Code of Conduct for RMB Remembrance Photography Volunteers
The following is the Code of Conduct (CoC) for all volunteers of Remember My Baby (RMB). The purpose of the CoC is to provide volunteers with rules of conduct when volunteering on behalf of RMB, to ensure professional and consistent behaviour at all times.
Code of Conduct for Sessions
- You must at all times behave in a professional and respectful manner, be suitably dressed, and conduct the bereavement photography session politely and efficiently, and with sensitivity to the bereaved family, and
- Interact with hospital/birth centre staff with as little disruption to the hospital as possible, including the Neonatal Intensive Care Unit (NICU) and Delivery Suite.
- If you must wait, remain in the appropriate waiting area or as directed by hospital/birth centre staff.
- You should ensure you are fully aware of the baby’s condition and location prior to arriving at the hospital, birth centre or undertakers’ premises.
- Due to the nature of child protection, under no circumstance is a RMB volunteer photographer to be left unattended at any time with a baby. Prior to undertaking the photography session the parents must be informed that should they not wish to be present, then alternative arrangements should be made for someone else to be present, e.g. a member of the health care staff. If there is no one available to be present then you MUST NOT carry out the photography session and please inform a member of the RMB Board of the issue as soon as possible.
- You must not engage in conversation deemed inappropriate between a volunteer and a RMB family, including but not limited to:
- Discrediting any other photographer, volunteer or representative of RMB.
- Voicing your own personal problems.
- Speaking insensitively about death.
- Asking the family if you can use the images for blogging or professional purposes in connection with your business.
- Upselling of products or services.
- Your personal religious views.
- Any other confidential information regarding RMB.
- If you feel any issue needs to be addressed with hospital/birth centre staff regarding the provision of remembrance photography sessions, you should make an appointment with a staff member in the first instance.
Code of Conduct in General
- All information shared with you by RMB, families or representatives of RMB must be treated as strictly confidential whether verbally or in writing.
- If you are unable to fulfil a request for a RMB session for any reason you must immediately get in touch with the RMB Admin Team if another member of your local volunteer team is not available. You are expected to work as part of a team for the benefit of bereaved parents and any behaviour of a territorial nature which prevents parents from receiving RMB’s services will not be tolerated.
- You must adequately backup RAW files at the first possible opportunity, and log the session with RMB.
- You must supply a minimum of 10 professionally retouched digital images within 4 – 6 weeks of carrying out the RMB session. Images should be delivered on a Remember My Baby USB memory stick, along with the copyright release letter which allows for images to be printed.
- You must not under any circumstances whatsoever invoice or charge the family or RMB for any services undertaken on behalf of RMB including but not limited to photography services, related USB cost, postage and travel/parking expenses.
- It is strictly prohibited to use your volunteer status with RMB to promote your photography business or any other business.
- Any and all negotiations for discounts on good and services from potential industry partners must be undertaken by a member of the core team, though we welcome referrals from volunteers who may have contacts within the industry. This will not only create a professional impression but also avoid instances of more than one RMB representative being in contact with a company at a time.
- Any media representation you are involved with regarding the RMB organisation must first be approved by the RMB Admin Team and be true and factual. Approach the RMB Admin Team for guidance.
- Any complaint or legal process associated with you and the sessions you have undertaken on behalf of RMB must be notified to the RMB board immediately in writing.
- The posting of any RMB session images online or on social media is strictly forbidden: this includes but is not limited to Facebook, Twitter, Instagram, Flickr, or other social network, business websites, blogs or competitions. In the instance where the family has given their permission to RMB for raising awareness, you may write a blog regarding your RMB session experience and link back to RMB’s website, however no images may be shared in your blog and you must liaise first with the RMB Admin Team before publication.
- The RMB Facebook page or RMB Facebook support group are not the place to resolve any issues or problems which arise from volunteering with RMB. If you have any concerns please email a member of the RMB Admin Team in confidence.
- If you volunteer for another non-profit photography organisation or charity it must be made clear which organisation you are representing at the time the bereavement photography sessions are provided to avoid any confusion.
- Should any RMB volunteer fail to comply with the Code of Conduct, RMB reserves the right to remove them from RMB immediately. Such action is at the discretion of the RMB Admin Team and their decision is final.
- The RMB Volunteers shall, in carrying out RMB sessions, do so within the letter of the law.
- I will not create or help develop a similar charitable organisation to that of Remember My Baby during the period of my membership of RMB. I understand that to do so would be an abuse of my knowledge of RMB, including but not limited to, online text and/ or images, training materials, membership lists, policies and protocols, session forms and documentation.
- I understand that all materials provided to me as a member of RMB shall only be reproduced for the purpose of completing volunteer tasks. Written permission must be requested from the RMB Admin Team for use of any wording as found in training materials, online text, or session forms and documentation following cessation of membership by either party.
- I understand that if I am involved with another photography charity or employed for the purpose of providing newborn or birth photography, I agree, that I will represent clearly to the family and hospital staff, as to what agency I am representing at the time of accepting commission to provide services.