2 of 10

CONTENTS

Page 3

FNO Mission Objectives + Code of conduct

Page 4

Principles of Ethical Communication + Privacy, Confidentiality, Communication and Conflict

Page 5

Dress Code + Timing and Class Schedule + Attendance Policy

Page 6

Roles and Responsibilities
Administration

Page 7

Safety Patrol and Admin/Event Support
Safety Patrol Lead Job Description and Responsibilities:

Page 8

Patrol and Students
Safety Patrol and Admin Support Team’s Daily Guide

Page 9

Teachers and Teachers’ Assistants

Compensation

Page 10

“R U Ready” Volunteer Info

Dear FNO Staff and Volunteers:

Assalamu Alaikum Wa Rahmatullah! We would like to welcome and thank you for your commitment, support, and cooperation to make this youth halaqa program a successful one! May Allah (SWT) reward you for your dedication and time towards this endeavor.

ICEV’s FNO Youth Halaqa Program has certain expectations of all team members and volunteers. In order to ensure a positive and healthy environment at the Masjid and wherever else ICEV FNO events may be held, all team members must adhere to the following rules listed in this handbook.

We are blessed to have you in our FNO team, and looking forward to working with you, In-Shaa’ Allah. This booklet is designed for your convenience. You may refer to it anytime throughout the year. Please feel to contact us for any questions or concerns you may have.

Your commitment and support is very much appreciated.

Thank you and Jazakum Allahu Khairan!

Sincerely,

Administration

ICEV FNO Youth Halaqa

FNO Staff-Volunteer Handbook

FNO Youth Halaqa icevfno@gmail.com

icevfno.com

icev.org

Islamic Center of the East Valley Inc. 425 Alma School Rd Chandler, AZ 85224

Revised Jan 2024

3 of 10

CODE OF CONDUCT

The ICEV FNO Youth Halaqa Program has certain expectations of all team members and volunteers. In order to secure a positive and healthy environment at the Masjid and wherever else ICEV FNO events are held, the Team Members and volunteers should have the following skills:

A commitment to make the ICEV FNO Program a better place for the youth to come to the Masjid and enjoy, learn, and be a part of the community.
Maintain professionalism and respect with all staff and volunteers.
Any improper or inappropriate behavior such as verbal abuse (i.e. scolding, yelling, cursing, name calling, bullying, etc.), non-consensual physical contact, etc. is not allowed between staff and students.
Failure to meet FNO expectations may necessitate counseling.
If there are any issues, team members/volunteers must consult and communicate them with ICEV FNO Admin Staff first, and should follow the “Privacy, Confidentiality, Communication, and Conflict Resolution Policy”.

FNO Staff-Volunteer Handbook

FNO Youth Halaqa icevfno@gmail.com

icevfno.com

icev.org

Islamic Center of the East Valley Inc. 425 Alma School Rd Chandler, AZ 85224

Revised Jan 2024

MISSION AND OBJECTIVES

The ICEV Friday Night Out (FNO) Youth Halaqa strives to provide Muslim youths with a safe, structured, and stimulating environment where youths and adults can have meaningful experiences together to earn Allah’s (SWT) pleasure. Our goal is to provide Muslim youths with an environment that fosters community and enables them to be involved in interesting and fun group projects under the umbrella of ISLAM. By providing indoor and outdoor activities, positive discussions and social interactions, Muslim youth will have an outlet to enrich and balance their lifestyle physically, emotionally, and spiritually, as well as prepare and make choices in a changing society, Bi Idhnillahi Ta’ala. We promote and support truth, trust, respect, unity, equity, and responsibility and associate these qualities with Islamic principles through quality discussions, lessons, and activities.

4 of 10

Privacy, Confidentiality, Communication & Conflict Resolution Policy:

To ensure privacy, confidentiality and a healthy environment, adherence to the following is required:

Issues not related to ICEV FNO should not be discussed with staff/volunteers.
All issues should be resolved with mutual respect, consultation and participation.
Confidentiality must be protected at all times. Try to discuss issues only with the people involved, and with the intention to resolve the issues. Avoid gossip, and mitigating toxic conversations about the private lives of students and/or personnel.
FNO staff/volunteers are encouraged to work as a team to help each other and to share knowledge and experience with each other while protecting confidentiality.
If there is a major conflict that needs to be discussed or resolved, please try to have a witness from FNO administration during discussions with the aggrieved parties.
Any unresolved issue should be discussed with FNO administration with intention to resolve the issue. Please remember, every issue has a time and place to be addressed, please act accordingly.
ICEV BoD/administration may be consulted for resolving the situation if needed. FNO staff/volunteers may be asked to step down for any disorderly conduct on his/her part.

Principles of Ethical Communication:

Be Truthful And Honest.
Active Listening.
Speak Non-Judgmentally.
Speak From Your Own Experience.
Consider the Receiver's Preferred Communication Channel.
Strive To Understand.
Avoid A Negative Tone.
Do Not Interrupt Others.
Respect Privacy and confidentiality
Accept Responsibility

FNO Staff-Volunteer Handbook

FNO Youth Halaqa icevfno@gmail.com

icevfno.com

icev.org

Islamic Center of the East Valley Inc. 425 Alma School Rd Chandler, AZ 85224

Revised Jan 2024

FNO STAFF CONSISTS

Program Administrators (Admin Staff)
Lead Teachers
Teacher Assistants
Admin Support
Safety Patrol Support

5 of 10

Timings & Class Schedule:

FNO Halaqa sessions are held on Fridays from 6:45 to 8:15 pm.
All teachers & teachers’ assistants are required to arrive at the Masjid by 6:15 pm. There will be days when the timings might change, but enough notice will be given to the entire staff.
Safety patrol and admins are required to arrive at the Masjid by 6:00 PM.
FNO staff/volunteers are responsible for the students’ safety until after 8:15 when the program has concluded.
Staff members will need to attend meetings outside of school hours at timings that are agreed upon beforehand by the majority of the staff members.

Attendance Policy:

(Absence/Delay Reporting Guidelines)

All staff and volunteers must attend the weekly program if they have signed and agreed to volunteer with this program.
All team members should promptly arrive at the program 30 minutes prior to the start of their class session.
Report any unavoidable delays to the “FNO Team” or “FNO Admin Support Team” WhatsApp groups.
Report any possible/unavoidable absence 1 week prior to each session at https://icevfno.com/absence-reporting/
In the event an emergency happens and you are unable to attend, please notify the Admin Staff and/or your respective Lead Teacher.
If there are more than 3 unreported absences in a row, a meeting with the Admin Staff will be necessary.

Dress Code:

All staff/volunteers are required to follow standard Hijab guidelines in accordance with Islamic Shari’ah. Hijab is the Islamic standard of modest dress code and conduct.
The person must be clean of all impurities either through Ghusl or Wudu and must be well groomed.
All garments worn should be clean. All garments should be loose and thick enough so as it is not possible to see through and should not show the shape or color of the body.

Men

The awrah or covering for men is defined as the area between the navel and the knee.
All shirts must have sleeves.
Acceptable pants are that which covers the knee and to the ankle.
We advise wearing garments without logos, faces, and images of living objects.

Women

The awrah or covering for women is defined as the whole body except for the face and hands. They must be covered from head, to wrists, to feet.
Female staff/volunteers are required to follow the above guidelines while making sure their shirt / top, or dress comes down to the knees so as to not expose the midriff, hips and buttocks. All females of all ages are required to wear the head cover in the classroom and in the Masjid. While wearing a head cover, make sure it covers the neck and the chest area as well.

FNO Staff-Volunteer Handbook

FNO Youth Halaqa icevfno@gmail.com

icevfno.com

icev.org

Islamic Center of the East Valley Inc. 425 Alma School Rd Chandler, AZ 85224

Revised Jan 2024

6 of 10

Administration:
Assumes leadership and visionary role in supervision and management of the Program.
Functions as a chair of the Program to oversee:

Policy and procedures
Curriculum
Staffing
Admission and registration
Finances
Activity Planning

Clarifies all the rules and responsibilities to all staff members.
Assists FNO staff with academic and non-academic issues.
Handles academic and non-academic issues with parents.
Will make sure one responsible administrative staff member is available at FNO with every FNO session/event.
Is responsible to oversee the Program’s operations
Implements policies and procedures as set forth by the FNO administration & ICEV Board.
Assists administrative personnel with financial/account information/paychecks.
Conducts student registration and collect fees.
Attends FNO meetings.
Coordinates fun & activities for boys’ and girls’ activity sessions
Does inventory of the supplies for activities, events, etc. and fulfill/purchase as required.
Defends FNO staff and volunteers when issues arise.

Roles and Responsibilities:

In order to ensure a positive environment for this program, the staff/volunteer needs to have specific traits, skills, and competencies.
The staff/volunteer is expected to perform his/her role and responsibility in an Islamic and professional manner.
Along with the FNO “Parent/Student Handbook”, please read the “Staff/Volunteer Handbook” thoroughly and comply with all rules and regulations set forth by the FNO Youth Halaqa Program.
To discipline a student, staff/volunteers should follow certain procedures that are listed in the “Parent & Student Handbook” and “Staff/Volunteer Handbook”. The staff/volunteer must also consult and communicate with administration or ask for suggestions he/she may need.
Any improper behavior such as verbal abuse, physical contact, etc. is not permitted. Should there be a need for force, do so in moderation.
Failure to meet FNO expectations will result in a meeting with the Admin Staff.
Keep in mind, your performance may have an impact on your recommendation or reference request from FNO when you may need it.
In order to receive any recommendation or reference from FNO, the individual is required to have two months of service at FNO.

FNO Staff-Volunteer Handbook

FNO Youth Halaqa icevfno@gmail.com

icevfno.com

icev.org

Islamic Center of the East Valley Inc. 425 Alma School Rd Chandler, AZ 85224

Revised Jan 2024

7 of 10

Set up orange cones at the north-side parking entryway to block the vehicular traffic. Help handicap parking if needed.
Put back/clean up all equipment/debris after the session.
Watch for any unsupervised students, boys or girls around the Masjid premises and direct/help them to the proper destination.
Keeping extra attention during boys/girls Game Night events.
Report inappropriate behaviors by the youth or presence of youth in the back parking lot
Help administration as needed in ensuring all youth have a safe place to play outside, away from cars and dark areas
Set a good example and encourage students to also observe safety rules.
Always be on time – arrive at Masjid at 6:00 pm and be at your post by 6:30 PM or as instructed by the lead or administration
Wear a patrol safety vest and badge.
Know and help fairly enforce all rules and regulations.
Report any unsafe situations or behaviors to the administration.
Attend and participate in all patrol meetings when asked.
If you are going to be absent or unable to be at your post, you must let the Patrol Lead and administration know ahead of time.
Do not treat your post as a position of power. It is not your responsibility to take disciplinary action against students. Report any unsafe behavior to the administration.

*Job duties may be modified as needed.

b) Safety Patrol & Admin/Event Support:

FNO Safety Patrol Lead Job Description & Responsibilities:

Safety Patrol Lead would be responsible for overseeing the entire safety patrol team and fulfilling the following job requirements/duties:

Implements policies and procedures as set forth by the FNO Admin Staff.
Schedules all safety patrol volunteers for the entire semester if doable.
Delegates duties/chores among the volunteers
Instructs/explains job duties to the volunteers
Keeps track of the scheduled volunteers & their performances
Records in the Safety Patrol Log - Google spreadsheet - all safety related incidents and report to the administration as needed.

The patrol volunteer’s job is to remind students of classroom, hallway and play area safety rules and to guide them in making safe choices on Masjid property. Patrols receive instructions in guidelines and procedures from the Safety Patrol Lead or administration. Duties of all patrols are listed below.

FNO Staff-Volunteer Handbook

FNO Youth Halaqa icevfno@gmail.com

icevfno.com

icev.org

Islamic Center of the East Valley Inc. 425 Alma School Rd Chandler, AZ 85224

Revised Jan 2024

8 of 10

While doing the online classes, the teachers shall adhere to following guidelines:

Start the online session at least 5 minutes before scheduled time and admit all students promptly
Mute the students unless they are required to be part of the discussion
Assign moderating duty to a teaching assistant to monitor chat and make sure students don’t post inappropriate messages to the group
Take attendance of the class and periodically submit the attendance to the admin
Keep in touch with students/parents through their class specific WhatsApp group
Make sure any uninvited people or strangers don’t log-in during the class. All attendees must identify themselves promptly.
If going to be absent or delayed, lead teachers must assign a teaching assistant to conduct the class in his/her absence, but class must be started in time under all circumstances.

Compensation:

FNO is run on a voluntary basis yet professionally run program. As a gesture of appreciation, Compensation Gifts will be given to FNO Staff/Volunteers at the end of the each semester. Compensation gift could be a gift item, cash, gift card, etc.

c) Teachers and Teacher’s Assistants:

Implement policies and procedures as set forth by the ICEV FNO Youth Halaqa Administration
Assist administration and FNO staff with academic issues.
Provides a classroom environment that is conducive to learning.
Prepares appropriate syllabus/lesson plans/activities for each semester.
Lead teachers provide the lesson plans for the whole semester at least a week before the semester starts.
Lesson plans should include detailed material to be covered in the class, list of activities, and list of sources from which the material is derived. When using a Hadith in the class material, make sure the hadith is authentic (sahih). Weak or fabricated Hadiths cannot be used in the class.
Discuss and implement “Parent and Student Handbook” with the students.
Ensures the proper behavior of his/her students at all time.
Clarifies his/her expectations to the teaching assistants.
Tracks student attendance. (Administration will provide the attendance sheet on a clipboard and will collect 30 minutes prior to the end of each sessions.)
Attend FNO Halaqa program the entire length of the session unless prior arrangement has been made.
Arrive at least 15 min prior to class start time, be present during the entire class and be prepared to conduct the class in scheduled timing.
Attend all FNO Youth Halaqa Board meetings.
Maintain positive attitude while dealing with the students/parents/peers and help make the Youth Halaqa program a fun experience for him/her/other staff and students
Under no circumstances ever use physical force or physical contact to enforce discipline
ICEV strictly enforces no-touch policy. Avoid physical contact with the students at all times.
Lead teachers purchase classroom supplies as needed and provide admin with the receipts
Lead teachers will create a WhatsApp group for their class for parent-teacher communications

FNO Staff-Volunteer Handbook

FNO Youth Halaqa icevfno@gmail.com

icevfno.com

icev.org

Islamic Center of the East Valley Inc. 425 Alma School Rd Chandler, AZ 85224

Revised Jan 2024

9 of 10

Safety Patrol & Admin Support Team are requested to please sign yourself in and follow up with setting up

Outdoor: take all safety measures for you and others.
Indoor: all 3 floors with partitions
ACs
Upstairs’ curtains
Administration office with relevant essentials
Safety patrol KK and take attendance when you are assigned.

Any request to the administration for additional staff or equipment must be made 24 - 48 hours in advance.

Safety Patrol & Admin Support Team, please visit FNO website at icevfno.com and read "FNO Parent and Student Handbook" and often discuss & remind members/students relevant roles & responsibilities as needed.
Safety Patrol lead is responsible to delegate/communicate chores, any messages, etc. to their support team.
Be-Aware-Of: FNO Visitor Policy: Have prior approval from the administration for any visitor/volunteers beside the assigned staff/students of the program.

*Job duties may be modified as needed.

Patrols and Students:

Patrol members provide direction and assistance for students. Reports can be filled out and given to administration under the following suggested procedures for patrols:

If you notice a student not following expected behaviors, ask the student politely to stop the inappropriate behavior.
If the student continues, give the student a warning in a calm voice.
If the student still continues, give a second calm warning.
Record in the Safety Patrol Log google spreadsheet if inappropriate behavior continues
Report all actions to the administration within 24 hours.
Under no circumstances ever use physical force or physical contact to enforce discipline.

FNO Safety Patrol & Admin Support Team’s Daily Guide:

In order to have open communication and know everyone’s’ expectations along with FNO admin expectations, please read below:

Safety Patrol & Admin Support Team are responsible for throughout the FNO session.
Safety Patrol Team is requested to arrive at least 45 minutes prior to class beginning, by 6:00 PM.
Admin Support Team is requested to arrive at least 45-30 minutes prior to class beginning, by 6:00 t-6:15 PM.

FNO Staff-Volunteer Handbook

FNO Youth Halaqa icevfno@gmail.com

icevfno.com

icev.org

Islamic Center of the East Valley Inc. 425 Alma School Rd Chandler, AZ 85224

Revised Jan 2024

10 of 10

CLICK TO SUBMIT

FNO STAFF-VOLUNTEER

APPLICATION FORM

https://icevfno.com/volunteer/

“R You Ready?”

FNO Volunteer Application Info

ICEV FNO Youth Halaqa program has certain expectations of team members / volunteers. In order to secure a positive and healthy environment at the Masjid and wherever else ICEV FNO events are held, the staff/volunteers need to have specific skills, competencies and proficiencies.

Please review and familiarize yourself with Roles and Responsibilities section of this handbook before submitting the application.

Person must be 18+ years old and a Muslim
Person assumes / comply to follow his/her roles and responsibilities according to ICEV FNO domain / culture, and in a professional manner.
Person needs to have at least a high school diploma. Exceptions can be made.
Person must be committed and have motivation to work as a team.
Person must be a team player.
Person must be able to follow directions by the administration/leads
Person must have good communication skills with adults and children.
Person must have good work ethics.
Person should be looking for to earn pleasure of Allah (SWT) by working at FNO.
Review FNO Calendar https://icevfno.com/calendar/
Parent-Student Handbook https://icevfno.com/members/

FNO Staff-Volunteer Handbook

FNO Youth Halaqa icevfno@gmail.com

icevfno.com

icev.org

Islamic Center of the East Valley Inc. 425 Alma School Rd Chandler, AZ 85224

Revised Jan 2024

1 of 10

2 of 10

3 of 10

4 of 10

5 of 10

6 of 10

7 of 10

8 of 10

9 of 10

10 of 10