The Troth’s regular journal and may receive other benefits as the Board of Directors may decide.

Lifetime members are subject to the same voting and office-holding criteria as Full Members.

4.2.4. Complimentary Members:

Complimentary Members are designated by the Board, or by such programs as the Board names, to further the cause of education and organizational outreach.

Complimentary members shall be offered electronic (or paper, with Board approval) copies of Idunna, but do not have the right to vote or hold office in the Troth.

4.2.5. Incarcerated Members:

Full Members currently incarcerated in correctional institutions shall have the right to vote. Incarcerated members may not hold any Corporate office, and may only participate in those programs that the Board designates by a majority vote to be open to them.

4.3. Revocation of Membership:

The Troth reserves the right to discipline or expel any member, including a Lifetime member, who has been deemed to be in violation of The Troth’s Mission Statement, Position Statement, these Bylaws, or the Articles of Incorporation. Specific actions will be determined by majority Board vote according to the following guidelines, and the options for possible actions will be announced in the operating journal and in The Troth’s Policy and Procedures document. In no case will discipline result in physical harm to the affected person.

4.4.1. Principles and Purpose of Discipline:

In accordance with Heathen tradition, disciplinary procedures within The Troth seek first and foremost to maintain the integrity of the community, while striving to uphold the rights and freedoms of individual members.

There may be times when an individual member’s behavior impedes the community’s ability to maintain a constructive environment, or hinders the organization’s ability to function. In these instances, disciplinary procedures may be invoked. Our Corporate actions must be timely, decisive, consistent, and fair.

All members, whether those who bring forth grievances, or those who are examined as a result of those grievances, and regardless of their position within The Troth, will be treated justly and fairly in any disciplinary procedure. Officers and clergy within The Troth may be subject to more scrutiny and greater accountability than the general membership.

The Troth does not involve itself in personal disputes, and any allegation found to be the result of a personal dispute or disagreement will not be handled by the Board unless a member’s behavior impedes the community’s ability to maintain a constructive environment, or hinders the organization’s ability to function.

When a violation of civil law is involved, the organization will immediately file a complaint with civil authorities or encourage such a complaint to be filed by the appropriate parties.

Disciplinary procedures within the organization are based on these Bylaws, and on the Mission and Position Statements. Procedures aim to prevent problems when that is possible or to accomplish restitution and restoration when prevention is not possible.

4.4.2. Jurisdiction:

All regulations concerning member conduct and discipline shall apply to all members. Members are expected to abide by basic standards of civil conduct even outside of activities and events sponsored by the organization. Discipline may be invoked, or membership status revoked, for members who are involved with any activities contrary to the organization’s Mission or Position Statements or Bylaws.

4.4.3. Initiation of Discipline:

Disciplinary proceedings may be initiated by any member against any other Member and may relate to any action within the jurisdiction of the organization as defined here.

4.4.4. Rules of Evidence:

Evidence must be directly related to the complaint, and must be verifiable by sources other than the initiator of the complaint. The Arbiter will review evidence presented and submit a judgement to the Board of Directors and affected parties.

5.1. The Board of Directors:

Management of the corporation is vested in a Board of Directors, which shall be ceremonially known as the “High Rede”. The Board of Directors shall be the chief policy-making body of the corporation. Except as otherwise provided in these Bylaws, the Board of Directors shall appoint Executive Officers and Operating Officers, ensure fair election of new members of the Board of Directors when  219 vacancies occur, and adopt and amend these Bylaws as necessary. The Board of Directors may remove Executive Officers, Officers, and Clergy from office, and may revoke or deny membership, according to such procedures as it may establish if it determines, at its sole discretion, that such action is in the best interests of the corporation and the community it creates.

5.1.1. Composition:

The Board of Directors shall have between three (3) and nine (9) members, including the President. The actual number at a given time shall be decided by the Board of Directors.

The Board of Directors shall make every effort to recruit members of groups that have been discriminated against as defined above by the Heathen community to run for vacant seats on the Board.

5.1.2. Election:

Members of the Board of Directors shall be elected by the Full Members of the Corporation. One third (1/3) of the members of the Board of Directors shall be elected each year to serve terms of three years, beginning at Trothmoot of the year in which they are elected.

Members of the Board of Directors shall be elected according to procedures approved by the Board of Directors, published to the membership and administered by the Elections Officer. Any Full member may nominate one or more persons (to include themselves) as candidates for the Board of Directors. All candidates must be Full Members of the Corporation at the time of their nomination.

If a member dies in office or resigns from the Board or the organization, a successor shall be elected to fill the remainder of the departing member’s term,  unless the remaining Board determines by two-thirds (2/3) vote that a special election is unnecessary. If the number of Board members is not evenly divisible by three, one less than one third of the members may be elected during some years. If the Board of Directors decides to grow or shrink its size, no less than one position may be filled by election in a given year. The goal of these rules is to ensure that the Board of Directors is continually populated by a majority of experienced members and also to ensure that new voices are added to the Board annually.

When needed, the Board may suspend the limitations on the maximum and minimum number of Board positions filled in an election, provided the following are both true:

  1. No Board member may serve a term of longer than three years without being reelected;
  2. The motion to invoke this clause is approved by both the President and a minimum of 2/3 (two-thirds) of the sitting Board Members.

The medium for Board of Directors Elections shall be determined by the Board. Media can include one or more of: mail, email, or other appropriate means. The Corporation shall not be required to provide notice of or hold an annual meeting of the members for purposes of voting. No member may ever cast more than one vote for a single candidate.

5.1.3. Meetings:

The members of the Board of Directors shall meet at least quarterly via face-to-face meetings or any other medium appropriate to conduct Corporate business. At the end of each quarter, the Scribe shall prepare and submit to the Board a summary of decisions and policies approved by the Board of Directors. This report shall be considered the official minutes of the administration. Such minutes shall be published in the operating journal and made available to all members.

For the purpose of Board meetings, the total number of the Board shall include all members of the Board of Directors who are in office at the time the Meeting starts, plus the President who is in office at the time the Meeting starts. If held in person, the Number Present shall be the portion of the Total Number of the Board who attend the meeting. If held online, the Number Present shall be the portion of the Total Number of the Board who communicate that they are Present.

A quorum of Board of Directors members is half the size of the current Total Number of the Board of Directors, rounded up to the nearest whole number.

For a meeting to be valid for the purpose of passing motions or taking any actions, a quorum must be present.

For any motion to be passed by the Board of Directors, it must receive votes in favor from a quorum, regardless of the number present at the meeting. The Board may set higher thresholds for passage of specific measures, but no measure shall be enacted which does not have the support of an absolute majority of the total number of the Board. In the event that there is a tie on a motion, the motion fails by default.

An annual gathering of the Corporation, designated as “Trothmoot,” shall be held during the month of June at a site agreed upon by an act of the Board of Directors. Attending this gathering shall be a requirement of all Board of Directors members, except for extenuating circumstances. At this meeting the Board of Directors members shall meet privately among themselves. In addition, the Board of Directors shall conduct business meeting open to all attendees of the gathering, at which they shall report to the membership on the state of the Corporation and where policies and procedures may be proposed and discussed.

The full Board of Directors shall be defined as all Board members currently serving. Votes may be cast in person, via approved electronic means, or via proxy. All proxies must be in writing, must be authorized and dated by the Board members executing them, and their period of validity may not exceed three months. Any proxy may be revoked by providing written notice to the President and the person to whom the proxy was given. Proxies may only be given to current members of the Board of Directors.

As a member of the Board of Directors, the President may introduce motions, second motions, vote on motions, and hold proxies.

Any meeting shall end when either a quorum votes to adjourn or the quarter ends. The Board may choose to postpone or to table any items or to refer them to committees or individuals during the meeting. Any items that remain unresolved at the end of the meeting will automatically be added to the agenda of the next meeting as Old Business.

5.1.4. Abandonment of Board of Directors Seat:

At any scheduled meeting of the Board, the Board may, by a majority vote, declare an individual Board member who is not present at that meeting and has not dedicated a proxy to be in danger of being found to have abandoned their seat. Notice of this motion must be given to that member via email or other appropriate medium. Notice must also be posted on the Troth members email list. If these conditions are met, and the named member does not attend and take part in the next scheduled quarterly Board meeting, then the Board may, at that meeting, remove the named member from office.

If the member responds to contact efforts by participating in the meeting or providing compelling justification for their absence, then the motion placing the member in danger of being found to have abandoned the office is nullified.

5.2. Officers:

Candidates for Corporate offices must be at least 18 years of age and Full Members. Some Officer positions require additional qualifications.

Officers must maintain membership throughout their terms of office. Officers whose memberships lapse for more than three months shall be deemed to have resigned from their office. After the conclusion of this three-month period, renewal of membership shall not reinstate a member to office.

Officers may serve in multiple organizations, as long as this does not interfere with or cause conflicts of interest with the duties of their position in the Troth. Program heads such as the High Steward, Lore Program Provost, etc., along with the Board, may issue guidance on this issue. Should any disputes arise, the Board will act as the final arbiter of what constitutes a conflict of interest. General membership in other organizations is acceptable as long as it creates no conflict of interest. Membership in organizations which promote discrimination and hatred may in and of itself constitute a conflict of interest at the discretion of the Board of Directors.

Officers are encouraged to hold only one Office at any time.

5.2.1. President:

The President of the Corporation shall primarily be referred to as the President.

5.2.1.1. Duties of the President:

The President shall be the chairperson of meetings of the Board.

The President oversees the general administration of the Corporation. The  344 President convenes and presides over the communications and meetings of the Board of Directors, and the annual public business meeting at Trothmoot. The President shall retain possession of the official minutes of the meetings and actions of the Board of Directors. The President shall be responsible for the  planning and management of Trothmoot, although this task may be delegated. The President shall be responsible for formally convening Trothmoot, although this task may be delegated. An outgoing President shall be responsible for the  Trothmoot planned during the last year of their term.

5.2.1.3. Term:

The President shall serve a term of three years, beginning at Trothmoot of the year in which they are elected. The President may be reelected for at most three terms or a maximum total of nine years, whichever is less, in their lifetime. This limit applies whether terms are served consecutively or nonconsecutively.

5.2.1.4. Succession:

If the President is unable or unwilling to perform this duty, then the Associate President (see below) shall be the chairperson of meetings of the Board of Directors until the situation with the President is resolved. If both the President and Associate President are unable or unwilling to perform this duty, then the current member of the Board of Directors who has served longest in that office shall perform this duty until the situation with the President and Associate President is resolved. If there are multiple current members of the Board of Directors who have served longest in that office, then the one who has served on the Board the longest and has been a member of The Troth for the longest shall perform that duty until the situation with the President and Associate President is resolved. The manner of resolution may depend on whether the President and/or Associate President is/are dead, disabled, unable to communicate, unwilling to cooperate, or have resigned from office.

5.2.1.4.1. Incapacity of the President:

If the President becomes physically or mentally unable to perform the duties of office (“incapacity”), then the next officer in successive order, per section 5.2.1.4, assumes the President’s duties, but not the title, until either the President is again able to perform or the Associate President’s term of office expires. At the first Board Meeting following the declaration of “incapacity”, a vote shall be taken by the Board whether or not to hold a general election for the President. If so, this election begins a new standard cycle of the President’s term of office.

5.2.1.4.2. Death or Resignation of the President:

If the President dies in office or resigns, then the current Associate President shall publicize, convene, and preside over a Board meeting to elect a new President. The Associate President shall attempt to notify, invite, and include all other Board members by reasonable means and in a reasonable time of no less than one week.

If the Associate President is also incapacitated or otherwise unavailable. then the duties fall to the available Board member who has served on the Board the longest. If two or more Board members share the qualifier of serving on the Board the longest, then the Board member in this group who has been a member of The Troth the longest will preside over the Board meeting.

5.2.2. Associate President:

The Vice-President of the Corporation shall also and primarily be referred to as the Associate President.

5.2.2.1. Duties of the Associate President:

The Associate President is responsible for whatever duties are delegated to them by the President, as well as duties outlined in these Bylaws related to succession in case the President is unwilling or unable to perform their duties, is incapacitated, dies, or resigns.

5.2.2.2. Election of the Associate President:

The Associate President is nominated by the President from among the currently serving Board members and approved by a majority vote of the Board.

5.2.2.3. Term:

The Associate President shall serve a term of one year and may be reelected.

 5.2.3. Executive and Operating Officers:

The Corporation may implement various Departments and Programs to advance its Mission.

Departments are permanent fixtures within the Corporation and are headed by an Executive Officer. Programs may be created and disbanded based on the needs and interests of the membership and are headed by an Officer who is responsible for the operation of that Program. Officers not designated Executive Officers are considered to be Officers.

5.2.3.1. Duties:

Executive Officers and Officers are required to submit quarterly reports to the Board and may be required to attend quarterly business meetings, per policy of the Officer Liaison.

5.2.3.2. Election or Appointment:

Officers and Executive Officers are appointed by the Board of Directors as needed.

5.2.3.3. Term:

Unless stated otherwise within these Bylaws or in a procedural vote by the Board of Directors related to a specific position, Executive Officers and Officers shall serve a three-year term and may be reappointed or re-elected. Executive Officers may resign their offices by submitting a resignation in writing to the Board of Directors. At the option of the Board of Directors, any such resignation may be deemed to be effective upon receipt, rather than on a date specified in the resignation.

Executive Officers may be removed from office at any time by the Board of Directors at its sole discretion.

5.3. Departments:

5.3.1. Administrative Core Operations

The Administrative Core Operations reports directly to the President and Associate President.

5.3.1.1. Executive Officer:

Executive Director

The Executive Officer of the Administrative Department is the Corporation’s Secretary.

The Secretary retains important correspondence and holds the Corporate book and seal. They shall be responsible for overseeing all aspects of the Corporation’s Administrative Department, including the organization, storage, and maintenance of all Corporate records in hard copy and electronic formats. They are one of the organization’s primary domain administrators, the others being the President and/or Associate President.

In addition to the President and Treasurer of Accounts, the Secretary is also a primary signatory to the Corporation bank account with all the responsibilities appertaining thereunto.

They supervise the Officers and volunteer staff of the Administrative Department, including but not limited to: the Scribe, Treasurer, Elections Officer, Clerk Team, and Volunteer Coordinator. They are therefore required to understand and be able to perform the duties of all these offices.

Further, the Secretary is expected to work with the Board of Directors, the President, and all other Executive Officers in order to coordinate administrative services as required. Candidates for this office must be Full Members of the Troth.

The Secretary is appointed by the Board of Directors to a three year term and may be reappointed. They may take on any of the subordinate offices of their department upon the approval of the Board of Directors.

5.3.1.2. Scribe:

The Scribe shall make and keep a complete and accurate record of all actions considered by the Board of Directors, whether in a meeting or otherwise.

This record shall include the text of the proposed action, the date of final determination, the outcome of the vote, the numbers of affirmative votes, negative votes, and abstentions, and the specific votes of each Board member.

The Scribe shall keep a copy of all records made, and shall forward the official records to the President, the Board of Directors, and the editor of the operating  journal at least quarterly.

The Scribe is the Parliamentarian at Board meetings. The Scribe is responsible for all Board-level publications.

The Scribe may not be an elected member of the Board of Directors.

 5.3.1.3. Treasurer:

The Treasurer of Accounts is the Treasurer of the Corporation.

They shall record financial transactions and shall receive, deposit, and disburse monies as instructed by the Board of Directors and by standing policy of the Corporation.

The Treasurer shall also maintain complete and accurate financial records of the bank account(s) and other financial accounts of the Corporation. The Treasurer, along with the Secretary and President, is one of the primary bank account  signatories for the Corporation.

The Treasurer shall produce quarterly reports on the Corporation’s financial status for the Board of Directors, and shall prepare an annual financial statement for each fiscal year. The fiscal year for the Corporation is defined as 1 January to 31 December. The annual financial report shall be due by 30 April of each year and shall also be presented to the membership at Trothmoot.

The Treasurer, in conjunction with the Board of Directors, shall prepare and file any financial or taxation forms or reports required by governmental agencies. They shall work together with the Board of Directors to prepare a budget for the succeeding year for deliberation at the Fiscal Fourth Quarter’s first Board of Directors meeting.

The Treasurer may appoint or hire assistants as needed to carry out these tasks, but must inform the Board of Directors of any such appointments or hirings. All assistants shall be Full Members and meet all other onboarding requirements set forth by the Volunteer Coordinator. All appointments shall be made in conjunction with the Volunteer Coordinator.

The Treasurer may not be an elected member of the Board of Directors.

5.3.1.4. Elections Officer:

The Elections Officer shall be responsible for announcing the phases of an election cycle in a timely and appropriate manner to the membership. Also, the Elections Officer shall prepare and deliver ballots to the membership.

The Elections Officer is also responsible for tallying all votes that were cast by the published voting deadline and for reporting the results to the President no less than 30 days before the next Trothmoot or within one month of the close of the election (for a special election). The Elections Officer shall retain all election records for not less than one calendar year following the close of that election. In the event that an election result is contested by a Troth member, the records may be reviewed by another Troth member approved by both the Board and the person contesting the result. Requests for review made more than one year following the close of an election will not be entertained.

The Elections Officer may not be an elected member of the Board of Directors.

 5.3.1.5. Clerk Team

The Clerk Team maintains the membership database of the organization,  storage, and maintenance of all membership records in electronic and/or hard  copy formats.

The Clerk Team processes new and renewing memberships, responds to member inquiries regarding memberships and membership deliverables, adds and removes members to and from the general member lists when members join and at member request, and notifies the High Steward of new and renewing members according to current best practices.

The Clerk Team will work closely with the Volunteer Coordinator Team for the purpose of helping verify memberships of prospective volunteers.

5.3.6 Executive Officer: Member Advocate and Arbitrator

The Advocate and Arbitrator Officer shall assist in submitting or recommending systemic changes to the organization as prompted by the duties of their office. Should a conflict arise between and among members, the Advocate may try to mediate. If that mediation reaches an impasse, the Advocate takes on the role of Arbitrator and will make a decision based on all available information. The Advocate and Arbitrator is an appointed position. The Advocate and Arbitrator may not serve as an Officer of the Troth in any other capacity. The Advocate and Arbitrator is appointed by the Board of Directors for a three-year term.

The Board of Directors is expected to accept the Arbitrators’ decisions. The Board of Directors or an Organization Committee will be seen as a single party, unless the situation involves a specific individual conflict within the group. Members likewise will agree to abide by the ruling of the Arbitrator as a condition of their membership.

The parties involved in arbitration may use advocates/advisors. Each party may include up to two advisors (preferably a clergy person or other leader) for assistance. The advisors’ role is to assist with the process and to function as advocates/attorneys during the arbitration period. The onus for providing evidence shall be on complainants, not the Arbitrator; Arbitrators do not investigate. In order to be neutral in judgment, they shall evaluate and rule based solely on the evidence that each party provides during the process. The complainants must also enumerate what outcome they hope to achieve with the arbitration process and should take into account the powers available to the Arbitrator. If the Arbitrator concludes that systemic change within the Organization is the desired outcome, they resume the role of Member Advocate and help to facilitate the process for accomplishing the desired changes.

During the process of arbitration, the parties involved have two (2) weeks in which to present requests to the arbitrator. If this deadline is not met, rulings may be made in absentia. Extensions to the deadline may be granted on a case-by case basis by the arbitrator. If thirty (30) days have passed with no response from a party, a ruling shall be made in absentia.

Sanctions imposed by the Arbitrator will be applied on a case by case review and may include: fines up to, but not to exceed, the lowest-cost Annual Electronic Membership fee, cancellation of prorated membership, removal from office/position, requirement to make a formal public apology, requirement to cease and desist from specific behavior(s), moderation in Troth Social Media spaces, or prohibition on attending public Troth gatherings. If involving attorneys is deemed necessary, due to the quantity of Board members, or potential litigation, the issue may be referred to the organization’s lawyer. Confidentiality shall stop at the Arbitrator, involved parties and any respective advocates. The Board may request a break in confidentiality from the Arbitrator via a two-thirds (2/3) vote, and all further discussion will take place in Executive Session with the oaths of secrecy and confidentiality that Session requires.

5.3.2. Education and Publication Department

The Education and Publications Department (EAP) is responsible for the continuing education of both members and the greater Heathen community at large. This department includes Publications, Clergy Program, Lore Program, Esoteric/Hearth Program, and any new programs the Board deems appropriate.

5.3.2.1. Director of Education and Publications:

The Director of Education and Publications is the primary point of contact between the Board and the volunteers in the EAP. They are responsible for meeting regularly with the heads of each department and briefing the Board about the activities of these departments as well as any issues that arise.

The Director of Education and Publications is a resource for the conveyance of confidential information between an Officer and the Board of Directors should the Board need to be alerted to a confidential issue. The Director of Education and Publications must be a member of the Board of Directors. This position is an annual position and may be renewed by the Board of Directors.

5.3.3. Service Department

The Service Department is responsible for programs that serve the greater Heathen community. This department includes International Relations, Red Hammer, Heathens in Recovery, Stewards, Troth Ambassadors, and any new programs the Board deems appropriate.

5.3.2.1. Director of Service:

The Director of Service is the primary point of contact between the Board and the volunteers in the Service Department. They are responsible for meeting regularly with the heads of each department and briefing the Board about the activities of these departments as well as any issues that arise.

The Director of Service is a resource for the conveyance of confidential information between an Officer and the Board of Directors should the Board need to be alerted to a confidential issue. The Director of Service must be a member of the Board of Directors. This position is an annual position and may be renewed by the Board of Directors.

5.3.3. Communications Department

The Communications Department is responsible for the internal and external communication of the organization as well as brand and reputation management. This department includes Merchandising, Public Relations, Tech/Web, Social Media, and any new programs the Board deems appropriate.

5.3.2.1. Director of Communications:

The Director of Communications is the primary point of contact between the Board and the volunteers in the Communications Department. They are  responsible for meeting regularly with the heads of each department and briefing the Board about the activities of these departments as well as any issues that arise.

The Director of Communications is a resource for the conveyance of confidential information between an Officer and the Board of Directors should the Board need to be alerted to a confidential issue. The Director of Communications must be a member of the Board of Directors. This position is an annual position and may be renewed by the Board of Directors.

The Troth ® Position Statement

The Troth is a polytheistic religious organization. Its fundamental purpose is to advance the knowledge and honoring of:  

  • The pre-Christian Deities of the Germanic-speaking peoples, most commonly known as, but not limited to: the Aesir and Vanir in Norse mythology, and their equivalents in other historical Germanic cultures;
  • Deities for whom we do not have comparable historical record, but which are known through historical and contemporary sources (including but not limited to: Eostre/Ostara, Nehalennia, Saxnot, Nerthus);
  • Beings known from the standard texts of mythology or folklore to be allies of the Aesir and Vanir, or other Deities with Whom we choose to interact with and worship, for example: Aegir, Ran, Thorri, Hel, Jordh/Earth, Sol, Mani, the Norns;  
  • Spirits of specific places such as the land, the waters, and the home (vaettir, tomten, brownies, huldufolk, etc.), as well as elves (alfar), dwarves  (dvergar), ancestral guardian spirits (disir), valkyries, and other such beings;  
  • Worthy and honorable human heroes and ancestors, ranging from the legendary through the historical past up to the present day. This includes  the ancestors of all of our members of all ethnicities and places of origin.  

Variations in the understanding of our Deities and the ways of honoring Them have always existed. In the modern era, many people have sought to reconstruct, revive, and renew the ancient traditions according to their own best understanding. One result has been the creation of different expressions of contemporary Germanic religion. The Troth explicitly welcomes these differences and seeks to include them within the larger Heathen community.  

The Troth affirms the right of individuals and groups to freely worship as they will, guided by the dictates of their own consciences. Individual membership in the Troth is not predicated on adherence to any particular Heathen religious practice, belief, theology, tradition, or dogma. We recognize that freedom of conscience, the free exchange of ideas, and diversity of opinions are vital for the healthy growth of our religion. The Troth does not and will not dictate to individual members which beings they may or may not honor, what forms of ritual they may or may not employ, or how they may conceive of these beings.  

The Troth Conflict of Interest Policy

The Troth (the “Corporation”) is subject to the New York Not-for-Profit Corporation Law with respect to its governance, including dealing with conflicts of interest. The Nonprofit Revitalization Act of 2013 imposed several new requirements with respect to conflicts of interest, in addition to the judge-made common law which deals with these concerns.

Additionally, the Corporation is an organization described in Sections 501(c)(3) and 509(a)(1), (2) or (3) of the Internal Revenue Code of 1986, as amended (the “Code”), and so is subject to the requirements of Code Section 4958 with respect to various dealings with disqualified persons.

The directors and officers of the Corporation are responsible for upholding a public trust.  We are called to a higher standard of stewardship in order to meet the special privileges that our tax-exempt status allows.  The action of the directors and officers should meet or exceed these higher standards rather than only minimally satisfy the requirements of tax-exempt status.  Areas of behavior to be avoided include personal conflicts of interest by directors and officers, their families and business associates, questionable investments, improper treatment of consumers, improper use of funds raised (especially for personal remuneration), expensive and inefficient fundraising practices, failure to meet legal requirements and similar offenses.

The Corporation has adopted the following policy designed to avoid any possible conflict between the personal interests of directors and officers and the interest of the Corporation.  The purpose of this policy is to insure that decisions about operations of the Corporation, and the use and disposition of its assets are made solely in terms of benefits to the Corporation and are not influenced by any private profit or other personal benefit to the individuals affiliated with the Corporation who take part in the decision.

In addition to actual conflicts of interest (as defined by this policy), directors, officers and employees are also obliged to avoid actions that could be perceived or interpreted to be in conflict with the Corporation’s interest.  While these situations are not specifically covered by this policy, such individuals should disclose these situations as they arise for consideration by the Rede, committee or individuals reviewing the matter to determine whether the individual should be recused from deliberations and voting.

This Conflict of Interest Policy (the “Policy”) is intended to contain in a single policy the relevant legal rules and best practices which govern the Corporation and its handling of conflicts of interest which include related party transactions as defined under the New York Not-for-Profit Corporation Law.

No policy can anticipate the fullest range of factual circumstances which may entail a conflict of interest.  Accordingly, it is important to interpret and apply this Policy in a way which best assists the Corporation’s governing Rede and others in meeting their obligations under the law.  Questions arising under or about this Policy should be forwarded to Rede@thetroth.org for consideration and resolution.

Any person who is a Related Party is subject to this policy. Related Party is defined as:

  1. Any individual who currently serves or has served in the following capacities within the past five (5) years:
    1. a voting member of the High Rede of the Corporation or of any Affiliate of the Corporation (‘ Rede Member”);
    2. an officer of the Corporation or any Affiliate of the Corporation, including, but not limited to (i) a Steer or Chair, Chief Executive Officer (CEO), Chief Operating Officer (COO) and any other individual who has ultimate responsibility (individually or shared) for implementing the decisions of the Rede or for supervising the management, administration, or operation of the Corporation (e.g., Executive Director); and (ii) a Treasurer, Chief Financial Officer (COO) and any other individual who has ultimate responsibility (individually or shared) for managing the finances of the Corporation; or
    3. a Key Employee of the Corporation or any Affiliate of the Corporation.
  2. Any Relative of those persons listed in (1) above. “Relative” includes: spouse; domestic partner as defined in New York Public Health law Section 2954-A; ancestors; siblings (whether whole or half-blood); children (whether natural or adopted); grandchildren; great-grandchildren; and spouses of siblings, children, grandchildren, and great-grandchildren.
  3. Any entity in which an individual listed in (1) or (2) has a controlling interest.  A controlling interest is defined as:
    1. for corporations: ownership (direct or indirect) of more than 35% of the combined voting power
    2. for partnerships or personal service corporations: ownership (direct or indirect) of more than 5% of the profit interest; and
    3. for trusts or estates: ownership (direct or indirect) of more than 35% of the beneficial interest.
  4. Key Employee includes any person who currently is, or was at any time during the past five (5) years, in a position to exercise substantial influence over the affairs of the Corporation. Facts and circumstances indicating that a person is in a position to exercise substantial influence include, but are not limited to the following:
    1. the person is a founder or creator of the Corporation;
    2. the person is a substantial contributor to the Corporation;
    3. the person’s compensation is based primarily on revenues from the Corporation’s activities that the person controls;
    4. the person has or shares authority to control or determine a substantial part of the Corporation’s capital expenditures, operating budget, or compensation for employees;
    5. the person manages a discrete segment or activity of the Corporation that is a substantial part of the Corporation’s activities, assets, income, or expenses;
    6. the person owns a controlling interest in a corporation, partnership, or trust that is considered a Related Party; and
    7. the “person” is a non-stock organization controlled directly or indirectly by one or more Related Parties.
  5.  Facts and circumstances indicating that a person is not a Key Employee include, but are not limited to the following:
    1. the person has taken a bona fide vow of poverty as an employee, agent, or on behalf of a religious organization;
    2. the person is an independent contractor whose sole relationship to the Corporation is providing professional advice and who has no decision-making authority and will derive no direct or indirect benefit from the transaction except for the customary fees for professional advice;
    3. the person is the direct supervisor of an individual who is not a Key Employee;
    4. the person does not participate in any management decisions affecting the Corporation as a whole or affecting a discrete segment of the organization that represents a substantial portion of its activities, assets, income, or expenses of the Corporation, as compared to the Corporation as a whole;
    5. the person receives any preferential treatment based on the size of the person’s donation when that preferential treatment is also offered to all other donors making comparable contributions and offered as a part of a solicitation intended to attract a substantial number of contributions.
  6.  An Affiliate is any entity controlled by, in control of, or under common control with the Corporation.

Who is NOT subject to this Policy?

Other organizations that are tax-exempt under Code Section 501(c)(3).

Any employee who is not highly compensated and is not otherwise considered a Related Party under this Policy.

What transactions or relationships are subject to this Policy?

Any transaction, agreement or other arrangement in which a Related Party has a financial interest, and in which the Corporation or any Affiliate is a participant (“Related Party Transaction”).

The Rede shall approve a Related Party Transaction only where the Rede determines that the transaction is fair, reasonable and in the Corporation’s best interests.  The Rede shall utilize the following process to approve transactions subject to this Policy:

  1. The Rede must approve the Related Party Transaction in advance.  Any member of the Rede who has a conflict of interest as defined in this Policy may not participate in the vote, nor may he or she be present during voting or deliberations.
  2. The Rede must make its decision with reliance on appropriate data about comparable arrangements, to the extent they are available.
  3. The Rede must adequately document its decision and deliberations in the corporate records.

Prior to initial election and annually thereafter, all Directors shall complete, sign, and submit to the Secretary a written statement identifying, to the best of the Director’s knowledge, any entity of which such director is an officer, director, trustee, member, owner, or employee, and with which the Corporation has a relationship, and whether there is a conflict of interest.  The disclosure of a relationship shall not, by itself, constitute a conflict of interest.  The governing Rede may require the same submission to be made by officers and Key Employees. The Secretary shall provide a copy of all completed disclosure statements to the chairperson of the Audit Committee.

An employee or volunteer of the Corporation with a potential conflict of interest in a particular matter shall promptly and fully disclose the potential conflict to his supervisor.  The employee or volunteer shall thereafter refrain from participating in deliberations, discussions, as well as any decisions, relating to the matter, and follow the direction of the supervisor regarding which Corporate actions are subject to this conflict of interest determination.  The Steer shall be responsible for determining the proper way for the Corporation to handle decisions which involve unresolved employee conflicts of interest.  In making such determinations, the Steer may consult with legal counsel.

The Steer shall report to the Rede at least annually concerning employee or volunteer conflicts of interest which have been disclosed and contracts and transactions involving all conflicts which the Steer has approved.

This policy shall be overseen and administered by the Rede including the adoption of any amendments to this policy.

(1)  Substantial contributor is any individual who contributes more than $5,000 to the Corporation, provided that such amount is more than 2% of the total contributions and bequests received by the Corporation during the Corporation’s most recently completed fiscal year and four (4) preceding fiscal years.  Contributions from spouses are aggregated for these purposes.

(2)  Highly compensated employee is defined under Code Section 414(q)(1)(B)(i) and is adjusted annually for inflation.  The amount for 2014 is $115,000.  Organizations can choose to set this amount at a hard dollar threshold if they prefer as long as it is equal to or lower than the statutory amount.

(3)  Only independent directors may participate in the review and approval of such transactions.  Review and approval may also be delegated to a committee comprised entirely of independent directors (e.g. Audit Committee).

(4)  This is required for any Related Party Transaction in which a Related Party has a substantial financial interest (not defined by the Act).

(5) Policy may be overseen and administered by the Rede (with only independent directors participating) or by a committee of the Rede comprised solely of independent directors.

 

Adopted by the High Rede 4/8/2023

The Troth’s Whistleblower Protection Policy

The Troth requires directors, officers, volunteers, and employees to observe high standards of business and personal ethics in the conduct of their duties and responsibilities. As representatives of The Troth, we must practice honesty and integrity in fulfilling our responsibilities and comply with all applicable laws and regulations.

This Whistleblower Policy is intended to encourage and enable employees, volunteers, and others to raise serious concerns internally so that The Troth can address and correct inappropriate conduct and actions. It is the responsibility of all board members, officers, employees and volunteers to report concerns about violations of The Troth’s policies, bylaws, or suspected violations of law or regulations that govern The Troth’s operations.

It is contrary to the values of The Troth for anyone to retaliate against any board member, officer, employee, or volunteer who in good faith reports an ethics violation, or a suspected violation of law, such as a complaint of discrimination, or suspected fraud, or suspected violation of any regulation governing the operations of The Troth. Any representative who retaliates against someone who has reported a violation in good faith is subject to discipline up to and including removal from the organization.

The Troth has an open door policy and suggests that employees share their questions, concerns, suggestions or complaints with their supervisor. If you are not comfortable speaking with your supervisor or you are not satisfied with your supervisor’s response, you are encouraged to speak with your board liaison or the Secretary/Executive Director.

Supervisors and managers are required to report complaints or concerns about suspected ethical and legal violations in writing to The Troth’s Secretary/Executive Director, who has the responsibility to investigate all reported complaints. Employees or Volunteers with concerns or complaints may also submit their concerns in writing directly to their supervisor or the Secretary/Executive Director.

The  Troth’s Secretary/Executive Director is responsible for ensuring that all complaints about unethical or illegal conduct are investigated and resolved. The Compliance Officer will advise the High Rede/Board of Directors (Board) of all complaints and their resolution and will report immediately to the Board any compliance activity relating to accounting or alleged financial improprieties.

The Troth’s Secretary/Executive Director or Reckoner/Treasurer shall immediately notify the Board of any concerns or complaint regarding corporate accounting practices, internal controls or auditing and work with the committee until the matter is resolved.

Anyone filing a written complaint concerning a violation or suspected violation must be acting in good faith and have reasonable grounds for believing the information disclosed indicates a violation. If unsubstantiated allegations are discovered to be made with malicious or false intent, the accuser will be subject to disciplinary action.

Violations or suspected violations may be submitted on a confidential basis by the complainant. Reports of violations or suspected violations will be kept confidential to the extent possible, consistent with the need to conduct an adequate investigation.

The Troth’s Compliance Officer will notify the person who submitted a complaint and acknowledge receipt of the reported violation or suspected violation. All reports will be promptly investigated and appropriate corrective action will be taken if warranted by the investigation.

The Compliance Officer will work with the complainant to investigate the complaint and present the evidence and desired outcome to the Member Advocate/Arbitrator. The Arbitrator will be the final adjudicator on the issue.

If no Arbitrator exists, then the complaint will be adjudicated by the Ombuds. If no Ombuds exist, then the complaint will be adjudicated by the Board, with any members of the Board involved in the complaint recused. If the entire Board is the subject of the complaint, an independent committee will be selected by both the complainant and the Board to review the evidence and make a determination.

Adopted by the High Rede 4/8/2023

The Troth Data Confidentiality Policy

Information of a confidential nature is not to be discussed with anyone outside the organization and should only be discussed within the organization on a “need-to-know” basis.

In addition, volunteers are responsible for avoiding unnecessary disclosure of non-confidential internal information about The Troth and its associates. This responsibility is not intended to impede normal business communications and relationships but is designed to alert volunteers to their obligation to use discretion to safeguard internal organizational affairs. This responsibility continues even after the volunteering relationship ends. If a volunteer has any questions, they should consult with their supervisor or board liaison if they have any questions. Volunteers authorized to access confidential information must treat the information as proprietary The Troth property for which they are personally responsible even after the relationship ends. Volunteers are prohibited from attempting to obtain confidential information for which they have not received access authorization.

Inquiries seeking information concerning current or former volunteers should be referred to their area’s director. Volunteers are not to discuss with the officers, directors, or other volunteers of competing companies, groups, or organizations any topic which might give the impression of an illegal agreement in restraint of trade. Such topics include pricing agreements, funding allocation, and the division of territories. Volunteers are prohibited from disclosing “material inside information” that could affect The Troth’s business to anyone outside the organization until such information has been made available to the public by management. Volunteers are also prohibited from using such information for their own profit.

The Troth’s policy is that protecting organizational information is the responsibility of every volunteer. All volunteers are responsible for preventing improper or accidental disclosure of confidential information. Confidential information includes but is not limited to:

  • Member’s Personal Information
    • This includes confirming or denying membership
  • Confidential Pastoral Information
  • Intellectual work product
  • Any information deemed confidential by the Board in Executive Session

Personally Identifiable Information (PII): Information that can be used to distinguish or trace an individual’s identity, such as name, home address, telephone number, Social Security number (SSN), or biometric records (e.g., fingerprints, DNA profile, voiceprints, etc.) alone, or when combined with other personal or identifying information that is linked or linkable to a specific individual, such as date of birth or mother’s maiden name. Also known as “personal information.”

Protected Health Information (PHI): A specific type of PII, as defined under the Health Insurance Portability and Accountability Act (HIPAA) of 1996 and associated amendments. PHI is a type of regulated personally identifiable information that relates to the past, present, or future physical or mental health of an individual, the provision of health care to an individual, or the payment for the provision of health care to the patient and can be reasonably used to identify the individual. PHI includes several identifiers unique to an individual, including demographic, biometric and genetic information. All references to PII in this policy include PHI.

Sensitive PII: A subset of PII that, if released, would pose a higher risk of subsequent identity, theft or personal harm. For example, an individual’s SSN is sensitive to PII. Sensitive PII also includes an individual’s name, home address, or telephone number in combination with any of  the following:

  • Government-issued identification numbers, such as an SSN, driver’s license number, or Taxpayer Identification Number;
  • Date or place (e.g., zip code) of birth;
  • Financial account information, such as bank or credit card information, account numbers and balances, PINs, passwords, and security codes/questions;
  • Biometric records;
  • Medical Information protected under the Health Insurance and Portability Accountability Act of 1996; and/or
  • Background investigations, including reports or databases.

Confidential Information: All PII, PHI, and SPII created, compiled, modified, or received by The Troth or by any person on behalf of The Troth, whether that information belongs to The Troth or a third party. In general, Confidential Information should be used only for the benefit of The Troth and must comply with all applicable laws and corporate policies.

Information is considered “Confidential Information” if:

  • Its unauthorized disclosure could adversely affect business operations or cause harm to The Troth.
  • It falls under the definition of PII, PHI, and SPII; or
  • It is information that The Troth is obligated to keep confidential under applicable law or the terms of an agreement with a third party.

Confidential Information should be disclosed only to those who have a business-related need to know the information and, concerning disclosures to third parties, only after an appropriate non-disclosure agreement or provision (NDA) has been signed. Confidential information must be handled in a manner designed to ensure that it remains confidential.

Business Process Owner: The Troth department, group, or individual that can be considered the owner of a specific business process that initially collects PII, SPII, PHI, and confidential information. The business process owner may be the department or group that funds the development of applications and systems to support their business process, or it may be the individual or office which has responsibility for oversight over third parties performing services that include the collection of PII, SPII and PHI; these are illustrative but not exhaustive examples of who may be the business process owner. The business process owner functions as the information steward with the operational responsibility to follow established controls for the generation, collection, processing, dissemination, security, and disposal of PII, SPII, PHI, and confidential information and primary responsibility for monitoring compliance with such controls.

PII, SPII, PHI and confidential information must be collected and used in accordance with this policy and associated standards, guidance, and procedures. Before initiating a process, or program initiative that involves collecting, reporting, or sharing data that includes PII, SPII, and PHI, The Troth  volunteers must notify to ensure that privacy requirements have been satisfied.

Business Process Owners must ensure that all PII, SPII, and PHI information are relevant to the

business purposes for which it is to be used and take reasonable steps to ensure that all processed PII, SPII and PHI are accurate and maintained up to date. Confidential information should only be processed for the original specified business purpose and should not be subsequently used or further communicated outside of this purpose without the approval of the data subject.

The guidelines in this policy must be considered at the earliest planning stages for new business processes, initiatives, and applications and be referenced consistently through development into deployment and ongoing operations. For existing business processes and applications, the guidelines in this policy should be reviewed in reference to legacy applications and processes by The Troth.

The requirements within this policy should be included in planning whenever a legacy application or process is being modified. Where a privacy vulnerability is recognized, they will work with the business process owner to identify remediation options.

Before collecting confidential information, volunteers must:

  • Identify and document the purpose(s) for which the information is collected and how the information will be used, controlled, and protected;
  • Verify that The Troth has legal authority to collect the information; and
  • Verify that the data collection will be limited to what is relevant and is necessary to conduct official The Troth business.

When third party service providers collect, process, or store confidential information on The Troth’s behalf, will ensure that the third party has a similar level of security measures in place.

Volunteers must also adhere to the following requirements regarding the usage of confidential information:

  • Only access or use Confidential Information on a “need to know ” basis (i.e., when the need for the information relates to official duties) and within the requirements of The Troth business needs.
  • Do not use or disclose information in a manner that violates any third-party rights or
  • agreements.
  • Obtain approval for the use of confidential data for any purpose that is not consistent with the original purpose for which the information was obtained.

The Troth must only disclose/transfer confidential information to third parties or share PII, SPII, PHI and confidential information with other departments, groups, or individuals if this transfer and use are consistent with the original business purpose. Controls designed to avoid unauthorized use or communication of data should also be implemented. Confidential information records may be shared or transferred only if authorized by law or with the express written consent of the affected individual. Sharing is limited to the portion of the record necessary to complete the task requested.

Before sharing confidential information outside of The Troth, The Troth volunteers must contact to ensure such sharing complies with applicable privacy laws and organizational policies, except for disclosures of records for law enforcement purposes. All contracts with third parties that receive Confidential information from The Troth must include contractual clauses related to data protection, authorized use, and breach notification procedures. All transfers of confidential information to and from third parties must be conducted in a secure manner as directed by The Troth.

When confidential information is collected, The Troth must provide individuals with reasonable access to their own PII, SPII, and PHI held by The Troth for review and update. Any request by an individual to access their confidential information must be responded to promptly and generally no later than 30 days after receipt of the access request. All access requests are to be recorded with the date of initial request and details on request fulfillment. All access requests or complaints about TheTroth’s handling of an individual’s confidential information should be forwarded to board@thetroth.org.

Volunteers must adhere to the following requirements when sending confidential information via email:

  • Do not send confidential information in the body of an email. Rather, send confidential information as an encrypted and password protected attachment. Send the password in a separate communication.
  • Do not send emails containing confidential information to recipients outside of The Troth prior to obtaining approval from the Board of Directors.
  • Do not send emails containing confidential information to personal email accounts, such as Yahoo, Gmail, or Hotmail.

Volunteers must adhere to the following requirements when sending physical documents containing confidential information:

  • Verify the recipient is authorized to receive the information as part of his/her official duties.
  • Send records in encrypted electronic files whenever possible (e.g., via portable media, such as a CD).
  • Place paper documents in a sealed envelope that clearly identifies the recipient and is marked “to be opened by addressee only” or a similar notation.
  • Require an authorized signature upon delivery.
  • Track the shipment and follow-up with the recipient within 24 hours to ensure that the items sent have been received.

Volunteers must adhere to the following requirements when carrying or transporting confidential information:

  • Avoid carrying paper documents or unencrypted portable media containing confidential information.
  • If documents containing confidential information must be carried, transport them in a secure package (e.g., sealed envelope) or briefcase.
  • Secure and maintain control of briefcases, bags, and laptops when traveling. For example, when leaving a laptop in a vehicle, store it in the trunk and lock the vehicle.

Before sharing Confidential Information outside of The Troth, volunteers must contact to ensure that sharing the information complies with applicable privacy laws and The Troth policies. Prior to contacting , volunteers must:

  • Identify what information will be shared, why the information will be shared, and with whom the information will be shared; and
  • Verify that TheTroth has legal authority to share the information (e.g., third party agreement restrictions, existing NDAs, etc.).

The Troth must take reasonable technical and organizational security measures to protect confidential information from loss, misuse, and unauthorized access, disclosure, alteration, and destruction. These security measures include the implementation of appropriate physical and logical controls (e.g., authorization processes, user IDs and passwords, limited access rights, storage rooms, locked filing cabinets, encryption technologies, etc.) and are detailed within this policy. When third party service providers collect, process, or store confidential information on The Troth’s behalf, The Troth must ensure that the third party has a similar level of security measures in place.

Volunteers must adhere to the following requirements regarding the protection of confidential information:

  • Access to confidential information should be restricted to only those individuals who need the information to perform their official duties.
  • User IDs with access to confidential information should be protected by strong passwords that are changed regularly and never shared.
  • Approval from must be obtained prior to providing other business units or third parties copies of or access to confidential information. (Business owners/directors must request said approval via email to board@thetroth.org
  • All servers and computers containing confidential information should be protected by approved security software and a firewall (if applicable).
  • Auditing controls should be enabled to record all access to and modifications of confidential information stored in source systems.
  • Highly confidential information, such as PII, SPII, and PHI, should be encrypted or redacted when stored outside of source systems (an information storage system that is the authoritative system where the data resides).
  • Confidential information should be backed up regularly by and/or the third party.

The Troth volunteers must consult with when considering data collection involving confidential information from an individual, another organization, or an agency to determine what privacy requirements may apply. Examples of data collections that may trigger privacy requirements include the following:

  • Developing or modifying an information system belonging to TheTroth;
  • Creating a data collection form shall use the business platform Troth uses;
  • Publishing a data collection form on The Troth websites;
  • Sending out a volunteer survey asking for Confidential Information; and
  • Procuring a new system or service that will gather or store information about individuals.

Before collecting confidential information, volunteers must:

  • Identify and document the purpose(s) for which the information is collected and how the information will be used, controlled, and protected;
  • Verify that The Troth has legal authority to collect the information; and
  • Verify that the data collection will be limited to what is relevant and is necessary to conduct official The Troth business.

Volunteers must adhere to the following requirements regarding the accuracy of Confidential Information:

  • When Confidential Information is collected directly from individuals, provide the ability for them to review this information. This includes providing individuals with a solution to keep this information accurate and current.
  • Ensure that the Confidential Information collected is correct (e.g., confirming an individual’s details during the initial collection) and update data as inaccuracies are discovered.
  • Regularly review Confidential Information to ensure that it is still required to meet the documented business purpose.

Volunteers must adhere to the following requirements regarding the storage of physical copiesof confidential information:

  • Appropriately label all documents containing confidential information so that others are aware of the sensitivity of the information and associated protection requirements.
  • When not in use, paper documents or files should be kept in a locked drawer or filing cabinet.
  • Do not leave paper documents where unauthorized individuals could (can) see them, like on a printer or an unattended desk.

Volunteers must adhere to the following requirements regarding the storage of electronic copiesof confidential information:

  • Appropriately label all files and portable media containing confidential information so that others are aware of the sensitivity of the information and associated protection requirements.
  • Electronically lock computers (using ctrl, alt, delete) when not in use or when left unattended.
  • Keep portable media containing confidential information locked away securely when not in use.
  • Confidential organizational information should be stored in your Troth provided Google Drive

Volunteers must adhere to the following procedures when disposing of confidential information:

  • Retain confidential information for only as long as necessary to fulfill the purpose(s) for which it was originally collected, subject to any legal or regulatory obligation to maintain the information.
  • Shred paper documents containing confidential information; do not place them intact in a trash can or recycling bin.
  • Securely delete electronic files containing confidential information within 90 days when they are no longer needed per The Troth’s Document Retention Policy.
  • The Troth Tech Team will oversee the wiping and destruction (if decommissioned) of hard drives and portable media used to store confidential information when no longer needed.

The Troth Sexual Misconduct Policy

The Troth holds security of the person to be paramount and knows that sexuality is sacred, and therefore takes the strongest stance against sexual misconduct. The ethical conduct of all persons who represent The Troth is of vital importance to this organization, because it is through our members and officers that our reputation as an organization is formed, as is our organizational Wyrd.

If allegations of sexual misconduct arise, our first priority as an organization is to understand what the accuser wants, and then to partner with them in the spirit of compassion and justice.

It is the policy of this Organization that all members, Officers, Clergy, Program leaders, Stewards, and volunteers working in, with, and for this Organization, are to maintain the integrity of professional relationships at all times. Sexual misconduct is a violation of the professional relationship and is never permissible or acceptable.

It is an act of sexual misconduct to be a party to any sexual act without full and knowing consent of both parties, with the understanding that consent cannot be given by those compromised by injury, trauma, disease, drugs or across the power differential existing in a pastoral counseling relationship, or with any subordinate.

Sexual Misconduct, as used in the above definition, includes:

  1. Child Sexual Abuse includes, but is not limited to, any contact or interaction between a Child and an adult when the Child is being used for the sexual stimulation of the adult or of a third person. The behavior may or may not involve touching. Sexual behavior between a Child and an adult is always considered forced whether or not consented to by the Child.
  2. Sexual Harassment means unwelcome sexual advances, requests for sexual favors, and other verbal or physical conduct of a sexual nature when: 1) submission to such conduct is made either explicitly or implicitly a term or a condition of an individual’s employment or volunteer service, 2) submission to or rejection of such conduct by an individual is used as the basis for decisions affecting the individual, or 3) such conduct has the purpose or effect of unreasonably interfering with an individual’s work performance by creating an intimidating, hostile or offensive working environment including volunteer work.
  3. Rape or sexual contact by force, threat, intimidation, or misuse of power in a trust relationship
  4. Sexual conduct (including, but not limited to, sexual advances, requests for sexual favors, and other kinds of verbal or physical conduct of a sexual nature, such as obscene or suggestive language or behavior, use of Organization property, computers and other equipment for sexual or pornographic purposes, unacceptable visual contact, touching or fondling) that is unwelcome and/or repeated when the person engaged in the conduct knows or has been informed that the conduct is unwelcome or offensive to the recipient.
  5. Sexual misconduct as used in the policy is intended to include any conduct which would come within the meaning of “sexual abuse” as legally defined in the Accused’s home jurisdiction.
  • Sexual misconduct is a misuse of authority and power that breaches ethical principles by misusing a trust relation to gain advantage over another for personal pleasure in an abusive, exploitative, and unjust manner.
  • Sexual misconduct is a violation of the roles placed upon volunteers, particularly clergy, who are called upon to exercise integrity, sensitivity, and caring in a trust relationship.
  • Sexual misconduct takes advantage of the vulnerability of children, the elderly, and persons who may lack the power to protect themselves from such misconduct.
  • For the above reasons, sexual misconduct is prohibited by this Organization and will never be condoned or tolerated. Proven Sexual Misconduct shall be deemed a violation of Troth law and constitutes grounds for suspension from all offices and titles.

A: Purpose and Function

sexual misconduct response person (SMRP) is appointed by this Organization as the person to whom reports of allegations of sexual misconduct will be made, and whose function it is to receive and quickly and objectively respond to reports of sexual misconduct by persons covered by this policy. The response person’s first priority will be to seek to provide support for the Accuser/Victim as he/she decides how to resolve the situation, as well as to exhibit appropriate and professional concern for the protection of the rights of the alleged Accused.

It is not intended that the response person will offer medical, psychological or legal advice as to secular law, and the SMRP is in no way to serve as, or as a substitute for, legal counsel for any person. The SMRP will neither initiate disciplinary proceedings nor be available to testify in disciplinary proceedings arising from an accusation of sexual misconduct.

B: Sexual Misconduct Response Person

This Organization’s primary sexual misconduct response person is the Ombuds.  In their role as SMRP, the Ombuds has immediate clearance from the Rede to engage the Troth’s attorney.

Should the Ombuds deem it necessary, s/he can appoint up to two Associate Ombuds to deal with specific cases. These associate Ombuds are beholden to same procedures and confidentiality clauses as the Ombuds. They likewise have clearance from the Rede to contact the Troth attorney. (See Ombuds Policy and Procedures document for further details). Anyone taking on Associate Ombuds role must be agreed upon by both parties in the misconduct complaint.  Associate Ombuds are previously chosen and approved by a majority of the High Rede.

If the primary SMRP is not reasonably available at the time that an allegation of sexual misconduct arises, or if an allegation is raised against or involves the sexual misconduct response person him or herself, then the following persons, in order, are approved by this Organization as persons authorized to receive such allegations and serve as the sexual misconduct response person:

Any member of the Rede, including Associate Steer and Steer.

All SMRPs, upon taking office,  shall be made fully familiar with this policy and shall receive contact information for the Troth attorney.

Any person with a complaint or report of sexual misconduct or a question involving this policy may contact the SMRP via their respective email.  The SMRP will then contact the attorney.

Reports of sexual misconduct will never be taken lightly or disregarded. When reports of alleged sexual misconduct are brought to the  SMRP, such reports are treated as confidential, sealed under existing Rede’s oath with one additional requirement; any member of the Rede named in an accusation will recuse themselves from the discussion, and may not be party to any communications relating to it, save to answer direct questions from the Rede.

Confidentiality rules apply to both accused and accuser until such time as investigation by authorities (if required) or Rede (if appropriate and possible) are complete. The Rede retains the power to ask any member, officer, or even Steer to temporarily step down from their duties until such time as investigations are complete

No Troth function or ceremony will call for or permit a single adult, not a parent or authorized caregiver as designated by the parent, to be unsupervised with one or more children, unless duly authorized by said parent or caregiver.   The Troth shall provide permission slips for said authorization, or said parent or caregiver must send notarized statement.

There may be circumstances where minors are involved when secular law requires that suspected abuse be reported to secular authorities.

Any existing court orders, including restraining orders or child custody orders, may be shared with the Rede or Ombuds if concern exists that  someone attending a Troth-sponsored event could have their security compromised by existing domestic disputes. The Steer or head of the hosting group will see that the hosts are aware of any individual concerns to make sure the frith of the hall is preserved from identified issues, and any requirements regarding safety perimeters and access are respected.

The Troth Activism Policy

Approved by the Board of Directors in November 2023:

All members of The Troth are encouraged to engage with their communities in ways that promote the Heathen values of peace, understanding, and justice–but we will not dictate to our members how they must or must not engage in activism for causes they care about, provided said activism does not cause a conflict with the original oath of membership.

Members may not claim to be official representatives of the Organization without express permission. Permission may be obtained from the Organization to act as official representatives for activist events like Pride Parades, Sit-Ins, or peaceful protests via a petition.

These requests will be evaluated on a case-by-case basis by the Board of Directors, who may delegate this task to a subordinate department as needed.

The Troth reserves the right to participate in activism as an Organization through venues like interfaith partnerships that promote the Heathen principles of generosity, hospitality, democracy, equity, and peace.

The Troth will not partner with organizations, nor will we participate in actions that promote violence, racism, sexism, bigotry, or are otherwise in conflict with the Organization’s principles.