Hello + WELCOME to the Leadership team
at Grey Face Rescue!

We are so excited to have you on board!

Our Leadership Team is a passionate and dedicated group of volunteers who manage the day-to-day operations of Grey Face Rescue. Like our Army Rescue Resource, the Leadership Rescue Resource is designed to be your go-to guide—offering in-depth tools, training, and support to help you thrive in your role and fulfill your responsibilities with confidence.

As a Leadership Team member, you are expected to review all training materials provided below and throughout this resource. This will be your primary reference as you navigate your position. If you encounter a question and cannot find the answer here, you can:

  • Submit a support ticket HERE

  • Post in the Leadership Facebook Group LINKED HERE

Thank you for your commitment and dedication to Grey Face Rescue. Your involvement directly impacts the lives of senior animals in need—and we’re so grateful to have you as part of our team.
You make a difference, and we’re glad you’re here.

Leadership Expectations/Code of Conduct

As a Grey Face Rescue Leadership Team Member, there are specific expectations you are required to meet to ensure the smooth and effective operation of the rescue. These responsibilities are essential and must be fulfilled consistently.

Leadership Team Expectations

  1. Fulfill Role Responsibilities
    Carry out all duties outlined in your individual role description, as provided by Grey Face Rescue.

  2. Email Communication
    Regularly monitor and respond to emails sent to your Grey Face Rescue–designated email account at least four times per week to ensure timely and effective communication.
    *If you cannot fulfill your duties for more than 48-hours at any given time you MUST find coverage for your position.

  3. Mandatory In-Person Training
    Attend two in-person leadership training sessions per year. These sessions will be held in St. Cloud, with at least 30 to 60 days' notice provided in advance.

General Code of Conduct & Responsibilities

  1. Adhere to Policies and Management Direction
    Follow all established Grey Face Rescue & Retirement (GFR&R) policies, procedures, and directives from management, while providing complete, accurate, and honest information at all times.

  2. Demonstrate Professionalism and Integrity
    Execute your responsibilities in a professional, ethical, and honest manner, consistently meeting leadership’s expectations.

  3. Ensure Safety and Care
    Perform all duties with care and efficiency, strictly observing all health, safety, and security protocols—especially in interactions involving our volunteers, fosters, adopters, and most importantly, the animals in our care.

  4. Foster Positive Relationships
    Cultivate respectful, courteous, and collaborative relationships with the Executive Director, leadership team, volunteers, donors, fosters, adopters, and all representatives of Grey Face Rescue.

  5. Honor Time Commitments
    Report punctually for your committed hours and provide appropriate notice in the event of unavailability or absence.

  6. Maintain Confidentiality
    Protect the confidentiality of all sensitive or private information obtained in the course of your role.

  7. Support the Mission
    Fully embrace and actively support the mission and core values of Grey Face Rescue in your day-to-day responsibilities.

  8. Stay Organized and Follow Through
    Demonstrate strong organizational skills and a commitment to completing tasks and meeting goals in a timely manner.

  9. Exhibit a Positive and Compassionate Attitude
    Maintain a positive attitude, show compassion for both people and animals, and demonstrate presence, self-confidence, common sense, and attentive listening.

INCENTIVES

  • $50 gift for each in-person training.

  • You will receive a 67 cents per mile travel reimbursement for each in-person training.

  • Catered lunch at in-person training.

  • $100 credit for Grey Face Rescue merchandise.

  • 1 ticket to Grey Face Rescue Better With Age Bash

  • 1 waived adoption fee per year (dog or cat, includes bonded pairs)

  • Nail trim, ear cleaning, heartworm test and microchip for 2 dogs per year (services performed at the Grey Face Rescue office during Wellness Days).

  • Nail trim, ear cleaning, FIV test and microchip for 2 cats per year (services performed at the Grey Face Rescue office during Wellness Days).

  • Dog + cat training courses.

  • Christmas celebration party.

LEADERSHIP COMMUNICATION

LEADERSHIP FACEBOOK GROUP
Our Leadership Facebook Group is an easy way to connect with other Leadership Members and ask questions you may not know the answer to. Oftentimes, questions you have can be answered quicker when posted to this group. Take a moment to post a photo that best represents you and introduce yourself! I encourage members to get involved, meet each other and communicate because it makes your time volunteering with Grey Face more enjoyable when you feel comfortable around your team.

- Questions or concerns about specific animals in rescue
- Questions or concerns about processes
- Assistance in position / coverage
- Questions about who to contact or forward emails to

ARMY FACEBOOK GROUP
Our Grey Face Rescue Army Team is for approved volunteers and fosters with Grey Face Rescue. We encourage fosters to post photos of their foster animals, get advice from other fosters and interact with others from the rescue.

- Animals needing foster care
- Temp foster requests
- Volunteer opportunities
- Transport requests
- Adoption updates
- Happy photos of animals in rescue

SENIOR ANIMAL CREW FACEBOOK GROUP
The Senior Animal Crew Facebook Group is open to the public to join but is private once they join. We utilize this group to post animals needing fosters and our Foster Coordinators will use it to request specific donations for fosters or grooming requests. 

EMAIL
Email is our main source of communication. If possible, always use email so it continues to stay archived in our system. Please, keep in mind of who you are CC’ing on emails - do not CC those who do not necessarily need to be included. Including too many individuals on an email can make the situation difficult. Also, REPLY ALL when needed. It helps keep line of communication clear.

EMAIL SIGNATURE

  • Click the gear on the top right of your email homepage.

  • Click “See All Settings”

  • Scroll to the bottom

  • Add and/or update the signature

Click here to download Grey Face logo here. Add logo above your signature and choose size small.

Full Name (Bold)
Position Title (In Italics)
Grey Face Rescue & Retirement
Grey Face Rescue Email Address
www.greyfacerescue.org
PO Box 7072, St. Cloud, MN 56302

If you need assistance, please post in the Leadership Facebook Group + a fellow team member with assist.

EMAIL ETIQUETTE

Proper email etiquette is essential for clear, respectful, and professional communication. Here's a breakdown of best practices:

1. Use a Professional Email Address

  • Use your real name or company email (e.g., jane.doe@example.com).

  • Avoid nicknames or casual handles (e.g., funnygal42@gmail.com).

2. Write a Clear, Specific Subject Line

  • Be concise and informative (e.g., “Meeting Request: Marketing Strategy Review”).

  • Avoid vague subjects like “Hi” or “Question.”

3. Use an Appropriate Greeting

  • Formal: Dear Dr. Smith,

  • Professional: Hello Ms. Johnson,

  • Less formal (but polite): Hi James,

4. Keep the Tone Professional

  • Be polite and respectful.

  • Avoid slang, jokes, or emojis unless the context is informal and familiar.

5. Be Concise and Organized

  • Get to the point quickly.

  • Use short paragraphs and bullet points for clarity.

  • If asking for something, state it clearly.

6. Use Proper Grammar, Spelling, and Punctuation

  • Proofread before sending.

  • Avoid all caps (which can seem like yelling).

  • Use proper sentence structure.

7. Sign Off Appropriately

  • Formal: Sincerely, / Best regards, / Kind regards,

  • Less formal: Thanks, / Best, / Take care,

  • Always include your full name, title, and contact info if relevant.

8. Use “Reply All” Sparingly

  • Only include those who truly need to see your response.

9. Be Mindful of Tone and Context

  • Written words can be misinterpreted—read it out loud to check tone.

  • When in doubt, be more formal.

10. Respond Promptly

  • Try to reply within 24–48 hours.

  • If you need more time, acknowledge the email and say when you’ll respond.

Don'ts

  • Don’t send large attachments without warning.

  • Don’t forward chains or irrelevant emails.

  • Don’t use informal fonts, colors, or backgrounds in professional settings.

  • Don’t CC people unnecessarily.

POSITION CHANGE

Grey Face Rescue & Retirement (GFR&R) offers a wide range of leadership roles, and new opportunities may arise as the organization evolves. While the availability of specific positions can be difficult to predict, it is our goal to fill each role with the most qualified and committed individual.

Position changes within the organization are viewed as a positive opportunity for growth, not a demotion or failure. If you are interested in transitioning to a different area, the best way to be considered is by excelling in your current role and demonstrating leadership, initiative, and reliability.

TERMINATION OR RESIGNATION

Reasons for Immediate Termination

The following actions are considered serious violations of Grey Face Rescue & Retirement (GFR&R) policies and may result in immediate termination of your role:

  1. Consistent Failure to Meet Job Expectations
    Repeatedly failing to fulfill assigned responsibilities or to meet the expected quality and quantity of work.

  2. Acts of Dishonesty
    Engaging in theft, fraud, embezzlement, or any other verified dishonest behavior.

  3. Misuse of Rescue Property or Information
    Unauthorized use of GFR&R property, including but not limited to supplies, equipment, funds, donations, information, passwords, or any data maintained within RescueGroups.

  4. Unauthorized Discounts or Services
    Offering free or discounted services or merchandise without prior approval from management.

  5. Abandoning Responsibilities Without Coverage
    Leaving your assigned duties, department, or work area—including neglecting the rescue email—without ensuring appropriate coverage or notifying relevant team members.

  6. Falsification of Records
    Knowingly providing false or misleading information on any GFR&R documents, forms, or records.

  7. Position Abandonment
    Failing to report to your GFR&R responsibilities without prior communication or without arranging appropriate coverage.

  8. Breakdown in Communication
    Consistent lack of communication with volunteers, fosters, donors, fellow leadership team members, or members of the community, hindering the mission and operations of Grey Face Rescue.

Voluntary Resignation or Termination

Leadership team members serve at-will, meaning either you or Grey Face Rescue may end the leadership relationship at any time.

  • If you choose to resign, we kindly request two weeks’ notice whenever possible.

  • Please submit a formal letter of resignation to the Executive Director, including your intended last day and a brief explanation for your departure.

Separation Process

If your involvement with Grey Face Rescue ends—whether through resignation or termination—you are expected to:

  • Promptly return all confidential materials and organizational property, including:

    • Documents (physical and digital)

    • Keys, forms, software, promotional materials, or branded items

  • Do not retain copies of any confidential or proprietary information.

  • Upon termination, your access to:

    • Email accounts

    • Rescue-related digital platforms (e.g., RescueGroups)

    • Internal documents and folders

    • Social media groups
      will be immediately revoked.