Chain of Command & Approval Policy

1. Purpose

The purpose of this policy is to establish a clear authority structure for operational decision-making and public-facing communications. A defined chain of command ensures accountability, consistency, and efficiency in both internal operations and external communications.

2. Scope

This policy applies to:

  • All full-time and part-time personnel
  • Contract personnel and operational volunteers
  • Supervisory and executive leadership
  • All operational decisions, incident responses, and public releases

3. Policy Statement

  • All personnel shall follow the established chain of command for operational decisions, reporting, and approval of public communications.
  • Decisions made outside of the chain of command may be considered unauthorized and may result in disciplinary action.
  • Public-facing statements, reports, or releases require explicit approval from designated leadership.

4. Operational Decision Authority

A. Field Operations

  • Field Staff: Execute assigned duties and report incidents to their immediate supervisor
  • Supervisors: Approve operational actions within their scope and escalate critical issues
  • Managers / Directors: Make higher-level operational decisions, allocate resources, and approve escalated incidents
  • Executive Leadership: Authorize extraordinary actions, policy deviations, or high-risk operations

B. Approval Matrix

Decision TypeAuthority LevelNotesRoutine operational tasksField Staff / SupervisorFollow standard protocolsResource allocation changesSupervisor / ManagerMinor adjustments without executive approvalMajor operational decisionsManager / DirectorSignificant safety or legal impactCritical incidents / crisesExecutive LeadershipRequires immediate reporting and documented authorization

5. Public-Facing Releases

  • All public communications, including statements, social media posts, and press releases, must be reviewed and approved before distribution.

Approval Requirements:

  • Staff/Field Reports: Submitted to Supervisor or Manager for review
  • Official Statements: Must be approved by Director-level leadership or designated Public Information Officer
  • Crisis or Sensitive Information: Executive Leadership approval is required prior to release

6. Escalation Procedures

  • Any uncertainty regarding authority or decision-making shall be escalated to the next higher level in the chain of command
  • Critical or urgent issues that cannot wait for approval should be immediately communicated to executive leadership, with follow-up documentation

7. Accountability

  • Personnel are accountable for actions taken under their authority
  • Supervisors and managers are accountable for decisions delegated to staff under their supervision
  • Executive leadership is accountable for organizational decisions and public communications

8. Documentation

  • All approvals, escalations, and operational decisions must be documented and retained according to internal recordkeeping policies
  • Logs shall include date, time, personnel involved, and nature of the decision or communication

9. Training

  • All personnel shall receive training on the chain of command, approval protocols, and escalation procedures during onboarding
  • Refresher training shall occur annually or when procedures are updated

10. Policy Review

  • This policy shall be reviewed annually to ensure clarity, compliance, and operational efficiency
  • Updates shall be communicated to all personnel and documented