Nonprofit Employee Handbook

The purpose of this Volunteer Management Policy is to establish clear guidelines for the recruitment, training, supervision, and recognition of volunteers. The continued growth and ability to affect change rely heavily on the volunteers who chose to join us in our mission. This policy aims to ensure that volunteers are effectively integrated into our operations and that their contributions are valued and supported.

This policy applies to all volunteers, as well as staff members responsible for supervising and coordinating volunteer activities. We are committed to providing a positive and rewarding experience for volunteers while ensuring that their involvement supports our organizational goals and adheres to our standards of safety, quality, and professionalism.

Recruitment and Selection

• Equal Opportunity: We are committed to a policy of equal opportunity for all volunteers without regard to race, color, religion, gender, sexual orientation, national origin, age, disability, or any other protected status.
• Application Process: Prospective volunteers must complete an application form and participate in an interview process to assess their skills, interests, and suitability for available roles.
• Background Checks: For certain roles, volunteers may be required to undergo background checks to ensure the safety and security of our clients and staff.

Orientation and Training

• Orientation: All new volunteers will receive an orientation to introduce them to our organization, our mission, policies, and procedures.
• Training: Volunteers will be provided with the necessary training to perform their roles effectively and safely. Ongoing training opportunities will be available to support skill development and role performance.

Supervision and Support

• Supervision: Each volunteer will be assigned a supervisor who will provide guidance, support, and feedback. Regular check-ins will be conducted to address any concerns and to ensure that volunteers are meeting their goals.
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The purpose of this policy is to ensure ethical and effective practices in fundraising and donations to support the mission and goals. This policy applies to all staff, board members, and volunteers involved in fundraising activities.

We are committed to maintaining the highest standards of integrity and accountability in our fundraising efforts. All donations will be solicited and accepted in a manner that supports our mission and respects the rights and intentions of our donors.

Fundraising Practices

• Transparency: All fundraising activities will be conducted transparently, with clear communication to donors about the purpose and use of their contributions.
• Ethical Conduct: Fundraising will be conducted in accordance with ethical guidelines, avoiding any undue pressure or misleading information.
• Donor Rights: Donors have the right to be informed about our mission, how their donation will be used, and to receive appropriate acknowledgment and recognition.

Acceptance of Donations

• Review Process: All donations will be reviewed to ensure they align with our mission and values. Donations that may compromise our integrity or independence will not be accepted.
• Restricted Donations: Donations with specific restrictions or conditions will be accepted only if we are able to meet those conditions.
• Anonymous Donations: Anonymous donations will be accepted, but the donor's identity will be kept confidential within legal requirements.

Donor Recognition

• Acknowledgment: All donors will receive timely acknowledgment and receipt of their contributions.
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The purpose of this policy is to ensure that decisions made by staff, board members, and volunteers are free from conflicts of interest. This policy applies to all staff, board members, and volunteers.

We are committed to maintaining the highest standards of integrity and fairness. All individuals associated with the organization must avoid situations where personal, financial, or other interests could conflict with their duties.

Identifying Conflicts of Interest

• Disclosure: Individuals must disclose any potential conflicts of interest to their supervisor or the board of directors as soon as they arise.
• Examples: Conflicts of interest may include, but are not limited to, financial interests, personal relationships, or business affiliations that could influence decision-making.

Managing Conflicts of Interest

• Recusal: Individuals with a conflict of interest must recuse themselves from decision-making processes related to the conflict.
• Documentation: All disclosures and actions taken to manage conflicts of interest will be documented and kept on record.
• Compliance: Failure to comply with this policy may result in disciplinary action, up to and including termination of employment or board membership.
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The purpose of this policy is to protect the privacy and confidentiality of all individuals associated with our organization. This policy applies to all staff, board members, volunteers, and contractors.

We are committed to maintaining the confidentiality of personal, financial, and other sensitive information. All individuals associated with the organization must respect and protect the privacy of others.

Confidential Information

• Definition: Confidential information includes, but is not limited to, personal data, financial records, medical information, and proprietary information.
• Access: Access to confidential information is limited to individuals who need it to perform their job duties.

Handling Confidential Information

• Storage: Confidential information must be stored securely, whether in physical or digital form.
• Disclosure: Confidential information must not be disclosed to unauthorized individuals or entities without consent.
• Destruction: Confidential information must be destroyed in a secure manner when no longer needed.

Reporting Breaches

• Immediate Action: Any breach of confidentiality must be reported immediately to a supervisor or the designated privacy officer.

The purpose of this policy is to ensure the effective and consistent delivery of programs and services by our organization. We are dedicated to delivering high-quality programs and services that meet the needs of those we serve.

Program Planning and Development

• Needs Assessment: Programs and services will be developed based on a thorough assessment of community needs and through a collaborative process between stakeholders, the board of directors, and leadership.
• Stakeholder Involvement: Stakeholders, including clients, community members, and partners, will be involved in the planning and development process.
• Resources: Adequate resources, including funding, staff, and materials, will be allocated to support program delivery.

Service Delivery

• Standards: Programs and services will be delivered in accordance with established standards and best practices.
• Training: Staff and volunteers will receive the necessary training to deliver programs and services effectively.
• Evaluation: Programs and services will be regularly evaluated to assess their effectiveness and impact.

We have a duty to ensure the responsible and ethical use of resources by staff, volunteers, and board members. This policy applies to all staff, volunteers, and board members.

We are committed to the responsible stewardship of its resources. All individuals associated with the organization are expected to use resources efficiently, ethically, and in a manner that supports our mission.

Use of Resources

• Authorization: Resources, including financial assets, equipment, and facilities, must be used only for authorized purposes.
• Efficiency: Resources should be used efficiently and conservatively to maximize their benefit and minimize waste.
• Security: Protect organizational resources from theft, damage, and misuse.

Financial Management

• Expenditures: All expenditures must be approved in accordance with organizational policies and documented appropriately.
• Reporting: Accurate and timely financial reporting is required to ensure transparency and accountability.
• Audits: Regular audits will be conducted to ensure the proper use and management of resources.

Personal Use

• Prohibition: Personal use of organizational resources is prohibited unless explicitly authorized.

In order to be effective in our mission, the policy has been established to provide clear guidelines for interactions between the board of directors and the staff to ensure effective governance and operational efficiency. This policy applies to all board members and staff.

Roles and Responsibilities

• Board of Directors: The board is responsible for governance, strategic planning, and oversight of the organization. Board members should focus on high-level policy and strategy rather than day-to-day operations.
• Staff: Staff members are responsible for the implementation of the board's policies and the management of daily operations. Staff should provide the board with accurate and timely information to support informed decision-making.

Communication

• Regular Meetings: Regular meetings between the board and the executive director will be scheduled to discuss strategic issues and organizational performance.
• Reports: The executive director will provide regular reports to the board on operational activities, financial status, and program outcomes.
• Accessibility: Board members should be accessible to the executive director for consultation and support but should refrain from direct involvement in operational matters.

Conflict Resolution

• Disputes: Any disputes or conflicts between board members and staff should be addressed promptly and professionally. The board chair and executive director will work together to resolve issues.
• Escalation: If necessary, conflicts may be escalated to the full board for resolution.

The purpose of this policy is to ensure compliance with grant requirements and effective use of funds. This policy applies to all staff and board members involved in the grant management process.

Grant Application

• Approval: All grant applications must be approved by the executive director and relevant board members before submission.
• Alignment: Grant applications should align with the organization's mission and strategic goals.
• Documentation: All application materials and communications with grantors must be documented and stored securely.

Grant Implementation

• Budget Management: Grant funds must be used in accordance with the approved budget and any changes must be authorized by the granting entity.
• Compliance: All grant activities must comply with the terms and conditions set forth by the granting entity.
• Monitoring: Regular monitoring of grant activities will be conducted to ensure compliance and effective use of funds.

Reporting and Recordkeeping

• Financial Reporting: Accurate and timely financial reports must be submitted to the granting entity as required.
• Programmatic Reporting: Regular programmatic reports must be provided to the granting entity, detailing progress, outcomes, and any challenges encountered.
• Internal Reporting: Grant status and performance will be reported to the board of directors regularly.
• Documentation: All grant-related documents, including applications, contracts, financial records, and reports, must be maintained and stored securely.

Maintaining ethical behavior is fundamental to our integrity and reputation. This policy outlines the standards for ethical conduct and the procedures for addressing misconduct.

Ethics and Reporting

• Integrity Standards: Employees are expected to act with integrity in all interactions and decisions. This includes honesty, fairness, and respect for others.
• Reporting Misconduct: Any unethical behavior or misconduct must be reported immediately to a supervisor or the designated ethics officer. Reports will be handled confidentially and investigated thoroughly.
• Disciplinary Action: Violations of ethical standards may result in disciplinary action, up to and including termination. The organization is committed to maintaining a culture of integrity and accountability.

Our goal is to recognize and appreciate the contributions of its volunteers and donors.

We value the contributions of its volunteers and donors and are committed to recognizing and appreciating their support. Effective recognition helps build strong relationships and encourages continued involvement.

Volunteer Recognition

• Acknowledgment: Volunteers will receive timely acknowledgment for their contributions through thank-you notes, certificates, and verbal appreciation.
• Events: Regular recognition events, such as volunteer appreciation days and award ceremonies, will be held to celebrate the contributions of volunteers.
• Spotlight: Exceptional volunteer efforts may be highlighted in newsletters, on the website, and through social media.

Donor Recognition

• Acknowledgment: Donors will receive timely acknowledgment for their contributions through thank-you letters, receipts, and verbal appreciation.
• Recognition Programs: Donors may be recognized through various programs, events, and publications, unless they request anonymity.
• Impact Reports: Donors will receive regular updates on the impact of their contributions and how their support is making a difference.

On behalf of [Company name], let us extend a warm and sincere welcome. We hope you will enjoy your work here and we are glad to have you with us. We understand that it is our employees who provide the services that our customers rely upon. We believe that each employee contributes directly to [Company name’s] growth and success.

We hope that your experience here will be challenging, enjoyable, and rewarding. We are excited to have you as part of our team!

[Company name] is an equal opportunity employer and does not discriminate against employees or applicants on the basis of an individual’s race, creed, gender, sex, color, religion, national origin, age, disability, marital status, gender identity, sexual orientation, veteran status, or any other status protected by applicable law. This policy applies to all terms, conditions, and privileges of employment, including but not limited to recruitment, hiring, placement, compensation, promotion, discipline, and termination.

[Company name] is committed to complying with all applicable provisions of the Americans with Disabilities Act (ADA). It is our policy not to discriminate against any qualified employee or applicant with regard to any terms or conditions of employment because of such an individual's disability. Consistent with this policy of non-discrimination, the company will evaluate requests for accommodation via the interactive process and will provide a reasonable accommodation to a qualified individual with a disability, as defined in the ADA, who has made the company aware of their disability, provided such accommodation does not constitute an undue hardship to the company. The company reserves the right to propose an alternative accommodation, so long as such accommodation is equally effective in accommodating the disability.

Where applicable by law, employment with [Company name] may be terminated for any reason, with or without cause or notice, at any time, by you or the company. Nothing in this Employee Handbook or in any oral or written statement shall limit the right to terminate employment-at-will unless otherwise dictated by state law. Only the President of the company shall have any authority to enter into an employment agreement with any employee providing for employment other than at-will and any such agreement must be in writing.

This policy of at-will employment is the sole and entire agreement between you and [Company name] as to the duration of employment and the circumstances under which your employment may be terminated.

With the exception of employment-at-will, the terms and conditions of employment with [Company name] may be modified at the sole discretion of the company, with or without cause or notice, at any time. No implied contract concerning any employment-related decision or term or condition of employment can be established by any other statement, conduct, policy, or practice.

This handbook was developed to describe the policies, programs, and benefits available to eligible employees. It is important to read, understand, and comply with all provisions of the handbook.

This handbook should not be construed as an employment agreement or contract and does not guarantee any contractual rights. It’s also important to remember that this handbook provides general guidelines and that other information, such as benefit plans, will be described in other documents.

This handbook states only general company guidelines. [Company name] may, at any time, in its sole discretion, modify or vary from anything stated in this handbook, with or without notice, except for the rights of the parties to terminate employment-at-will and to the degree that such variance is compliant with all applicable federal and state laws.

This handbook supersedes and replaces any and all personnel policies and manuals previously distributed or made available to employees.

This handbook contains descriptions of some of our current employee benefits. Many of the company's benefit plans are described in more formal plan documents available from the Human Resources Manager. In the event of any inconsistencies between this handbook or any other oral or written description of benefits and a formal plan document, the formal plan document will govern.

The information presented here is intended to serve only as an overview. The details of specific benefit plans are available from the Human Resources Manager. Although [Company name] plans to maintain these employee benefits, it reserves the right to modify, amend or terminate these benefits at any time and for any reason.

[Company name] observes the following holidays: New Year's Day, Martin Luther King Day, Memorial Day, Easter, Juneteenth, Independence Day (4th of July), Labor Day, Thanksgiving Day, and Christmas Day Holidays are observed on a paid basis for all eligible employees. Full-time employees are eligible for paid holiday benefits.

[COMPANY NAME] makes group health benefits available to eligible full-time employees and their family members. Upon becoming eligible to participate in these plans, you will receive additional information about plan benefits and enrollment. If you have questions about our insurance programs, please contact the Human Resources Manager. COBRA Continuation of Health Benefits: Under the federal Consolidated Omnibus Budget Reconciliation Act (COBRA), a qualified employee who terminates employment (for reasons other than gross misconduct on the employee's part) or who loses health and dental coverage due to a reduction in work hours may temporarily continue group health and dental coverage for themselves, their spouse, and any covered dependent children at the full premium rate plus administrative fees. That eligibility normally extends for a period of eighteen (18) months from the qualifying date. For more information regarding COBRA health insurance benefits, see the Human Resources Manager.

Situations may arise where an employee needs to take time off to address medical or other health concerns. The company requests that employees provide notification to their supervisor as soon as practicable when taking time off. Sick days are granted on a paid basis to regular employees and may be evaluated for leave eligibility. Additional state-specific policies may apply.

[Company name] understands that it is the obligation of all U.S. citizens to serve on a jury when summoned to do so. All employees will be allowed time off to perform such civic service as required by law.

It is the policy of the company to comply with all federal and state rules and regulations regarding jury service. Employees who are selected for jury duty must provide a copy of their jury summons to their supervisor.

The company offers leave consistent with the requirements of the federal Family and Medical Leave Act (FMLA). Under the FMLA, an employee may be eligible for an unpaid family and medical leave of absence under certain circumstances, if the employee works within a seventy-five (75) mile radius of fifty (50) or more company employees. 

Under the federal FMLA, a person who has worked as an employee of this company for at least 1,250 hours in the previous twelve months is eligible for FMLA leave. Up to twelve weeks of unpaid leave per year are available for the following reasons: 

• The birth of a child and care for the newborn child; 
• Placement of a child into adoptive or foster care with the employee; 
• Care for a spouse, child, or parent who has a serious health condition; or 
• Care for the employee’s own serious health condition. 
• To care for a spouse, son, daughter, parent, or next of kin (defined as the nearest blood relative) who is a “covered servicemember” and who has incurred an injury or illness in the line of duty while on active duty in the Armed Forces provided that such injury or illness may render the family member medically unfit to perform duties of member’s office, grade, rank or rating. 

A military caregiver is eligible to take a total of 26 weeks of leave. 

If the need for leave is foreseeable, employees should notify a supervisor 30 days prior to taking FMLA leave. If the need for FMLA leave arises unexpectedly, employees should notify a supervisor as soon as practicable, giving as much notice to the company as possible. 

Employees may be required to provide: medical certifications supporting the need for leave if the leave is due to a serious health condition of the employee or the employee’s family member; periodic recertification of the serious health condition; and periodic reports during the leave regarding the employee’s status and intent to return to work. Employees must return to work immediately after the serious health condition ceases, and employees who have taken leave because of their own serious health condition may be asked to submit a fitness-for-duty certification before being allowed to return to work. 

Leave may be taken on an intermittent or reduced schedule to care for an illness; yet may not be taken intermittently for the care of a newborn or newly adopted child, unless that care is for a serious illness. When leave is taken intermittently, the company may transfer the employee to another position with equivalent pay and benefits, which is better suited to periods of absence. 

Subject to certain conditions, the employee or the company may choose to use accrued paid leave (such as sick leave or vacation leave) concurrent with FMLA leave. 

The company will maintain group health insurance coverage for an employee on family and medical leave on the same terms as if the employee had continued work. If applicable, arrangements will be made for the employee to pay their share of health insurance premiums while on leave. The company may recover premiums paid to maintain health coverage for an employee who fails to return to work from family and medical leave. 

If an employee would like the company to maintain other paid benefits during the period of leave, premiums and charges which are partially or wholly paid by the employee must continue to be paid by the employee during the leave time. 

Family and medical leave will not result in the loss of any employment benefit accrued prior to the date on which the leave commenced. However, an employee on family and medical leave does not continue to accrue benefits (e.g., sick leave or vacation leave) during the period of family and medical leave. Questions regarding particular benefits should be directed to the Human Resources Manager. 

Upon returning from FMLA leave, an employee will be restored to their original job or an equivalent job with equivalent benefits, pay, seniority, and other employment terms and conditions as provided by the Family and Medical Leave Act. 

Taking another job while on family or medical leave or any other authorized leave may lead to disciplinary action, up to and including discharge. 

[Company name] has an open-door policy and takes employee concerns and problems seriously. The company values each employee and strives to provide a positive work experience. Every employee is encouraged to speak with their immediate supervisor at any time with questions or problems relating to the job while employed. If you are unable to satisfactorily resolve your question or problem with your supervisor, or if you prefer not to approach your supervisor with your problem or question, you can request a meeting with a manager or with the Human Resources Manager.

The first 90 days of employment is an introductory period. This is an opportunity for [Company name] to evaluate your performance and suitability for the role. It also is an opportunity for you to decide whether you are happy being employed at [Company name]. The company may extend the introductory period if it desires. If at the end of the introductory period, the relationship is satisfactory to the new employee and the supervisor, the employment relationship will continue. Successfully completing the trial period doesn’t alter the employee’s at-will status.

In order to obtain employment, all employees provide the company with personal information such as their address and telephone number. This information is saved in the employee’s personnel records. Please inform the Human Resources Manager of any changes to personal employment information, including emergency contact. Changes to your address, marital status, etc. can affect your withholding tax and benefit coverage.

Upon written request, the company will permit employees to inspect their personnel records. Employees should contact the Human Resources Manager to schedule a time to view personnel records. Inspections will occur in the presence of a company official. If an employee disagrees with any portion of the personnel record and a correction cannot be agreed upon, the employee may submit an explanatory statement to be attached to the records. The company complies with all state and federal laws regarding employee access to employment records.

All employees of the company are paid [weekly]. The employer takes all reasonable steps to ensure that employees receive the correct amount of pay in each paycheck and that they are paid promptly on the scheduled payday.

By law, the company is required to make deductions for Social Security, federal income tax, and any other appropriate taxes. These required deductions may also include any court-ordered garnishments. Your payroll stub will also differentiate between regular pay received and overtime pay received. If you believe there is an error in your pay, bring the matter to the attention of the Payroll Manager immediately so that the company can resolve the issue as quickly as possible.

It is the employee’s responsibility to accurately report time worked and to conform to work schedules and overtime policies in effect at the time. Work performed outside of authorized work hours may lead to disciplinary action unless approved by a supervisor in writing.

Employees will be provided with meal and rest periods as required by law. Your supervisor will provide further details.

[Company name] believes that each of us should be able to work in an environment free of discrimination and harassment. To this end, the company prohibits and will not tolerate discrimination or harassment. This policy applies equally to any form of discrimination or harassment based on any legally protected status under local, state, and/or federal law, including but not limited to sex, race, color, religion, disability, pregnancy, national origin, age, sexual orientation, or gender identity.

Harassment is verbal or physical conduct designed to threaten, intimidate or coerce. It includes verbal taunting (including racial and ethnic slurs) which impairs an employee’s ability to perform their job. Harassment includes but is not limited to:

• Verbal conduct such as threats, epithets, derogatory comments, or slurs
• Visual conduct such as derogatory posters, photographs, cartoons, drawings, images, or gestures
• Physical conduct such as assault, unwanted touching, or blocking normal movement
• Verbal conduct such as threats, epithets, derogatory comments, or slurs
• Visual conduct such as derogatory posters, photographs, cartoons, drawings, or gestures; physical conduct such as assault, unwanted touching, or blocking normal movement.

If you feel that you have been subjected to conduct that violates this policy, you should immediately report the matter to your supervisor. If you are unable for any reason to contact this person, or if you have not received a satisfactory response, please contact the next level manager or the Human Resources Manager. Employees are permitted to report the matter directly to Human Resources if preferred.

“Sexual Harassment” is defined as unwelcome sexual advances, requests for sexual favors, and other verbal or physical conduct of a sexual nature when (a) submission to or rejection of such advances, requests, or conduct is made explicitly or implicitly a term or condition of employment or as a basis for employment decisions; (b) such advances, requests or conduct have the purpose or effect of unreasonably interfering with an individual’s work performance by creating an intimidating, hostile, humiliating, or sexually offensive work environment.

Examples of sexual harassment can include but are not limited to asking for sexual favors in exchange for work benefits, the posting of sexually graphic materials, jokes, stories, comments, or innuendoes of a sexual nature, making sexual gestures or expressions, unwanted touching of a person’s clothing or hair, whistling or “catcalls”, staring at someone, or blocking or impeding a person’s path. It is the responsibility of the employee who is subjected to harassment or who witnesses a case of unlawful harassment to report such an incident directly to their supervisor or, if that is not appropriate, to the Human Resources Manager.

Reporting:

Any company employee who feels that they have been harassed or discriminated against, or has witnessed or become aware of discrimination or harassment in violation of these policies, should bring the matter to the immediate attention of their supervisor or the Human Resources Manager. The company will promptly investigate all allegations of discrimination and harassment, and take action as appropriate based on the outcome of the investigation. An investigation and its results will be treated as confidential to the extent feasible, and the company will take appropriate action based on the outcome of the investigation.

There will be no reprisal or retaliation against anyone who reports such an incident as it is unlawful to retaliate against anyone for filing a complaint or for cooperating in an investigation of a harassment complaint. No disciplinary action will be taken without a thorough investigation of the facts, which shall include gathering statements from all parties and witnesses involved.

Responsibilities:

Employees, contractors, and temporary workers are responsible for complying with this policy by reporting all instances of alleged harassment and cooperating in any investigation of the alleged harassment.

Supervisors and managers are responsible for implementing this policy in their departments, keeping the workplace free from any form of harassment, ensuring that all associates, contractors, and temporary workers understand this policy, taking harassment complaints seriously, and notifying Human Resources immediately about any complaints of sexual or other forms of harassment.

It is [Company name]’s policy that any threats, threatening language, or any other acts of aggression or violence made toward or by any company employee will not be tolerated. Violations of this policy may lead to disciplinary action, up to and including immediate termination of employment.

Employees have a duty to warn their supervisors, security personnel, or human resources representatives of any suspicious behavior, situations, or incidents that they observe or are aware of that involve other employees, former employees, customers, suppliers, visitors, or other parties. These situations include, for example, threats or acts of violence, aggressive behavior, offensive acts, threatening or offensive comments or remarks, or similar behavior. Employee reports made according to this policy will be held in confidence to the maximum possible extent. The company will not permit any form of retaliation against any employee for filing a report under this policy.

[Company name] will promptly and thoroughly investigate all reports of threats of violence or incidents of actual violence and suspicious individuals or activities. The identity of the individual making a report will be protected as much as possible. To maintain workplace safety and the integrity of its investigation, the company may suspend employees suspected of workplace violence or threats of violence, either with or without pay, pending investigation.

Anyone found to be responsible for threats of or actual violence or other conduct that violates these guidelines will be subject to prompt disciplinary action up to and including termination of employment.

Scheduled hours may vary depending on work location and job responsibilities. Supervisors will provide employees with their work schedules. Should an employee have any questions regarding their work schedule, the employee should contact the supervisor. The company does not tolerate absenteeism without an excuse. Employees who will be late to or absent from work should notify a supervisor in advance, or as soon as practicable in the event of an emergency. Employees who need to leave early, for illness or otherwise, should inform a supervisor before departure. Unauthorized departures may result in disciplinary action.

Employees are expected to arrive on time and ready for work. An employee who arrives after their scheduled arrival time is considered tardy. The company recognizes that situations arise which hinder punctuality; regardless, excessive tardiness is prohibited and may be subject to disciplinary action.

An employee who fails to report for their scheduled workday and has not notified their supervisor of their tardiness or absence within the first two hours of their scheduled shift will be considered a No Call No Show (NCNS). Two consecutive NCNSs are considered job abandonment and will be designated as a voluntary resignation of employment. In the case of job abandonment, the employee’s final date of employment for purposes of payroll and welfare benefits will be their last day worked.

We do recognize that there are times when absences and tardiness cannot be avoided. In such cases, you are expected to notify your supervisor as early as possible, but no later than the start of your workday. Asking another employee, friend, or relative to give this notice is improper and constitutes grounds for disciplinary action, unless unavoidable. Please call, stating the nature of your absence and its expected duration, every day that you are absent.

The company reserves the right to require reasonable proof of illness or temporary disability. Excessive absences or tardiness will result in disciplinary action up to and including termination.

The purpose of this policy is to define standards, procedures, and restrictions for end-users who have legitimate business uses for connecting a personally-owned mobile device to the company’s corporate network. This mobile device policy applies, but is not limited, to all devices and accompanying media that fit the following classifications:

• Smartphones and tablets
• Portable media devices
• Portable gaming devices
• Laptop/notebook computers
• Any mobile device capable of storing corporate data and connecting to a network

The policy applies to any hardware and related software that is not corporately owned or supplied but could be used to access corporate resources. That is, devices that employees have purchased for personal use but also wish to use in the business environment. The overriding goal of this policy is to protect the integrity of the confidential client and business data that resides within the company’s technology infrastructure. This policy intends to prevent this data from being deliberately or inadvertently stored insecurely on a mobile device or carried over an insecure network where it could potentially be accessed by unsanctioned resources. A breach of this type could result in loss of information, damage to critical applications, loss of revenue, and damage to the company’s public image. Therefore, all users employing a mobile device connected to the company’s corporate network, and/or capable of backing up, storing, or otherwise accessing corporate data of any type, must adhere to company-defined processes for doing so. For approval and further information, contact your supervisor.

Company-Provided Portable Communication Devices (PCDs), including cell phones, tablets, and computers, should be used primarily for business purposes. Employees have no reasonable expectation of privacy regarding the use of such devices, and all use is subject to monitoring, to the maximum extent permitted by applicable law. This includes, as permitted by law, the right to monitor personal communications as necessary. Some employees may be authorized to use their PCD for business purposes. These employees should work with the IT department to configure their PCD for business use. Communications sent via a personal PCD also may be subject to monitoring if sent through the company's networks, and the PCD must be provided for inspection and review upon request. When sending a text message or using a PCD for business purposes, whether it is a company-provided or personal device, employees must comply with applicable company guidelines, including policies on sexual harassment, discrimination, conduct, confidentiality, equipment use, and operation of vehicles.

[COMPANY NAME] wishes to maintain a work environment that is free of illegal drugs, alcohol, firearms, explosives, or other improper materials. To this end, [COMPANY NAME] prohibits the control, possession, transfer, sale, or use of such materials on its premises. The company may require employees while on company or client property, to agree to the inspection of their persons, personal possessions, property, and work areas including vehicles, desks, cabinets, workstations, packages, handbags, briefcases, and other personal possessions or places of concealment, as well as a personal email sent to the company or its clients. The cooperation of all employees is required to successfully administer this policy. Desks, lockers, and other storage devices may be provided for the convenience of employees but remain the sole property of the employer. Accordingly, any authorized agent or representative of the employer can inspect them, as well as any articles found within them, at any time, either with or without prior notice. Employees are expected to cooperate in the conduct of any search or inspection.

All active employees must notify the company before they take outside employment so that the company will have reasonable notice to decide whether it sees, at that time, any conflict of interest. An employee may hold a job with another organization as long as they satisfactorily perform their job responsibilities with the company, including scheduling requirements, and that the position is approved in advance. Employees should consider the impact that outside employment may have on their health and physical endurance and safety. All employees will be judged by the same performance standards and will be subject to the employer's scheduling demands, regardless of any existing outside work requirements. The company retains the right to prohibit second jobs if it considers them to be a safety exposure.

The purpose of this policy is to ensure that the company's reputation is not compromised. The fundamental principle guiding this policy is that no employee should have, or appear to have, personal interests or relationships that actually or potentially conflict with the best interests of the company.

Employees have an obligation to conduct business within guidelines that prohibit actual or potential conflicts of interest. Employees can seek further clarification on issues related to the subject of acceptable standards of operation. Situations that would constitute a conflict in most cases include but are not limited to:

• Transactions with outside firms that are not conducted within a framework established or controlled by the executive level of the organization.
• Bribes, bonuses, fringe benefits, unusual price breaks, or excess volumes are designed to benefit another company, an employee, a relative, or an acquaintance.
• Holding an interest in, or being employed by, any company that competes with [Company name].

No "presumption of guilt" is created by the mere existence of a relationship with outside personnel. However, if an employee has any influence on transactions involving purchases, contracts, or leases, they must disclose to an officer of the organization as soon as possible the existence of any actual or potential conflict of interest so that safeguards can be established to protect all parties. A conflict of interest would also exist when a member of an employee's immediate family is involved in situations such as those above.