Chautauqua Institution

Employee Handbook

Revised: November 2014

The Chautauqua Institution reserves the right to terminate or modify this Employee
Handbook at any time with or without notice.

I. Purpose of This Employee Handbook Page

A. Welcome to Chautauqua Institution ………………………………. 4
B. Notice to all Employees…………………………………………… 5
C. The Story of Chautauqua Institution …………..………………….. 6
D. The Chautauqua Challenge ……………………………………….. 8
E. Equal Employment Opportunity Policy …………………………... 9
F. Employee Classifications …………………………………………. 9

II. Your Pay

A. Payday Schedule …………………………………………………... 10
B. Payroll and Related Forms ………………………………………… 10
C. Promotions ………………………………………………………… 10
D. Pay Raises ………………………………………………………..... 10
E. Work Week ………………………………………………………... 11
F. Overtime …………………………………………………………... 11
G. Deductions from Pay (Mandatory and Elective) ………………….. 11
H. Benefit Eligibility Period …………………………………………. 12

III. Leave Policy

A. Holidays …………………………………………………………… 13
B. Personal Days ………………………………………………………13
C. Vacation …………………………………………………………… 14
D. Personal Sick Leave ……………………………………………… 14
E. Paid Family Sick Leave …………………………………………... 15
F. Disability Leave …………………………………………………... 15
G. Jury Duty …………………………………………………………. 15
H. Military Leave …………………………………………………….. 15
I. Bereavement …………………………………………………….... 16
J. Maternity Leave of Absence ……………………………………… 16
K. Volunteer Firefighters …………………………………………….. 16
L. Inclement Weather ………………………………………………... 16
M. Family and Medical Leave Act (FMLA)…………………………. 17
N. Administrative Leave …………………………………………….. 18
O. Blood Donation Leave ……………………………………………. 18

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IV. Other Benefits Page

A. Medical Insurance ………………………………………………… 20
B. Life Insurance …………………………………………………….. 20
C. Long-term Disability ……………………………………………… 20
D. Extension of Health Insurance Coverage …………………………. 20
E. Social Security and Medicare …………………………………….. 21
F. Workers’ Compensation ………………………………………….. 21
G. Pension Plan ………………………………………………………. 21
H. Individual Tax Deferred Plan ……………………………………... 21
I. Flexible Spending Benefit Plan …………………………………… 21
J. Unemployment Compensation ……………………………………. 22
K. Tuition Assistance ……………………………………………….... 22
L. Institution Service Allowance …………………………………...... 22

V. Rules and Regulations

A. New Employee Orientation and On-boarding …………………… 23
B. Business Ethics and Conduct ……………………………………... 23
C. Attendance and Punctuality ………………………………………. 24
D. Mealtimes ………………………………………………………… 24
E. Standards of Conduct ……………………………………………. 24
F. Culture of Service Excellence and Employee Education/Learning 25
G. Changes in Personal Data ………………………………………… 25
H. Dress Policy ……………………………………………………… 26
I. Harassment and Sexual Harassment ….………………………….. 26
J. Conflict of Interest ……………………………………………….. 28
K. Conflict Resolution ………………………………………………. 28
L. Substance Abuse …………………………………………………. 29
M. Compliance with Rules and Laws ………………………………… 29
N. Travel and Expenses ……………………………………………… 29
O. Nepotism …………………………………………………………. 29
P. Outside Employment and Work ………………………………….. 30
Q. Computer Systems and Information Security ……………………. 30
R. Whistleblower Policy …..………………………………………… 31
S. Nursing Mothers’ Break Time …………………………………… 33

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VI. Safety and Health in the Workplace Page

A. Accidents and Personal Injury …………………………………………… 33
B. Smoking Policy …………………………………………………………... 33

VII Termination
A. Resignation/Retirement …………………………………………… 34
B. Termination ……………………………………………………….. 34
C. Benefits …………………………………………………………… 34
D. Returning Institution Property ……………………………………. 34

APPENDIX A
(The Chautauqua Institution Benefits Summary)………………………… 35

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I. PURPOSE OF THIS EMPLOYEE HANDBOOK

A. Welcome to Chautauqua Institution

Dear Colleague:

Welcome to the Chautauqua Institution. You are about to embark on one of the most
dynamic adventures of your professional career, and I couldn’t be more excited to
welcome you to our team.

Chautauqua is one of America’s oldest and most highly respected cultural institutions.
For more than 140 years, Chautauqua has been dedicated to the exploration of the best in
human values and the enrichment of life through a program that explores the important
religious, social and political issues of our times; stimulates provocative, thoughtful
involvement of individuals and families in creative response to such issues; and promotes
excellence and creativity in the appreciation, performance and teaching of the arts.

This mission is more important than ever, and our employees are the front line in
ensuring that this vital purpose is alive and well in the world. Take pride in your work in
Chautauqua. Regardless of your daily activity, you are contributing to something much
larger than the work we each do on a daily basis.

Our founders debated whether Chautauqua was a “place” or a “movement.” The answer
is a powerful “YES!”. Thank you for the importance you will place in realizing both.

Again, welcome to a very special family. If I or any member of our team can do anything
to make your time here more successful, please don’t hesitate to ask.

In service to this profound mission, I send

All my best as you start your journey,

Michael E. Hill
President

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B. Notice to All Employees

The pages of this Handbook that follow are not intended to be so comprehensive as to
address all the possible applications of, or exceptions to the general policies and
procedures included. The procedures, practices, policies, and benefits in the Handbook
may be modified or discontinued from time to time, with or without notice, except as
required by law.

The language in this handbook is not intended to create, and it is not to be construed to
constitute any kind of a contract, promise or guarantee, either expressed or implied
between Chautauqua Institution. (hereafter referred to as "Organization" or “the
Institution”) and any one or all of its employees.

New York State is an "employment-at-will" state, which means that your employment is
not for any specific time, and may be terminated at will. Nothing shall restrict an
employee's right to terminate employment at any time; and nothing shall restrict the
Institution's right to terminate an employee's employment at any time, with or without
cause, and with or without notice, except as required/prohibited by law. Persons retained
as independent contractors are not entitled to any of the benefits described in this
handbook.

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C. The Story of Chautauqua Institution
The Chautauqua Institution, which celebrated its 140th anniversary in 2014, is a
community renowned for its four (4) pillars – Religion, Education, Arts and Recreation,
and a resource for the discussion of the important issues of our time.

Approximately 7,500 persons are in residence on any day during a nine-week season; and
a total of over 150,000 attend scheduled public events. About 300 students are accepted
annually into the Chautauqua Schools of Fine and Performing Arts and more than 400
open-enrollment special studies courses are offered each season.

The Institution, originally the Chautauqua Lake Sunday School Assembly, was founded
in 1874 as an educational experiment in out-of-school, vacation learning. It was
successful and broadened almost immediately beyond courses for Sunday school teachers
to include academic subjects, music, art and physical education.

While founders Lewis Miller and John Heyl Vincent were Methodists, other Protestant
denominations participated from the first year onward; and today Chautauqua continues
to be ecumenical in spirit and practice. Chautauqua’s Department of Religion presents
distinguished religious leaders of many faiths from this country and abroad, both as
preachers and teachers.

The Chautauqua Literary and Scientific Circle (CLSC) was started in 1878 to provide an
opportunity for those without the time or money to acquire the skills and essential
knowledge of a college education. The four-year correspondence course was one of the
first attempts at distance learning. Besides broadening access to education, the CLSC
program was intended to show people how best to use their leisure time and avoid the
growing availability of idle pastimes, such as drinking, gambling, dancing and theater-
going, that was believed to pose a threat to good morals and good health. To share the
cost of purchasing the publications and to take encouragement from others in the course,
students were encouraged to form local CLSC reading circles. Soon, these were
established across the country, and in time, around the world. Among those who
benefited most from the CLSC program were women, teachers, and those living in
remote rural areas. At the conclusion of their four years of study, students were invited to
come to Chautauqua to receive their certificates in a ceremony. This tradition continues
to this day with a ceremony held the first week in August.

With the success of the CLSC, many new Chautauquas were created, and became known
as ‘Daughter Chautauquas,’ giving rise to what was called the ‘Chautauqua Movement.’
Some years later, the talent agencies that provided speakers and entertainers for these
platforms, developed shows of their own, which traveled o small towns across the United
States and Canada. These were known as the ‘circuit chautauquas,’ or ‘tent
chautauquas.’

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By 1880 the Chautauqua platform had established itself as a national forum for open
discussions of public issues, international relations, literature and science. There are
hundreds of lectures at Chautauqua during the season – including the Education
Department, Women’s Club program, the Heritage Lecture Series, Religion lectures,
BTG speakers, CLSC and the denominational houses, along with other focus and support
groups and special events. The Smith Memorial Library and the Chautauqua Institution
Archives are open year round, and serve as a research center for graduate students,
writers and others.

Today, Chautauqua still offers a unique educational opportunity on many levels –

informal, serious and professional. And, there are enhanced learning opportunities
within Chautauqua’s other programming. The arts, religion, recreation and the pursuit of
knowledge are all available to both younger and older students who share learning
experiences in an open, congenial atmosphere. Special programs are also provided to
children and young people.

Music has always been important at Chautauqua. There were courses of instruction,
professional concerts, nationally known performers and a music reading circle – an effort
to educate audiences about music and expose them to new types of music. A symphony
orchestra season became part of the regular program in 1920. The Chautauqua Symphony
Orchestra, founded in 1929, now performs thrice weekly with leading soloists in the
5,000-seat Amphitheater, Chautauqua’s program center. The Chautauqua Ballet
Company also appears in the Amphitheater; and popular entertainers perform other
evenings. The Chautauqua Theater Company presents its season in the Bratton Theater.
Also founded in 1929, The Chautauqua Opera Company performs in Norton Hall and
special performances in the Amphitheater. Chautauqua’s newest performance venue is
Elizabeth S. Lenna Hall, which is host to recitals, chamber music concerts and other
performing arts presentations.

The Chautauqua Institution also provides a full range of conference services and
accommodations during the off-season, including popular Road Scholar (developed by
Elderhostel, Inc.) and 55-Plus programs.

Chautauqua is able to share its unique heritage through Chautauqua Institution’s “Great
Lecture Library,” PBS and NPR broadcasts, and FORA.tv.

The institution is governed by a 24-member Board of Trustees, which provides oversight

and governance of the Institution.

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D. The Chautauqua Challenge

TO BE A CENTER
for the identification and development of the best in human values through a
program which:

ENCOURAGES the identification and exploration of the value

dimensions in the important religious, social, and political issues of
our times;

STIMULATES the provocative, thoughtful involvement of

individuals and families in creative response to such issues on a high
level of competence and commitment;

PROMOTES excellence and creativity in the appreciation,

performance and teaching of the arts.

TO BE A COMMUNITY
in which religious faith is perceived, interpreted and experienced as central
to the understanding and expression of our social and cultural values, a
community which is open to all and is distinctly founded upon and
expressive of the convictions of the Christian tradition.

TO BE A RESOURCE
for the enriched understanding of the opportunities and obligations of
community, family and personal life by fostering the sharing of varied
cultural, educational, religious and recreational experience in an atmosphere
of participation by persons of all ages and backgrounds.

The Chautauqua Challenge defines the mission of Chautauqua Institution. It was

originally adopted by the Board of Trustees in 1974, and revised in 2000.

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E. Equal Employment Opportunity Policy

We consider it a duty as a responsible employer not only to speak about equal
employment, but also to practice this philosophy through our actions. Thus, we will
recruit, hire, train and promote persons in all job classifications solely on the basis of
their qualifications, without regard to race, color, creed, religion, sex, sexual orientation,
age, national origin, citizenship status, disability, veteran status, military status, marital
status, pregnancy, predisposing genetic characteristics or genetic information, domestic
violence victim status, arrest records, or any other category protected by law. We will
also strictly adhere to this policy of equal employment opportunity in all matters of
human resource administration, including compensation, transfer, disciplinary actions
and other personnel actions.

F. Employee Classifications
For the purpose of determining eligibility for fringe benefits the following employee
classifications apply. Working hours are based on the scheduled hours (listed below)
during the off-season. The nature of the employment relationship cannot be changed
except by authorization of the president or a senior officer and the vice
president/treasurer of Chautauqua Institution.

• 1.0 Executive - senior staff (35 hours per week)

• 2.0 Managerial - designated ranking assistants to senior staff (35 hours/week)
• 3.0 Exempt Salaried - managers, coordinators and designated staff assistants (35
hours per week)
• 3.1 Exempt Salaried - managers and designated staff (40 hours per week)
• 4.0 Regular Full-time - working year-round 37½ hours or more per week
• 4.1 Regular Full-time - working year-round, 40 hours or more per week
• 5.0 Regular Part-time - working year-round and averaging annually 20 or more
hours per week but less than 30 hours/week.
• 5.1 Regular Part-time - working year-round and averaging annually 30 or more
hours per week but less than 37.5 hours/week.
• 6.0 Part-time - working year-round averaging annually less than 20 hours/ week.
• 6.1 Regular Part-time 35 - working year-round and averaging annually 35 or
more hours per week. Benefits are based on a 7 hour day
• 7.0 Seasonal/Temporary (Less than 6 months) - hired for a specific period of time
that is less than 6 months.
• 7.1 Seasonal Temporary (Variable Hours) - hired for a specific period of time
• that is greater than six months and less than 52 weeks; and with hours that may
vary.
• 8.0 Exempt Salaried Seasonal - seasonal managers and/or department heads hired
annually to support seasonal activities; and with the preponderance of hours
actually being worked in the Chautauqua summer season. Pay may be spread
consistently throughout the year.

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II. YOUR PAY

A. Payday Schedule
Paychecks are issued on a bi-weekly basis on Friday. Direct deposit is available for
employees in classifications 1(Executive) – 5. (Regular Part-time).

B. Payroll and Related Forms

All the required forms, such as Immigration Form I-9, Payroll Authorization, Employee’s
Withholding Form W-4 and any other payroll forms shall be completed during the
employee’s first day of employment. These will provide the payroll office with vital
information such as name, address, and social security number. Please advise the payroll
department of any changes. Your working hours will be recorded through use of a time
clock or manually completed time sheet.

C. Promotions
Chautauqua strives to promote employees from within the organization whenever
possible. Chautauqua typically posts regular year-round position openings internally; and
does so via e-mail and various bulletin boards, prior to notifying the public. In certain
instances where an internal employee has already been prepared and mentored for a
position, the position may not be posted internally. Likewise, there may be instances
where certain specialties are required and the position will be filled from the outside.

Employees are encouraged to speak directly with their manager about professional
development and career growth.

D. Pay Raises
Department Heads complete a performance and wage review at least once per year. An
employee becomes eligible for the first wage review after completing six months of
service, and thereafter in early January. Salary and wage adjustments are based upon
your performance and standards of conduct, and may take into consideration changes in
the cost of living. In making recommendations, the department head will evaluate:
- Quality of work
- Judgment
- Job knowledge and application of such knowledge
- Commitment to customer service and continuous improvement
- Willingness to learn
- Work habits and use of time
- Punctuality, attendance, and dependability
- Loyalty to Chautauqua Institution
- Attitude as expressed by actions toward job and fellow associates

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E. Work Week
Some departments have specifically designated work hours, including split work shifts, in
order to provide round-the-clock operations. The determination of such a schedule is the
responsibility of each department head.

The regular workweek for administrative offices is Monday through Friday from 9:00
a.m. to 5:00 p.m. for a total of 37½ hours. The regular workweek for maintenance and
municipal service areas varies from 40 to 48 hours. For departments that require
flexibility, the department head establishes the daily work schedules. Any employee
working at least six continuous hours shall have a scheduled half-hour unpaid break.

F. Overtime
The Chautauqua Institution is a not-for-profit, tax-exempt organization with its primary
operations taking place in a nine-week summer season, and as such is not required to pay
overtime on certain seasonal positions.

When overtime is applicable, you will normally receive payment for overtime in the pay
period following the period in which such overtime is worked, providing you have
accurately and properly prepared your time card, and have it approved by your
supervisor. Working overtime without supervisory authorization may result in
disciplinary action, up to and including discharge.

Overtime will be paid at time and one half for actual hours worked in excess of 40 hours
per week. Time off for all elective or personal reasons (i.e. vacation, personal, sick,
bereavement) will not count as time worked. All work performed in exempt
classifications will be paid at the regular rate of pay.

G. Deductions from Pay

Mandatory
Social Security and Medicare Tax
New York State Disability
Wage Garnishment
Federal and State Withholding
Elective (based upon eligibility)
United Way
Chautauqua Fund
FLEX (Including health insurance)
Tax Deferred Annuities
Long-term Disability Insurance
(Note: Employees must make their elective benefits choices in writing.)

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H. Benefit Eligibility Period

New employees hired by Chautauqua Institution are eligible for benefits upon completion
of a benefit eligibility waiting period. Upon completion of this benefit eligibility period,
the employee will thereafter be considered eligible for benefits in accordance with their
classification. For those newly hired into classifications 1, 2, 3, and 3.1, the waiting
period is the 1st of the month following the date of hire. For those newly hired into
classifications 4 and 4.1, the waiting period is the 1st of the month following 30 days of
employment. Exceptions to the standard benefits eligibility period may apply to some
benefits (such as, but are not limited to vacations, sick time and pensions; and are defined
elsewhere in this handbook or in a summary plan description.

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III. LEAVE POLICY
A. Holidays

The following legal holidays are observed:

1. New Year’s Day

2. Presidents’ Day
3. Martin Luther King Day
4. Good Friday
5. Memorial Day
6. Friday before Labor Day (substitute for Fourth of July*)
7. Labor Day
8. Indigenous People’s Day
9. Thanksgiving Day
10. Friday after Thanksgiving
11. Christmas Eve or substitute
12. Christmas Day
13. New Year’s Eve or substitute

* The Friday before Labor Day is substituted for the Fourth of July, which falls in the
heart of our summer season.

Employees in classifications 1 (Executive) through 4.1(Regular full-time) are entitled to

twelve (12) paid holidays. The calendar dates of the above-mentioned holidays are
established and published annually by the Treasurer’s Office. Employees required to
work on any of Chautauqua Institution holidays shall be paid for hours worked plus a
normal day’s pay. An employee who resigns or terminates employment for any reason is
not entitled to any additional Holiday pay beyond the actual last date of employment.

B. Personal Days
Employees in classifications 1 (Executive) through 4.1 (regular full-time), may be
granted two (2) days pay for personal excused absences per calendar year, following
completion of the benefit eligibility period, as outlined in Section II.H. During the first
calendar year of service if you have successfully completed your benefit eligibility period
before July 1 two days are granted. After June 30 one day is granted. Personal days will
be granted only for the purpose of conducting personal business and cannot be used as
part of the employee’s vacation or as an extension of sick leave or holidays. Granting of
personal leave days must have prior approval of the employee’s department head and will
not be granted the day before or the day after a paid holiday or other paid time off.
Unused personal days are not carried forward to the next year, and are not paid at the
time an employee terminates employment.

C. Vacation

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After completion of 12 months of employment, a regular full-time employee is entitled to
vacation with pay according to the table located in Appendix A. Vacation hours are
credited annually on January 1. In computing the vacation pay, a day’s pay will be
based on the number of hours scheduled on a normal day during the off-season period.
Regular part-time employees shall be granted vacation on a prorated basis, based on the
number of hours scheduled during a normal workweek during the off-season period.

Vacations are normally scheduled by the department head from September 1 through
Memorial Day, provided the request is submitted in writing at least two weeks prior to
the desired vacation time. The maximum number of vacation days that can be taken
consecutively is fifteen (15) days or three weeks. The employee’s department head must
approve each request. Under unusual circumstances, or where a departmental work cycle
allows, an employee may be granted vacation with pay between June 1 and August 31
with department head approval.

One half of earned vacation time off may be carried over into a reserve bank of vacation
days. This reserve bank of vacation days may not exceed 30 days.

D. Personal Sick Leave

All employees are expected to be at their assigned places of work at the regularly
scheduled time. Whenever it is necessary to be absent from work for illness, the
employee must notify the department head at least one hour before his or her scheduled
work time, or as soon as possible.

Upon completion of the benefit eligibility period, sick leave will be earned by regular
full-time employees at the rate of one day leave per calendar month of active service.
Regular part-time employees shall earn their sick leave on a prorated basis.

Sick leave is paid only in the case of an employee’s personal illness. Sick leave may be
used for an employee’s personal medical or dental appointments. A doctor’s certificate
will ordinarily be required in cases of injury or illness exceeding three consecutive
working days or in cases where it includes the day before or the day after a paid holiday.
Sick leave cannot be considered an extension of an employee’s vacation or personal time
off. Hours paid for sick leave shall equal the normal regular hours that the employee is
scheduled to work for the period covered.

In instances where there are repeated violations or abuses the Institution may place the
employee on written warning or have his or her employment terminated.

When an employee has been absent for an extended illness (5 days or more) or an injury,
the Institution may require a return to work release form, available in the treasurer’s
office, to be completed by the medical provider. If you need additional unpaid time off,
you may be eligible for leave under the Family and Medical Leave Act of 1993. (See
Family and Medical Leave Act on page 17).

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E. Paid Family Sick Leave

Up to four days per year of your personal sick leave may be used, when available, for
attending to illness or health issues relating to members of your immediate family.
Immediate family includes children, parents, or other members living in your household
and dependent on you for their health care. The name and relationship of the family
member should be attached to the time sheet and approved by the department head. If
you need additional unpaid time off, you might be eligible for leave under the Family and
Medical Leave Act of 1993. (See Family And Medical Leave Act on page 17).

F. Disability Leave
Disability insurance is provided by law, which requires employees and the Institution to
contribute to this benefit. After a one week waiting period, an employee may file a claim
through the treasurer’s office. This insurance pays 50% of normal earnings up to a
statutory maximum of 26 weeks in any 52-week period. Disability may be concurrent
with FMLA.

G. Jury Duty
A leave of absence for jury duty, up to ten working days per year, shall be granted with
normal pay, less jury duty compensation (as permitted by law) for all regular full-time
and regular part-time employees upon presentation of proof of serving the jury duty.

H. Military Leave
Chautauqua Institution seeks to comply with all state and federal laws regarding leaves of
absence for military duty. Please speak with the Vice President and Treasurer in the
event that you need to schedule such a leave.

I. Bereavement
In the event of a death of the spouse, same-sex partner or child of an employee, the
regular full-time or part-time employee shall be granted up to five days leave of absence
with full pay. In the event of a death of an immediate family member (father, mother,
father- or mother in-law, sister, brother, sister- or brother in-law, grandfather, or
grandmother) of an employee, the regular full-time or regular part-time employee shall be
granted up to three days leave of absence with pay. A regular part-time employee shall
be granted prorated funeral leave according to his or her work schedule. If more time is
needed, the employee may choose to use personal or vacation time

J. Maternity Leave of Absence

An employee may be granted a leave of absence, without pay, for maternity purposes
upon presentation of a physician’s certificate and a FMLA request form to her supervisor
at least thirty days prior to the expected date of delivery, or as soon as practical within 1-
2 days of learning of the need for leave. Leaves will not be granted during the
employee’s benefit eligibility period. Leave without pay may be granted when her
physician says she can no longer work and will extend up to two months after the date of

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delivery, or a total of 12 weeks. At the time of delivery or pregnancy-related disability,
the employee may wish to apply for disability benefits. Accumulated sick leave and
vacation time may also be used during this leave. (See Family and Medical Leave Act
Policy for related information.)

K. Volunteer Firefighters
An employee who is a member of the Chautauqua Volunteer Fire Department may be
excused from his/her duties to answer a fire or ambulance call, provided the employee is
not performing essential duties at the time. Essential duties include security, maintenance
of heat and utilities in occupied premises, maintenance of streets under emergency
conditions, traffic control, etc.

L. Inclement Weather (applies to Employees in Classifications 1 to 4.1)

In cases where the senior officer present declares an official closing due to extreme
weather conditions or other emergencies, excused employees may use administrative
leave (Section III.N) for the time absent. All essential personnel must report to their
assigned shift and station unless notified otherwise.

In cases where Chautauqua County implements their inclement weather policy, giving
employees flexibility to report to work, the employee may use available personal,
vacation or sick time (in any order) for the time absent.

In cases where the employee, due to extreme weather conditions, elects not to report to
work, the employee may use available personal, vacation or sick time (in that order) for
the time absent.

In cases where employees are released early from work due to inclement weather
conditions, administrative leave (Section III.N) will be charged for that event.

All essential personnel must report to their assigned shift and station unless notified
otherwise. Certain employees of the Buildings and Grounds Department are required, as
part of their job duties, to be present during such events regardless of any other office
closings that might be implemented. In addition, certain employees may be called in on
an overtime basis to deal with the inclement weather events. In any case, the affected
employees are not excused or permitted to use paid time off; all other employees of the
Department are covered by the policies in the Personnel Handbook.

If an employee is required to work during an inclement weather event during the

employee’s regularly scheduled workday, and the Buildings and Grounds Supervisor, or
designee determines that the work required has been completed, the remaining hours of
the employee’s regularly scheduled workday may be taken in accordance with the
policies set fort in the Personnel Handbook.

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M. Family and Medical Leave Act of 1993 (FMLA)

It is the policy of the Chautauqua Institution to grant up to 12 weeks of family and

medical leave during a rolling 12 month period to eligible employees, in accordance with
the Family and Medical Leave Act of 1993 (FMLA) and its amendments or changes. The
full policy may be reviewed in the Treasurer’s Office.

Eligibility for FMLA leave

To be eligible for Family and Medical Leave under this Act, an employee:
1. Must have worked for the Institution for at least 1250 hours during a 12-
month period immediately before the date the leave would begin. The 12-
month period need not have been consecutive.
2. Must work in an office or work site where 50 or more employees are
employed within 75 miles of that office or work site.

Types of Leave which qualify as FMLA leave

1) The birth of a child and in order to care for that child;
2) The placement of a child for adoption or foster care, and to care for the
newly-placed child;
3) To care for a spouse, child, or parent with a serious health condition; or
4) The serious health condition of the employee.

Military Family Related Leave

The National Defense Authorization Act (NDAA) added two new types of
leaves to the FMLA to specifically cover the unique needs of military families.
First, eligible employees may take up to 26 weeks of leave in a 12-month period
to care for family members who incur a “serious injury or illness” as a result of
active military service. The leave is available when the servicemember is
undergoing medical treatment, recuperation, or therapy, is otherwise in
outpatient status, or is otherwise on the temporary disability retired list,
for a “serious injury or illness.

Second, families of members of the National Guard and Reserves are permitted
to manage their affairs while the servicemember is on active duty in support of a
contingency operation. This provision makes the normal 12 workweeks of
FMLA job-protected leave available to eligible employees with a covered
military member serving in the National Guard or Reserves to use for “any
qualifying exigency” arising out of the fact that a covered military member is on
active duty or called to active duty status in support of a contingency operation.

Procedures for Requesting FMLA leave

When an employee plans to take FMLA leave, the employee must complete an
application for leave available in the Treasurer’s Office at least 30 days before
the leave is to begin. If this is not possible, the employee must give notice as
soon as practical within 1-2-business days of learning the need for leave.
Failure to provide appropriate notice for leave that is foreseeable may result in a
delay of the leave for up to 30 days from the date the Institution receives notice.

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FMLA may run concurrent with Workers’ Compensation, NY State Disability or other
paid leaves of absence. If you have questions or wish to discuss, more information is
available in the Treasurer’s Office.

N. Administrative Leave
Administrative leave may be declared for employees in certain emergency situations by
the senior officer present and will result in credit for scheduled hours for that work
period.

O. Blood Donation Leave

Each calendar year, the Institution will permit year-round employees who work twenty or
more hours per week up to three hours of unpaid leave during the employee’s regular
work schedule to leave the premises to donate blood. The employee must give at least
three working days notice prior to the anticipated blood donation leave. The donating
employee is asked to bring a proof of blood donation from the blood bank upon return to
work.

Chautauqua Institution, at its discretion may as an alternative offer the following options
in compliance with NY Labor Law 202-j

a) Offer two opportunities per employee in a calendar year to donate blood on paid
company time at a company-sponsored blood drive on/or nearby the premises,
without the use of vacation, sick or other existing leave accrual options.
b) The Institution may permit at its discretion more generous leave periods for donation
of blood in preparation of surgery on the employee or an employee’s family member.

IV. OTHER BENEFITS

A. Medical Insurance
All regular full-time employees may participate in a medical insurance plan as provided
by the Chautauqua Institution in the Chautauqua service area. Employees become
eligible after meeting the benefits eligibility requirement (see Section II.H.) in an eligible
classification. Employees are required to contribute toward the cost of the premium. In
situations where the employee is disabled and unable to work for a period of six months
or longer, the Chautauqua Institution reserves the right to require the employee to
contribute to the insurance policy premiums.

B. Life Insurance
Employees in Classifications 1 (Executive) through 4.1 (Regular Full-time) are provided
with life insurance coverage equal to one times their annual salary.

C. Long-term Disability

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Employees in Classifications 1 (Executive) through 3.1 (Exempt Salaried) are eligible for
long-term disability coverage. Premiums are on a contributory basis.

D. Extension of Health Insurance Coverage

The Consolidation Budget Reconciliation Act of 1985, known as COBRA, provides
continued health coverage for specific periods of time to covered employees and their
qualifying beneficiaries upon termination of employment with the Institution. Eligible
subscribers are responsible to the Chautauqua Institution for the premium, plus a 2%
administrative charge for this continued coverage.

The qualifying beneficiary will have 60 days from the latter of the date of the notification
letter or the termination of coverage in which to elect coverage

E. Social Security and Medicare

Social Security and Medicare are provided according to federal laws for all employees.

F. Workers’ Compensation
Workers’ Compensation Insurance is legally required to protect all employees who are
injured or disabled during the course of employment or arising out of it. The employee
must report any injury within 24 hours to the supervisor, and the accident report must be
filed with the Treasurer’s office within two working days.

G. Pension Plan
Employees in classifications 1 through 5.1 are eligible to participate in the Chautauqua
Institution retirement plan, subject to plan conditions. Eligibility begins upon completion
of two years (effective 1/1/2009) of service in an eligible classification and attainment of
age 21. The Chautauqua Institution will contribute 10% of your gross pay each year
toward your pension plan.

H. Individual Tax Deferred Plan/Roth

Employees in classifications 1 through 5.1 may participate in a Tax Deferred Annuity or
Roth Plan through TIAA/CREF or Nationwide by completing a salary reduction
agreement. Applications can be obtained in the Treasurer’s office.

I. Flexible Spending Benefit Plan

Employees who are eligible for medical insurance, are also eligible to enroll in the
Institution sponsored Flexible Spending Benefit Plan (Flex Plan). This provides a means
of paying for certain uncovered medical care costs and dependent care costs with pre-tax
dollars. Further information can be obtained in the Treasurer’s office. Applications are
given to eligible employees during the annual enrollment period.

J. Unemployment Compensation
Employees can apply for unemployment benefits in the event of the loss of employment.
The former employee should use his/her most recent paycheck stub when filing for
unemployment compensation benefits. The Chautauqua Institution’s unemployment
registration number is 0450676. The Department of Labor determines benefits eligibility.

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K. Tuition Assistance
The Chautauqua Institution encourages eligible employees to improve their work-related
skills through continuing education. A tuition reimbursement plan may be available to
further employee development. Any eligible employee (see Appendix A) seeking to take
work-related courses under this program should submit the request in writing to his/her
department head indicating the course description, costs, college or university involved,
and the relationship to their work. Upon advance approval by the department head and
the president, and evidence of satisfactory completion of the course, tuition and required
college fees will be reimbursed.

L. Institution Service Allowance

Employees in Classifications 1 and 2 receive an annual allowance equal to the
institutional service allowance in the orchestra contract.

This benefit applies to all year-round employees in Classifications 3 through 4.1 who do
not receive or utilize the Institution-provided benefit of Boys’/Girls’ club or Children’s
School.

An employee in Classifications 3 through 4.1 can choose to send their dependent

child/children, as defined by the IRS to the Boys’/Girls’ Club or the Children’s School;
or may elect to receive the Institution service allowance voucher. The employee may not
choose both. However, in situations where both spouses are Institution employees, one
spouse may elect the Club or Children’s School, and the other spouse may choose the
Institution service allowance voucher.

In situations where both spouses are Institution employees, each employee is eligible for
a voucher. This may be used toward the cost of Boys' & Girls’ Club or Children’s
School.

The Institution service allowance may also be used toward the membership fee of the
Chautauqua Health & Fitness facility. The membership must be for a dependent of the
employee. The Institution service allowance benefit amount may be subject to change at
the discretion of the Institution, and is listed in the full policy located in the Treasurer's
Office.

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V. RULES AND REGULATIONS

A. New Employee Orientation and On-boarding

New employees will be scheduled by their immediate supervisor to meet with the payroll
office and other appropriate department heads to help the new employee begin to build a
relationship with his/her co-workers and the Chautauqua Institution.

Within the first few months of employment, the new team member will be scheduled to
attend a new-employee orientation. This will likely include hearing from various subject-
matter experts in vital areas relating to work and Chautauqua Institution.

Additionally, an on-boarding interview will be conducted by the Human Resources

Representative to check-in and listen to how the transition into Chautauqua is coming
along.

B. Business Ethics and Conduct

The successful operation and reputation of Chautauqua Institution is vitally contingent
upon the conduct of its employees. Our insistence upon integrity, honesty and excellence
requires careful observance of the spirit and letter of all applicable laws and regulations,
as well as a scrupulous regard for the highest standards of professional conduct and
personal integrity.

Chautauqua Institution’s continued success is dependent upon both our customer’s trust
and the Institution’s reputation. Employees owe a duty to Chautauqua Institution, its
customers and visitors, and all stakeholders to act in a way that will merit the continued
trust and confidence of the public.

Chautauqua Institution will comply with all applicable laws and regulations and expects
its directors, officers, and employees to conduct business in accordance with the letter,
spirit, and intent of all relevant laws and to refrain from any illegal, dishonest, or
unethical conduct.

In general, the use of good judgment, based on high ethical principles, will guide you to
acceptable conduct. If a situation arises where it is difficult to determine the proper
course of action, the matter should be discussed openly with your immediate supervisor,
any Vice President or the President, or if necessary, with the Institution’s Human
Resources Representative for advice and consultation. Chautauqua Institution requires
that you be honest and ethical when dealing with customers, visitors, suppliers or
conducting any Chautauqua-related business.

Maintaining a high standard of business ethics and conduct is the responsibility of every
Chautauqua Institution employee. Disregarding or failing to comply with this standard of
business ethics and conduct could lead to disciplinary action, up to and including possible
termination of employment.

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With respect to reporting allegations of suspected unlawful or improper activities and the
protection of whistleblowers from retaliation, please see the Institution’s Whistleblower
Policy.

C. Attendance & Punctuality

You and your work are valuable to the Institution, and we rely on you to report to work
as scheduled. If you are going to be absent or will arrive late, please notify your
supervisor at least one hour before your scheduled work time, or as soon as possible.

D. Mealtimes
Any employee scheduled for a shift of more than six consecutive hours must be
scheduled for a half-hour unpaid break during a mealtime period.

E. Standards of Conduct
Each employee is considered a representative of the Chautauqua Institution. All
employees must exhibit positive behavior and make positive choices while representing
Chautauqua. It is vitally important that Chautauqua Institution’s reputation be preserved
and enhanced at all times.

As a representative of Chautauqua Institution, you are expected to accept certain

responsibilities, adhere to acceptable principles in matters of personal conduct and exhibit
a high degree of personal integrity at all times.

Whether you are on or off duty, your conduct reflects on Chautauqua Institution.

The following is a list of unacceptable conduct. This list is not all-inclusive. Violation of
these rules or other unacceptable conduct may result in disciplinary action, up to and
including discharge. The Institution reserves the right to choose the appropriate level of
discipline based upon the circumstances relating to the violation.

1. Rude, discourteous or uncivil behavior toward a Chautauqua resident, visitor

or co-worker.
2. Failure to perform duties as set forth by the policies or procedures that relate
to the employee’s position.
3. Insubordination to a person of authority
4. Possessing firearms on Institution property unless required as part of the
employee’s position description
5. Divulging confidential or personal identity information related to a
Chautauqua resident or visitor.
6. Falsifying any records, reports or information required by Chautauqua
Institution or to other qualified agencies or authorities
7. Habitual absences and/or tardiness or leaving work early without permission
of a supervisor
8. Failure to notify a supervisor of absence for three (3) successive days, or
habitual failure to notify supervisor of shorter absences.

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9. Unauthorized absence from the work area
10. Damaging, defacing or mishandling equipment or property of Chautauqua
Institution
11. Possession of illegal drugs on Chautauqua Institution property, or distribution
of illegal, legal or prescription drugs on Chautauqua Institution property
12. Willful violation of safety regulations
13. Harassment in any form
14. Breach of trust

F. Culture of Service Excellence and Employee Education/Learning

The Chautauqua Institution is committed to fostering a culture of service excellence.
Employees must fully commit to providing the highest levels of customer service – both
internally with fellow employee associates and with visitors and guests.

And, we seek to promote a culture where team members are fully committed to sharing
experiences in an environment of life-long learning. Attendance at continuing education
workshops and seminars will be required from time to time.

G. Changes in Personal Data

Individual employee personnel files are maintained in the Treasurer’s office. To ensure
that your personnel file is up-to-date at all times, you must notify the payroll department
in writing of any changes in your name, home address, marital status, number of
dependents (or withholding allowances for W-4 form), beneficiary designation, scholastic
achievements, the individual(s) to notify in case of an emergency, etc.

H. Dress Policy
Your appearance is important, as it reflects pride in yourself, your position and the
Institution. Your clothing should be neat, clean and appropriate to your work assignment.
Department heads may prescribe dress requirements necessary for certain positions.

I. Harassment on the Basis of Race, Sex, Gender, Color, Religion, Age, Disability,
National Origin, Sexual Orientation, Veteran Status, Predisposing Genetic
Characteristics or Genetic Information and Domestic Violence Victim Status.

It is the policy of Chautauqua Institution to prohibit all forms of harassment based upon
age, race, color, religion, creed, sexual orientation, national origin, disability or veteran

status, predisposing genetic characteristics or genetic information, and domestic violence

victim status. All employees are responsible for complying with this policy.

Any employee who engages in harassment on the basis of race, sex, gender, color,
religion, age, disability, national origin, sexual orientation, veteran status, predisposing
genetic characteristics or genetic information, and domestic violence victim status who
permits employees under his/her supervision to engage in such harassment; or who
retaliates or permits retaliation against an employee who reports such harassment is guilty

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of misconduct and shall be subject to remedial action which may include the imposition
of discipline or termination of employment.

Sexual harassment is prohibited and includes any unwelcome sexual advance, requests
for sexual favor and any other verbal or physical conduct of a sexual nature when:

• submission to such conduct is made, either explicitly or implicitly, as a

term or condition of employment;
• submission to or rejection of such conduct is used as a factor in any
employment decision affecting any individual; or
• such conduct has the purpose or effect of unreasonably interfering with
any employee’s work performance or creating an intimidating, hostile or
offensive working environment.

Harassment, on the basis of protected classifications other than sexual harassment,

includes slurs and other verbal or physical conduct relating to an individual’s race, color,
religion, sex, gender, age, disability, national origin, or being a member of another
protected classification. Harassment is defined as behavior which has the purpose or
effect of creating an intimidating, hostile, or offensive working environment, or has the
purpose or effect of unreasonably interfering with an individual’s work performance, or
otherwise adversely affects an individual’s employment opportunities.

1. This policy prohibits sexual advances, requests for sex (with or without related
threats and promises of favors or other benefits), or other verbal or physical
sexual conduct which could have a harmful effect on any employee’s individual’s
employment opportunities.

Examples of “Sexual harassment” include:

• obscene or sexually suggestive comments about a person’s body;
• “off color” language or “dirty” jokes of a sexual nature;
• slurs, threats, repeated commands or other offensive verbal or
physical conduct relating to a person’s sex or sexual orientation;
• offensive or unwelcome sexual flirtations, advances or
propositions, communicated verbally, by touch, or in writing;
• use of sexually degrading words to describe a person or a group of
people;
• any display of sexually explicit photographs, drawings, greeting
cards, articles, books, magazines, or other print or electronic
images; or
• repeated unwelcome or unnecessary touching of any part of
another’s body.

2. Sexual and other forms of harassment at work are strictly prohibited, whether
committed by employees (management or non-management), vendors, citizens, or
volunteers. Under this policy, your supervisor cannot threaten or imply that
giving into or rejecting sexual advances will influence any decision regarding
your employment.

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3. Sexual and other forms of harassment by an employee will result in disciplinary

action up to and including dismissal, and may lead to personal legal and financial
liability. You are encouraged to report your complaint if you believe you have
been subjected to any form of harassment at work or during a work related
activity.

4. Complaints of sexual and other forms of harassment at work will be promptly and
carefully investigated. Under this policy, your supervisor cannot retaliate or try to
harm you in any way if you choose to file a harassment complaint.

5. If you have concerns about harassment at work by anyone, including supervisors,

co-employees, guests, customers, volunteers or visitors, you should immediately
bring those concerns to your supervisor’s attention or you may contact any Vice
President or the President.

6. If possible, you should bring your concerns to the attention of your immediate
supervisor. However, if unwelcome behavior involves a supervisor to whom you
directly or indirectly report, you can also seek help from any Vice President or the
President.

7. The principal responsibility for conduct of the investigation rests with the
President. All complaints will be investigated expeditiously to ascertain the facts
of the allegation. The investigation may include interviews with all persons
having direct knowledge of the unwelcome behavior, including the person who
made the complaint, the person accused of sexual or other harassment, and other
potential witnesses.

8. To the extent reasonably possible, your privacy and the privacy of the person
accused of sexual or other harassment will be kept confidential.

9. At the conclusion of the investigation, the President will review the findings with
the person who made the complaint. If the investigation reveals that the complaint
is factual, appropriate corrective action will be taken to prevent the harassment
from occurring again, up to and including discharge of any employees believed to
be guilty of sexual or other legally prohibited harassment. In any case, particularly
in situations where the facts uncovered during the investigation are inconclusive
or unclear, the President will ensure that all parties are reacquainted with the
policy prohibiting sexual or other improper harassment at work.

J. Conflict of Interest
The Chautauqua Institution Board of Trustees adopted a statement of position regarding
conflict of interest policy (available in the Treasurer’s office), which requires all officers
and certain employees to file an annual report to the president.

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K. Conflict Resolution
If an employee feels that she/he has a concern that they have been treated unfairly as to
the application of personnel policies outlined in this handbook, she/he should first discuss
it with her/his immediate supervisor.

If the employee feels that his/her concern or complaint is unresolved or if the complaint
relates to that supervisor’s application of these policies, the employee should direct the
concern in writing to the senior staff member responsible for his/her department.

If the concern still remains unresolved, it should be directed to the president for review
and final disposition.

Problems between employees should generally be worked out between themselves.

However, Chautauqua Institution has an open-door policy whereby any employee may
meet with any manager at any level to discuss a concern or problem.

L. Substance Abuse
No employee shall violate any laws respecting the possession, distribution or use of any
controlled substance as defined by the New York State Public Health Law. Misuse or
abuse of prescription drugs is also prohibited.

Use of or working under the influence of alcohol or a controlled substance on the job is
prohibited. Violation of this policy by any employee shall subject that employee to
disciplinary action up to and including immediate discharge.

M. Compliance with Rules and Laws

Employees must abide by all rules and regulations of the Chautauqua Institution and all
applicable federal, state, and local laws and ordinances. Any violation of the personnel
handbook or rules and regulations may result in a written warning, suspension or
termination. The Institution reserves the right to choose the appropriate level of discipline
based upon the circumstances relating to the violation. There shall be no expectation of
discipline starting at a certain step.

N. Travel and Expenses

Employees authorized by their supervisors to use a private vehicle on Institution business
shall be compensated for that use at a predetermined rate per mile. A Chautauqua
Institution expense report form can be obtained from the Treasurer’s Office.

O. Nepotism
Chautauqua Institution permits the employment of qualified relatives of employees and
trustees as long as such employment does not, in the opinion of Chautauqua Institution
management, create actual or perceived conflicts of interest. For purposes of this policy,
“relative” is defined as spouse, child, parent, sibling, grandparent, grandchild, aunt,
uncle, first cousin, or corresponding in-law or “step” relation. Chautauqua Institution
will exercise sound business judgment in the placement of related employees. A
complete copy of the Nepotism policy is located in the Treasurer’s Office.

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P. Outside Employment and Work
Full-time employees are cautioned to consider carefully the demands that additional work
activity will create before they seek and accept outside employment. Any employee who
is uncertain as to the potential conflicts an outside job might create, should feel free to
discuss the matter openly with his/her supervisor or the Human Resources
Representative.

Outside employment may not be considered an excuse for poor job performance,
absenteeism, tardiness, leaving early, refusal to travel, or refusal to work overtime or
different hours. Also, outside employment shall not compete or conflict with or
compromise the Institution’s interests, or will be in competition with the business or
interests of Chautauqua Institution. If outside work activity causes or contributes to job-
related problems or a conflict of interest, it should be discontinued. The Institution may
discipline for failure to perform the essential and expected functions of the position.

Employees may not under any circumstances divert resources from the Institution and/or
subsidiary to accomplish outside work without prior written approval of the appropriate
Manager and Vice President. If deemed necessary, the Institution may demand that
reimbursement be made for unauthorized expenses or use of resources.

Q. Computer Systems and Information Security

All employees of the Institution must comply with the Information Security policy.
Computer information and networks are an integral part of business at Chautauqua
Institution. The Institution has made a substantial investment in human and financial
resources to create these systems. Employees should recognize that they are representing
the Institution at all times; and all uses of computer systems, Internet and e-mail must be
legal, ethical, moral and productive. Copyrighted materials must not be transmitted
without the express permission of the owner.

All messages created, sent, or retrieved using Chautauqua Institution’s computer systems
are the property of the Institution, and may be regarded as public information.
Chautauqua Institution reserves the right to access the content of any information or
messages sent over its equipment or facilities. All communications, including text and
images may be disclosed to law enforcement or other third parties without prior consent
of the sender or the receiver. Therefore, do not put anything into your e-mail messages
that you wouldn’t want to see on the front page of the newspaper or required to explain in
a court of law.

Employees must avoid loading diskettes and information of unknown origin; and must
follow all Institution policies and practices pertaining to prevention of computer viruses.
File downloads from the Internet are not permitted unless specifically authorized in
writing by the Director of Information Services.

The confidentiality and integrity of data stored on Institution computer systems must may
be protected by access controls to ensure that only authorized employees have access.
This access shall be restricted to only those capabilities that are appropriate to each
employee’s job duties.

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Please see the Director of Information Services for additional information or questions
regarding information security. Employees may be asked to sign a letter of
understanding and compliance with regard to this policy.

R. Whistleblower Policy
This policy governs both the reporting and investigation of allegations of suspected
unlawful or improper activities and the protection of whistleblowers from retaliation. It
describes the procedures for investigating suspected unlawful or improper activities and
addressing complaints of retaliation against individuals making such reports.

Policy
The Chautauqua Institution is committed to upholding the highest standards of ethics and
integrity. Chautauqua Institution has a responsibility for the stewardship of Institution
resources and the support that enables it to pursue its mission. The Institution’s internal
controls and operating procedures are intended to detect and prevent or deter unlawful or
improper activities. However, intentional and unintentional violations of laws,
regulations, policies and procedures may occur and may constitute unlawful activities.
The Institution has a responsibility to investigate and report to appropriate parties
allegations of suspected unlawful or improper activities, and to protect those employees
who, in good faith, report these activities to the appropriate authority.

All employees, trustees, officers and volunteers are encouraged to report any instance of
suspected unlawful or improper conduct on the part of the Institution or its personnel.
Accordingly, an Institution employee, trustee, officer or volunteer who comes forward in
good faith with reports or concerns about suspected unlawful or improper activities shall
not be subject to intimidation, harassment, discrimination, or other retaliation, or in the
case of employees, adverse employment consequences for making such a report. Any
employee who believes that he/she is being retaliated against for making such a report
should immediately bring it to the attention of the appropriate authority. It is the
intention of the Institution to take whatever action deemed appropriate to prevent and
correct activities that violate this policy.

Procedure
Filing a Report of Suspected Unlawful or Improper Activities
Any person may, and should, report allegations of suspected unlawful or improper
activities. Knowledge or suspicion of unlawful or improper activities may originate from
employees, external auditors, law enforcement, regulatory agencies, customers, vendors
or other third parties.

Allegations of suspected unlawful or improper activities should be made in writing so as

to assure a clear understanding of the issues raised, but may be made verbally. Such
reports should be factual and contain as much specific information as possible.
Allegations may also be reported anonymously.

Normally, a report by an Institution employee of allegations of a suspected unlawful or

improper activity should be made to the reporting employee’s immediate supervisor.

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However, when there is a potential conflict of interest or for other reasons, such reports
may be made to any Vice President or the President. When the alleged unlawful or
improper activities involve a Vice President, such reports should normally be made to the
President. When the alleged improper activities involve the President, such reports
should be made to the Chairman of the Board of Trustees. All employees, trustees,
officers or volunteers who receive such reports should immediately report them to the
President or the Chairman of the Board of Trustees, if appropriate. The Vice
President/Treasurer is designated to administer this whistleblower policy.

Protection from Retaliation

Any employee who believes he or she has been subjected to or affected by a retaliatory
conduct for reporting suspected unlawful or improper activities, should report such
conduct to the reporting employee’s immediate supervisor. However, when there is a
potential conflict of interest or for other reason, such reports may be made to any Vice
President or the President. When the alleged unlawful or improper activities involve a
Vice President, such reports should be made to the President. When the alleged unlawful
or improper activities involve the President, such reports should be made to the Chairman
of the Board of Trustees. All employees who receive such reports should immediately
report them to the President or the Chairman of the Board of Trustees, if appropriate.

The principal responsibility for conducting an investigation rests with the President
unless the investigation involves the president in which case the responsibility rests with
the Board of Trustees. All reports will be taken seriously and addressed promptly,
discreetly and professionally. At the conclusion of an investigation, a determination will
be made as to the appropriate corrective action, based on the factual finds of the
investigation. Discussions and documentation regarding reports will be kept in
confidence to the extent reasonable or permitted by policy or law. The President (and/or
the Board of Trustees) is charged with the responsibility of preserving the confidentiality
of reported information.

A summary of reports received under this policy containing the nature, status and action
taken, will be communicated to the Audit Committee on a quarterly basis or a more
frequent basis when conditions warrant more timely action.

In addition to the complaint process set forth above, any employee who has information
concerning allegedly unlawful or improper conduct may contact the appropriate
government agency.

Distribution
This policy shall be distributed to all trustees, officers, employees and volunteers who
provide substantial services to Chautauqua Institution.

S. Nursing Mothers’ Break Time

Employees who are nursing mothers have the right to take break time to express breast
milk in the workplace. The Institution provides reasonable unpaid break time and/or

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permits an employee to use paid break time or meal time each day to allow an employee
to express breast milk for her nursing child up to three years following child birth. The
Institution will make reasonable efforts to provide a room or other location, in close
proximity to the work area, where an employee can express breast milk in privacy.

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VI. SAFETY AND HEALTH IN THE WORKPLACE
The Chautauqua Institution promotes a safe workplace and encourages all employees to
report any potential unsafe practice to their supervisor.

A. Accidents and Personal Injury

All employees of the Chautauqua Institution must immediately report any accident or
work-related injury to their supervisor. The employee is responsible for the completion
of an accident/injury report within two working days of the incident. Forms are available
in the Treasurer’s office.

B. Smoking Policy
The Chautauqua Institution is in compliance with the Chautauqua County Anti-Smoking
Law (November 1988) and the New York State Clean Indoor Air Act (July 2003).
Smoking is not permitted in any Institution offices, buildings or vehicles owned by the
Institution.

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VII. TERMINATION

A. Resignation/Retirement
The Chautauqua Institution requests notice of intended resignation/retirement as far in
advance as possible. The effective date of resignation/retirement will be the last actual
day of work and all fringe benefits will be calculated to accrue to such actual last day of
work.

B. Termination
Your employment is not for any specific time, and may be terminated at will. Nothing
shall restrict an employee's right to terminate employment at any time; and nothing shall
restrict the Institution's right to terminate an employee's employment at any time, with or
without cause, and with or without notice, except as required/prohibited by law. The
Chautauqua Institution, in lieu of termination, may at its option, impose conditions for
continued employment as it deems appropriate, as for example, temporary suspension, re-
assignment or rehabilitation.

C. Benefits
Vacation time: any unused vacation time will be compensated for on a prorated basis.
This will typically be done in one lump sum on the pay date immediately following
termination

Sick/Personal time: any remaining sick or personal time will not be compensated

Pension: you are fully vested with TIAA/CREF or Nationwide from the date of the first
Chautauqua Institution contribution on your behalf. Refer to your plan document for
certain conditions allowing repurchase.

D. Returning Institution Property

Immediately upon termination, you must surrender any and all Chautauqua Institution
gate tickets and parking permits, keys, ID, credit cards or other Institution property to the
Treasurer’s office.

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APPENDIX A

THE CHAUTAUQUA INSTITUTION BENEFITS SUMMARY

BENEFIT ELIGIBLE CLASSIFICATIONS

SICK LEAVE 1 - 4.1 and 6.1

One day per month with a maximum
accumulation of 90 days.

FAMILY SICK LEAVE 1 - 4.1 and 6.1

Up to four days earned sick leave per year.
of 60 hours)

ANNUAL VACATION
Years of Service Annual Benefit
After 1, through 4 10 days* 4, 4.1 and 6.1
After 5, through 14 15 days
After 15 years 20 days

After 1, through 4 15 days* 2, 3 and 3.1

After 5 years 20 days

1st of the month following

the date of hire 20 days 1

*During the first year of employment half

of these days may be borrowed after 6
months of service.

PERSONAL DAYS 1 - 4.1 and 6.1

2 per year

HOLIDAYS 1 - 4.1 and 6.1

12 per year

BEREAVEMENT 1 - 4.1 and 6.1

5 days for the death of a spouse, same-sex partner, child
3 days for the death of an “immediate” family member

NOTE: Classification 5.0 and 5.1 earn a fixed 10 hours/month or 120 hours/year in
paid time off benefits, which may be used for reasons such as sickness, leave,
vacation, holidays, bereavement and other personal time off. Up to 60 hours may be
carried over into the next year, and is maxed out at that level.

FRINGE BENEFIT ELIGIBLE CLASSIFICATIONS

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SOCIAL SECURITY 1–8
FICA (Current IRS Rate)
Medicare (Current IRS Rate)

GROUP HEALTH INSURANCE 1 - 4.1, 5.1 and 6.1

Hospital, Surgical and Major Medical,
or Health Maintenance Organization.
Eligibility after completion of benefit eligibility
period in an eligible classification.
(As described in G3)

LIFE INSURANCE 1 - 4.1, 5.1 and 6.1

One times annual salary.
Eligibility after completion of benefit eligibility
period in an eligible classification.

FLEXIBLE SPENDING ACCOUNT 1 - 4.1, 5.1 and 6.1

Pre-tax dollars.
Eligible after one year of service.

DISABILITY INSURANCE 1–8

New York State Disability Coverage

LONG-TERM DISABILITY INSURANCE 1 - 3.1

Contribute 50% of premium.
Eligible after completion of benefit eligibility
period in an eligible classification.

PENSION PLAN 1 - 4.1, 5.1 and 6.1

10% of gross salary - after two years
of employment in eligible classification
and age 21.

SEASON GATE PASS - (nontransferable)

In cases of single persons, one extra
ticket will be provided, if requested.

Employee 6, 6.1, 7 , 7.1 and 8

Employee and spouse (if needed) 5.0 and 5.1
Employee and immediate family 1 - 4.1
(dependents eligible for IRS exemption)

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FRINGE BENEFIT ELIGIBLE CLASSIFICATIONS

SEASON PARKING PERMIT 1–8

One space provided in designated
lots during the season.

OPERA TICKETS** 1 and 2

Two season tickets for employee
and immediate family use.

Two free tickets to one opera. 3 - 4.1

For other performances, may purchase
one ticket with a second one provided
at no charge for each ticket purchased.

AMPHITHEATER TICKETS** - “Twofers” * 1 - 4.1, 5.1 and 6.1

May purchase one ticket with a
second provided at no charge
for evening performances only.
Through the Friday before Memorial Day.

May purchase one ticket with a 1–8

second provided at no charge
for evening performances only.
Three days in advance of performance.

* (or one half price ticket)

CLUB PRIVILEGES** 1 – 4.1

Children’s School, Group One, Boys’ and Girls’
Club, YAC and College Club.
Children of staff may attend without charge.
Attendance vouchers may be obtained in
the treasurer’s office.
Full-time, year-round staff who are required to
live on the grounds during the season may enjoy
club privileges without charge for grandchildren
who are in residence on the grounds during the season.

TENNIS AND GOLF** 1 – 4.1

Staff members are extended privileges on a space-
available basis at the discretion of the pro, and may
include one guest. (Greens and court fees only)

FRINGE BENEFIT ELIGIBLE CLASSIFICATIONS

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INSTITUTION SERVICE ALLOWANCE**

An allowance equal to the 1 and 2
institutional service allowance in the
orchestra contract is allowed annually
to eligible staff members (to include
dependents eligible for IRS exemption)

Institution Service Allowance voucher 3 – 6.1

for use in Special Studies or Chautauqua
Health & Fitness facility in lieu of Boys’/Girls’
Club or Children’s School.
(Benefit amount is based upon years of service
and classification)

CONTINUING EDUCATION** 1 - 4.1

Tuition reimbursement after pre-approval
and upon satisfactory completion of college
level, work related courses.

** These benefits are available to employees only on a space-available basis, as first

priority is given to our visitors and guests.

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