NYSOGA Policies

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1. A proposed policy can originate from the Policy Team, the Board of Directors or from a member at large.
2. The Policy Team will make a preliminary examination of the proposed policy to ensure there are no conflicts with other existing policies or the bylaws. The Team will then make any necessary changes.
3. The proposed policy will then be presented to the Board of Directors for their comments and recommendations. A rationale will be provided to assist in the decision-making process.
4. After evaluating the comments from the Board of Directors, the Policy Team may or may not implement the suggested changes, if approved.
5. After the revision of the proposed policy, the Policy Team will then make a recommendation to the Board of Directors.
6. The Board of Directors will then vote on the proposed policy.
7. If the policy is approved, it will be added to the NYSOGA Policy Manual. If the policy was not approved, it can be returned back to the Team for further revisions, or it can be discarded entirely.
8. Any policy will take effect within 30 days of Board of Director approval.
9. Policies are provided to the membership.

Approved: July 27, 1997
Amended: February 9, 2002; August 1, 2010
Reviewed: Annually

1. The NYSOGA Annual Business Meeting shall take place at the Annual Rendezvous, which occurs in March.
2. Attendance at the Annual Meeting shall be limited to NYSOGA members (Active, Associate, Life and Honorary); NYSOGA Auxiliary members* and Sponsor Affiliates; and guests invited by the Board of Directors. Because of the sensitivity of the information discussed at this meeting, it may be necessary to limit guests who wish to attend the meeting. The President of NYSOGA will have the ability to appoint a Sergeant-At-Arms to limit public access to the meeting. Sergeant-At-Arms will be appointed on a temporary basis, only for enforcing policy at the Annual Meeting.
3. Voting on specific issues is strictly limited to current Active and Life Members of NYSOGA. The Sergeant-At-Arms may verify each member’s membership card for evidence of currency. If the member is unable to produce a current membership card, then the Membership Chairperson can then be consulted to verify their status. In the event it is determined that the person in question is not a member or an invited guest, (s)he will be asked to leave.

* Auxiliary members are those persons, not eligible for NYSOGA membership, who, through direct volunteer assistance on NYSOGA’s behalf, are recognized as valuable assets to the organization (e.g., Rendezvous registration, raffles, Kids to Camp activities, etc.).

Approved: January 5, 2001
Amended: February 9, 2002; August 1, 2010; May 2, 2012; December 10, 2022
Reviewed: Annually

NYSOGA documents are extremely important for the organization’s continued existence and it also offers an historical perspective. Since these documents are so valuable, they should be kept in a fitting manner. In the interest of properly preserving these papers, the documents will be distributed as follows:

1. The Secretary will be responsible for the safe keeping of the Association incorporation papers and all historical documents.
2. The Treasurer will be responsible for the safe keeping of the Association’s tax papers, insurance policies, and all financial documents.
3. The President will keep copies of the above pertinent documents.
4. The President and Treasurer are approved signatory for all financial accounts, and will hold all account information including credit and debit cards. Signators relinquish authority as per Item 6 below.
5. The Chairperson of each committee is responsible for the safe keeping of all committee related documents.
6. All NYSOGA’s inquiries, properties and documents, either material or electronically received, remain the property of NYSOGA (See Section V, Policy 2). Properties will be forwarded to newly elected officers or appointed committee Chairpersons within 30 days, except Rendezvous Committee (See Section IV, Policy 1).

Approved: February 9, 2002
Amended: May 2010; August 1, 2010; October 14, 2010
Reviewed: Annually

The NYSOGA Board of Directors has the responsibility for oversight of the financial records of the Association. Part of the responsibility is facilitated through the Finance Team by conducting an Annual Financial Review. The results of the Review are reported to the full Board of Directors.

A Review of all NYSOGA income, expenses, and assets is extremely important for the Association’s fiscal well-being. The Review will be conducted using the following guidelines:

1. The Finance Team acts on behalf of NYSOGA to oversee the Association’s finances by conducting a Review of all financial statements for the preceding year.
2. The Review will be performed annually after the Treasurer has completed and presented all financial reports for the preceding year to the Board of Directors. The Review will be conducted between January 1 and the March Board of Directors meeting the following year.
3. The Review will be conducted by the Finance Team Leader, at least one other Finance Team member, and the NYSOGA Treasurer at a mutually agreed upon time and place. Any other NYSOGA member may be present during the Review but does not participate in the Review.
4. The Treasurer does not serve or act as the Finance Team Leader.
5. The Finance Team reports the findings of the Review to the full NYSOGA Board of Directors at their March Board Meeting. This report includes:
   1. Review for accurate reporting of all financial transactions;
   2. Review for adherence to the proposed or approved budget;
   3. Review the integrity of investments (e.g., Certificates of Deposit. Savings Accounts); and
6. Ensuring compliance with established record keeping requirements and procedures.
   The Treasurer is responsible for the safe keeping of the documents necessary to complete the review.
7. Each member of the NYSOGA Board of Directors will receive a copy of the Review. The Treasurer will include a copy with the associated year’s financial records. The Secretary will include a copy in the minutes of the Board Meeting at which the Review is presented.
8. NYSOGA’s general membership will be informed that the Review was conducted, through a process determined by the Board of Directors. Any member may review the financial records by submitting a written request to the NYSOGA President.
9. All NYSOGA properties and documents (either paper or electronic) remain the property of NYSOGA, and will be passed to newly elected officers or appointed committee chairs within 30 days of election or appointment (Except Rendezvous Committee, See Section IV, Policy I).

Approved: March 27, 2011
Revised: May 15, 2024
Reviewed: Annually

1. NYSOGA values the ability of consumers to receive a fair refund for programs, services and products when warranted.
2. A request for refund must be submitted in writing, and the resulting refund is verified in writing.
3. NYSOGA retains the right to modify a program, service or product availability if circumstances warrant.

Refunds may be requested and granted according to the following guidelines.

Rendezvous / Courses / Programs

1. Refund details are included with payment option descriptions.
2. Online registration through the NYSOGA website and refund via PayPal is preferred, as this facilitates a timely refund and generates automatic accounting information.
3. Personal checks must be received at least two weeks prior to any registration deadline in order to facilitate deposit and accounting.
4. Full refund, minus PayPal transaction fee, is granted when the request is received 30 or more days prior to event.
5. Refund, minus $20 handling fee, PayPal transaction fee, and any NYSOGA contractual obligation, is granted when the request is received 15-30 days prior to event.
6. Refund, minus $20 handling fee, PayPal transaction fee, and any NYSOGA contractual obligation – and any NYSOGA incurred costs (e.g., text books, materials etc.) – is granted when the request is received 0-14 days prior to the event.
7. If an alternative course or program is available the customer may be given an option of refund vs. reschedule, with the acknowledgement of the consumer and the new instructor or presenter.
8. NYSOGA retains the right to modify a Rendezvous, course or program if circumstances warrant, or cancel the same due to insufficient enrollment.
   1. In the event that a participant has registered for a course or program that an instructor / leader cannot provide, a full refund will be remitted to the registrant within 60 days.

Merchandise

1. Refund details are included with payment option descriptions.
2. Sale of materials purchased at the time of the Winter Rendezvous is considered final.
3. Payment and refund via PayPal are preferred, as this facilitates a timely refund and generates automatic accounting information.
4. Personal checks must be received at least two weeks prior to product shipment in order to facilitate deposit and accounting.
5. Merchandise may be returned within 30 days of receipt, in original condition, for full merchandise price refund including tax, but minus PayPal transaction fee and shipping.
6. In the event merchandise was received with transit damage, or is a flawed or incorrect item, the full merchandise price is refunded including tax, PayPal transaction fee, and shipping for the item returned to NYSOGA.
7. For faster processing, the consumer may choose to place a new order, and then return merchandise for credit or refund.
8. In the event that a product is unavailable, the consumer may apply for refund or credit.

Approved: October 28, 2015
Amended: October 6, 2019; December 10, 2022
Reviewed: Annually

1. For all financial obligations, NYSOGA will make a reasonable attempt to collect the funds owed.
2. For membership dues specifically, NYSOGA will make a maximum of three (3)contacts for dues collection. The notices will be mailed or electronically forwarded to the member. The person’s name will be dropped from the membership list fourteen (14) days after the third notice.
3. For other financial obligations, NYSOGA will make a maximum of three (3) contacts. In the event that the financial obligation is not paid, NYSOGA will drop the person’s name from the membership list, and legal action may be taken.

Approved: July 27, 1997
Amended: February 9, 2002; May 15, 2024
Reviewed: Annually

1. EXECUTIVE OFFICERS: President, Vice Presidents, Treasurer and Secretary
   1. QUALIFICATIONS FOR EXECUTIVE OFFICERS
      1. President and First Vice President and Treasurer: One year on the Board of Directors at any time during their memberships.
      2. Second and Third Vice Presidents and Secretary: Need not have previous Director experience.
   2. PROCESS
      1. The dates seeking and selecting nominees are established by the Board of Directors
         annually.
      2. The Nominations Team seeks nominees for Executive Directors, Directors at Large,
         and Regional Director positions from the general membership.
      3. Members seeking nomination should submit a brief written introduction stating his/her qualifications and goals for the coming year to the Nomination Team Leader or designee.
      4. The Nominations Team makes recommendations for elected positions, which are forwarded to the general membership by mail and include the nominees’ written introductions.
      5. NYSOGA members eligible to vote will be given the opportunity to submit a completed voting ballot, including online voting and absentee ballot.
      6. Write-in nominations are allowed.
      7. Elections take place at the Annual Meeting, with the vote conducted in a manner determined by the Board of Directors.
      8. The election of Directors at Large will be conducted by ballot if the nominations exceed 10 (ten) members.
      9. Regional Directors are elected by members of their region of residence, or are appointed by the President to fill a vacancy.
         1. A member of the Executive Board, another Regional Director, or Director at Large will not fill the vacancy of Regional Director unless so appointed by the President at a time following the Annual Rendezvous.
2. VOTING BY ABSENTEE BALLOT NOT AT THE ANNUAL MEETING
   1. PROCESS: If for any reason the election of NYSOGA Executive Officers, Directors at Large and Regional Directors must take place by absentee ballot, and not at the NYSOGA Annual Meeting, these procedures will be followed:
      1. The reason for absentee voting, date for nomination petition submission, and the date of the voting ballot submission will be determined by the Board of Directors.
      2. NYSOGA members eligible to vote will be given the opportunity to submit a completed voting ballot.
      3. NYSOGA members who meet position requirements for Executive Officer, Director at Large, and Regional Director, and wish to run for a position on the Board of Directors, should submit a brief written introduction stating their qualifications and goals for the coming year to the Nomination Team Leader or designee. Nominee introductions will be included when voting ballots are sent to the voting membership for their reference.
      4. Completed voting ballots must be received by the Nominations Team Leader or designee on or before the posted submission deadline to be counted. Only the member ballot first received by the Nominations Team will be tallied – no subsequent changes are allowed.
      5. Directors at Large and Regional Director Positions:
         Directors at Large nominees receiving the most votes are elected, fulfilling up to ten (10) positions. Regional Director nominees receiving the most votes are chosen by members residing in the nominees’ NYSDEC Region; or may be appointed by the President in the event of a vacancy.

Approved November 4, 1996
Amended: January 6, 2007; August 1, 2010; May 2, 2012; March 30, 2020; December 10, 2022, December 1, 2023.
Reviewed: Annually

Following are the job descriptions and qualifications for the six Executive Officer positions consistent with policy.

PRESIDENT:
Qualifications: One year on the Board of Directors at any time during his/her membership.
JOB DESCRIPTION: The president shall be the chief executive officer of the association, shall oversee the general management of the affairs of the association, and shall see that all orders and resolutions of the board of directors are carried into effect. The president shall appoint chairpersons for all standing and ad hoc committees, as authorized in the bylaws and policies, and shall appoint team leaders or permit committee chairs to appoint leaders for their teams. The President shall be a member of all committees/teams except the Nominations Team, shall have an equal voice within those committees/teams, and may be the chairperson of any committee/team except the Nominations Team. He or she shall attend all board of directors and executive committee meetings whenever possible.

VICE PRESIDENT(S):

1st VICE PRESIDENT:
Qualifications: One year on the Board of Directors at any time during his/her membership.
JOB DESCRIPTION: The 1st Vice President, in the absence or vacancy of the President, shall succeed to the duties of the presidency. The 1st Vice President will be responsible for directing the operation of standing committees as assigned by the President. Attend all Board of Directors and Executive Committee meetings whenever possible.

2nd VICE PRESIDENT:
JOB DESCRIPTION: In the absence or vacancy of the 1st Vice President, the 2nd Vice President shall succeed to the duties of the 1st Vice President. In the absence or vacancy of both the President and the 1st Vice President, the 2nd Vice President shall succeed to the duties of the President. Perform such duties as assigned by the President. Attend all Board of Directors and Executive Committee meetings whenever possible.

3rd VICE PRESIDENT:
JOB DESCRIPTION: In the absence or vacancy of the 2nd Vice President, the 3rd Vice President shall succeed to the duties of the 2nd Vice President. In the absence or vacancy of the 2nd Vice President, the 1st Vice President, and the President, the 3rd Vice President shall succeed to the duties of the President. Perform such duties as assigned by the President. Attend all Board of Directors and Executive Committee Meetings whenever possible.

SECRETARY:
JOB DESCRIPTION: The Secretary shall keep and be responsible for Association records which shall include minutes of all meetings, Bylaws, Policies, and other pertinent records; and be responsible for the preparation of meeting notices, maintain or delegate a current membership list of the Association, processing of correspondence, and in general perform duties incident to the office as directed by the President. Attend all Board of Directors and Executive Committee Meetings unless the President appoints a temporary Recorder.

TREASURER:
Qualifications: One year on the Board of Directors at any time during his/her membership.
JOB DESCRIPTION: The Treasurer of the Association shall oversee the deposit and disbursement of all monies and securities in a bank designated by the Board, disburse funds in accordance with the budget approved by the Board of Directors, maintain a complete report of transactions which shall be open to inspection by the audit committee, make regular reports to the Board of Directors as to the status of the Association’s finances, prepare an annual budget for the Association, and in general, perform all duties incident to the office. Attend all Board of Directors and Executive Committee Meetings whenever possible.

Approved November 4, 1996
Amended: January 6, 2007; August 1, 2010; March 30, 2020; May 15, 2024
Reviewed: Annually

The NYSOGA Code of Ethics, as published:

The Profession
I will, to the best of my ability, assist, promote, and otherwise support the profession of Outdoor Guiding and make every effort to provide competent and reliable guide services in New York State. I will attempt to acquire the legal knowledge, skill, thoroughness and preparation reasonably necessary for guiding.

Multiple Use
I will support equal access to lands and waters of New York State for recreational, educational, and sporting purposes for all, in accordance with current land use classifications and restrictions established by the New York State Department of Environmental Conservation. I will promote conservation and a rational use of the environment on public and private lands.

The Environment
I will subscribe to a professional standard of wilderness travel and low-impact environmental usage. I will acquire a useful knowledge of local natural history, and the ability and willingness to impart this knowledge to my clients. I will maintain orderly, sanitary and environmentally sound camps at all times.

Respect for the Law
I will fully cooperate with all wildlife officials, law enforcement officers, private landowners and public land management agencies. I will abide by and advise my clients of all applicable conservation and game laws, statutes, and regulations, and will not condone their violation.

Equipment and Services
I will provide clean, well-maintained, serviceable equipment and gear that is adequate for all conditions likely to be encountered. I will employ competent and courteous personnel in sufficient number to adequately care for the comfort of my clients. I will, when applicable, offer reasonably well-prepared and balanced camp meals for clients and employees in keeping with the nature of the trip.

Accurate Information
I will accurately advise my clients of the factors and conditions involved in achieving their goals. This includes weather conditions, terrain, fish and game populations, and the equipment, physical endurance and skills required for the activity to be undertaken.

Safety
I will reasonably, and to the best of my ability, provide for the safety of clients and employees.

Trophies and Limits
I will never fill a client’s game tag or limit of fish or game. Fish and game legally harvested will become client property, and I will, to the best of my ability, preserve the condition of the same.

Truth in Advertising
I will not misrepresent rates, service and/or accommodations, nor otherwise mislead prospective clients through false advertising.

Impartiality and Fairness
A guide shall provide services without bias or prejudice. A guide shall not, by words or conduct, manifest bias or prejudice, including but not limited to bias or prejudice based upon age, race, creed, color, gender, sexual orientation, religion, national origin, disability, marital status or socioeconomic status, and will require staff and others subject to the guide’s direction and control to refrain from such works or conduct.

Discipline
A NYSOGA member, failing to abide by this Code of Ethics, will be subject to investigation by the New York State Outdoor Guides Association and may lead to reprimand, suspension, and/or expulsion.

POLICY

1. An ethics complaint against a NYSOGA member is processed by the Ethics Committee.
   1. The complaint must be in writing, be specific, and must be signed by the complainant.
   2. The Committee Chairperson determines which components of the complaint, if any, potentially constitute ethics violations.
   3. The Committee Chairperson initiates an investigation of the complaint, documents the member’s response, and brings the findings and recommendations to the Committee.
2. An ethics complaint against a non-NYSOGA guide or person guiding without a license is forwarded to the Department of Environmental Conservation.
3. The Committee will address the validity of any given complaint and, if substantiated, whether or not it may be actionable.
4. If the complaint is found actionable, the Executive Officers will determine to what extent.
5. 1. Level Zero: invalid or unsubstantiated complaint. The member and the complainant are notified in writing by the President.
   2. Level One: Verbal or written reprimand. (i.e., as a result of the incident, NYSOGA was not affected in any way; the members was not charged with any violation of law, and no client harm occurred).
   3. Level Two: Suspension of membership privileges for an amount of time to be determined, including website listing (i.e., NYSOGA may have been affected, regardless of whether the member was charged, and/or client harm occurred During suspension the member is ineligible to attend any NYSOGA function (including but not limited to training sessions). During suspension member is ineligible to attend any NYSOGA function (including but not limited to training sessions). Incident file will be documented and maintained. The Executive Officers* determine the duration of the suspension. The member and complainant are notified in writing by the President.
   4. he member and the complainant are notified in writing by the President. The fee is due to be paid within 60 (sixty) days.
   5. Level Three: Expulsion and revocation of membership. Incident file will be documented and retained. (NYSOGA may have been affected, the member was charged with a violation of law, and/or the client may or may not have been harmed). The member and the complainant are notified in writing by the President. The member will be prohibited from attending any NYSOGA event including but not limited to training sessions.
   6. Additional substantial violations of the NYSOGA Code of Ethics occurring within a period of 3 (three) years may result in levying of penalty at the next higher Level.
6. Confidentiality:
   1. The Ethics Committee maintains confidentiality during the consideration process.
   2. Levels Zero or One and Two documentation remains confidential within the Ethics Committee.
   3. Level Two documentation remains confidential within the Board of Directors.
   4. The name of an expelled Level Three guide becomes available to Active, Life and Associate Members; the documentation remains confidential within the Board of Directors.
7. Definitions:
   1. Client harm: for declaration of physical, financial or emotional harm, the complainant must file written verification of the claim.
   2. Notified in writing: The member, but not the complainant, is notified of the extent of the penalty. The complainant receives verification that a NYSOGA investigation occurred.
   3. Written publicity: a copy of the publication must be attached to the complaint.
8. The complete and confidential binder containing ethics investigation documents will be forwarded from the outgoing Ethics Committee Chairperson to the incoming Ethics Committee Chairperson. When there is no appointed Chairperson, the President will hold said documents.

* Executive Officers: See Section II, Policy 2

Concurrently approved attachments include: Documentation of Ethics Investigation; Notice of Determination; Notice of Consideration with Code of Ethics statement.

Approved: August 1, 2010
Amended: March 6, 2021
Reviewed: Annually

Date:
Guide:
Complainant:
Summary of complaint:
Summary of defense:
Summary of Committee findings:
Committee determination:
Level of determination and penalty imposed:

Attachments include:

Narrative(s) from: Complainant; Guide; Ethics Committee
Chairperson; Committee members
Letter(s) of notification

Ethics Committee Chairperson: Signature ____________________ Date _____

To:

Notice of Determination: The New York State Outdoor Guides Association Ethics Committee has investigated a complaint filed against you with our Association.

Summary of complaint:
Summary of your response:
Committee determination:

_____ The Committee finds no evidence of an ethics violation, and no penalty is assessed. We regret any inconvenience you experienced as a result of this investigation.
_____ The Committee finds evidence of a Level One ethics violation. You are officially censured. Any additional ethics violations within 3 (three) years will result in further penalty.

_____ The Committee finds evidence of a Level Two ethics violation. You are being temporarily suspended from all benefits of NYSOGA membership. The effective date is _______. The date of reinstatement is _______. Any additional ethics violations within 3 (three) years will result in further penalty.

_____ The Committee finds evidence of a Level Three ethics violation. Your NYSOGA membership with all its attendant privileges is revoked pending reapplication for membership after seven years.

Respectfully,
President
NYSOGA

To:

Notice of Consideration: The New York State Outdoor Guides Association Ethics Committee has investigated a complaint filed with our Association. We carefully crafted our Ethics statement to reflect our views of the role of a professional licensed outdoor guide
We have carefully and thoughtfully considered the potential ethics violation you have brought to our attention.

Summary of your complaint:
The NYSOGA Ethics Committee has considered and addressed your complaint.

The Association has taken appropriate action with our member according to official NUSOGA policy guidelines. In the event that your complaint was against a non-NYSOGA member, the entire information packet will be forwarded to the appropriate authority or agency.

Thank you for taking the time and effort to contact NYSOGA about your concerns.

Respectfully,
President
NYSOGA

Enclosure: New York State Outdoor Guides Association – Code of Ethics

New York State Outdoor Guides Association Code of Ethics

The Profession
I will, to the best of my ability, assist, promote, and otherwise support the profession of Outdoor Guiding and make every effort to provide competent and reliable guide services in New York State. I will attempt to acquire the legal knowledge, skill, thoroughness and preparation reasonably necessary for guiding.

Multiple Use
I will support equal access to lands and waters of New York State for recreational, educational, and sporting purposes for all, in accordance with current land use classifications and restrictions established by the New York State Department of Environmental Conservation. I will promote conservation and a rational use of the environment on public and private lands.

The Environment
I will subscribe to a professional standard of wilderness travel and low-impact environmental usage. I will acquire a useful knowledge of local natural history, and the ability and willingness to impart this knowledge to my clients. I will maintain orderly, sanitary and environmentally sound camps at all times.

Respect for the Law
I will fully cooperate with all wildlife officials, law enforcement officers, private landowners and public land management agencies. I will abide by and advise my clients of all applicable conservation and game laws, statutes, and regulations, and will not condone their violation.

Equipment and Services
I will provide clean, well-maintained, serviceable equipment and gear that is adequate for all conditions likely to be encountered. I will employ competent and courteous personnel in sufficient number to adequately care for the comfort of my clients. I will, when applicable, offer reasonably well-prepared and balanced camp meals for clients and employees in keeping with the nature of the trip.

Accurate Information
I will accurately advise my clients of the factors and conditions involved in achieving their goals. This includes weather conditions, terrain, fish and game populations, and the equipment, physical endurance and skills required for the activity to be undertaken.

Safety
I will reasonably, and to the best of my ability, provide for the safety of clients and employees.

Trophies and Limits
I will never fill a client’s game tag or limit of fish or game. Fish and game legally harvested will become client property, and I will, to the best of my ability, preserve the condition of the same.

Truth in Advertising
I will not misrepresent rates, service and/or accommodations, nor otherwise mislead prospective clients through false advertising.

Impartiality and Fairness
A guide shall provide services without bias or prejudice. A guide shall not, by words or conduct, manifest bias or prejudice, including but not limited to bias or prejudice based upon age, race, creed, color, gender, sexual orientation, religion, national origin, disability, marital status or socioeconomic status, and will require staff and others subject to the guide’s direction and control to refrain from such works or conduct.

Discipline
A NYSOGA member, failing to abide by this Code of Ethics, will be subject to investigation by the New York State Outdoor Guides Association and may lead to reprimand, suspension, and/or expulsion.

1. The president appoints committee chairpersons for all standing and ad hoc committees, as authorized in the bylaws and policies, and shall appoint team leaders or permit committee chairs to appoint leaders for their teams. The president shall be a member of all committees/teams except the Nominations Team, shall have an equal voice within those committees/teams, and may be the chairperson/team leader of any committee/team except the Nominations Team.
2. The committee chairperson, with a three-member minimum, shall determine committee size. The president or a committee chairperson can create a team that reports to the committee.
3. The committee chairperson or team leader shall determine the frequency of meetings. The committee or team must meet on the call of its chairperson or leader, or any two of its members. All committee or team members must be notified of all meetings.
4. A committee chairperson shall oversee and coordinate the work of assigned teams.
5. A committee or team report to the Board should be submitted in writing at each board of directors meeting. A copy would be provided to the secretary or before at the meeting to attach to the meeting minutes.
6. A committee chairperson/team leader shall report to the membership at the annual meeting for the previous calendar year. A written copy will be provided to the secretary to attach to the meeting minutes.
7. Committees/teams do not act independently except as authorized in the bylaws and policies. Committees/teams report to the Board for authority to act. An emergency presentation by individual consultation is not an official report unless agreed to by a majority of the committee/team members. Committee/team meetings, by any means, must allow all participating members to communicate concurrently. This is central to the deliberative character of committee/team meetings.
8. The committee chairperson or team leader shall act as secretary and reporting member for the committee/team. In the absence of the committee chairperson or team leader, other committee/team members may submit the report. Reports summarize
   1. task description,
   2. how the task was accomplished,
   3. facts and information,
   4. findings and conclusions, and
   5. recommendations.

Approved: July 27, 1997
Amended: August 1, 2010, July 24, 2020; May 15, 2024
Reviewed: Annually

1. A press release is a written, official statement that’s prepared for and delivered to members of the press and or media.
2. Any committee may prepare a press release in NYSOGA’s name. The press release must have the President’s and one other Executive Officer’s approval before it can be released to the media. If the President prepares a press release (s)he needs two other Executive Officers to review before it can be released to the media.
3. The Virtual Office Team Leader or Facebook administrator(s) will approve a press release before it is posted on the Internet.
4. A Press Release may be any verbal or written information, statement or report pertaining to NYSOGA or the business of NYSOGA, which is released or available to non-NYSOGA individuals.

Approved: January 5, 2002
Amended: August 1, 2010, October 4, 2012; May 15, 2024
Reviewed: Annually

1. The Winter Rendezvous is held in March. This time frame may be adjusted to meet the Associations needs by a vote of the Board consistent with the Bylaws.
2. Seed money to finance the cost of any Rendezvous must be obtained through a formal motion. The motion then must be approved by the Board of Directors. All seed money should be returned to NYSOGA treasury on a separate line item.
3. A Rendezvous Committee will be responsible for organizing a Rendezvous. The committee will typically consist of members from within the region where the Rendezvous will be held, but is not a requirement.
4. The Rendezvous Committee will document all income and expenses related to the Rendezvous. A financial report, with a profit and loss statement, will be presented to the Board within 60 days of Winter Rendezvous date.
5. It is not the intent of any member to personally make a financial profit from Rendezvous activities. This will be deemed a conflict of interest. The Executive Board will make the ultimate decision.
6. The Rendezvous Committee will not be held personally liable for any financial losses to NYSOGA, except through gross negligence, as determined by the Board of Directors.
7. The Rendezvous Committee will make every effort to minimize expense to NYSOGA and its members.

Approved: July 27, 1997
Amended: August 1, 2010
Reviewed Annually

1. Members who volunteer to work trade shows and events will not be paid for their services. The work is voluntary. The NYSOGA Shows Team Leader arranges staffing, and will arrange lodging for volunteer staff if requested.
   1. An “event” will be defined as a NYSOGA education or outreach program, to include but not be limited to Water Safety for Guides, First Aid, and CPR programs.
2. The Shows Team Leader objective is to select no more than two volunteers (one “lead” and one “relief”) to staff the Show Booth each day, preferring volunteers from the region in which the event takes place, as a cost-containment measure.
3. Volunteers assigned to the NYSOGA event each day may request reimbursement, including travel, meals, and booth set-up and break-down, at the following rates:
   Tolls: 100% Travel: 100% gasoline based on actual mileage
   Lodging: $0 (accommodations arranged and paid directly by NYSOGA) Meals (meals bracketing volunteer hours including travel time – no alcohol): Breakfast $15, Lunch $15, Dinner $25 and/or a total $55/day (an individual meal during a full day [3 meals] may exceed baseline if total for the day does not exceed $55)
4. Any reimbursement must have legitimate dated receipts stating what was purchased.
   NYSOGA members will make every effort to minimize NYSOGA expenses.
5. Members who volunteer at the event may not actively solicit for their personal business. If a potential customer wishes to discuss possible business, and if the booth or space is adequately staffed, a volunteer may leave the booth or space to discuss personal business.
6. Within the confines of the NYSOGA booth or space, only NYSOGA approved literature may be distributed.
7. The lead volunteer is responsible for all of the NYSOGA equipment at the event. After the event, the equipment must be returned to a designated NYSOGA representative in a timely, cost-effective manner to ensure the booth or materials will be available for the next event.
8. Event volunteers will dress appropriately. The lead volunteer will decide what is appropriate.
9. While working in the booth or space, volunteers can consume soft beverages discretely.
10. No smoking within the confines of the booth or space.
11. Once a volunteer commits to scheduled time, the volunteer is obligated to make every possible effort to honor the commitment. If the person is unable to attend, then (s)he must contact the NYSOGA Shows Team Leader or Event Leader in a timely manner.

Approved: January 3, 2004
Amended: August 1, 2010; May 2, 2012; October 15, 2014, May 15, 2024
Reviewed: Annually

1. All active members are entitled to a listing on the web site.
2. New members and revisions will be updated at a schedule to be determined by the Membership Chairperson.
3. Changes to the web site, exclusive of part a, b, and c must be forwarded to the web site designer by the Virtual Office Team Leader or by the President. The Virtual Office Team Leader or the President are the only persons to have contact with our web site designer for changes to the site.
   1. Correction to the member’s listing is to be submitted by the Membership Team Leader.
   2. Changes to the Members Only page(s) are to be submitted by the Virtual Office Team Leader.
   3. Personal edits in the member’s listing may be possible if the capability and a pathway to do so is created.
4. NYSOGA will establish a protected membership page(s) for distribution of clearinghouse and other membership information determined by NYSOGA Board of Directors.
5. Access to protected member page(s) will be given to members in their membership packet upon payment of their dues each year.
6. Access information will only be given to a member by the Membership Team Leader or the President.
   Members shall not give the access information to anyone.
7. Hardware, software, communications equipment and services purchased by NYSOGA, and intellectual properties and data stored by any means, are NYSOGA property, and are used exclusively for NYSOGA related purposes. The President will be kept informed of any electronic passwords associated with hardware, software, and/or those properties.

Approved: January 3, 2004
Amended: January 25, 2003; August 1, 2010; May 15, 2024
Reviewed: Annually

1. The Free Listings may include the following:
   1. Contact information for the member’s guide-related services: such as member name, business, 1 address, Phone/Fax number(s), 1 e-mail, 1 website
   2. NYS Guide License Number
   3. Availability (Full-Time or Part-Time)
   4. Guiding Categories and NYS DEC Regions where services are offered
   5. Brief description of guide-related services, limits and edits are determined at the discretion of the Membership Committee in collaboration with the Virtual Office Team Leader.
2. It is each member’s responsibility to make any changes to information

Approved, January 25, 2003
Amended: December 14, 2011; May 15, 2024
Reviewed: Annually

1. Active membership will be granted when NYSOGA verifies a current guide license.
2. The Membership Processing Contractor, or his/her designee appointed by the President, verifies guide licensure through the Department of Environmental Conservation.
3. All applications for active membership, including dues, are to be submitted to the Membership Chairperson or their designee.
4. Membership dues are prorated, one time only, at the time of initial membership application; with the following special exception:
   1. An aspiring guide who sits for licensing examination at the NYSOGA Annual Rendezvous may submit an application and prorated pending-membership fee of $37.50.
      1. A Rendezvous-only insert in the Membership Application provides special exception application information.
      2. Upon NYSOGA receipt of a copy of the issued NY State Outdoor Guide license, the guide’s membership, with all rights and responsibilities, will commence on 1 July of that same year.
      3. The prospective member may withdraw his/her application at any time prior to commencement, and receive full fee reimbursement.
5. Dues schedule: As set by the membership
   1. Active member: $75/yr
   2. Associate member: $40/yr
   3. Life member: $0/yr
   4. Honorary member: $0/yr
6. Fee schedule: As set by the Board of Directors
   1. Sponsor Affiliate $60/yr (see also Policy V-6 Sponsor Affiliates)

Approved: July 31, 2005
Amended: October 14, 2010; May 2, 2012; August 1, 2014; May 26, 2016; December 10, 2022
Reviewed: Annually

1. Active and Life Member Benefits may include the following:
   Access to NYSOGA’s exclusive group insurance program.
   1. Access to the members only pro guide discounts.
   2. Representation to the Department of Environmental Conservation, through our Legislative Committee, on topics related to and affecting the guiding industry in New York State.
   3. Shared Social Media Content – We’re shifting how we highlight our members. NYSOGA will now feature two guides each week, rotating across all nine regions to showcase the depth and diversity of our active guides. If you have Facebook or Instagram, you’ll be tagged in your feature so your work reaches a broader audience through our channels.
   4. Free business listing on the NYSOGA website with a direct link to the member’s
      website.
   5. Use of NYSOGA logo for guiding promotions.
   6. Representation at trade shows and events.
   7. Opportunity to participate in all NYSOGA events, including training and networking.
   8. Right to vote at the Annual Active Membership Meeting.
   9. Membership certificate and card.
   10. One year subscription to Guidelines and E-News, the NYSOGA publications of outdoor news.
   11. Opportunity to purchase official NYSOGA products.
2. Honorary and Associate Member Benefits may include the following:
   1. Opportunity to participate in all NYSOGA events, including training and networking.
   2. Invitation to Annual and Summer Rendezvous.
   3. Membership certificate, card, and pin.
   4. The opportunity to serve as a committee/team member.
   5. Legislative updates.
   6. One year subscription to Guidelines and E-News, the NYSOGA publication of outdoor news.
   7. Opportunity to purchase official NYSOGA products.
   8. Discounts, professional rates, and mutually beneficial relationship offerings to be determined and publicized by the Outdoor Industry relations Team and/or the Training and Education Committee with approval by the Board of Directors.
   9. Networking and camaraderie with NYSOGA guides.
   10. Honorary or Associate Members may not hold office or vote
3. Emeritus Member Benefits may include the following:
   The Awards Committee nominates Emeritus Members, and the current Directors vote on the nomination.
4. An Emeritus Member is a respected title for a member who:
   1. is an especially valued individual within the NYSOGA family,
   2. possesses NYSOGA historical knowledge, and
   3. is dedicated to NYSOGA’s wellbeing.
5. Nominees are:
   1. Living Active, Life, or Associate members who are still involved with NYSOGA to any degree.
   2. Retired from the Board of Directors and/or Charter Members and have given twenty or more years of service to NYSOGA.
6. Emeritus Counsellor benefits include:
   1. Opportunity to participate in all NYSOGA events, including training and networking;
   2. Invitation to Annual and Summer Rendezvous;
   3. The opportunity to serve as a committee/team member;
   4. Legislative updates;
   5. One year subscription to Guidelines, the NYSOGA publication of outdoor news;
   6. Opportunity to purchase official NYSOGA products; and
   7. Networking and camaraderie with NYSOGA guides.
   8. Emeritus Counsellors may hold office and may vote at the Annual Active Membership Meeting if an Active or Life Member.

Approved: August 1, 2010
Amended: May 2, 2012; August 1, 2014; October 6, 2016; July 27, 2018; December 10, 2022; May 15, 2024
Reviewed: Annually

1. Sponsor Affiliates will be persons, organization, or companies who have an interest in the environment, conservation, outdoor sports, or other activities pertaining to NYSOGA.
2. Sponsor Affiliate applications will be verified for authenticity and approved by the Membership committee.
3. An annual Sponsor Affiliate fee of $60, set by the Board of Directors, will be assessed to each Sponsor Affiliate who is not a NYSOGA Active Member or Life Member.
4. NYSOGA Active Members or Life Members may also submit applications for Sponsor Affiliate status, for a fee of $25 in addition to any membership dues. Active and Life members will retain their right to hold office and vote upon becoming a Sponsor Affiliate.
   1. If a Sponsor organization or company seeks affiliation, the owner of the organization or company must be a NYSOGA member for this rate to apply.
5. Non-member Sponsor Affiliates may not hold office or vote.
6. Benefits of Sponsor affiliation may include:
   1. Sponsor Affiliation certificate issued upon payment of dues; Prominent listing on NYSOGA website Sponsor Page with a direct link to the Affiliate’s website
   2. Receipt of the NYSOGA publication Guidelines and the NYSOGA e-Newsletter when they are published and use of NYSOGA logo upon request.
   3. Invitation to attend the NYSOGA Annual Winter and Summer Rendezvous; and to conduct a seminar and/or set up a display highlighting your business with prior approval by the Rendezvous Committee Chair
   4. Opportunities to contribute to NYSOGA Guidelines and e-Newsletter; Meet and network with active guides; Share in NYSOGA’s working relationship with the NYS Department of Environmental Conservation.

Approved: May 2, 2012
Amended: March 20, 2016, May 26, 2016; May 8, 2017; May 15, 2024
Reviewed: Annually

New York State Outdoor Guides Association (NYSOGA) Sponsor Affiliates will be persons, organization, or companies who have an interest in the environment, conservation, sports, or other activities pertaining to NYSOGA.
Sponsor Affiliation is approved by the Board of Directors.

An annual Sponsor Affiliate fee is $60
NOTE: Sponsor Affiliation is valid from January 1 through December 31 during the year of application.

NYSOGA Active Members or Life Members may also submit application for Sponsor Affiliate status, for a fee of $25 in addition to any membership dues. Active and Life Members will retain their right to hold office and vote when becoming a Sponsor Affiliate
NOTE: If a Sponsor organization or company seeks affiliation, the owner of the organization or company must be a NYSOGA member for this rate to apply.

Benefits of Sponsor affiliation may include:

• Sponsor Affiliation certificate issued upon payment of dues; Prominent listing on NYSOGA website Sponsor Page with a direct link to the Affiliate’s website.
• Receipt of the NYSOGA publication Guidelines and the NYSOGA e-Newsletter when they are published; Rack Cards for NYSOGA advertising purposes; Use of NYSOGA logo upon request.
• Invitation to attend the NYSOGA Annual Winter Rendezvous and Summer Rendezvous; Upon approval by the Rendezvous Committee Chairperson, the opportunity to conduct a seminar or set up a display highlighting the Sponsor Affiliate’s business.
• Opportunities to contribute to NYSOGA Guidelines and e-Newsletter; The opportunity to meet and network with active guides; Share in NYSOGA’s working relationship with the NYS Department of Environmental Conservation.

Sponsor Affiliation Contact Information
Please complete the following questions (As in the printable form above):
Company Name: ___________________________________________________________________________
Contact Person: ___________________________________________________________________________
Address: ___________________________________________________________________________
Contact – Phone (business): ___________________________________________________________________________
(home): _____________________________ (cell): __________________________
Email: _____________________________ Website: _____________________________
Description: PRINT a description of your organization or company on the back of this application. We ask that you limit your description to fifty (50) word maximum. Thank you.
Thank you.
Submit your application to: NYSOGA 211 Main Street #150 Lake Placid NY 12946

1. An instructor is defined as any person teaching in the name of NYSOGA for any educational and/or certification purposes.
2. A class or course is defined as any program or presentation where participants may expect to receive an attendance certificate or certification card or participant has paid to take said class or course.
3. Any instructor teaching in NYSOGA’s name must have prior written approval from the Training and Education Committee, and must submit his/her class outline to the Training and Education Committee before instructing classes.
4. All instructors must submit a current copy of his/her instructor certification cards to the Training and Education Committee before instructing certification-bearing classes.
   1. Certifications include, but are not limited to: AED, CPR, Epi-Pen, First Aid, Leave No Trace, Water Safety for Guides, Wilderness First Aid / 1 st Responder / EMT, and any NYS Hunter Safety certifications.
5. The Training and Education Committee approves NYSOGA Water Safety for Guides (WSFG) instructors, with direction from active NYSOGA WSFG instructors.
   1. WSFG is a NYSOGA program, using materials approved by NYSOGA, and taught only to aspiring guides.
   2. All classes taught under the name “Water Safety for Guides” shall profit NYSOGA.
6. All instructors must file attendance records with the Training and Education Committee upon the completion of each class.
   1. The Training and Education Committee Chairperson will maintain documentation of all certifications issued.
   2. These certification lists are provided to the Chairperson by any NYSOGA instructor.
   3. This requirement includes the names of individuals auditing as well as participating in the class.
7. Any income or expenses must be filed through the Training and Education Committee, or other appropriate Committee Chairperson, prior to any reimbursement from the Treasurer.
   1. An instructor may not directly profit from teaching a certification class if NYSOGA has paid the instructor certification fee, excepting any otherwise approved reimbursement request.
   2. An instructor may teach mixed classes (NYSOGA participants and private participants, excepting Winter Rendezvous attendees), reporting the attendance and income for both NYSOGA and the private participants.
   3. Instructors may request reimbursement for tolls and actual gas costs per Policy V ¶ 1 Trade Shows and Events.
8. Any approved NYSOGA instructor will receive revised instructor manuals, budgeted through the Training and Education Committee, at no cost to the instructor.
9. Participant fees for all classes are standardized by the Board of Directors.
10. Replacement fees for CPR and First Aid certification cards will be assessed at the current price charged by our national certification organizations. Replacement fees for Water Safety for Guides certification cards will be five dollars ($5.00). As a courtesy, there will be no added mailing fees.
11. NYSOGA proprietary materials are not to be reproduced for any purpose other than teaching NYSOGA certification programs (e.g., Water Safety for Guides)

Approved: January 3, 2004
Amended: August 1, 2010; July 31, 2011; June 21, 2017, May 15, 2024
Reviewed: Annually

Application to become a NYSOGA certification class instructor Water Safety for Guides / CPR / First Aid / Wilderness First Aid
See also NYSOGA Policy VI – 1, NYSOGA Instructors

Initial requirements:

1. Must be an Active, Associate, Life, or Honorary NYSOGA member; non-members and Sponsor Affiliates do not qualify.
2. Must commit to being an active member of the NYSOGA Training and Education Committee.
3. Must have first aid training accepted by the Training and Education Committee.
4. Must observe a certification class taught by a NYSOGA instructor
5. Must teach a class or section of a class under the observation of two NYSOGA instructors.
6. Must be willing to become an authorized CPR and/or First Aid Instructor for the National Safety Council or the current NYSOGA credentialing agency.

Ongoing requirements when teaching a NYSOGA-sponsored class:

1. Submits any class schedules to the Virtual Office Team Leader in a timely manner.
2. Participates in the presentation or support of a NYSOGA-sponsored certification class during each calendar year.
3. Maintains records of classes taught, including participant information and fees collected.
4. Submits attendance records to the Training and Education Committee Chairperson within two weeks of completing a NYSOGA-sponsored certification program.
5. Submits income and any request for allowable reimbursement to the Treasurer, with a copy to the Training and Education Committee Chairperson, within two weeks of completing a NYSOGA-sponsored certification program.
6. Agrees that all durable teaching supplies purchased by or provided by NYSOGA are the property of NYSOGA.
7. NYSOGA proprietary materials are not to be reproduced for any purpose other than teaching NYSOGA certification programs (e.g., Water Safety for Guides) I wish to become a NYSOGA certification class instructor. I have read, and agree to, the terms itemized above and listed in NYSOGA Policy VI – 1, NYSOGA Instructors

I wish to become a NYSOGA certification class instructor. I have read, and agree to, the terms itemized above and listed in NYSOGA Policy VI – 1, NYSOGA Instructors
Printed Name: _________________________ Signature: _________________________ Date: _________________________
NYSOGA representative:
Printed Name: _________________________ Signature: _________________________ Date: _________________________

Attach any relevant documents, and maintain in Standards and Education Committee records.

1. The NYSOGA CPR Training kit will include the CPR training units, carry cases, and supplies needed to assemble and make functional the training units. It does not include any student training manuals or videotapes.
2. The NYSOGA CPR Training kit will be under the control of the Training and Education Committee Chairperson.
3. The NYSOGA CPR Training kit will be available for all NYSOGA sponsored training classes.
4. After each use the NYSOGA CPR Training units will be immediately inspected to ensure they will be ready for the next training class. If units need repair it is to be done immediately.
5. Any First Aid supplies, videos, DVDs, books or other durable materials purchased by NYSOGA are the property of NYSOGA, and are subject to the above stipulations.

Approved: January 3, 2004
Amended: August 1, 2010; July 31, 2011; June 21, 2017, May 15, 2024
Reviewed: Annually Application appended next page

1. The NYSOGA Kids to Camp Program is self-funded through donations deemed appropriate by the NYSOGA Board of Directors.
2. The Kids to Camp funds shall be a dedicated sub-account in the overall NYSOGA treasury. The NYSOGA Treasurer shall maintain an accounting of the dedicated funds based on information given by the Kids to Camp Program Team Leader.
3. Notices announcing this program may be placed on the NYSOGA website; published in the NYSOGA Guidelines and E-Newsletter; sent out in a president’s mailings or direct mailings to the membership; or through any other available media (must follow Policy Section III, Policy 2 – Press Releases).
4. Camperships per year shall be no more than two (2) and will be directly dependent on funds in the dedicated Kids to Camp account in the NYSOGA treasury. However, the NYSOGA Board of Directors may approve additional camperships per year on an as-needed basis. Applicants who have received a NYSOGA campership in past years will be considered only if there are no other applicants for consideration.
5. Camperships are not restricted to NYSOGA family members.
6. All campers must be residents of New York State or have an immediate family member who owns property in New York State. Preference will be given to New York State residents to award sponsorships available.
7. Campers must meet the all requirements established NYS Department of Environmental Conservation (NYSDEC) – Summer Environmental Education Camp application process.
8. A NYSOGA member must sponsor a prospective camper to attend one of the DEC Summer Environmental Education Camps. After completing Section 5 the sponsoring member gives the prospective applicant the NYSOGA Kids to Camp Nomination Form. The applicant fills out Section 1 of the form. Section 2 is to be filled out by the applicant’s parent/legal guardian to show approval for camp attendance. The applicant completes Section 3 by writing their essay and attaching it to their application.
9. Prospective applicants must return the completed Nomination Form to the sponsoring NYSOGA member shown in Section 5
10. The NYSOGA member sponsoring the camper submits Camper Nomination Form to the Kids to Camp Team Leader. The Nomination Form may be submitted any time up to the established deadline date. The deadline submission date is established by the Kids to Camp Team Leader based on the information sent to NYSOGA by the NYSDEC Summer Camp Program staff.
11. The selection of potential campers will be made by the entire Kids to Camp Team with direction from the Kids to Camp Team Leader. If there are more than two (2) campers chosen in one (1) year, the Kids to Camp Team Leader shall ask the NYSOGA Board of Directors for approval for additional camper sponsorships.
12. The Kids to Camp Team Leader will work with the NYSOGA treasurer to deposit funds into the NYSOGA account at NYSDEC to cover the number of campers chosen to be sponsored.
13. The Kids to Camp Team Leader will assign each camper a Sponsorship Code.
14. The Kids to Camp Team Leader contacts each sponsored camper to inform them they have been selected by NYSOGA to attend the NYSDEC Environmental Education Summer Camp of their choice. The Kids to Camp Team Leader will give each camper the sponsorship code to be used as payment when they register for camp.
15. The Kids to Camp Team Leader will contact each applicant not selected, informing them of their status, and encourage them to apply again next year for sponsorship.
16. The sponsored campers and parents together register for camp on the dates established by NYSDEV. Registration is via computer only.
17. Via computer, NYSDEC will inform the NYSOGA contact person of the status of funds in our account. After camper registration, funds in our NYSDEC account should have a $0.00 balance.
18. Within thirty (30) days of attending camp the sponsored camper will complete Requirement 6 of their application – a brief description of their camp experience. This is to be sent to the NYSOGA member who sponsored their application listed in Section 5. It is the responsibility of the NYSOGA sponsoring member to ensure the camp experience description is received. The description of the camper’s experience is to be forwarded to the NYSOGA Kids to Camp Team Leader. The NYSOGA sponsor then forwards the camper experience description to the Kids to Camp Team Leader for inclusion in the NYSOGA record.

Approved: 2004
Amended: August 1, 2010; January, 5, 2013; May 8, 2013; March 10, 2016; January 11, 2019; December 10, 2022
Reviewed: Annually

New York State Outdoor Guides Association Kids to Camp Program
Applicant Nomination Form
Please click on the following to download Kids to Camp Program Applicant Nomination Form.
Please complete the following questions (As in the printable form above):

1) Applicant Name ___________________________________________________________________________
Address ___________________________________________________________________________
Email __________________________________________________________________________
Phone number _____________________________________________________________________
Are you a New York State resident? Yes____ No____
Signature and date ___________________________________________________________________
2) Signature of parent / legal guardian and date __________________________________________
3) Attach a 100-200 word essay entitled “Why I want to attend a New York State Department of Environmental Conservation Environmental Education Summer Camp this summer”..
4) Submit your completed Nomination Form and essay to the NYSOGA member sponsoring you to the camp listed in Section five (5)
5) NYSOGA Sponsoring Member Information
Name _____________________________________________________________________
Address _____________________________________________________________________
Email _____________________________________________________________________
Phone number ________________________________________________________________
Signature and date _____________________________________________________________________
6) Within 30 days (30) of attending camp, white a short description of your camping experience. Submit it to the NYSOGA member who sponsored you to camp in Section five (5).

1. The President appoints a NYSOGA Quartermaster.
2. The Quartermaster is accountable for maintaining the inventory, and for identifying the location, of all NYSOGA durable properties.
3. NYSOGA properties include, but are not limited to:
   1. The Show Booth and all associated materials and supplies necessary to store and set up the booth;
   2. All training equipment and supplies; and
   3. Electronics and communications equipment.

Approved: August 1, 2010
Amended:
Reviewed: Annually

NYSOGA Master Guide Program Goal

The goal of the Master Guide Program is not only to recognize NYSOGA members who have through years of experience and advanced training reached a level of professionalism far beyond the requirements to become a licensed NYS Guide, but to show the general public that our organization promotes these higher standards. It is also the goal of this program to inspire our members to become master guides through such experience and advanced training.

NYSOGA Master Guide Process

• President will assign 3 members to a Master Guide Team.
• The committee members will review the applications and submit results to the president within 30 days of receiving the application.
• A unanimous vote is required for an applicant to receive master guide status.
• If approved the President will notify the applicant.
• If the applicant does not meet the requirements the Team Leader will notify the applicant explaining the reasons for their decision. At that time the applicant, if he/she so chooses, will have 30 days to supply any additional data for the sub-committee to consider. If the team still denies master guide status the applicant can request to meet with the team and NYSOGA President to further discuss the issue.
• Once approved the member will be noted on our website as a master guide.
• The criteria for being selected as a master guide along with a disclaimer explaining that this designation is not in any way related to the DEC state guide licensing program will also be posted on the website.
• If an applicant is a member of the review sub-committee that person would be replaced in the review process by the NYSOGA President or his/her designee.

NYSOGA Master Guide Program

The Master Guide Program is not associated with the NYS Licensed Guide Program. This is strictly an in-house program to identify guides within the association who have, through their years of experience and other criteria, reached a level of expertise to be identified as a master guide.

If designated as a master guide after review by the Master Guide review panel, such guide will be noted as such in the NYSOGA website listing of its member guides.

To be considered for Master Guide status an applicant must meet criteria 1 and at least four of the remaining six.

1. Must have 10 years of verifiable guiding experience or combination of 7 years guiding experience and at least 5 years of experience teaching outdoor skills and proof that you’re actively guiding, such as website, face book page, brochures, or if working for a company a letter verifying such.
2. Must be a NYSOGA member that has been active with shows, sat or sits on the BOD, taught NYSOGA courses, been active in NYSOGA committees or has promoted NYSOGA through media or other venues.
3. Must have verifiable guiding liability insurance coverage through a purchased policy, applicable to self-employed guides and corporation owners. Those working for another outfitter must show proof of employment.
4. Must have current advanced first aid training (beyond what is required by the state).
5. Must have advanced certified training in your field: and, if it requires re-certification, the applicant must be currently certified when applying.
6. Must have been published as an authority in your area or featured in a publication as an authority in your area regarding the type of guiding you do.
7. Must have taught seminars in your field of expertise.

Once designated as a Master Guide such person must be willing to mentor other NYSOGA member guides.

Approved: January 7, 2017
Amended: May 8, 2017; October 25, 2017; March 25, 2018; December 10, 2022
Reviewed: Annually

Application for NYSOGA Master Guide Designation

First Name: _________________________________________________
Last Name: _______________________________________________________
E-Mail: __________________________________________________________________________
Guiding Business Name: ____________________________________________________________
Address: _________________________________________________________________________
City: ____________________________________________________________________________
State: ____________________ Zip: ____________________________________
Phone: ____________________________________

To be considered for Master Guide status, an applicant must meet criteria 1 and at least four of the remaining six. Please include any supporting documentation such as training certificates, articles, etc. Submit the completed application and attachments to John Wainwright at [email protected] or by mail to 90 Columbia Parkway, Ilion, NY 13357. If you have any questions, he can be reached at 315-894-5834.

1. Must have 10 years of verifiable guiding experience or combination of 7 years guiding experience and at least 5 years of experience teaching outdoor skills; and proof that you’re actively guiding, such as website, face book page, brochures, or if working for a company a letter verifying such.
2. Must be a NYSOGA member that has been active with shows; or sat or sits on the BOD; or taught NYSOGA courses; or been active in NYSOGA committees; or has promoted NYSOGA through media or other venues.
3. Must have verifiable guiding liability insurance coverage through a purchased policy, applicable to self-employed guides and corporation owners. Those working for another outfitter must show proof of employment.
4. Must have current advanced first aid training (beyond what is required by the state).
5. Must have advanced certified training in your field: and, if it requires re-certification, the applicant must be currently certified when applying.
6. Must have been published as an authority in your area or featured in a publication as an authority in your area regarding the type of guiding you do.
7. Must have taught seminars in your field of expertise.

Note: The Master Guide committee will review your application and provide you with their decision within 30 days of receiving your application.

1. Protected NYSOGA networking, social media and cyber-access pages may be viewed only by NYSOGA members.
2. Access to specific electronic sites and media by individual members will be determined and controlled by the Brand and Advertising Committee.
3. Passwords or any other access information may not be shared with non-NYSOGA members.
4. Members may not post any financial, confidential, sensitive or proprietary information about NYSOGA, its Board of Directors, or its members.
5. Members must communicate respectfully about NYSOGA’s former and potential members, partners, clients, vendors and competitors.
6. Communications that reflect negatively upon NYSOGA will be considered a violation of NYSOGA’s Code of Ethics (“I will, to the best of my ability, assist, promote and otherwise support the profession of Outdoor Guiding…”)
7. NYSOGA social media sites are not the forum for venting personal complaints.
8. Members are responsible for the content that they post. Remember that content remains in cyberspace forever. Use privacy settings when appropriate. The internet is immediate, and nothing posted is ever truly private nor does it expire.
9. Members who see unfavorable opinions, negative comments or criticism should forward a notification only to the NYSOGA President for Executive review. Members should not personally respond to these posts nor attempt to remove them.
10. Members posting comments should clearly identify personal opinions, and make it clear that opinions or facts expressed are not those of NYSOGA. For example: “The opinions expressed on this posting are my own and do not necessarily represent the opinions of NYSOGA”

Approved: May 2, 2012
Amended: December 10, 2022
Reviewed: Annually

Sharing member Facebook events on the NYSOGA Facebook page

1. The event must be from a Facebook page associated with an active member of the New York State Outdoor Guides Association.
2. The event must be properly formatted as a Facebook event.
3. The event must directly or indirectly relate to guiding and/or outdoor skills.
4. The content should represent the NYSOGA brand and NOT include graphic imagery, hate speech, politics or other content that could be considered controversial.
5. The event must be received by NYSOGA Facebook Administrators at least two weeks in advance of the event and NYSOGA will accept or decline sharing the event within 72 hours of receipt.
6. Members are limited to 3 events per month.

Procedures for Sharing NYSOGA Member Events to the NYSOGA Facebook Page

1. Members must submit events for review by sharing a link in an email with the subject line “NYSOGA Member FB Event Submission” at least 2 weeks prior to the event. Currently the emails will be sent to the Brand and Marketing Committee Chairperson or another designee appointed by the President.
2. The event will be approved or disapproved, based on the guidelines for sharing member events, within 72 hours and the member will be notified by email.
3. If approved the event will be shared on the NYSOGA Facebook Page. All events submitted over the course of a week will be shared on the same day to avoid any editorial conflicts.

Approved: February 11, 2021
Amended:
Reviewed: Annually

Background:

NYSOGA maintains actively managed accounts on various social media platforms (e.g., Facebook and Instagram) for the purpose of promoting interest in the types of outdoor guided activities led by NYSOGA guides and generating leads for our guides. To this end, we feature regularly scheduled posts (usually photos) shard by our guides along with captions highlighting the benefits of hiring a guide and the beauty of our New York State forests and waters.

1. Social Media Posting Policy (e.g., Facebook and Instagram)
   1. All posts are created, approved and posted by the NYSOGA Social Media Manager(s) who will be assigned administrative access to the NYSOGA social media accounts.
   2. Images used must come from either verified current MYSOGA members or stock images.
   3. Membership is to be verified using the nysoga.org member list.
   4. Engagement with commenters, when warranted, will be the responsibility of NYSOGA Social Media managers and must be positive, upbeat and non-confrontational.
   5. Posts must be of high quality.
   6. Only posts from member’s business pages will be considered for sharing/re-posting. Content from personal pages will not be shared.
   7. Social Media posts and advertisements are created and scheduled based on an Editorial Calendar created by the NYSOGA Brand and Marketing Committee.
2. Social Media Content Creation and Submission
   1. Only current NYSOGA members in good standing may have their content shared on NYSOGA Social Media sites.
   2. Images must be original content from the NYSOGA members.
   3. Images must be high quality pictures or video. Content must not be blurry or pixelated, must not contain graphic images, and must conform to NYSOGA posting guidelines.
   4. Among the ways that members may share content for consideration to be included in NYSOGA posts are the following:
      1. On Instagram: in a photo, tag @newyorkoutdoor guides (“Tag People”)
      2. On Instagram: use the hashtag #NYSOGA in the post caption or a comment
      3. On Facebook: Tag photo: New York State Outdoor Guides Association
      4. Via an online submission form
   5. Members whose content is shared via a NSYGA social media post will be acknowledged in the post.
   6. There is no guarantee that our generated content shared with NSYOGA will be used on our social media sites, nor of when it will be used.

Approved: March 4, 2021
Amended:
Reviewed: Annually

1. The New York State Outdoor Guides Association (NYSOGA) Directors are committed to maintaining a workplace free from sexual harassment. Sexual harassment is a form of discrimination. This policy defines NYSOGA’s commitment to a discrimination -free environment.
2. Sexual harassment will not be tolerated. Sexual harassment is offensive, is a violation of policy, is unlawful, and may subject NYSOGA to liability for harm to targets of sexual harassment. Harassers may also be individually subject to liability. Formal education regarding recognition and prevention of sexual harassment is encouraged.

Approved: March 17, 2019
Amended: June 11, 2022
Reviewed: Annually