SAMPLEEMPLOYEEHANDBOOK

2004NationalCouncilofNonprofitAssociations
Maybeduplicated,withattribution,bycharitableorganizations.

EMPLOYEERECEIPTANDACCEPTANCE
Iherebyacknowledgereceiptofthe{OrganizationName}EmployeeHandbook.Iunderstand
thatitismycontinuingresponsibilitytoreadandknowitscontents.Ialsounderstandandagreethat
theEmployeeHandbookisnotanemploymentcontractforanyspecificperiodofemploymentorfor
continuingorlongtermemployment.Therefore,IacknowledgeandunderstandthatunlessIhavea
writtenemploymentagreementwith{ORGANIZATIONNAME}thatprovidesotherwise,Ihavethe
righttoresignfrommyemploymentwith{ORGANIZATIONNAME}atanytimewithorwithout
noticeandwithorwithoutcause,andthat{ORGANIZATIONNAME}hastherighttoterminatemy
employmentatanytimewithorwithoutnoticeandwithorwithoutcause.
Ihaveread,understandandagreetoalloftheabove.Ihavealsoreadandunderstandthe
{ORGANIZATIONNAME}EmployeeHandbook.IagreetoreturntheEmployeeHandbookupon
terminationofmyemployment.

Signature_____________________________________________

PrintName____________________________________________

Date________________________

CONFIDENTIALITYPOLICYANDPLEDGE
Anyinformationthatanemployeelearnsabout{ORGANIZATIONNAME},oritsmembers
ordonors,asaresultofworkingfor{ORGANIZATIONNAME}thatisnototherwisepublicly
availableconstitutesconfidentialinformation.Employeesmaynotdiscloseconfidentialinformation
toanyonewhoisnotemployedby{ORGANIZATIONNAME}ortootherpersonsemployedby
{ORGANIZATIONNAME}whodonotneedtoknowsuchinformationtoassistinrendering
services.

Thedisclosure,distribution,electronictransmissionorcopyingof{ORGANIZATION
NAME}sconfidentialinformationisprohibited.Anyemployeewhodisclosesconfidential
{ORGANIZATIONNAME}informationwillbesubjecttodisciplinaryaction(includingpossible
separation),evenifheorshedoesnotactuallybenefitfromthedisclosureofsuchinformation.

Iunderstandtheabovepolicyandpledgenottodiscloseconfidentialinformation.

Signature:

PrintName:

Date:

PleasesignandreturntotheManagerofFinanceandAdministration
{ORGANIZATION NAME} Employee Handbook
2004NationalCouncilofNonprofitAssociations
Maybeduplicated,withattribution,bycharitableorganizations.

ii

{ORGANIZATIONNAME}
EMPLOYEEHANDBOOK

TABLEOFCONTENTS

PAGE

I.
II.
III.
IV.
V.
VI.
VII.

MISSION ..................................................................................................................................... X
OVERVIEW................................................................................................................................. X
VOLUNTARYATWILLEMPLOYMENT ............................................................................. X
EQUALEMPLOYMENTOPPORTUNITY ............................................................................ X
POLICYAGAINSTWORKPLACEHARASSMENT ............................................................ X
SOLICITATION ......................................................................................................................... X
HOURSOFWORK,ATTENDANCEANDPUNCTUALITY ............................................. X
A. HoursofWork ................................................................................................................... X
B. AttendanceandPunctuality ............................................................................................ X
C. Overtime ............................................................................................................................ X

VIII. EMPLOYMENTPOLICIESANDPRACTICES ..................................................................... X

A. DefinitionofTerms ........................................................................................................... X

IX. POSITIONDESCRIPTIONANDSALARYADMINISTRATION ...................................... X

X. WORKREVIEW ......................................................................................................................... X
XI. ECONOMICBENEFITSANDINSURANCE ....................................................................... X
A.
B.
C.
D.
E.

Health/LifeInsurance ....................................................................................................... X
SocialSecurity/Medicare/Medicaid ................................................................................ X
WorkersCompensationandUnemploymentInsurance ............................................ X
RetirementPlan ................................................................................................................. X
TaxDeferredAnnuityPlan.............................................................................................. X

XII. LEAVEBENEFITSANDOTHERWORKPOLICIES ........................................................... X

A.
B.
C.
D.
E.
F.
G.
H.
I.
J.
K.

Holidays.............................................................................................................................. X
Vacation ........................................................................................................................... XX
SickLeave ........................................................................................................................ XX
PersonalLeave ................................................................................................................ XX
MilitaryLeave................................................................................................................. XX
JuryDuty ......................................................................................................................... XX
ParentalLeave................................................................................................................. XX
BereavementLeave ........................................................................................................ XX
ExtendedPersonalLeave .............................................................................................. XX
SevereWeatherConditions .......................................................................................... XX
MeetingsandConferences ...............................................................................................XX

{ORGANIZATION NAME} Employee Handbook

2004NationalCouncilofNonprofitAssociations
Maybeduplicated,withattribution,bycharitableorganizations.

iii

XIII. REIMBURSEMENTOFEXPENSES ..................................................................................... XX

XIV. SEPARATION ......................................................................................................................... XX
XV. RETURNOFPROPERTY ...................................................................................................... XX
XVI. REVIEWOFPERSONNELANDWORKPRACTICES..................................................... XX
XVII. PERSONNELRECORDS ...................................................................................................... XX
XVIII.OUTSIDEEMPLOYMENT..................................................................................................... XX
XIX. NONDISCLOSUREOFCONFIDENTIALINFORMATION ......................................... XX
XX. COMPUTERANDINFORMATIONSECURITY .............................................................. XX
XXI. INTERNETACCEPTABLEUSEPOLICY .......................................................................... XX

{ORGANIZATION NAME} Employee Handbook

2004NationalCouncilofNonprofitAssociations
Maybeduplicated,withattribution,bycharitableorganizations.

iv

I.

MISSION

II.

OVERVIEW

The{ORGANIZATIONNAME}EmployeeHandbook(theHandbook)hasbeen
developedtoprovidegeneralguidelinesabout{ORGANIZATIONNAME}policiesand
proceduresforemployees.Itisaguidetoassistyouinbecomingfamiliarwithsomeofthe
privilegesandobligationsofyouremployment,including{ORGANIZATIONNAME}spolicy
ofvoluntaryatwillemployment.NoneofthepoliciesorguidelinesintheHandbookare
intendedtogiverisetocontractualrightsorobligations,ortobeconstruedasaguaranteeof
employmentforanyspecificperiodoftime,oranyspecifictypeofwork.Additionally,withthe
exceptionofthevoluntaryatwillemploymentpolicy,theseguidelinesaresubjectto
modification,amendmentorrevocationby{ORGANIZATIONNAME}atanytime,without
advancenotice.

Thepersonnelpolicesof{ORGANIZATIONNAME}areestablishedbytheBoardof
Directors,whichhasdelegatedauthorityandresponsibilityfortheiradministrationtothe
ExecutiveDirector.TheExecutiveDirectormay,inturn,delegateauthorityforadministering
specificpolicies.EmployeesareencouragedtoconsulttheExecutiveDirectorforadditional
informationregardingthepolicies,procedures,andprivilegesdescribedinthisHandbook.
QuestionsaboutpersonnelmattersalsomaybereviewedwiththeExecutiveDirector.

{ORGANIZATIONNAME}willprovideeachindividualacopyofthisHandbookupon
employment.Allemployeesareexpectedtoabidebyit.Thehigheststandardsofpersonaland
professionalethicsandbehaviorareexpectedofall{ORGANIZATIONNAME}employees.
Further,{ORGANIZATIONNAME}expectseachemployeetodisplaygoodjudgment,
diplomacyandcourtesyintheirprofessionalrelationshipswithmembersof{ORGANIZATION
NAME}sBoardofDirectors,committees,membership,staff,andthegeneralpublic.


III.

VOLUNTARYATWILLEMPLOYMENT

Unlessanemployeehasawrittenemploymentagreementwith{ORGANIZATION
NAME},whichprovidesdifferently,allemploymentat{ORGANIZATIONNAME}isatwill.
Thatmeansthatemployeesmaybeterminatedfromemploymentwith{ORGANIZATION
NAME}withorwithoutcause,andemployeesarefreetoleavetheemploymentof
{ORGANIZATIONNAME}withorwithoutcause.Anyrepresentationbyany
{ORGANIZATIONNAME}officeroremployeecontrarytothispolicyisnotbindingupon
{ORGANIZATIONNAME}unlessitisinwritingandissignedbytheExecutiveDirectorwith
theapprovaloftheBoardofDirectors.
IV.

EQUALEMPLOYMENTOPPORTUNITY

{ORGANIZATIONNAME}shallfollowthespiritandintentofallfederal,state
andlocalemploymentlawandiscommittedtoequalemploymentopportunity.Tothatend,
theBoardofDirectorsandExecutiveDirectorof{ORGANIZATIONNAME}willnot
discriminateagainstanyemployeeorapplicantinamannerthatviolatesthelaw.
{ORGANIZATIONNAME}iscommittedtoprovidingequalopportunityforallemployeesand
applicantswithoutregardtorace,color,religion,nationalorigin,sex,age,maritalstatus,sexual
orientation,disability,politicalaffiliation,personalappearance,familyresponsibilities,
matriculationoranyothercharacteristicprotectedunderfederal,stateorlocallaw.Each
personisevaluatedonthebasisofpersonalskillandmerit.{ORGANIZATIONNAME}s
policyregardingequalemploymentopportunityappliestoallaspectsofemployment,
includingrecruitment,hiring,jobassignments,promotions,workingconditions,scheduling,
benefits,wageandsalaryadministration,disciplinaryaction,termination,andsocial,
educationalandrecreationalprograms.TheExecutiveDirectorshallactastheresponsible
agentinthefullimplementationoftheEqualEmploymentOpportunitypolicy.

{ORGANIZATIONNAME}willnottolerateanyformofunlawful
discrimination.Allemployeesareexpectedtocooperatefullyinimplementingthispolicy.In
particular,anyemployeewhobelievesthatanyotheremployeeof{ORGANIZATIONNAME}
mayhaveviolatedtheEqualEmploymentOpportunityPolicyshouldreportthepossible
violationtotheExecutiveDirector.

If{ORGANIZATIONNAME}determinesthataviolationofthispolicyhasoccurred,it
willtakeappropriatedisciplinaryactionagainsttheoffendingparty,whichcaninclude
counseling,warnings,suspensions,andtermination.Employeeswhoreport,ingoodfaith,
violationsofthispolicyandemployeeswhocooperatewithinvestigationsintoalleged
violationsofthispolicywillnotbesubjecttoretaliation.Uponcompletionoftheinvestigation,
{ORGANIZATIONNAME}willinformtheemployeewhomadethecomplaintoftheresultsof
theinvestigation.


{ORGANIZATIONNAME}isalsocommittedtocomplyingfullywithapplicable
disabilitydiscriminationlaws,andensuringthatequalopportunityinemploymentexistsat
{ORGANIZATIONNAME}forqualifiedpersonswithdisabilities.Allemploymentpractices
andactivitiesareconductedonanondiscriminatorybasis.Reasonableaccommodationswill
beavailabletoallqualifieddisabledemployees,uponrequest,solongasthepotential
accommodationdoesnotcreateanunduehardshipon{ORGANIZATIONNAME}.Employees
whobelievethattheymayrequireanaccommodationshoulddiscusstheseneedswiththe
ExecutiveDirector.

Ifyouhaveanyquestionsregardingthispolicy,pleasecontacttheExecutiveDirector.
V.

POLICYAGAINSTWORKPLACEHARASSMENT

{ORGANIZATIONNAME}iscommittedtoprovidingaworkenvironmentforall
employeesthatisfreefromsexualharassmentandothertypesofdiscriminatoryharassment.
Employeesareexpectedtoconductthemselvesinaprofessionalmannerandtoshowrespect
fortheircoworkers.

{ORGANIZATIONNAME}scommitmentbeginswiththerecognitionand
acknowledgmentthatsexualharassmentandothertypesofdiscriminatoryharassmentare,of
course,unlawful.Toreinforcethiscommitment,{ORGANIZATIONNAME}hasdevelopeda
policyagainstharassmentandareportingprocedureforemployeeswhohavebeensubjectedto
orwitnessedharassment.Thispolicyappliestoallworkrelatedsettingsandactivities,whether
insideoroutsidetheworkplace,andincludesbusinesstripsandbusinessrelatedsocialevents.
{ORGANIZATIONNAME}sproperty(e.g.telephones,copymachines,facsimilemachines,
computers,andcomputerapplicationssuchasemailandInternetaccess)maynotbeusedto
engageinconductthatviolatesthispolicy.{ORGANIZATIONNAME}spolicyagainst
harassmentcoversemployeesandotherindividualswhohavearelationshipwith
{ORGANIZATIONNAME}whichenables{ORGANIZATIONNAME}toexercisesomecontrol
overtheindividualsconductinplacesandactivitiesthatrelateto{ORGANIZATIONNAME}s
work(e.g.directors,officers,contractors,vendors,volunteers,etc.).

ProhibitionofSexualHarassment:{ORGANIZATIONNAME}spolicyagainstsexual
harassmentprohibitssexualadvancesorrequestsforsexualfavorsorotherphysicalorverbal
conductofasexualnature,when:(1)submissiontosuchconductismadeanexpressorimplicit
conditionofemployment;(2)submissiontoorrejectionofsuchconductisusedasabasisfor
employmentdecisionsaffectingtheindividualwhosubmitstoorrejectssuchconduct;or(3)
suchconducthasthepurposeoreffectofunreasonablyinterferingwithanemployeeswork
performanceorcreatinganintimidating,hostile,humiliating,oroffensiveworking
environment.

Whileitisnotpossibletolistallofthecircumstanceswhichwouldconstitutesexual
harassment,thefollowingaresomeexamples:(1)unwelcomesexualadvanceswhetherthey
involvephysicaltouchingornot;(2)requestsforsexualfavorsinexchangeforactualor

promisedjobbenefitssuchasfavorablereviews,salaryincreases,promotions,increased
benefits,orcontinuedemployment;or(3)coercedsexualacts.

Dependingonthecircumstances,thefollowingconductmayalsoconstitutesexual
harassment:(1)useofsexualepithets,jokes,writtenororalreferencestosexualconduct,gossip
regardingonessexlife;(2)sexuallyorientedcommentonanindividualsbody,commentabout
anindividualssexualactivity,deficiencies,orprowess;(3)displayingsexuallysuggestive
objects,pictures,cartoons;(4)unwelcomeleering,whistling,deliberatebrushingagainstthe
bodyinasuggestivemanner;(5)sexualgesturesorsexuallysuggestivecomments;(6)inquiries
intoonessexualexperiences;or(7)discussionofonessexualactivities.

Whilesuchbehavior,dependingonthecircumstances,maynotbesevereorpervasive
enoughtocreateasexuallyhostileworkenvironment,itcannonethelessmakecoworkers
uncomfortable.Accordingly,suchbehaviorisinappropriateandmayresultindisciplinary
actionregardlessofwhetheritisunlawful.

Itisalsounlawfulandexpresslyagainst{ORGANIZATIONNAME}policytoretaliate
againstanemployeeforfilingacomplaintofsexualharassmentorforcooperatingwithan
investigationofacomplaintofsexualharassment.

ProhibitionofOtherTypesofDiscriminatoryHarassment:Itisalsoagainst
{ORGANIZATIONNAME}spolicytoengageinverbalorphysicalconductthatdenigratesor
showshostilityoraversiontowardanindividualbecauseofhisorherrace,color,gender,
religion,sexualorientation,age,nationalorigin,disability,orotherprotectedcategory(orthat
oftheindividualsrelatives,friends,orassociates)that:(1)hasthepurposeoreffectofcreating
anintimidating,hostile,humiliating,oroffensiveworkingenvironment;(2)hasthepurposeor
effectofunreasonablyinterferingwithanindividualsworkperformance;or(3)otherwise
adverselyaffectsanindividualsemploymentopportunities.

Dependingonthecircumstances,thefollowingconductmayconstitutediscriminatory
harassment:(1)epithets,slurs,negativestereotyping,jokes,orthreatening,intimidating,or
hostileactsthatrelatetorace,color,gender,religion,sexualorientation,age,nationalorigin,or
disability;and(2)writtenorgraphicmaterialthatdenigratesorshowshostilitytowardan
individualorgroupbecauseofrace,color,gender,religion,sexualorientation,age,national
origin,ordisabilityandthatiscirculatedintheworkplace,orplacedanywherein
{ORGANIZATIONNAME}spremisessuchasonanemployeesdeskorworkspaceoron
{ORGANIZATIONNAME}sequipmentorbulletinboards.Otherconductmayalsoconstitute
discriminatoryharassmentifitfallswithinthedefinitionofdiscriminatoryharassmentsetforth
above.

Itisalsoagainst{ORGANIZATIONNAME}spolicytoretaliateagainstanemployeefor
filingacomplaintofdiscriminatoryharassmentorforcooperatinginaninvestigationofa
complaintofdiscriminatoryharassment.


ReportingofHarassment:Ifyoubelievethatyouhaveexperiencedorwitnessedsexual
harassmentorotherdiscriminatoryharassmentbyanyemployeeof{ORGANIZATION
NAME},youshouldreporttheincidentimmediatelytoyoursupervisorortotheExecutive
Director.Possibleharassmentbyotherswithwhom{ORGANIZATIONNAME}hasabusiness
relationship,includingcustomersandvendors,shouldalsobereportedassoonaspossibleso
thatappropriateactioncanbetaken.

{ORGANIZATIONNAME}willpromptlyandthoroughlyinvestigateallreportsof
harassmentasdiscreetlyandconfidentiallyaspracticable.Theinvestigationwouldgenerally
includeaprivateinterviewwiththepersonmakingareportofharassment.Itwouldalso
generallybenecessarytodiscussallegationsofharassmentwiththeaccusedindividualand
otherswhomayhaveinformationrelevanttotheinvestigation.{ORGANIZATIONNAME}s
goalistoconductathoroughinvestigation,todeterminewhetherharassmentoccurred,andto
determinewhatactiontotakeifitisdeterminedthatimproperbehavioroccurred.

If{ORGANIZATIONNAME}determinesthataviolationofthispolicyhasoccurred,it
willtakeappropriatedisciplinaryactionagainsttheoffendingparty,whichcaninclude
counseling,warnings,suspensions,andtermination.Employeeswhoreportviolationsofthis
policyandemployeeswhocooperatewithinvestigationsintoallegedviolationsofthispolicy
willnotbesubjecttoretaliation.Uponcompletionoftheinvestigation,{ORGANIZATION
NAME}willinformtheemployeewhomadethecomplaintoftheresultsoftheinvestigation.

Compliancewiththispolicyisaconditionofeachemployeesemployment.Employees
areencouragedtoraiseanyquestionsorconcernsaboutthispolicyoraboutpossible
discriminatoryharassmentwiththeExecutiveDirector.Inthecasewheretheallegationof
harassmentisagainsttheExecutiveDirector,pleasenotifythestaffmemberdesignatedas
grievanceofficer.
VI.

SOLICITATION

Employeesareprohibitedfromsoliciting(personallyorviaelectronicmail)for
membership,pledges,subscriptions,thecollectionofmoneyorforanyotherunauthorized
purposeanywhereon{ORGANIZATIONNAME}propertyduringworktime,especiallythose
ofapartisanorpoliticalnature.Worktimeincludestimespentinactualperformanceofjob
dutiesbutdoesnotincludelunchperiodsorbreaks.Nonworkingemployeesmaynotsolicitor
distributetoworkingemployees.Personswhoarenotemployedby{ORGANIZATION
NAME}maynotsolicitordistributeliteratureon{ORGANIZATIONNAME}spremisesatany
timeforanyreason.

Employeesareprohibitedfromdistributing,circulatingorposting(onbulletinboards,
refrigerators,walls,etc.)literature,petitionsorothermaterialsatanytimeforanypurpose
withoutthepriorapprovaloftheExecutiveDirectororhis/herdesignee.

VII.

HOURSOFWORK,ATTENDANCEANDPUNCTUALITY
A. HoursofWork

Thenormalworkweekfor{ORGANIZATIONNAME}shallconsistoffive(5),seven(7)
hourdays.Ordinarily,workhoursarefrom9:00a.m.5:00p.m.,MondaythroughFriday,
includingonehour(unpaid)forlunch.Employeesmayrequesttheopportunitytovarytheir
workschedules(withinemployerdefinedlimits)tobetteraccommodatepersonal
responsibilities.Subjectto{ORGANIZATIONNAME}workassignmentsandExecutive
Directorapproval,theemployeessupervisorshalldeterminethehoursofemploymentthat
bestsuitstheneedsoftheworktobedonebytheindividualemployee.

B. AttendanceandPunctuality
Attendanceisakeyfactorinyourjobperformance.Punctualityandregularattendance
areexpectedofallemployees.Excessiveabsences(whetherexcusedorunexcused),tardinessor
leavingearlyisunacceptable.Ifyouareabsentforanyreasonorplantoarrivelateorleave
early,youmustnotifyyoursupervisorandtheofficemanagerasfarinadvanceaspossibleand
nolaterthanonehourbeforethestartofyourscheduledworkday.Intheeventofan
emergency,youmustnotifyyoursupervisorassoonaspossible.

Forallabsencesextendinglongerthanoneday,youmusttelephoneyourimmediate
supervisorpriortothestartofeachscheduledworkday.Whenreportinganabsence,you
shouldindicatethenatureoftheproblemcausingyourabsenceandyourexpectedreturnto
workdate.Aphysiciansstatementmayberequiredasproofoftheneedforanyillnessrelated
absenceregardlessofthelengthoftheabsence.

Exceptasprovidedinotherpolicies,anemployeewhoisabsentfromworkforthree
consecutivedayswithoutnotificationtohisorhersupervisorortheExecutiveDirectorwillbe
consideredtohavevoluntarilyterminatedhisorheremployment.Theemployeesfinal
paycheckwillbemailedtothelastmailingaddressonfilewith{ORGANIZATIONNAME}.

Excessiveabsences,tardinessorleavingearlywillbegroundsfordisciplineuptoand
includingtermination.Dependingonthecircumstances,includingtheemployeeslengthof
employment,{ORGANIZATIONNAME}maycounselemployeespriortoterminationfor
excessiveabsences,tardinessorleavingearly.

C. Overtime

Overtimepay,whichisapplicableonlytoNonExemptEmployees,isforanytime
workedinexcessof40hoursinaworkweek.OnlytheExecutiveDirectororhisorher
designee,upontherequestofanemployeessupervisor,mayauthorizeovertime.Overtime
rateisoneandonehalftime(1)theemployeesstraighttimerate,exceptininstances

involvingaSundayorholidayswhentherateistwotimestheregularrate.Paymentof
overtimewillbeprovidedinthepayperiodfollowingtheperiodinwhichitisearned.

VIII.

EMPLOYMENTPOLICIESANDPRACTICES
A. DefinitionofTerms
1.

2.

3.

4.

5.

Employer.The{OrganizationName}istheemployerofallfulltime,parttime
andtemporaryemployees.Anemployeeishired,providedcompensationand
applicablebenefits,andhashisorherworkdirectedandevaluatedby
{ORGANIZATIONNAME}.

FullTimeEmployee.AFullTimeEmployeeregularlyworksatleast35hours
perweek

PartTimeEmployee.APartTimeEmployeeregularlyworkslessthan35hours
perweekbutnolessthan17hoursperweek.

ExemptEmployee.AnExemptEmployeeisanemployeewhoispaidonasalary
basisandmeetsthequalificationsforexemptionfromtheovertimerequirements
oftheFairLaborStandardsAct(FLSA).
NonExemptEmployee.ANonExemptEmployeeisanemployeewhoispaid
anhourlyrateanddoesnotmeetthequalificationsforexemptionfromthe
overtimerequirementsoftheFairLaborStandardsAct(FLSA).ForNon
ExemptEmployees,anaccuraterecordofhoursworkedmustbemaintained.
{ORGANIZATIONNAME}willcompensatenonexemptemployeesin
accordancewithapplicablefederalandstatelawandregulations.

6.

TemporaryEmployee.Anindividualemployed,eitheronafulltimeor
parttimebasis,foraspecificperiodoftimelessthansixmonths.Temporary
employeesareentitledonlytothosebenefitsrequiredbystatuteorasotherwise
statedinthe{ORGANIZATIONNAME}EmployeeHandbook.

AllemployeesareclassifiedasExemptorNonExemptinaccordancewithfederaland
statelawandregulations.Eachemployeeisnotifiedatthetimeofhireofhisorherspecific
compensationcategoryandexemptornonexemptstatus.

IX.

POSITIONDESCRIPTIONANDSALARYADMINISTRATION

Eachpositionshallhaveawrittenjobdescription.Ingeneral,thedescriptionwill
includethe:purposeoftheposition,areasofresponsibilities,immediatesupervisor(s),

qualificationsrequired,salaryrange,andworkingconditionsaffectingthejob,e.g.,working
hours,useofcar,etc.Thesupervisor(s)ortheExecutiveDirectorshallhavediscretionto
modifythejobdescriptiontomeettheneedsof{ORGANIZATIONNAME}.

Paychecksaredistributedonthe15thandthelastdayofeachmonth,exceptwhen
eitherofthosedaysfallsonaSaturday,Sundayorholiday,inwhichcasepaycheckswillbe
distributedontheprecedingworkday.TimesheetsareduetotheExecutiveDirectorwithintwo
daysofeachpayperiod.Allsalarydeductionsareitemizedandpresentedtoemployeeswith
thepaycheck.Approvedsalarydeductionsmayinclude:federalandstateincometaxes;social
security,Medicare,andstatedisabilityinsurance;voluntarymedicalandgrouphospitalization
insurancepremiums(ifinforceandifpaidbyemployee)andotherbenefits(e.g.,lifeinsurance,
retirement).

X.

WORKREVIEW

Theworkofeachemployeeisreviewedonanongoingbasiswiththesupervisorto
provideasystematicmeansofevaluatingperformance.

Theannualperformancereviewisaformalopportunityforthesupervisorand
employeetoexchangeideasthatwillstrengthentheirworkingrelationship,reviewthepast
year,andanticipate{ORGANIZATIONNAME}sneedsinthecomingyear.Thepurposeofthe
reviewistoencouragetheexchangeofideasinordertocreatepositivechangewithin
{ORGANIZATIONNAME}.Tothatend,itisincumbentuponbothpartiestohaveanopen,
andhonestdiscussionconcerningtheemployeesperformance.Itisfurtherincumbentupon
thesupervisortoclearlycommunicatetheneedsof{ORGANIZATIONNAME}andwhatis
expectedoftheemployeeincontributingtothesuccessof{ORGANIZATIONNAME}forthe
comingyear.

Bothsupervisorandemployeeshouldattempttoarriveatanunderstandingregarding
theobjectivesforthecomingyear.Thishavingbeendone,bothpartiesshouldsignthe
performancereviewform,whichwillbekeptaspartoftheemployeespersonnelrecordand
usedasaguideduringthecourseoftheyeartomonitoremployeeprogressrelativetothe
agreeduponobjectives.

TheExecutiveDirectorreviewstheworkofallsupervisors.Workreviewsforotherstaff
aretheresponsibilityoftheappropriatesupervisor,subjecttoconfirmationbytheExecutive
Director.

XI.

ECONOMICBENEFITSANDINSURANCE

{ORGANIZATIONNAME}shallprovideacompetitivepackageofbenefitstoalleligible
fulltimeandparttimeemployees.Thefollowingoutlineofavailablebenefitsisprovidedwith

theunderstandingthatbenefitplansmaychangefromtimetotime,andtheplanbrochures
(knownasSummaryPlanDescriptions)orcontractsaretobeconsideredthefinalwordonthe
termsandconditionsoftheemployeebenefitsprovidedby{ORGANIZATIONNAME}.For
eligibilityrequirements,refertothePlandocumentforeachbenefitprogram.Continuationof
anybenefitsafterterminationofemploymentwillbesolelyattheemployeesexpenseandonly
ifpermittedbypoliciesandstatutes.TheExecutiveDirectorwilldeterminelevelsof
deductibilityandcopaymentsforallinsurancerelatedbenefitsannually.

A. Health/LifeInsurance
{ORGANIZATIONNAME}currentlyprovidesindividualhealthanddentalinsurance
benefitsforeligiblefulltimeandparttimeemployeesexceptthosewhoareinsuredthrough
theirspouse,retiredmilitary,orotherplans,beginningafterthefirstfullmonthofemployment.
Eligibleemployeesmayelecttoparticipateinavailablehealthplan(s)offeredby
{ORGANIZATIONNAME}.{ORGANIZATIONNAME}presentlypaystheindividual
insurancepremiumforalleligibleemployees.{ORGANIZATIONNAME}mayrequire
employeestopayaportionofinsurancepremiuminthefuture.Informationabout
{ORGANIZATIONNAME}shealthplan(s)willbeprovidedtotheemployeeatthetimeof
employment.

B. SocialSecurity/Medicare/Medicaid

{ORGANIZATIONNAME}participatesintheprovisionsoftheSocialSecurity,
MedicareandMedicaidprograms.Employeescontributionsaredeductedfromeachpaycheck
and{ORGANIZATIONNAME}contributesattheapplicablewagebaseasestablishedby
federallaw.

C. WorkersCompensationandUnemploymentInsurance

EmployeesarecoveredforbenefitsundertheWorkersCompensationLaw.Absences
forwhichworkercompensationbenefitsareprovidedarenotchargedagainsttheeligible
employeessickleave.Toassureproperprotectionforemployeesand{ORGANIZATION
NAME},anyaccidentthatoccursonthejobmustbereported,eveniftherearenoinjuries
apparentatthetime.Formsforthispurposeareavailablefrom{ORGANIZATIONNAME}.
{ORGANIZATIONNAME}alsoparticipatesintheDistrictofColumbiaunemployment
program.

D. RetirementPlan

{ORGANIZATIONNAME}providesaretirementprogramforeligiblefulltimeand
parttimeemployeeswhoare21yearsofageorolder.{ORGANIZATIONNAME}contributes
totheemployeesretirementplanwhenemployeebecomesvestedafteroneyearof
employment.Eligibleemployeesmaycontributetoretirementplanatstartofemployment.
Employerpercentagecontributionstotheretirementprogramisreviewedanddetermined

annuallybythe{ORGANIZATIONNAME}BoardofDirectors.Informationabout
{ORGANIZATIONNAME}sretirementplanwillbeprovidedtotheemployeeatthetimeof
employment.

E. TaxDeferredAnnuityPlan

{ORGANIZATIONNAME}offersataxdeferredannuityplanthroughpayroll
deductionattheemployeesexpenseandwhichissubjecttofederal,stateandlocalprovisions.

{ORGANIZATIONNAME}reservestherighttomodifyorterminateanyemployeebenefits,at
anytime.
XII.

LEAVEBENEFITSANDOTHERWORKPOLICIES
A. Holidays
FullTimeEmployeesareeligiblefor11.5holidaysperyearasfollows:

NewYearsDay
MartinLutherKing,Jr.sBirthday
PresidentsDay
MemorialDay
IndependenceDay
LaborDay

ColumbusDay
VeteransDay
ThanksgivingDay
TheDayAfterThanksgivingDay
ChristmasEve(1/2Day)
ChristmasDay

Fulltimeemployees(employeeswhoregularlyworkatleast35hoursperweek)receive
one(1)paiddayoffforeachfulldayofholidaytime.HolidaybenefitsforPartTimeemployees
willbeproratedinaccordancewiththehoursregularlyworkedbytheemployee.Employees
wishingtotakereligiousholidaysmaysubstituteareligiousholidayforoneofthoselisted
above,withadvanceapprovalfromtheirsupervisorandtheExecutiveDirector.Temporary
employeesareineligibleforholidayleavebenefits.InthoseyearswhenIndependenceDay,
ChristmasEveandChristmasDay,andNewYearsDayfallonSaturdayorSunday,the
ExecutiveDirectorwilldesignatetheworkdaythatwillreplacetheweekendholiday.

B. Vacation

10


Duringthefirst90daysofemploymentfullandparttimeemployeeswillnotearn
Vacationbenefits.Duringtheremainingninemonthsoffirstyearemployment,afulltime
employeewillearntwoweeks(10days)ofpaidVacation.

Fulltimeemployeeswillcontinuetoearntwoweeks(10days)ofVacationduringthe
secondyearofemployment.Intheirthirdyearofemployment,fulltimeemployeeswillearn
threeweeks(15days)ofVacation.Duringthefourthyearandthereafter,fulltimeemployees
willearnfourweeks(20days)ofVacationperyear.Temporaryemployeesareineligiblefor
Vacationbenefits.

VacationbenefitsareproratedaccordinglyforPartTimeemployees.UseofVacationis
subjecttoapprovalbythesupervisorandExecutiveDirectorandmustberequestedinhourly
increments,usingtheappropriateleaverequestform..

EmployeesareexpectedtouseVacationbenefitsinthefiscalyearinwhichVacationis
earned.EmployeesmaycarryoverunusedVacationfromoneyeartothenextonlywiththe
approvaloftheExecutiveDirector.Employeesmaynotaccruemorethanthemaximumleave
theyareallowed.Onceanemployeereacheshisorherannualceiling,theemployeeceasesto
accrueanyadditionalVacationbenefits.IfanemployeelaterusesenoughVacationbenefitsto
fallbelowtheceiling,theemployeestartstoaccrueleaveagainfromthatdateforwarduntilhe
orshereacheshisorherVacationceiling.Accordingly,employeesareencouragedtouseall
Vacationbenefitsinthefiscalyearinwhichtheyareearnedinordertoavoidreachingthe
ceilinglimit.

C. SickLeave

Sickleavebenefitsareearnedonaproratedbasisofoneday(7hours)permonthfor
fulltimeemployeesbeginningatfirstdayofemployment.Parttimeemployeesreceive
proratedsickleavebenefits,(i.e.,3.5hourspermonthiftheEmployeeworks17.5hoursper
week).Temporaryemployeesarenoteligibleforpaidsickleavebenefits.Useofsickleaveis
subjecttoapprovalbythesupervisorandtheExecutiveDirectorandmustberequestedin
hourlyincrements.

Unusedsickleavecanaccumulatefromyeartoyearuptoamaximumof30days(210
hours)forfulltimeemployees.Thislimitationonaccrualofsickleavebenefitsisprorated
accordinglyforparttimeemployees.Nosickleavebenefitsarepaiduponseparationof
employmentfrom{ORGANIZATIONNAME}foranyreason.Ifanemployeesillnessorinjury
requiresaconsecutiveabsenceoffive(5)daysormore,physiciandocumentationwillbe
required.{ORGANIZATIONNAME}alsomayrecommendthattheemployeeapplyforstate
disabilityinsurance(SDI).IftheemployeereceivesSDIandthecompensationdoesnotequal
theemployeessickleaveaccruals,{ORGANIZATIONNAME}willmakeupthedifferenceuntil
allsickleavebenefitsareused.

11

D. PersonalLeave

{ORGANIZATIONNAME}providesthree(3)daysofpersonalleavepercalendaryear
toallFullTimeandPartTimeemployeeswhohavecompletedsixmonthsofemployment.
Personalleavebenefitsareproratedaccordinglyforparttimeemployees.Temporary
employeesarenoteligibleforpaidpersonalleavebenefits.Personalleaveisaccruedatthe
beginningofeachyearandcannotbecarriedintothenextyear.Personalleavemaynotbe
takeninthefirstsix(6)monthsofemployment.Allpersonalleaveissubjecttopriorapproval
bythesupervisorandExecutiveDirectorandmustberequestedinhourlyincrements.No
personalleavebenefitsarepaiduponseparationfromemploymentwith{ORGANIZATION
NAME}foranyreason.

E. MilitaryLeave

EmployeeswhoareinductedintoorenlistintheArmedForcesoftheUnitedStatesor
arecalledtodutyasamemberofareserveunitmaytakeanunpaidleaveinaccordancewith
applicablelaw.Theemployeemustprovideadvancenoticeofhisorherneedforamilitary
leaveand{ORGANIZATIONNAME}willrequestacopyoftheemployeesorders,whichwill
bekeptonrecordby{ORGANIZATIONNAME}.

Thetimeanemployeespendsonmilitaryleavewillbecountedascontinuousservicefor
thepurposeofdeterminingeligibilityandaccrualforvariousbenefitplansandpolicies.

Formilitaryleavesextending30daysorless,{ORGANIZATIONNAME}willcontinue
topaytheportionofthepremiumonhealthinsurance,ifany,thatitwaspayingbeforemilitary
leavebegan.Inordertocontinuesuchhealthinsurance,theemployeemustcontinuetopayhis
orherportionofpremiumsduringthisperiod.Formilitaryleavesextendingbeyond30days,
theemployeewillhavetheoptiontocontinuehisorherinsurancecoverageattheemployees
cost.

Uponreturnfrommilitaryleave,employeeswillbereinstatedasrequiredbylawand
benefitswillbereinstatedwithnowaitingperiods.

F.CivicResponsibility

{ORGANIZATIONNAME}believesinthecivicresponsibilityofitsemployeesand
encouragesthisbyallowingemployeestimeofftoservejurydutywhenrequiredandtoserve
asnonpartisanElectionDaypollworkerswhenappropriateandapproved.
1.
JuryDuty.Fortimeservedonjuryduty,{ORGANIZATIONNAME}willpay
employeesthedifferencebetweenhisorhersalaryandanyamountpaidby
thegovernment,unlessprohibitedbylaw,uptoamaximumoftendays.Ifan
employeeisrequiredtoservemorethantendaysofjuryduty,
{ORGANIZATIONNAME}willprovidetheemployeewithunpaidleave.
Employeesmustprovide{ORGANIZATIONNAME}acopyofproofof

12

servicereceivedbycourtinwhichtheyserve.

2.

ElectionDayPollWorkers.{ORGANIZATIONNAME}willpayemployeesthe
differencebetweenhisorhersalaryandanyamountpaidbythegovernment
oranyothersource,unlessprohibitedbylawforservingasanElectionDay
workeratthepollsonofficialelectiondays(nottoexceedtwoelectionsinone
givencalendaryear).Whileperformingtheirofficialnonpartisandutiesatthe
polls,ElectionDayworkersmaynotengageinpoliticalactivityorcampaign
fororagainstanycandidateorballotmeasure.{ORGANIZATIONNAME}
requiresthatemployeesprovideproofofservicefortheirtimeatthepolls.
Employeesinterestedinusingthisbenefit,musthavewrittenapprovalfrom
theExecutiveDirector30daysbeforetheelection.TheExecutiveDirectorwill
assurethattheemployeesabsencewillnotseriouslyinterferewiththe
organizationsoperations.

F. ParentalLeave

TheDCParentalLeaveActentitlesemployeestocertainunpaidparentalleave.For
purposesofthissectiononly,thefollowingdefinitionsapply:(1)parentmeansthenatural
motherorfatherofachild;apersonwhohaslegalcustodyofachildorwhoactsasaguardian
ofachildregardlessofwhetherheorshehasbeenappointedlegallyassuch;anaunt,uncleor
grandparentofachild;oraspousetotheaboveindividuals;(2)schoolrelatedeventmeans
anactivitysponsoredbyeitheraschooloranassociatedorganizationsuchasaparentteacher
associationwhichinvolvestheparentschildasaparticipantorsubject,butnotasaspectator,
includingastudentperformance,suchasaconcert,playorrehearsal,thesportinggameofa
schoolteamorpractice,ameetingwithateacherorcounselor,oranysimilartypeofactivity.

Aparentisentitledtoatotalof24hoursofunpaidleaveduringany12monthperiodto
attendorparticipateinschoolrelatedeventsforhisorherchild.{ORGANIZATIONNAME}
reservestheright,however,todenysuchleaveifsuchaleavewoulddisrupt
{ORGANIZATIONNAME}soperations.Whileparentalleaveisunpaid,employeesmayelect
touseaccruedvacationorpersonalleave.

Iftheneedforparentalleaveisforeseeable,theemployeemustprovideawrittennotice
andrequestforparentalleaveatleast10dayspriortotheevent.Iftheemployeesneedfor
parentalleaveisnotforeseeable10dayspriortotheevent,theemployeemustprovidea
writtennoticeandrequestforparentalleaveassoonasheorshelearnsoftheneedforsuch
leave.

G. BereavementLeave

Employeesshallbeentitledtobereavementleavewithpayoffive(5)daysintheevent
ofadeathintheemployeesimmediatefamily(spouse/lifepartner,childorparent)andthree
(3)daysforgrandparent,sisterorbrother,fatherinlaw,motherinlaw,orgrandchildren.If
13

anemployeewishestotaketimeoffduetothedeathofanimmediatefamilymember,the
employeeshouldnotifytheExecutiveDirectorimmediately.Approvalofbereavementleave
willoccurintheabsenceofunusualoperatingrequirements.Anemployeemayuse,withthe
ExecutiveDirectorsapproval,availablepaidleaveforadditionaltimeoffasnecessaryandin
accordancewithoperatingneeds.

H. ExtendedPersonalLeave

Employeeswhohavebeenemployedby{ORGANIZATIONNAME}foratleastoneyear
mayapplyforpersonalleavesofabsenceforuptoeightweeks.Personalleavesareunpaidand
arediscretionarywiththemanagementof{ORGANIZATIONNAME}.Whenconsideringa
requestforapersonalleave,{ORGANIZATIONNAME}willconsiderfactorssuchasthe
employeesposition,theemployeeslengthofservice,theemployeesperformancerecord
includingattendance,thepurposeoftheleave,theneedsofthedepartmentinwhichthe
employeeworks,theeffectoftheleaveonotheremployees,and{ORGANIZATIONNAME}s
generalbusinessneeds.

Personalleavesgenerallyareunpaid.However,accruedvacationorpersonaltimemay
beusedtocontinueanemployeessalaryduringtheleave.Vacationandsicktimewillnot
continuetoaccrueduringtheleaveofabsence.Medicalandlifeinsurancebenefitswill
continueonthesamebasisasiftheemployeewereactivelyworking.

{ORGANIZATIONNAME}cannotguaranteereinstatementuponreturnfroma
personalleave.{ORGANIZATIONNAME}will,however,makeareasonableefforttoplacethe
employeeinanavailablepositionforwhichheorsheisqualified.Ifsuchapositionisnot
available,thentheemployeesemploymentwillterminate.Eveninthatevent,theemployee
maylaterapplyforreemployment.

Employeeswhofailtoreporttoworkafteranapprovedleaveofabsencearedeemedto
havevoluntarilyresigned.Whenanapprovedleavehasbeenexhausted,theemployeemay
requestadditionalleave.TheExecutiveDirectormustapproveallunpaidleave.

I. SevereWeatherConditions

{ORGANIZATIONNAME}closeswhenfederalgovernmentofficesintheWashington
metropolitanareaareclosedduetosevereweatherconditions.{ORGANIZATIONNAME}also
willfollowaliberalleavepolicywhenthefederalgovernmentannouncesthatliberalleaveis
applicable.Under{ORGANIZATIONNAME}sliberalleavepolicy,annualand/orpersonal
leavemaybetakenwithoutpriorschedulingandapprovaliftheemployeeisunabletoreach
theofficeduetosevereweatherconditions.

J. MeetingsandConferences

14


StaffmaybegivenlimitedtimeoffbytheExecutiveDirectorwithpaytoparticipatein
educationalopportunitiesrelatedtothestaffmemberscurrentoranticipatedworkwith
{ORGANIZATIONNAME}.Anemployeeservingasanofficialrepresentativeof
{ORGANIZATIONNAME}ataconferenceormeetingisconsideredonofficialbusinessandnot
onleave.
XIII.

REIMBURSEMENTOFEXPENSES

Reimbursementisauthorizedforreasonableandnecessaryexpensesincurredin
carryingoutjobresponsibilities.Mileageortransportation,parkingfees,businesstelephone
calls,andmealcostswhenrequiredtoattendaluncheonorbanquet,areallillustrativeof
reasonableandnecessaryexpenses.

Employeesservinginanofficialcapacityfor{ORGANIZATIONNAME}atconferences
andmeetingsarereimbursedforactualandnecessaryexpensesincurred,suchastravel
expenses,mealcosts,lodging,tipsandregistrationfees.Whenattendingmeetingsthathave
beenapprovedbytheExecutiveDirector,employeesarereimbursedfortravelexpenses,course
fees,andcostsofmealsandlodgingatthecurrentrates.Employeesmayalsorequestatravel
advancetocoveranticipatedexpensesapprovedtravel.Employeesalsomaybegrantedleave
toattendaconferenceorprofessionalmeetingrelatedtotheirprofessionaldevelopment,and/or
{ORGANIZATIONNAME}scurrentandanticipatedwork.Expensesforthesepurposescanbe
paidby{ORGANIZATIONNAME},iffundsareavailable,andtheemployeeobtainsprior
writtenapprovalofsuchexpenses.

Employeesareresponsiblefortransportationcostsbetweentheofficeandhomeduring
normalworkhours.Transportationcostsarepaidby{ORGANIZATIONNAME}forwork
outsidenormalworkhoursiftheemployeeisonofficialbusinessfor{ORGANIZATION
NAME}.Employeesauthorizedtousetheirpersonalcarsfor{ORGANIZATIONNAME}
businessarereimbursedattheU.S.InternalRevenueServiceapprovedrate.

Formsareprovidedtorequestreimbursementforactualexpensesandadvancepayment
fortravel.Receiptsmustbeprovidedforallexpendituresmadeinordertoclaim
reimbursement.
XIV.

SEPARATION

Either{ORGANIZATIONNAME}ortheemployeemayinitiateseparation.
{ORGANIZATIONNAME}encouragesemployeestoprovideatleasttwoweeks(10days)
writtennoticepriortointendedseparation.Afterreceivingsuchnotice,anexitinterviewwillbe
scheduledbytheExecutiveDirectororhisorherdesignee.TheExecutiveDirectorhas
authoritytoemployorseparateallotheremployees.

Circumstancesunderwhichseparationmayoccurinclude:

15

1.

Resignation.Employeesareencouragedtogiveatleast10businessdaysof
writtennotice.Sincealongerperiodisdesired,theintentiontoresignshouldbe
madeknownasfarinadvanceaspossible.Employeeswhoresignareentitledto
receiveaccrued,unusedVacationbenefits.

2.

TerminationorLayoff.Undercertaincircumstances,theterminationorlayoff
ofanemployeemaybenecessary.Employeeswhoareterminatedorlaidoffare
entitledtoreceiveaccrued,unusedVacationbenefits.

TheExecutiveDirectorhasauthoritytodischargeanemployeefromtheemployof
{ORGANIZATIONNAME}.Asstatedabove,allemploymentat{ORGANIZATIONNAME}is
atwill.Thatmeansthatemployeesmaybeterminatedfromemploymentwith
{ORGANIZATIONNAME}withorwithoutcause,andemployeesarefreetoleavethe
employmentof{ORGANIZATIONNAME}withorwithoutcause.Reasonsfordischargemay
include,butarenotlimitedto:

Falsifyingorwithholdinginformationonyouremploymentapplicationthatdid
orwouldhaveaffected{ORGANIZATIONNAME}sdecisiontohireyou(this
conductwillresultinyourimmediatetermination);

Falsifyingorwithholdinginformationinotherpersonnelrecordsincluding
personnelquestionnaires,performanceevaluationsoranyotherrecords;

Performanceatworkbelowalevelacceptableto{ORGANIZATIONNAME}or
thefailuretoperformassignedduties;

Failuretocompleterequiredtimerecordsorfalsificationofsuchtimerecords;

Insubordination;

Refusingtoworkreasonableovertime;

Negligenceintheperformanceofdutieslikelytocauseoractuallycausing
personalinjuryorpropertydamage;

Fighting,arguingorattemptingtoinjureanother;

Destroyingorwillfullydamagingthepersonalpropertyofanother,including
{ORGANIZATIONNAME}sproperty;

Breachofconfidentiality;

16

Usingorappearingtouseforpersonalgainanyinformationobtainedonthejob,
whichisnotreadilyavailabletothegeneralpublicordisclosingsuch
informationthatdamagestheinterestsof{ORGANIZATIONNAME}orits
customersorvendors;

Placingoneselfinapositioninwhichpersonalinterestsandthoseof
{ORGANIZATIONNAME}areorappeartobeinconflictormightinterferewith
theabilityoftheemployeetoperformthejobaswellaspossible;

Using{ORGANIZATIONNAME}propertyorservicesforpersonalgainor
taking,removingordisposingof{ORGANIZATIONNAME}material,supplies
orequipmentwithoutproperauthority;

Gamblinginanyformon{ORGANIZATIONNAME}property;

Dishonesty;

Theft;

Thepossession,use,saleorbeingundertheinfluenceofdrugsorother
controlledsubstancesoralcoholicbeveragesduringworkinghoursoronthe
{ORGANIZATIONNAME}premisesatanytimeinviolationof
{ORGANIZATIONNAME}spolicies.

Carryingorpossessingfirearmsorweaponson{ORGANIZATIONNAME}
property;

Excessivetardinessorabsenteeismwhetherexcusedorunexcused;

Unauthorizedabsencefromworkwithoutpropernotice;and

Engagingindiscriminatoryorabusivebehavior,includingsexualharassment.

AtthesolediscretionoftheExecutiveDirector,theemployeemaybeaskedtoleave
immediatelyorbegivenaperiodofnotice.
XV.

RETURNOFPROPERTY

Employeesareresponsiblefor{ORGANIZATIONNAME}equipment,propertyand
workproductsthatmaybeissuedtothemand/orareintheirpossessionorcontrol,including
butnotlimitedto:

17

Telephonecards,
Creditcards,
Identificationbadges,
Office/buildingkeys,
Office/buildingsecuritypasses,
Computers,computerizeddiskettes,electronic/voicemailcodes,and
Intellectualproperty(e.g.,writtenmaterials,workproducts).

Intheeventofseparationfromemployment,orimmediatelyuponrequestbytheExecutive
Directororhisorherdesignee,Employeesmustreturnall{ORGANIZATIONNAME}property
thatisintheirpossessionorcontrol.Wherepermittedbyapplicablelaw(s),{ORGANIZATION
NAME}maywithholdfromtheemployeesfinalpaycheckthecostofanyproperty,including
intellectualproperty,whichisnotreturnedwhenrequired.{ORGANIZATIONNAME}also
maytakeanyactiondeemedappropriatetorecoverorprotectitsproperty.
XVI.

REVIEWOFPERSONNELACTION

Employeesmayrequestareviewofapersonnelactionoranunsatisfactoryperformance
review.Employeesareexpectedfirsttodiscusstheirconcernwiththeirimmediatesupervisor.
Iffurtherdiscussionisdesired,theemployeemaythendiscussthesituationwiththeExecutive
Director.ThedecisionoftheExecutiveDirectorisfinal.
XVII.

PERSONNELRECORDS

Personnelrecordsarethepropertyof{ORGANIZATIONNAME},andaccesstothe
informationtheycontainisrestrictedandconfidential.Apersonnelfileshallbekeptforeach
employeeandshouldincludetheemployeesjobapplication,copyoftheletterofemployment
andpositiondescription,performancereviews,disciplinaryrecords,recordsofsalaryincreases
andanyotherrelevantpersonnelinformation.Itistheresponsibilityofeachemployeeto
promptlynotifyhis/orhersupervisorinwritingofanychangesinpersonneldata,including
personalmailingaddresses,telephonenumbers,namesofdependents,andindividualstobe
contactedintheeventofanemergency.

Allemployeesmustcomplete,withintwodaysoftheendofeachpayperiod,theirtime
andattendancerecordforreviewandapprovalbytheExecutiveDirector.Accuratelyrecording
timeworkedistheresponsibilityofeveryemployee.Tampering,altering,orfalsifyingtime
records,orrecordingtimeonanotheremployeestimerecordmayresultindisciplinaryaction,
includingseparationfromemploymentwith{ORGANIZATIONNAME}.

XVIII. OUTSIDEEMPLOYMENT
Individualsemployedby{ORGANIZATIONNAME}mayholdoutsidejobsaslongas
theymeettheperformancestandardsoftheirjobwith{ORGANIZATIONNAME}.Employees

18

shouldconsidertheimpactthatoutsideemploymentmayhaveontheirabilitytoperformtheir
dutiesat{ORGANIZATIONNAME}.Allemployeeswillbeevaluatedbythesame
performancestandardsandwillbesubjectto{ORGANIZATIONNAME}schedulingdemands,
regardlessofanyoutsideworkrequirements.

If{ORGANIZATIONNAME}determinesthatanemployeesoutsideworkinterferes
withtheirjobperformanceortheirabilitytomeettherequirementsof{ORGANIZATION
NAME},astheyaremodifiedfromtimetotime,theemployeemaybeaskedtoterminatethe
outsideemploymentifheorshewishestoremainemployedwith{ORGANIZATIONNAME}.

Outsideemploymentthatconstitutesaconflictofinterestisprohibited.Employeesmay
notreceiveanyincomeormaterialgainfromindividualsororganizationsformaterials
producedorservicesrenderedwhileperformingtheirjobswith{ORGANIZATIONNAME}.

XIX.

NONDISCLOSUREOFCONFIDENTIALINFORMATION

Anyinformationthatanemployeelearnsabout{ORGANIZATIONNAME},orits
membersordonors,asaresultofworkingfor{ORGANIZATIONNAME}thatisnototherwise
publiclyavailableconstitutesconfidentialinformation.Employeesmaynotdisclose
confidentialinformationtoanyonewhoisnotemployedby{ORGANIZATIONNAME}orto
otherpersonsemployedby{ORGANIZATIONNAME}whodonotneedtoknowsuch
informationtoassistinrenderingservices.

Theprotectionofprivilegedandconfidentialinformation,includingtradesecrets,is
vitaltotheinterestsandthesuccessof{ORGANIZATIONNAME}.Thedisclosure,
distribution,electronictransmissionorcopyingof{ORGANIZATIONNAME}sconfidential
informationisprohibited.Suchinformationincludes,butisnotlimitedtothefollowing
examples:

Compensationdata.
Programandfinancialinformation,includinginformationrelatedtodonors,and
pendingprojectsandproposals.

Employeesarerequiredtosignanondisclosureagreementasaconditionof
employment.Anyemployeewhodisclosesconfidential{ORGANIZATIONNAME}information
willbesubjecttodisciplinaryaction(includingpossibleseparation),evenifheorshedoesnot
actuallybenefitfromthedisclosureofsuchinformation.

Discussionsinvolvingsensitiveinformationshouldalwaysbeheldinconfidential
settingstosafeguardtheconfidentialityoftheinformation.Conversationsregarding
confidentialinformationgenerallyshouldnotbeconductedoncellularphones,orinelevators,
restrooms,restaurants,orotherplaceswhereconversationsmightbeoverheard.

19

XX.

COMPUTERANDINFORMATIONSECURITY

Thissectionsetsforthsomeimportantrulesrelatingtotheuseof{ORGANIZATION
NAME}scomputerandcommunicationssystems.ThesesystemsincludeindividualPCs
providedtoemployees,centralizedcomputerequipment,allassociatedsoftware,and
{ORGANIZATIONNAME}stelephone,voicemailandelectronicmailsystems.

{ORGANIZATIONNAME}hasprovidedthesesystemstosupportitsmission.
Althoughlimitedpersonaluseof{ORGANIZATIONNAME}ssystemsisallowed,subjectto
therestrictionsoutlinedbelow,nouseofthesesystemsshouldeverconflictwiththeprimary
purposeforwhichtheyhavebeenprovided,{ORGANIZATIONNAME}sethical
responsibilitiesorwithapplicablelawsandregulations.Eachuserispersonallyresponsibleto
ensurethattheseguidelinesarefollowed.

Alldatain{ORGANIZATIONNAME}scomputerandcommunicationsystems
(includingdocuments,otherelectronicfiles,emailandrecordedvoicemailmessages)arethe
propertyof{ORGANIZATIONNAME}.{ORGANIZATIONNAME}mayinspectandmonitor
suchdataatanytime.Noindividualshouldhaveanyexpectationofprivacyformessagesor
otherdatarecordedin{ORGANIZATIONNAME}ssystems.Thisincludesdocumentsor
messagesmarkedprivate,whichmaybeinaccessibletomostusersbutremainavailableto
{ORGANIZATIONNAME}.Likewise,thedeletionofadocumentormessagemaynotprevent
accesstotheitemorcompletelyeliminatetheitemfromthesystem.

{ORGANIZATIONNAME}ssystemsmustnotbeusedtocreateortransmitmaterial
thatisderogatory,defamatory,obsceneoroffensive,suchasslurs,epithetsoranythingthat
mightbeconstruedasharassmentordisparagementbasedonrace,color,nationalorigin,sex,
sexualorientation,age,physicalormentaldisability,medicalcondition,maritalstatus,or
religiousorpoliticalbeliefs.Similarly,{ORGANIZATIONNAME}ssystemsmustnotbeused
tosolicitorproselytizeothersforcommercialpurposes,causes,outsideorganizations,chain
messagesorothernonjobrelatedpurposes.

Securityproceduresintheformofuniqueusersignonidentificationandpasswords
havebeenprovidedtocontrolaccessto{ORGANIZATIONNAME}shostcomputersystem,
networksandvoicemailsystem.Inaddition,securityfacilitieshavebeenprovidedtorestrict
accesstocertaindocumentsandfilesforthepurposeofsafeguardinginformation.The
followingactivities,whichpresentsecurityrisks,shouldbeavoided.

Attemptsshouldnotbemadetobypass,orrenderineffective,securityfacilities

providedbythecompany.

Passwordsshouldnotbesharedbetweenusers.Ifwrittendown,password

shouldbekeptinlockeddrawersorotherplacesnoteasilyaccessible.

20

Documentlibrariesofotherusersshouldnotbebrowsedunlessthereisa

legitimatebusinessreasontodoso.

Individualusersshouldnevermakechangesormodificationstothehardware
configurationofcomputerequipment.Requestsforsuchchangesshouldbe

directedtocomputersupportortheExecutiveDirector.

Additionstoormodificationsofthestandardsoftwareconfigurationprovided
on
{ORGANIZATIONNAME}sPCsshouldneverbeattemptedbyindividualusers
(e.g.,autoexec.bat
andconfig.sysfiles).Requestsforsuchchangesshouldbe
directedtocomputersupportortheExecutiveDirector.

Individualusersshouldneverloadpersonalsoftware(includingoutsideemail
services)tocompanycomputers.Thispracticeriskstheintroductionofa
computervirusintothesystem.Requestsforloadingsuchsoftwareshouldbe
directedtocomputersupportortheExecutiveDirector.

Programsshouldneverbedownloadedfrombulletinboardsystemsorcopied

fromothercomputersoutsidethecompanyontocompanycomputers.

Downloadingorcopyingsuchprogramsalsoriskstheintroductionofa
computer
virus.Ifthereisaneedforsuchprograms,arequestforassistanceshould
be
directedtocomputersupportormanagement.Downloadingorcopying

documentsfromoutsidethecompanymaybeperformednottopresenta
security
risk.

UsersshouldnotattempttobootPCsfromfloppydiskettes.Thispracticealso

riskstheintroductionofacomputervirus.

{ORGANIZATIONNAME}scomputerfacilitiesshouldnotbeusedtoattempt
unauthorizedaccessto
oruseofotherorganizationscomputersystemsanddata.

Computergamesshouldnotbeloadedon{ORGANIZATIONNAME}sPCs.

Unlicensedsoftwareshouldnotbeloadedorexecutedon{ORGANIZATION
NAME}sPCs.

Companysoftware(whetherdevelopedinternallyorlicensed)shouldnotbe

copiedontofloppydiskettesorothermediaotherthanforthepurposeof
backing
upyourharddrive.Softwaredocumentationforprogramsdeveloped
and/orlicensedbythecompanyshouldnotberemovedfromthecompanysoffices.

21


Individualusersshouldnotchangethelocationorinstallationofcomputer
equipmentinofficesandworkareas.Requestsforsuchchangesshouldbe

directedtocomputersupportormanagement.

Thereareanumberofpracticesthatindividualusersshouldadoptthatwillfostera
higherlevelofsecurity.Amongthemarethefollowing:

Turnoffyourpersonalcomputerwhenyouareleavingyourworkareaoroffice

foran extendedperiodoftime.

Exercisejudgmentinassigninganappropriatelevelofsecuritytodocuments

storedonthecompanysnetworks,basedonarealisticappraisaloftheneedfor

confidentialityorprivacy.

Removepreviouslywritteninformationfromfloppydiskettesbeforecopying

documentsonsuchdiskettesfordeliveryoutside{ORGANIZATIONNAME}.

Backupanyinformationstoredlocallyonyourpersonalcomputer(otherthan

networkbasedsoftwareanddocuments)onafrequentandregularbasis.

Shouldyouhaveanyquestionsaboutanyoftheabovepolicyguidelines,pleasecontact
theExecutiveDirector.
XXI.

INTERNETACCEPTABLEUSEPOLICY

Atthistime,desktopaccesstotheInternetisprovidedtoemployeeswhenthereisa
necessityandtheaccesshasbeenspecificallyapproved.{ORGANIZATIONNAME}has
providedaccesstotheInternetforauthorizeduserstosupportitsmission.Nouseofthe
Internetshouldconflictwiththeprimarypurposeof{ORGANIZATIONNAME},itsethical
responsibilitiesorwithapplicablelawsandregulations.Eachuserispersonallyresponsibleto
ensurethattheseguidelinesarefollowed.Seriousrepercussions,includingtermination,may
resultiftheguidelinesarenotfollowed.

{ORGANIZATIONNAME}maymonitorusageoftheInternetbyemployees,including
reviewingalistofsitesaccessedbyanindividual.Noindividualshouldhaveanyexpectation
ofprivacyintermsofhisorherusageoftheInternet.Inaddition,{ORGANIZATIONNAME}
mayrestrictaccesstocertainsitesthatitdeemsarenotnecessaryforbusinesspurposes.

{ORGANIZATIONNAME}sconnectiontotheInternetmaynotbeusedforanyofthe
followingactivities:

TheInternetmustnotbeusedtoaccess,create,transmit,printordownload
materialthatisderogatory,defamatory,obscene,oroffensive,suchasslurs,

22

epithets,oranythingthatmaybeconstruedasharassmentordisparagement
basedonrace,color,nationalorigin,sex,sexualorientation,age,disability,
medicalcondition,maritalstatus,orreligiousorpoliticalbeliefs.

TheInternetmustnotbeusedtoaccess,send,receiveorsolicitsexuallyoriented
messagesorimages.
Downloadingordisseminatingofcopyrightedmaterialthatisavailableonthe
Internetisaninfringementofcopyrightlaw.Permissiontocopythematerial
mustbeobtainedfromthepublisher.Forassistancewithcopyrightedmaterial,
contactcomputersupportortheExecutiveDirector.

WithoutpriorapprovaloftheExecutiveDirector,softwareshouldnotbe
downloadedfromtheInternetasthedownloadcouldintroduceacomputer
virusonto{ORGANIZATIONNAME}scomputerequipment.Inaddition,
copyrightlawsmaycoverthesoftwaresothedownloadingcouldbean
infringementofcopyrightlaw.

EmployeesshouldsafeguardagainstusingtheInternettotransmitpersonal
commentsorstatementsthroughemailortopostinformationtonewsgroups
thatmaybemistakenasthepositionof{ORGANIZATIONNAME}.

Employeesshouldguardagainstthedisclosureofconfidentialinformation
throughtheuseofInternetemailornewsgroups.

EmployeesshouldnotdownloadpersonalemailorInstantMessagingsoftware
to{ORGANIZATIONNAME}computers.
TheInternetshouldnotbeusedtosendorparticipateinchainletters,pyramid
schemesorotherillegalschemes.

TheInternetshouldnotbeusedtosolicitorproselytizeothersforcommercial
purposes,causes,outsideorganizations,chainmessagesorothernonjobrelated
purposes.

TheInternetshouldnotbeusedtoendorsepoliticalcandidatesorcampaigns

TheInternetprovidesaccesstomanysitesthatchargeasubscriptionorusagefeeto
accessandusetheinformationonthesite.Requestsforapprovalmustbesubmittedtoyour
supervisor.

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Ifyouhaveanyquestionsregardinganyofthepolicyguidelineslistedabove,please
contactyoursupervisor,ortheExecutiveDirector.

Revised{Date}
ApprovedbytheExecutiveCommitteeofthe{ORGANIZATIONNAME}BoardofDirectors

24