Microsoft Word - Sample Employee Handbook for web.doc

Maybeduplicated,withattribution,bycharitableorganizations.

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SAMPLEEMPLOYEEHANDBOOK

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{ORGANIZATION NAME} Employee Handbook

Maybeduplicated,withattribution,bycharitableorganizations

.

EMPLOYEERECEIPTANDACCEPTANCE

Iherebyacknowledgereceiptofthe{OrganizationName}EmployeeHandbook.Iunderstand

thatitismycontinuingresponsibilitytoreadandknowitscontents.Ialsounderstandandagreethat

theEmployeeHandbookisnotanemploymentcontractforanyspecificperiodofemploymentorfor

continuing

orlong‐termemployment.Therefore,IacknowledgeandunderstandthatunlessIhavea

writtenemploymentagreementwith{ORGANIZATIONNAME}thatprovidesotherwise, Ihavethe

righttoresignfrommyemploymentwith{ORGANIZATIONNAME}atanytimewithorwithout

noticeandwithorwithoutcause,andthat{ORGANIZATION

NAME}hastherighttoterminatemy

employmentatanytimewithorwithoutnoticeandwithorwithoutcause.

Ihaveread,understand andagreetoallofthe above.Ihavealsoreadandunderstandthe

{ORGANIZATIONNAME}EmployeeHandbook.Iagreeto returntheEmployeeHandbookupon

termination

ofmyemployment.

Signature_____________________________________________

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PrintName____________________________________________

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Date________________________

CONFIDENTIALITYPOLICYANDPLEDGE

Anyinformationthatanemployeelearnsabout{ORGANIZATIONNAME},oritsmembers

ordonors,asaresultofworkingfor{ORGANIZATIONNAME}thatisnototherwisepublicly

availableconstitutesconfidentialinformation.Employeesmaynotdiscloseconfidential

information

toanyonewhoisnotemployedby{ORGANIZATIONNAME}ortootherpersonsemployedby

{ORGANIZATIONNAME}whodonotneedtoknowsuchinformationtoassistin rendering

services.

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Thedisclosure,distribution,electronictransmissionorcopyingof{ORGANIZATION

NAME}’sconfidentialinformationisprohibited.Anyemployeewhodisclosesconfidential

{ORGANIZATIONNAME}informationwillbesubjecttodisciplinaryaction(includingpossible

separation),evenifheorshedoesnotactuallybenefitfromthedisclosureofsuchinformation.

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Iunderstandtheabovepolicyandpledgenottodiscloseconfidentialinformation.



Signature:

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PrintName:



Date:

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PleasesignandreturntotheManagerofFinanceandAdministration



{ORGANIZATION NAME} Employee Handbook

Maybeduplicated,withattribution,bycharitableorganizations

.

iii

{ORGANIZATIONNAME}

EMPLOYEEHANDBOOK

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TABLEOFCONTENTS

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 PAGE

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I. MISSION .....................................................................................................................................X

II.OVERVIEW................................................................................................................................. X

III.VOLUNTARYAT‐WILLEMPLOYMENT .............................................................................X

IV. EQUALEMPLOYMENTOPPORTUNITY ............................................................................X

V.POLICYAGAINSTWORKPLACEHARASSMENT ............................................................X

VI. SOLICITATION .........................................................................................................................X

VII. HOURSOFWORK,ATTENDANCEANDPUNCTUALITY ............................................. X

A. HoursofWork ...................................................................................................................X

B. AttendanceandPunctuality ............................................................................................X

C. Overtime ............................................................................................................................X

VIII. EMPLOYMENTPOLICIESANDPRACTICES ..................................................................... X

A. DefinitionofTerms ........................................................................................................... X

IX. POSITIONDESCRIPTIONANDSALARYADMINISTRATION ......................................X

X.WORKREVIEW .........................................................................................................................X

XI.ECONOMICBENEFITSANDINSURANCE ....................................................................... X

A. Health/LifeInsurance .......................................................................................................X

B. SocialSecurity/Medicare/Medicaid ................................................................................X

C. WorkersʹCompensationandUnemploymentInsurance ............................................ X

D. RetirementPlan .................................................................................................................X

E. TaxDeferredAnnuityPlan.............................................................................................. X

XII. LEAVEBENEFITSANDOTHERWORKPOLICIES ........................................................... X

A. Holidays.............................................................................................................................. X

B. Vacation ........................................................................................................................... XX

C. SickLeave........................................................................................................................ XX

D. PersonalLeave................................................................................................................ XX

E. MilitaryLeave................................................................................................................. XX

F. JuryDuty ......................................................................................................................... XX

G. ParentalLeave................................................................................................................. XX

H. BereavementLeave ........................................................................................................ XX

I. ExtendedPersonalLeave .............................................................................................. XX

J. SevereWeatherConditions .......................................................................................... XX

K. MeetingsandConferences...............................................................................................XX

{ORGANIZATION NAME} Employee Handbook

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XIII. REIMBURSEMENTOFEXPENSES ..................................................................................... XX

XIV. SEPARATION ......................................................................................................................... XX

XV. RETURNOFPROPERTY ...................................................................................................... XX

XVI. REVIEWOFPERSONNELANDWORKPRACTICES..................................................... XX

XVII.PERSONNELRECORDS ...................................................................................................... XX

XVIII.OUTSIDEEMPLOYMENT..................................................................................................... XX

XIX.NON‐DISCLOSUREOFCONFIDENTIALINFORMATION ......................................... XX

XX.COMPUTERANDINFORMATIONSECURITY.............................................................. XX

XXI.INTERNETACCEPTABLEUSEPOLICY .......................................................................... XX

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I. MISSION

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II. OVERVIEW

The{ORGANIZATIONNAME}EmployeeHandbook(the“Handbook”)hasbeen

developedtoprovidegeneralguidelinesabout{ORGANIZATIONNAME}policiesand

proceduresforemployees.Itisaguidetoassistyouinbecomingfamiliarwithsomeofthe

privilegesandobligationsofyouremployment,including{ORGANIZATIONNAME}ʹspolicy

ofvoluntaryat‐willemployment.NoneofthepoliciesorguidelinesintheHandbookare

intendedtogiverisetocontractualrightsorobligations,ortobeconstruedasaguaranteeof

employmentforanyspecificperiodoftime,oranyspecifictypeofwork.Additionally,withthe

exceptionofthevoluntaryat‐willemploymentpolicy,theseguidelinesaresubjectto

modification,amendmentorrevocationby{ORGANIZATIONNAME}atanytime,without

advancenotice.

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 Thepersonnelpolicesof{ORGANIZATIONNAME}areestablishedbytheBoardof

Directors,whichhasdelegatedauthorityandresponsibilityfortheiradministrationtothe

ExecutiveDirector.TheExecutiveDirectormay,inturn,delegateauthorityforadministering

specificpolicies.EmployeesareencouragedtoconsulttheExecutiveDirectorforadditional

informationregardingthepolicies,procedures,andprivilegesdescribedinthis Handbook.

QuestionsaboutpersonnelmattersalsomaybereviewedwiththeExecutiveDirector.



 {ORGANIZATIONNAME}willprovideeachindividualacopyofthisHandbook upon

employment.Allemployeesareexpectedtoabidebyit.Thehigheststandardsofpersonaland

professionalethicsandbehaviorareexpectedofall{ORGANIZATIONNAME}employees.

Further,{ORGANIZATIONNAME}expectseachemployeetodisplaygoodjudgment,

diplomacyandcourtesyintheirprofessionalrelationshipswithmembersof{ORGANIZATION

NAME}ʹsBoardofDirectors,committees,membership,staff,andthegeneralpublic.

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III. VOLUNTARYAT‐WILLEMPLOYMENT

Unlessanemployeehasawrittenemploymentagreementwith{ORGANIZATION

NAME},whichprovidesdifferently,allemploymentat{ORGANIZATIONNAME}is“at‐will.”

Thatmeansthatemployeesmaybeterminatedfromemploymentwith{ORGANIZATION

NAME}withorwithoutcause,andemployeesarefreetoleavetheemploymentof

{ORGANIZATIONNAME}withorwithoutcause.Anyrepresentationbyany

{ORGANIZATIONNAME}officeroremployeecontrarytothispolicyisnotbindingupon

{ORGANIZATIONNAME}unlessitisinwritingandissignedbytheExecutiveDirectorwith

theapprovaloftheBoardofDirectors.

IV. EQUALEMPLOYMENTOPPORTUNITY

 {ORGANIZATIONNAME}shallfollowthespiritandintentofallfederal,state

andlocalemploymentlawandiscommittedtoequalemploymentopportunity.Tothatend,

theBoardofDirectorsandExecutiveDirectorof{ORGANIZATIONNAME}willnot

discriminateagainstanyemployeeorapplicantinamannerthatviolatesthelaw.

{ORGANIZATIONNAME}iscommittedtoprovidingequalopportunityforallemployeesand

applicantswithoutregardtorace,color,religion,nationalorigin,sex,age,maritalstatus,sexual

orientation,disability,politicalaffiliation,personalappearance,familyresponsibilities,

matriculationoranyothercharacteristicprotectedunderfederal,stateorlocallaw.Each

personisevaluatedonthebasisofpersonalskillandmerit.{ORGANIZATIONNAME}’s

policyregardingequalemploymentopportunityappliestoallaspectsofemployment,

includingrecruitment,hiring,jobassignments,promotions,workingconditions,scheduling,

benefits,wageandsalaryadministration,disciplinaryaction,termination,andsocial,

educationalandrecreationalprograms.TheExecutiveDirectorshallactastheresponsible

agentinthefullimplementationoftheEqualEmploymentOpportunitypolicy.



 {ORGANIZATIONNAME}willnottolerateanyformofunlawful

discrimination.Allemployeesareexpectedtocooperatefullyinimplementingthispolicy.In 

particular,anyemployeewhobelievesthatanyotheremployeeof{ORGANIZATIONNAME}

mayhaveviolatedtheEqualEmploymentOpportunityPolicyshouldreportthepossible

violationtotheExecutiveDirector.



 If{ORGANIZATIONNAME}determinesthataviolationofthispolicyhasoccurred,it

willtakeappropriatedisciplinaryactionagainsttheoffendingparty,whichcan include

counseling,warnings,suspensions,andtermination.Employeeswhoreport,ingoodfaith,

violationsofthispolicyandemployeeswhocooperatewithinvestigationsintoalleged

violationsof

thispolicywillnotbesubjecttoretaliation.Uponcompletionoftheinvestigation,

{ORGANIZATIONNAME}willinformtheemployeewhomadethecomplaintoftheresultsof

theinvestigation.



 {ORGANIZATIONNAME}isalsocommittedtocomplyingfullywithapplicable

disabilitydiscriminationlaws,andensuringthatequalopportunityinemploymentexistsat

{ORGANIZATIONNAME}forqualifiedpersonswithdisabilities.Allemploymentpractices

andactivitiesareconductedonanon‐discriminatorybasis.Reasonableaccommodationswill

beavailabletoallqualifieddisabled

employees,uponrequest,solongasthepotential

accommodationdoesnotcreateanunduehardshipon{ORGANIZATIONNAME}.Employees

whobelievethattheymayrequireanaccommodationshoulddiscusstheseneedswith the

ExecutiveDirector.



Ifyouhaveanyquestionsregardingthispolicy,pleasecontacttheExecutiveDirector.

V. POLICYAGAINSTWORKPLACEHARASSMENT

 {ORGANIZATIONNAME}iscommittedtoprovidingaworkenvironmentforall

employeesthatisfreefromsexualharassmentandothertypesofdiscriminatoryharassment.

Employeesareexpectedtoconductthemselvesinaprofessionalmannerandtoshowrespect

fortheirco‐workers.



 {ORGANIZATIONNAME}’scommitmentbeginswiththerecognitionand

acknowledgmentthatsexualharassmentandothertypesofdiscriminatoryharassmentare,of

course,unlawful.Toreinforcethiscommitment,{ORGANIZATIONNAME}hasdevelopeda 

policyagainstharassmentandareportingprocedureforemployeeswhohavebeensubjectedto

orwitnessedharassment.Thispolicyappliestoallwork‐relatedsettingsandactivities,whether



insideoroutsidetheworkplace,andincludesbusinesstripsandbusiness‐relatedsocialevents.

{ORGANIZATIONNAME}’sproperty(e.g.telephones,copymachines,facsimilemachines,

computers,andcomputerapplicationssuchase‐mailandInternetaccess)maynotbeusedto

engageinconductthatviolatesthispolicy.{ORGANIZATIONNAME}’spolicyagainst

harassmentcoversemployeesandotherindividualswhohavearelationshipwith

{ORGANIZATIONNAME}whichenables{ORGANIZATIONNAME}toexercisesomecontrol

overtheindividual’sconductinplacesandactivitiesthatrelateto{ORGANIZATIONNAME}’s

work(e.g.directors,officers,contractors,vendors,volunteers,etc.).



 ProhibitionofSexualHarassment:{ORGANIZATIONNAME}’spolicyagainst

sexual

harassmentprohibitssexualadvancesorrequestsforsexualfavorsorotherphysicalorverbal

conductofasexualnature,when:(1)submissiontosuchconductismadeanexpressorimplicit

conditionofemployment;(2)submissiontoorrejectionofsuchconductisusedasabasisfor

employment

decisionsaffectingtheindividualwhosubmitstoorrejectssuchconduct;or(3)

suchconducthasthepurposeoreffectofunreasonablyinterfering withanemployee’swork

performanceorcreatinganintimidating,hostile,humiliating,oroffensiveworking

environment.



 Whileitisnotpossibletolistallofthecircumstanceswhich

wouldconstitutesexual

harassment,thefollowingaresomeexamples:(1)unwelcomesexualadvances‐‐whetherthey

involvephysicaltouchingornot;(2)requestsforsexualfavorsinexchangeforactualor

promisedjobbenefitssuchasfavorablereviews,salaryincreases,promotions,increased

benefits,orcontinuedemployment;or(3)coercedsexualacts.



 Dependingonthecircumstances,thefollowingconductmayalsoconstitutesexual

harassment:(1)useofsexualepithets,jokes,writtenororalreferencestosexualconduct,gossip

regardingone’ssexlife;

(2)sexuallyorientedcommentonanindividual’sbody,commentabout

anindividual’ssexualactivity,deficiencies,orprowess;(3)displayingsexuallysuggestive

objects,pictures,cartoons;(4)unwelcomeleering,whistling,deliberatebrushingagainstthe

bodyinasuggestivemanner;(5)sexualgesturesorsexuallysuggestive comments;(6)inquiries

intoone’ssexualexperiences;or

(7)discussionofone’ssexualactivities.



 Whilesuchbehavior,dependingonthecircumstances,maynotbesevereorpervasive

enoughtocreateasexuallyhostileworkenvironment,itcannonethelessmakeco‐workers

uncomfortable.Accordingly,suchbehaviorisinappropriateandmayresultindisciplinary

actionregardlessofwhetheritis

unlawful.



 Itisalsounlawfulandexpresslyagainst{ORGANIZATIONNAME}policytoretaliate

againstanemployeeforfilingacomplaintofsexualharassmentorforcooperatingwithan

investigationofacomplaintofsexualharassment.



 ProhibitionofOtherTypesofDiscriminatoryHarassment:Itisalsoagainst

{ORGANIZATIONNAME}’spolicy

toengageinverbalorphysicalconductthatdenigratesor

showshostilityoraversiontowardanindividualbecauseofhisorherrace,color,gender,

religion,sexualorientation,age,nationalorigin,disability,orotherprotectedcategory(orthat

oftheindividual’srelatives,friends,orassociates)that:(1)hasthepurpose

oreffectofcreating

anintimidating,hostile,humiliating,oroffensiveworkingenvironment;(2)hasthepurposeor

effectofunreasonablyinterferingwithanindividual’sworkperformance;or(3)otherwise

adverselyaffectsanindividual’semploymentopportunities.



 Dependingonthecircumstances,thefollowingconductmayconstitutediscriminatory

harassment:(1)epithets,slurs,negative

stereotyping,jokes,orthreatening,intimidating,or

hostileactsthatrelatetorace,color,gender,religion,sexualorientation,age,nationalorigin,or

disability;and(2)writtenorgraphicmaterialthatdenigratesorshowshostilitytowardan

individualorgroupbecauseofrace,color,gender,religion,sexualorientation,age,national

origin,ordisability

andthatiscirculatedintheworkplace,orplacedanywherein

{ORGANIZATIONNAME}’spremisessuchasonanemployee’sdeskorworkspaceoron

{ORGANIZATIONNAME}’sequipmentorbulletinboards.Otherconductmayalsoconstitute

discriminatoryharassmentifitfallswithinthedefinition ofdiscriminatoryharassmentsetforth

above.



 It

isalsoagainst{ORGANIZATIONNAME}’spolicytoretaliateagainstanemployeefor

filingacomplaintofdiscriminatoryharassmentorforcooperatinginaninvestigationofa

complaintofdiscriminatoryharassment.



 ReportingofHarassment:Ifyoubelievethatyouhaveexperiencedorwitnessedsexual

harassmentorotherdiscriminatoryharassmentbyanyemployeeof{ORGANIZATION

NAME},youshouldreporttheincidentimmediatelytoyoursupervisorortotheExecutive

Director.Possibleharassmentbyotherswithwhom{ORGANIZATIONNAME}hasabusiness

relationship,

includingcustomersandvendors,shouldalsobereportedassoonaspossibleso

thatappropriateactioncanbetaken.



 {ORGANIZATIONNAME}willpromptlyandthoroughlyinvestigateallreportsof

harassmentasdiscreetlyandconfidentiallyaspracticable.Theinvestigationwouldgenerally

includeaprivateinterviewwiththepersonmakingareport

ofharassment.Itwouldalso

generallybenecessarytodiscussallegationsofharassmentwiththeaccusedindividualand

otherswhomayhaveinformationrelevanttotheinvestigation.{ORGANIZATIONNAME}’s

goalistoconductathoroughinvestigation,todeterminewhetherharassmentoccurred,andto

determinewhatactiontotakeifitisdeterminedthatimproperbehavioroccurred.



 If{ORGANIZATIONNAME}determinesthataviolationofthispolicyhasoccurred,it

willtakeappropriatedisciplinaryactionagainsttheoffendingparty,whichcan include

counseling,warnings,suspensions,andtermination.Employeeswhoreportviolationsofthis

policyandemployeeswhocooperatewithinvestigationsinto

allegedviolationsofthispolicy

willnotbesubjecttoretaliation.Uponcompletionoftheinvestigation,{ORGANIZATION

NAME}willinformtheemployeewhomadethecomplaintoftheresultsoftheinvestigation.



 Compliancewiththispolicyisaconditionofeachemployee’semployment.Employees

areencouragedtoraiseanyquestions

orconcernsaboutthispolicyoraboutpossible

discriminatoryharassmentwiththeExecutiveDirector.Inthecasewheretheallegationof

harassmentisagainsttheExecutiveDirector,pleasenotifythestaffmemberdesignatedas

grievanceofficer.

VI. SOLICITATION

 Employeesareprohibitedfromsoliciting(personallyorviaelectronicmail)for

membership,

pledges,subscriptions,thecollectionofmoneyorforanyotherunauthorized

purposeanywhereon{ORGANIZATIONNAME}propertyduringworktime,especiallythose

ofapartisanorpoliticalnature.“Worktime”includestimespentinactualperformanceofjob

dutiesbutdoesnotincludelunchperiodsorbreaks.Non‐workingemployeesmay

notsolicitor

distributetoworkingemployees.Personswhoarenotemployedby{ORGANIZATION

NAME}maynotsolicitordistributeliteratureon{ORGANIZATIONNAME}’spremisesatany

timeforanyreason.



 Employeesareprohibitedfromdistributing,circulatingorposting(onbulletinboards, 

refrigerators,walls,etc.)literature,petitionsorothermaterials

atanytimeforanypurpose

withoutthepriorapprovaloftheExecutiveDirectororhis/herdesignee.

VII. HOURSOFWORK,ATTENDANCEANDPUNCTUALITY

A. HoursofWork

Thenormalworkweekfor{ORGANIZATIONNAME}shallconsistoffive(5),seven(7)

hourdays.Ordinarily,workhoursarefrom9:00a.m.‐5:00p.m.,Mondaythrough Friday,

includingonehour(unpaid)forlunch.Employeesmayrequesttheopportunitytovarytheir

workschedules(withinemployer‐definedlimits)tobetteraccommodatepersonal

responsibilities.Subjectto{ORGANIZATIONNAME}workassignmentsandExecutive

Directorapproval,theemployee’ssupervisorshalldeterminethehoursofemploymentthat

bestsuitstheneedsoftheworktobedonebytheindividualemployee.



B. AttendanceandPunctuality

Attendanceisakeyfactorinyourjobperformance.Punctualityandregularattendance

areexpectedofallemployees.Excessiveabsences(whetherexcusedorunexcused),tardinessor

leavingearlyisunacceptable.Ifyouareabsentforanyreasonorplantoarrivelateorleave

early,youmustnotifyyoursupervisorandtheofficemanagerasfarinadvanceaspossibleand

nolaterthanonehourbeforethestartofyourscheduledworkday.Intheeventofan

emergency,youmustnotifyyoursupervisorassoonaspossible.



 Forallabsencesextendinglongerthanoneday,youmusttelephoneyourimmediate

supervisorpriortothestartofeachscheduledworkday.Whenreportinganabsence,you

shouldindicatethenatureoftheproblemcausingyourabsenceandyourexpectedreturn‐to‐

workdate.Aphysician’sstatementmayberequiredasproofoftheneedforanyillness‐related

absenceregardlessofthelengthoftheabsence.



 Exceptasprovidedinotherpolicies,anemployeewhoisabsentfromworkforthree

consecutivedayswithoutnotificationtohisorhersupervisorortheExecutiveDirectorwillbe

consideredtohavevoluntarilyterminatedhisorheremployment.Theemployee’sfinal

paycheckwillbemailedtothelastmailingaddressonfilewith{ORGANIZATIONNAME}.



 Excessiveabsences,tardinessorleavingearlywillbegroundsfordiscipline uptoand

includingtermination.Dependingonthecircumstances,includingtheemployee’slengthof

employment,{ORGANIZATIONNAME}maycounselemployeespriortoterminationfor

excessiveabsences,tardinessorleavingearly.



C.Overtime

 Overtimepay,whichisapplicableonlytoNon ‐ExemptEmployees,isforanytime

workedinexcessof40hoursinaworkweek.OnlytheExecutiveDirectororhisorher

designee,upontherequestofanemployeeʹssupervisor,mayauthorizeovertime.Overtime

rateisoneandone‐halftime(1½)theemployeeʹsstraighttimerate,exceptininstances

involvingaSundayorholidayswhentherateistwotimestheregularrate.Paymentof

overtimewillbeprovidedinthepayperiodfollowingtheperiodinwhichitisearned.



VIII. EMPLOYMENTPOLICIESANDPRACTICES

A. DefinitionofTerms

1. Employer.The{OrganizationName}istheemployerofallfull‐time,part‐time

andtemporaryemployees.Anemployeeishired,providedcompensationand

applicablebenefits,andhashisorherworkdirectedandevaluatedby

{ORGANIZATIONNAME}.



2. Full‐TimeEmployee.AFullTimeEmployeeregularlyworksatleast35hours

perweek



3. Part‐TimeEmployee.APartTimeEmployeeregularlyworkslessthan35hours

perweekbutnolessthan17½hoursperweek.



4. ExemptEmployee.AnExemptEmployeeisanemployeewhoispaidonasalary

basisandmeetsthequalificationsforexemptionfromtheovertimerequirements

oftheFairLaborStandardsAct(“FLSA”).

5. Non‐ExemptEmployee.ANon‐ExemptEmployeeisanemployeewhoispaid

anhourlyrateanddoesnotmeetthequalificationsforexemptionfromthe

overtimerequirementsoftheFairLaborStandardsAct(“FLSA”).ForNon‐

ExemptEmployees,anaccuraterecordofhoursworkedmustbemaintained.

{ORGANIZATIONNAME}willcompensatenon‐exemptemployeesin

accordancewithapplicablefederalandstatelawandregulations.



6. TemporaryEmployee.Anindividualemployed,eitheronafull‐timeor

part‐timebasis,foraspecificperiodoftimelessthansixmonths.Temporary

employeesareentitledonlytothosebenefitsrequiredbystatuteorasotherwise

statedinthe{ORGANIZATIONNAME}EmployeeHandbook.



AllemployeesareclassifiedasExemptorNon‐Exemptinaccordancewithfederaland

statelawandregulations.Eachemployeeisnotifiedatthetimeofhireofhisorherspecific

compensationcategoryandexemptornon‐exemptstatus.



IX. POSITIONDESCRIPTIONANDSALARYADMINISTRATION

Eachpositionshallhaveawrittenjobdescription.Ingeneral,thedescriptionwill

includethe:purposeoftheposition,areasofresponsibilities,immediatesupervisor(s),

qualificationsrequired,salaryrange,andworkingconditionsaffectingthejob,e.g.,working

hours,useofcar,etc.Thesupervisor(s)ortheExecutiveDirectorshallhavediscretionto

modifythejobdescriptiontomeettheneedsof{ORGANIZATIONNAME}.



 Paychecksaredistributedonthe15thandthelastdayofeachmonth,exceptwhen

eitherofthosedaysfallsonaSaturday,Sundayorholiday,inwhichcasepaycheckswillbe

distributedontheprecedingworkday.TimesheetsareduetotheExecutiveDirectorwithintwo

daysofeachpayperiod.Allsalarydeductionsareitemizedandpresentedtoemployeeswith

thepaycheck.Approvedsalarydeductionsmayinclude:federalandstateincometaxes;social

security,Medicare,andstatedisabilityinsurance;voluntarymedicalandgrouphospitalization

insurancepremiums(ifinforceandifpaidbyemployee)andotherbenefits(e.g.,lifeinsurance,

retirement).



X. WORKREVIEW

Theworkofeachemployeeisreviewedonanongoingbasiswiththesupervisorto

provideasystematicmeansofevaluatingperformance.



 Theannualperformancereviewisaformalopportunityforthesupervisorand

employeetoexchangeideasthatwillstrengthentheirworkingrelationship,reviewthepast

year,andanticipate{ORGANIZATIONNAME}ʹsneedsinthecomingyear.Thepurposeofthe

reviewistoencouragetheexchangeofideasinordertocreatepositivechangewithin

{ORGANIZATIONNAME}.Tothatend,itisincumbentuponbothpartiestohaveanopen,

andhonestdiscussionconcerningtheemployee’sperformance.Itisfurtherincumbentupon

thesupervisortoclearlycommunicatetheneedsof{ORGANIZATIONNAME}andwhatis

expectedoftheemployeeincontributingtothesuccessof{ORGANIZATIONNAME}forthe

comingyear.



 Bothsupervisorandemployeeshouldattempttoarriveatanunderstandingregarding

theobjectivesforthecomingyear.Thishavingbeendone,bothpartiesshouldsign the

performancereviewform,whichwillbekeptaspart oftheemployeeʹspersonnelrecordand

usedasaguideduringthecourseoftheyeartomonitoremployeeprogressrelativetothe

agreeduponobjectives.



 TheExecutiveDirectorreviewstheworkofallsupervisors.Workreviewsforotherstaff

aretheresponsibilityoftheappropriatesupervisor,subjecttoconfirmationbytheExecutive

Director.



XI. ECONOMICBENEFITSANDINSURANCE

{ORGANIZATIONNAME}shallprovideacompetitivepackageofbenefitstoalleligible

full‐timeandpart‐timeemployees.Thefollowingoutlineofavailablebenefitsisprovidedwith

theunderstandingthatbenefitplansmaychangefromtimetotime,andtheplanbrochures

(knownasSummaryPlanDescriptions)orcontractsaretobeconsideredthefinalwordon the

termsandconditionsoftheemployeebenefitsprovidedby{ORGANIZATIONNAME}.For

eligibilityrequirements,refertothePlandocumentforeachbenefitprogram.Continuationof

anybenefitsafterterminationofemploymentwillbesolelyattheemployeeʹsexpenseandonly

ifpermittedbypoliciesandstatutes.TheExecutiveDirectorwilldeterminelevelsof

deductibilityandco‐paymentsforallinsurancerelatedbenefitsannually.



A. Health/LifeInsurance

{ORGANIZATIONNAME}currentlyprovidesindividualhealthanddentalinsurance

benefitsforeligiblefull‐timeandpart‐timeemployeesexceptthosewhoareinsuredthrough

theirspouse,retiredmilitary,orotherplans,beginningafterthefirstfullmonthofemployment.

Eligibleemployeesmayelecttoparticipateinavailablehealthplan(s)offeredby

{ORGANIZATIONNAME}.{ORGANIZATIONNAME}presentlypaystheindividual

insurancepremiumforalleligibleemployees.{ORGANIZATIONNAME}mayrequire

employeestopayaportionofinsurancepremiuminthefuture.Informationabout

{ORGANIZATIONNAME}ʹshealthplan(s)willbeprovidedtotheemployeeatthetimeof

employment.



B. SocialSecurity/Medicare/Medicaid

 {ORGANIZATIONNAME}participatesintheprovisionsoftheSocialSecurity,

MedicareandMedicaidprograms.Employees’contributionsaredeductedfromeachpaycheck

and{ORGANIZATIONNAME}contributesattheapplicablewagebaseasestablishedby

federallaw.



C. WorkersʹCompensationandUnemploymentInsurance

 EmployeesarecoveredforbenefitsundertheWorkersʹCompensationLaw.Absences

forwhichworkercompensationbenefitsareprovidedarenotchargedagainsttheeligible

employeeʹssickleave.Toassureproperprotectionforemployeesand{ORGANIZATION

NAME},anyaccidentthatoccursonthejobmustbereported,eveniftherearenoinjuries

apparentatthetime.Formsforthispurposeareavailablefrom{ORGANIZATIONNAME}.

{ORGANIZATIONNAME}alsoparticipatesintheDistrictofColumbiaunemployment

program.



D. RetirementPlan

 {ORGANIZATIONNAME}providesaretirementprogramforeligiblefull‐timeand

part‐timeemployeeswhoare21yearsofageorolder.{ORGANIZATIONNAME}contributes

totheemployee’sretirementplanwhenemployeebecomesvestedafteroneyearof

employment.Eligibleemployeesmaycontributetoretirementplanatstartofemployment.

Employerpercentagecontributionstotheretirementprogramisreviewedanddetermined

annuallybythe{ORGANIZATIONNAME}BoardofDirectors.Informationabout

{ORGANIZATIONNAME}ʹsretirementplanwillbeprovidedtotheemployeeatthetimeof

employment.



E. TaxDeferredAnnuityPlan

 {ORGANIZATIONNAME}offersataxdeferredannuityplanthroughpayroll

deductionattheemployeeʹsexpenseandwhichissubjecttofederal, state andlocalprovisions.



{ORGANIZATIONNAME}reservestherighttomodifyorterminateanyemployeebenefits,at

anytime.

XII. LEAVEBENEFITSANDOTHERWORKPOLICIES

A. Holidays

Full‐TimeEmployeesareeligiblefor11.5holidaysperyearasfollows:



NewYearʹsDay

MartinLutherKing,Jr.ʹsBirthday

PresidentʹsDay

MemorialDay

IndependenceDay

LaborDay 

ColumbusDay

VeteranʹsDay

ThanksgivingDay

TheDayAfterThanksgivingDay

ChristmasEve(1/2Day)

ChristmasDay



 Full‐timeemployees(employeeswhoregularlyworkatleast35hoursperweek)receive

one(1)paiddayoffforeachfulldayofholidaytime.HolidaybenefitsforPart‐Timeemployees

willbepro‐ratedinaccordancewiththehours regularlyworkedbytheemployee.Employees

wishingtotakereligiousholidaysmaysubstituteareligiousholidayforoneofthoselisted

above,withadvanceapprovalfromtheirsupervisorandtheExecutiveDirector.Temporary

employeesareineligibleforholidayleavebenefits.InthoseyearswhenIndependence Day,

ChristmasEveandChristmasDay,andNewYearʹsDayfallonSaturdayorSunday,the

ExecutiveDirectorwilldesignatetheworkdaythatwillreplacetheweekendholiday.



B. Vacation

 Duringthefirst90daysofemploymentfull‐andpart‐timeemployeeswillnotearn 

Vacationbenefits.Duringtheremainingninemonthsoffirstyearemployment,afull‐time

employeewillearntwoweeks(10days)ofpaidVacation.



 Full‐timeemployeeswillcontinuetoearntwoweeks(10days)ofVacation duringthe

secondyearofemployment.Intheirthirdyearofemployment,full‐timeemployeeswillearn

threeweeks(15days)ofVacation.Duringthefourthyearandthereafter,full‐timeemployees

willearnfourweeks(20days)ofVacationperyear.Temporaryemployeesareineligiblefor

Vacationbenefits.



 VacationbenefitsareproratedaccordinglyforPart‐Timeemployees.UseofVacationis

subjecttoapprovalbythesupervisorandExecutiveDirectorandmustberequestedinhourly

increments,usingtheappropriateleaverequestform..



 EmployeesareexpectedtouseVacationbenefitsinthefiscalyearinwhichVacationis

earned.EmployeesmaycarryoverunusedVacationfromoneyeartothenextonlywiththe

approvaloftheExecutiveDirector.Employeesmaynotaccruemorethanthemaximumleave

theyareallowed.Onceanemployeereacheshisorherannualceiling,theemployeeceasesto

accrueanyadditionalVacationbenefits.IfanemployeelaterusesenoughVacationbenefitsto

fallbelowtheceiling,theemployeestartstoaccrueleaveagainfromthatdateforwarduntilhe

orshereacheshisorherVacationceiling.Accordingly,employeesareencouragedtouseall

Vacationbenefitsinthefiscalyearinwhichtheyareearnedinordertoavoidreachingthe

ceilinglimit.



C. SickLeave

 Sickleavebenefitsareearnedonaproratedbasisofoneday(7hours)permonthfor

full‐timeemployeesbeginningatfirstdayofemployment.Part‐timeemployeesreceive

proratedsickleavebenefits,(i.e.,3.5hourspermonthiftheEmployeeworks17.5hoursper

week).Temporaryemployeesarenoteligibleforpaidsickleavebenefits.Useofsickleaveis

subjecttoapprovalbythesupervisorandtheExecutiveDirectorandmustberequestedin

hourlyincrements.



 Unusedsickleavecanaccumulatefromyeartoyearuptoamaximumof30days (210

hours)forfull‐timeemployees.Thislimitationonaccrualofsickleavebenefitsisprorated

accordinglyforpart‐timeemployees.Nosickleavebenefitsarepaiduponseparationof

employmentfrom{ORGANIZATIONNAME}foranyreason.Ifanemployeeʹsillnessorinjury

requiresaconsecutiveabsenceoffive(5)daysormore,physician documentationwillbe

required.{ORGANIZATIONNAME}alsomayrecommendthattheemployeeapplyforstate

disabilityinsurance(SDI).IftheemployeereceivesSDIandthecompensationdoesnotequal

theemployeeʹssickleaveaccruals,{ORGANIZATIONNAME}willmakeupthedifference until

allsickleavebenefitsareused.



D. PersonalLeave

 {ORGANIZATIONNAME}providesthree(3)daysofpersonalleavepercalendaryear

toallFull‐TimeandPart‐Timeemployeeswhohavecompletedsixmonthsofemployment.

Personalleavebenefitsareproratedaccordinglyforpart‐timeemployees.Temporary

employeesarenoteligibleforpaidpersonalleavebenefits.Personalleaveisaccrued atthe

beginningofeachyearandcannotbecarriedintothenextyear.Personalleavemaynotbe

takeninthefirstsix(6)monthsofemployment.Allpersonalleaveissubjecttopriorapproval

bythesupervisorandExecutiveDirectorandmustberequestedinhourlyincrements.No

personalleavebenefitsarepaiduponseparationfromemploymentwith{ORGANIZATION

NAME}foranyreason.



E. MilitaryLeave

 EmployeeswhoareinductedintoorenlistintheArmedForcesoftheUnitedStatesor

arecalledtodutyasamemberofareserveunitmaytake anunpaidleaveinaccordancewith

applicablelaw.Theemployeemustprovideadvancenoticeofhisorher

needforamilitary

leaveand{ORGANIZATIONNAME}willrequestacopyoftheemployee’sorders,which will

bekeptonrecordby{ORGANIZATIONNAME}.



 Thetimeanemployeespendsonmilitaryleavewillbecounted ascontinuousservicefor

thepurposeofdeterminingeligibilityandaccrualforvariousbenefitplansandpolicies.



 Formilitaryleavesextending30daysorless,{ORGANIZATIONNAME}willcontinue

topaytheportionofthepremiumonhealthinsurance,ifany,thatitwaspayingbeforemilitary

leavebegan.Inordertocontinuesuchhealthinsurance,theemployeemustcontinuetopayhis

orherportionofpremiumsduringthisperiod.Formilitaryleavesextendingbeyond30days,

theemployeewillhavetheoptiontocontinuehisorherinsurancecoverageattheemployee’s

cost.



 Uponreturnfrommilitaryleave,employeeswillbereinstatedasrequiredbylawand

benefitswillbereinstatedwithnowaitingperiods.ʺ



F.CivicResponsibility

 {ORGANIZATIONNAME}believesinthecivicresponsibilityofitsemployeesand

encouragesthisbyallowingemployeestimeofftoservejurydutywhenrequiredandtoserve

asnonpartisanElectionDaypollworkerswhenappropriateandapproved.

1. JuryDuty.Fortimeservedonjuryduty,{ORGANIZATIONNAME}willpay

employeesthedifferencebetweenhisorhersalaryandanyamountpaidby

thegovernment,unlessprohibitedbylaw,uptoamaximumoften days.Ifan

employeeisrequiredtoservemorethantendaysof

juryduty,

{ORGANIZATIONNAME}willprovidetheemployeewithunpaidleave.

Employeesmustprovide{ORGANIZATIONNAME}acopyofproofof

servicereceivedbycourtinwhichtheyserve.



2. ElectionDayPollWorkers.{ORGANIZATIONNAME}willpayemployeesthe

differencebetweenhisorhersalaryandanyamountpaidbythegovernment

oranyothersource,unlessprohibitedbylawforservingasanElectionDay

workeratthepollson

officialelectiondays(nottoexceedtwoelectionsinone

givencalendaryear).Whileperformingtheirofficialnonpartisandutiesatthe

polls,ElectionDayworkersmaynotengageinpoliticalactivityorcampaign

fororagainstanycandidateorballotmeasure.{ORGANIZATIONNAME}

requiresthatemployeesprovideproofofservicefor

theirtimeatthepolls.

Employeesinterestedinusingthisbenefit,musthavewrittenapprovalfrom

theExecutiveDirector30daysbeforetheelection.TheExecutiveDirectorwill

assurethattheemployee’sabsencewillnotseriouslyinterferewiththe

organization’soperations.



F. ParentalLeave

 TheDCParentalLeaveActentitlesemployeestocertainunpaidparentalleave.For

purposesofthissectiononly,thefollowingdefinitionsapply:(1)“parent”meansthenatural

motherorfatherofachild;apersonwhohaslegalcustodyofachildorwhoactsasa

guardian

ofachildregardlessofwhetherheorshehasbeenappointedlegallyassuch;anaunt,uncleor

grandparentofachild;oraspousetotheaboveindividuals;(2)“school‐relatedevent”means

anactivitysponsoredbyeitheraschooloranassociatedorganizationsuchasaparent

‐teacher

associationwhichinvolvestheparent’schildasaparticipantorsubject,butnotasaspectator,

includingastudentperformance,suchasaconcert,playorrehearsal, thesportinggameofa

schoolteamorpractice,ameetingwithateacherorcounselor,oranysimilartypeofactivity.



 Aparentisentitledtoatotalof24hoursofunpaidleaveduringany12‐monthperiodto

attendorparticipateinschool‐relatedeventsforhisorherchild.{ORGANIZATIONNAME}

reservestheright,however,todenysuchleaveifsuch aleavewoulddisrupt

{ORGANIZATIONNAME}’soperations.Whileparentalleaveisunpaid,employeesmayelect

touseaccruedvacationorpersonalleave.



 Iftheneedforparentalleaveisforeseeable,theemployeemustprovideawrittennotice

andrequestforparentalleaveatleast10dayspriortotheevent.Iftheemployee’sneedfor

parentalleaveisnotforeseeable10dayspriortotheevent,theemployeemustprovidea

writtennoticeandrequestforparentalleaveassoonasheorshelearnsoftheneedforsuch

leave.



G. BereavementLeave

 Employeesshallbeentitledtobereavementleavewithpayoffive(5)days intheevent



ofadeathintheemployee’simmediatefamily(spouse/life partner,childorparent)andthree

(3)daysforgrandparent,sisterorbrother,father‐in‐law,mother‐in‐law,orgrandchildren.If

anemployeewishestotaketimeoffduetothedeathofanimmediatefamilymember,the

employeeshouldnotifytheExecutiveDirectorimmediately.Approvalofbereavementleave

willoccurintheabsenceofunusualoperatingrequirements.Anemployeemayuse,withthe

ExecutiveDirectorʹsapproval,availablepaidleaveforadditionaltimeoffasnecessaryandin

accordancewithoperatingneeds.



H.ExtendedPersonalLeave

 Employeeswhohavebeenemployedby{ORGANIZATIONNAME}foratleastoneyear

mayapplyforpersonalleavesofabsenceforuptoeightweeks.Personalleavesareunpaidand

arediscretionarywiththemanagementof{ORGANIZATIONNAME}.Whenconsideringa

requestforapersonalleave,{ORGANIZATIONNAME}willconsiderfactorssuchasthe

employee’sposition,theemployee’slengthofservice,theemployee’sperformancerecord

includingattendance,thepurposeoftheleave,theneedsofthedepartmentinwhich the

employeeworks,theeffectoftheleaveonotheremployees,and{ORGANIZATIONNAME}’s

generalbusinessneeds.



 Personalleavesgenerallyareunpaid.However,accruedvacationorpersonaltimemay

beusedtocontinueanemployee’ssalaryduringtheleave.Vacationandsicktimewillnot

continuetoaccrueduringtheleaveofabsence.Medicalandlifeinsurancebenefitswill

continueonthesamebasisasiftheemployeewereactivelyworking.



 {ORGANIZATIONNAME}cannotguaranteereinstatementuponreturnfroma

personalleave.{ORGANIZATIONNAME}will,however,makeareasonableefforttoplacethe

employeeinanavailablepositionforwhichheorsheisqualified. Ifsuchapositionisnot

available,thentheemployee’semploymentwillterminate.Eveninthatevent,theemployee

maylaterapplyforreemployment.



 Employeeswhofailtoreporttoworkafteranapprovedleaveofabsencearedeemedto

havevoluntarilyresigned.Whenanapprovedleavehasbeenexhausted,theemployeemay

requestadditionalleave.TheExecutiveDirectormustapproveallunpaidleave.



I. SevereWeatherConditions

 {ORGANIZATIONNAME}closeswhenfederalgovernmentofficesintheWashington

metropolitanareaareclosedduetosevereweatherconditions.{ORGANIZATIONNAME}also

willfollowaliberalleavepolicywhenthefederalgovernmentannouncesthatliberalleaveis

applicable.Under{ORGANIZATIONNAME}ʹsliberalleavepolicy,annualand/orpersonal

leavemaybetakenwithoutpriorschedulingandapprovaliftheemployeeisunabletoreach

theofficeduetosevereweatherconditions.



J. MeetingsandConferences

 StaffmaybegivenlimitedtimeoffbytheExecutiveDirectorwithpaytoparticipatein

educationalopportunitiesrelatedtothestaffmemberʹscurrentoranticipatedworkwith

{ORGANIZATIONNAME}.Anemployeeservingasanofficialrepresentativeof

{ORGANIZATIONNAME}ataconferenceormeetingisconsideredonofficialbusinessandnot

onleave.

XIII. REIMBURSEMENTOFEXPENSES

Reimbursementisauthorizedforreasonableandnecessaryexpensesincurredin

carryingoutjobresponsibilities.Mileageortransportation,parkingfees,businesstelephone

calls,andmealcostswhenrequiredtoattendaluncheonorbanquet,areallillustrativeof

reasonableandnecessaryexpenses.



 Employeesservinginanofficialcapacityfor{ORGANIZATIONNAME}atconferences

andmeetingsarereimbursedforactualandnecessaryexpensesincurred,suchastravel

expenses,mealcosts,lodging,tipsandregistrationfees.Whenattendingmeetingsthathave

beenapprovedbytheExecutiveDirector,employeesarereimbursedfortravelexpenses,course

fees,andcostsofmealsandlodgingatthecurrentrates.Employeesmayalsorequestatravel

advancetocoveranticipatedexpensesapprovedtravel.Employeesalsomaybegrantedleave

toattendaconferenceorprofessionalmeetingrelatedtotheirprofessionaldevelopment,and/or

{ORGANIZATIONNAME}ʹscurrentandanticipatedwork.Expensesforthesepurposescanbe

paidby{ORGANIZATIONNAME},iffundsareavailable,andtheemployeeobtains prior

writtenapprovalofsuchexpenses.



Employeesareresponsiblefortransportationcostsbetweentheofficeandhomeduring

normalworkhours.Transportationcostsarepaidby{ORGANIZATIONNAME}forwork

outsidenormalworkhoursiftheemployeeisonofficialbusinessfor{ORGANIZATION

NAME}.Employeesauthorizedtousetheirpersonalcarsfor{ORGANIZATIONNAME}

businessarereimbursedattheU.S.InternalRevenueServiceapprovedrate.



 Formsareprovidedtorequestreimbursementforactualexpensesandadvancepayment

fortravel.Receiptsmustbeprovidedforallexpendituresmadeinordertoclaim

reimbursement.

XIV. SEPARATION

Either{ORGANIZATIONNAME}ortheemployeemayinitiateseparation.

{ORGANIZATIONNAME}encouragesemployeestoprovideatleasttwoweeks(10days)

writtennoticepriortointendedseparation.Afterreceivingsuchnotice,anexitinterviewwillbe

scheduledbytheExecutiveDirectororhisorherdesignee.TheExecutiveDirectorhas

authoritytoemployorseparateallotheremployees.



Circumstancesunderwhichseparationmayoccurinclude:



 1. Resignation.Employeesareencouragedtogiveatleast10businessdaysof

writtennotice.Sincealongerperiodisdesired,theintentiontoresign shouldbe

madeknownasfarinadvanceaspossible.Employeeswhoresignareentitledto

receiveaccrued,unusedVacationbenefits.



 2. TerminationorLay‐off.Undercertaincircumstances,theterminationorlay‐off

ofanemployeemaybenecessary.Employeeswhoareterminatedorlaidoffare

entitledtoreceiveaccrued,unusedVacationbenefits.



TheExecutiveDirectorhasauthoritytodischargeanemployeefromtheemployof

{ORGANIZATIONNAME}.Asstatedabove,allemploymentat{ORGANIZATIONNAME}is

“at‐will.”Thatmeansthatemployeesmaybeterminatedfromemploymentwith

{ORGANIZATIONNAME}withorwithoutcause,andemployeesarefreetoleavethe

employmentof{ORGANIZATIONNAME}withorwithoutcause.Reasonsfordischargemay

include,butarenotlimitedto:



• Falsifyingorwithholdinginformationonyouremploymentapplicationthatdid

orwouldhaveaffected{ORGANIZATIONNAME}’sdecisiontohireyou(this

conductwillresultinyourimmediatetermination);



• Falsifyingorwithholdinginformationinotherpersonnelrecordsincluding

personnelquestionnaires,performanceevaluationsoranyotherrecords;



• Performanceatworkbelowalevelacceptableto{ORGANIZATIONNAME}or

thefailuretoperformassignedduties;



• Failuretocompleterequiredtimerecordsorfalsificationofsuchtimerecords;



• Insubordination;



• Refusingtoworkreasonableovertime;



• Negligenceintheperformanceofdutieslikelytocauseoractuallycausing

personalinjuryorpropertydamage;



• Fighting,arguingorattemptingtoinjureanother;



• Destroyingorwillfullydamagingthepersonalpropertyofanother,including

{ORGANIZATIONNAME}’sproperty;



• Breachofconfidentiality;



• Usingorappearingtouseforpersonalgainanyinformationobtainedonthejob,

whichisnotreadilyavailabletothegeneralpublicordisclosingsuch

informationthatdamagestheinterestsof{ORGANIZATIONNAME}orits

customersorvendors;



• Placingoneselfinapositioninwhichpersonalinterestsandthoseof

{ORGANIZATIONNAME}areorappeartobeinconflictormightinterferewith

theabilityoftheemployeetoperformthejobaswellaspossible;



• Using{ORGANIZATIONNAME}propertyorservicesforpersonalgainor

taking,removingordisposingof{ORGANIZATIONNAME}material,supplies

orequipmentwithoutproperauthority;



• Gamblinginanyformon{ORGANIZATIONNAME}property;



• Dishonesty;



• Theft;



• Thepossession,use,saleorbeingundertheinfluenceofdrugsorother

controlledsubstancesoralcoholicbeveragesduringworkinghoursoronthe

{ORGANIZATIONNAME}premisesatanytimeinviolationof

{ORGANIZATIONNAME}’spolicies.



• Carryingorpossessingfirearmsorweaponson{ORGANIZATIONNAME}

property;



• Excessivetardinessorabsenteeismwhetherexcusedorunexcused;



• Unauthorizedabsencefromworkwithoutpropernotice;and



• Engagingindiscriminatoryorabusivebehavior,includingsexualharassment.



 AtthesolediscretionoftheExecutiveDirector,theemployeemaybeaskedtoleave

immediatelyorbegivenaperiodofnotice.

XV. RETURNOFPROPERTY

Employeesareresponsiblefor{ORGANIZATIONNAME}equipment,propertyand

workproductsthatmaybeissuedtothemand/orareintheirpossessionorcontrol, including

butnotlimitedto:



• Telephonecards,

• Credit cards,

• Identificationbadges,

• Office/building keys,

• Office/building securitypasses,

• Computers,computerizeddiskettes,electronic/voicemailcodes,and

• Intellectualproperty(e.g.,writtenmaterials,workproducts).



Intheeventofseparationfromemployment,orimmediatelyuponrequestbytheExecutive

Directororhisorherdesignee,Employeesmustreturnall{ORGANIZATIONNAME}property

thatisintheirpossessionorcontrol.Wherepermittedbyapplicablelaw(s),{ORGANIZATION

NAME}maywithholdfromtheemployeeʹsfinalpaycheckthecostofanyproperty,including

intellectualproperty,whichisnotreturnedwhenrequired.{ORGANIZATIONNAME}also

maytakeanyactiondeemedappropriatetorecoverorprotectitsproperty.

XVI. REVIEWOFPERSONNELACTION

Employeesmayrequestareviewofapersonnelactionoranunsatisfactoryperformance 

review.Employeesareexpectedfirsttodiscusstheirconcernwiththeirimmediatesupervisor.

Iffurtherdiscussionisdesired,theemployeemaythendiscussthesituationwiththeExecutive

Director.ThedecisionoftheExecutiveDirectorisfinal.

XVII. PERSONNELRECORDS

Personnelrecordsarethepropertyof{ORGANIZATIONNAME},andaccesstothe

informationtheycontainisrestrictedandconfidential.Apersonnelfileshallbekeptforeach 

employeeandshouldincludetheemployee’sjobapplication,copyoftheletterofemployment

andpositiondescription,performancereviews,disciplinaryrecords,recordsofsalaryincreases

andanyotherrelevantpersonnelinformation.Itistheresponsibilityofeachemployeeto

promptlynotifyhis/orhersupervisorinwritingofanychangesinpersonneldata,including

personalmailingaddresses,telephonenumbers,namesofdependents,andindividualstobe

contactedintheeventofanemergency.



 Allemployeesmustcomplete,withintwodaysoftheendofeachpayperiod,theirtime

andattendancerecordforreviewandapprovalbytheExecutiveDirector.Accuratelyrecording

timeworkedistheresponsibilityofeveryemployee.Tampering,altering,orfalsifyingtime

records,orrecordingtimeonanotheremployeeʹstimerecordmayresultindisciplinaryaction,

includingseparationfromemploymentwith{ORGANIZATIONNAME}.



XVIII. OUTSIDEEMPLOYMENT

Individualsemployedby{ORGANIZATIONNAME}mayholdoutsidejobsaslongas

theymeettheperformancestandardsoftheirjobwith{ORGANIZATIONNAME}.Employees

shouldconsidertheimpactthatoutsideemploymentmayhaveontheirabilitytoperformtheir

dutiesat{ORGANIZATIONNAME}.Allemployeeswillbeevaluatedbythesame

performancestandardsandwillbesubjectto{ORGANIZATIONNAME}schedulingdemands,

regardlessofanyoutsideworkrequirements.



 If{ORGANIZATIONNAME}determinesthatanemployeeʹsoutsideworkinterferes

withtheirjobperformanceortheirabilitytomeettherequirementsof{ORGANIZATION

NAME},astheyaremodifiedfromtimetotime,theemployeemaybeaskedtoterminatethe

outsideemploymentifheorshewishestoremainemployedwith{ORGANIZATIONNAME}.



 Outsideemploymentthatconstitutesaconflictofinterestisprohibited.Employeesmay

notreceiveanyincomeormaterialgainfromindividualsororganizationsformaterials

producedorservicesrenderedwhileperformingtheirjobswith{ORGANIZATIONNAME}.



XIX. NON‐DISCLOSUREOFCONFIDENTIALINFORMATION

Anyinformationthatanemployeelearnsabout{ORGANIZATIONNAME},orits

membersordonors,asaresultofworkingfor{ORGANIZATIONNAME}thatisnototherwise

publiclyavailableconstitutesconfidentialinformation.Employeesmaynotdisclose

confidentialinformationtoanyonewhoisnotemployedby{ORGANIZATIONNAME}orto

otherpersonsemployedby{ORGANIZATIONNAME}whodonotneedtoknowsuch

informationtoassistinrenderingservices.



 Theprotectionofprivilegedandconfidentialinformation,includingtradesecrets,is

vitaltotheinterestsandthesuccessof{ORGANIZATIONNAME}.Thedisclosure,

distribution,electronictransmissionorcopyingof{ORGANIZATIONNAME}’sconfidential

informationisprohibited.Suchinformationincludes,butisnotlimitedtothefollowing

examples:



• Compensationdata.

• Programandfinancialinformation,includinginformationrelatedtodonors,and

pendingprojectsandproposals.



Employeesarerequiredtosignanon‐disclosureagreementasa conditionof

employment.Anyemployeewhodisclosesconfidential{ORGANIZATIONNAME}information

willbesubjecttodisciplinaryaction(includingpossibleseparation),evenifheorshedoesnot

actuallybenefitfromthedisclosureofsuchinformation. 



 Discussionsinvolvingsensitiveinformationshouldalwaysbeheldinconfidential

settingstosafeguardtheconfidentialityoftheinformation.Conversationsregarding

confidentialinformationgenerallyshouldnotbeconductedoncellularphones,orinelevators,

restrooms,restaurants,orotherplaceswhereconversationsmightbeoverheard.

XX. COMPUTERANDINFORMATIONSECURITY

 Thissectionsetsforthsomeimportantrulesrelatingtotheuse of{ORGANIZATION

NAME}’scomputerandcommunicationssystems.ThesesystemsincludeindividualPCs

providedtoemployees,centralizedcomputerequipment,allassociatedsoftware,and

{ORGANIZATIONNAME}’stelephone,voicemailandelectronicmailsystems.



 {ORGANIZATIONNAME}hasprovidedthesesystemstosupportitsmission.

Althoughlimitedpersonaluseof{ORGANIZATIONNAME}’ssystemsisallowed,subjectto

therestrictionsoutlinedbelow,nouseofthesesystemsshouldeverconflictwiththeprimary

purposeforwhichtheyhavebeenprovided,{ORGANIZATIONNAME}’sethical

responsibilitiesorwithapplicablelawsandregulations.Eachuserispersonallyresponsibleto

ensurethattheseguidelinesarefollowed.



 Alldatain{ORGANIZATIONNAME}’scomputerandcommunicationsystems

(includingdocuments,otherelectronicfiles,e‐mailandrecordedvoicemailmessages)arethe

propertyof{ORGANIZATIONNAME}.{ORGANIZATIONNAME}mayinspectandmonitor

suchdataatanytime.Noindividualshouldhaveanyexpectationofprivacyformessagesor

otherdatarecordedin{ORGANIZATIONNAME}’ssystems.Thisincludesdocumentsor

messagesmarked“private,”whichmaybeinaccessibletomostusersbutremainavailableto

{ORGANIZATIONNAME}.Likewise,thedeletionofadocumentormessagemaynotprevent

accesstotheitemorcompletelyeliminatetheitemfromthesystem.



 {ORGANIZATIONNAME}’ssystemsmustnotbeusedtocreateortransmitmaterial

thatisderogatory,defamatory,obsceneoroffensive,suchasslurs,epithetsoranythingthat

mightbeconstruedasharassmentordisparagementbasedonrace,color,nationalorigin,sex,

sexualorientation,age,physicalormentaldisability,medicalcondition,maritalstatus,or

religiousorpoliticalbeliefs.Similarly,{ORGANIZATIONNAME}’ssystemsmustnotbeused

tosolicitorproselytizeothersforcommercialpurposes,causes,outsideorganizations,chain

messagesorothernon‐job‐relatedpurposes.



 Securityproceduresintheformofuniqueusersign‐onidentificationandpasswords

havebeenprovidedtocontrolaccessto{ORGANIZATIONNAME}’shostcomputersystem,

networksandvoicemailsystem.Inaddition,securityfacilitieshavebeenprovidedtorestrict 

accesstocertaindocumentsandfilesforthepurposeofsafeguardinginformation.The

followingactivities,whichpresentsecurityrisks,shouldbeavoided.



• Attemptsshouldnotbemadetobypass,orrenderineffective,securityfacilities

 providedbythecompany.



 • Passwordsshouldnotbesharedbetweenusers.Ifwrittendown,password

shouldbekeptinlockeddrawersorotherplacesnoteasily accessible.



 • Documentlibrariesofotherusersshouldnotbebrowsedunlessthereisa

legitimatebusinessreasontodoso.



 • Individualusersshouldnevermakechangesormodificationstothehardware

configurationofcomputerequipment.Requestsforsuchchangesshouldbe 

 directedtocomputersupportortheExecutiveDirector.



• Additionstoormodificationsofthestandardsoftwareconfigurationprovided

on {ORGANIZATIONNAME}’sPCsshouldneverbeattemptedbyindividualusers

(e.g.,autoexec.bat  andconfig.sysfiles).Requestsforsuchchangesshouldbe

directedtocomputersupportortheExecutiveDirector.



• Individualusersshouldneverloadpersonalsoftware(includingoutsideemail

services)tocompanycomputers.Thispracticeriskstheintroductionofa

computervirusintothesystem.Requestsforloadingsuchsoftwareshouldbe

directedtocomputersupportortheExecutiveDirector.



• Programsshouldneverbedownloadedfrombulletinboardsystemsorcopied

 fromothercomputersoutsidethecompanyontocompanycomputers.

 Downloadingorcopyingsuchprogramsalsoriskstheintroductionofa

computer virus.Ifthereisaneedforsuchprograms,arequestforassistanceshould

be directedtocomputersupportormanagement.Downloadingorcopying

 documentsfromoutsidethecompanymaybeperformednottopresenta

security risk.



• UsersshouldnotattempttobootPCsfromfloppydiskettes.Thispracticealso

 riskstheintroductionofacomputervirus.



• {ORGANIZATIONNAME}’scomputerfacilitiesshouldnotbeusedtoattempt

unauthorizedaccessto oruseofotherorganizations’computersystemsanddata.



• Computergamesshouldnotbeloadedon{ORGANIZATIONNAME}’sPCs.



• Unlicensedsoftwareshouldnotbeloadedorexecutedon{ORGANIZATION

NAME}’sPCs.



• Companysoftware(whetherdevelopedinternallyorlicensed)shouldnotbe

 copiedontofloppydiskettesorothermediaotherthanforthepurposeof

backing upyourharddrive.Softwaredocumentationforprogramsdeveloped

and/orlicensedbythecompanyshouldnotberemovedfromthecompany’soffices.



• Individualusersshouldnotchangethelocationorinstallationofcomputer

equipmentinofficesandworkareas.Requestsforsuchchangesshould be

 directedtocomputersupportormanagement.



 Thereareanumberofpracticesthatindividualusersshouldadoptthatwillfostera

higherlevelofsecurity.Amongthemarethefollowing:



• Turnoffyourpersonalcomputerwhenyouareleavingyourworkareaoroffice

 foran extendedperiodoftime.



• Exercisejudgmentinassigninganappropriatelevelofsecuritytodocuments

 storedonthecompany’snetworks,basedonarealisticappraisaloftheneedfor

 confidentialityorprivacy.



• Removepreviouslywritteninformationfromfloppydiskettes beforecopying

 documentsonsuchdiskettesfordeliveryoutside{ORGANIZATIONNAME}.



• Backupanyinformationstoredlocallyonyourpersonalcomputer(otherthan

 networkbasedsoftwareanddocuments)onafrequentandregularbasis.



 Shouldyouhaveanyquestionsaboutanyoftheabovepolicyguidelines,pleasecontact

theExecutiveDirector.

XXI. INTERNETACCEPTABLEUSEPOLICY

 Atthistime,desktopaccesstotheInternetisprovidedtoemployeeswhen thereisa

necessityandtheaccesshasbeenspecificallyapproved.{ORGANIZATIONNAME}has

providedaccesstotheInternetforauthorizeduserstosupportitsmission.Nouseofthe

Internetshouldconflictwiththeprimarypurposeof{ORGANIZATIONNAME},its ethical

responsibilitiesorwithapplicablelawsandregulations.Eachuserispersonally responsibleto

ensurethattheseguidelinesarefollowed.Seriousrepercussions,includingtermination,may

resultiftheguidelinesarenotfollowed.



 {ORGANIZATIONNAME}maymonitorusageoftheInternetbyemployees,including

reviewingalistofsitesaccessedbyanindividual.Noindividualshouldhave anyexpectation

ofprivacyintermsofhisorherusageoftheInternet.Inaddition,{ORGANIZATIONNAME}

mayrestrictaccesstocertainsitesthatitdeemsarenotnecessary forbusinesspurposes.



 {ORGANIZATIONNAME}’sconnectiontotheInternetmaynotbeusedforanyofthe

followingactivities:



• TheInternetmustnotbeusedtoaccess,create,transmit,printordownload

materialthatisderogatory,defamatory,obscene,oroffensive,suchasslurs,

epithets,oranythingthatmaybeconstruedasharassmentordisparagement

basedonrace,color,nationalorigin,sex,sexualorientation,age,disability,

medicalcondition,maritalstatus,orreligiousorpoliticalbeliefs.



• TheInternetmustnotbeusedtoaccess,send,receiveorsolicitsexually‐oriented

 messagesorimages.



• Downloadingordisseminatingofcopyrightedmaterialthatisavailableonthe

Internetisaninfringementofcopyrightlaw.Permissiontocopythematerial

mustbeobtainedfromthepublisher.Forassistancewithcopyrightedmaterial,

contactcomputersupportortheExecutiveDirector.



• WithoutpriorapprovaloftheExecutiveDirector,softwareshouldnotbe

downloadedfromtheInternetasthedownloadcouldintroduceacomputer

virusonto{ORGANIZATIONNAME}’scomputerequipment.Inaddition,

infringementofcopyrightlaw.



• EmployeesshouldsafeguardagainstusingtheInternettotransmitpersonal

commentsorstatementsthroughe‐mailortopostinformationtonewsgroups

thatmaybemistakenasthepositionof{ORGANIZATIONNAME}.



• Employeesshouldguardagainstthedisclosureofconfidentialinformation

throughtheuseofInternete‐mailornewsgroups.



• Employeesshould notdownloadpersonale‐mailorInstantMessagingsoftware

to{ORGANIZATIONNAME}computers.



• TheInternetshouldnotbeusedtosendorparticipateinchain letters,pyramid

schemesorotherillegalschemes.



• TheInternetshouldnotbeusedtosolicitorproselytizeothersforcommercial

purposes,causes,outsideorganizations,chainmessagesorothernon‐jobrelated

purposes.



• TheInternet should notbeusedtoendorsepoliticalcandidatesorcampaigns



 TheInternetprovidesaccesstomanysitesthatchargeasubscriptionorusagefeeto

accessandusetheinformationonthesite.Requestsforapprovalmustbesubmittedtoyour

supervisor.



 Ifyouhaveanyquestionsregardinganyofthepolicyguidelineslistedabove,please

contactyoursupervisor,ortheExecutiveDirector.



Revised{Date}

ApprovedbytheExecutiveCommitteeofthe{ORGANIZATION NAME}BoardofDirectors