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					Employee Handbook




  Effective February 1, 2010
                                                                                                            AASHE
                                                                                                 Employee Handbook
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                                      Table of Contents

WELCOME TO AASHE (SAMPLE LETTER ONLY) ............................................ 4

COMPLIANCE SECTION ..................................................................................... 6
   INTRODUCTION ............................................................................................................. 6
   EQUAL EMPLOYMENT OPPORTUNITY – NO DISCRIMINATION ............................................ 6
   HARASSMENT ............................................................................................................... 7
   EMPLOYMENT CLASSIFICATIONS AND STATUS ................................................................. 9
   WAGE & HOUR COMPLIANCE ....................................................................................... 11
   EXEMPT EMPLOYEE PAY ............................................................................................. 11
   EMPLOYMENT AT-W ILL ................................................................................................ 12
   HIPAA ....................................................................................................................... 12
   IMMIGRATION LAW COMPLIANCE .................................................................................. 13
   WHISTLEBLOWER POLICY ............................................................................................ 13

GENERAL EMPLOYMENT SECTION ............................................................... 14
   EMPLOYEE SELECTION AND RECRUITMENT ................................................................... 14
   PRE-EMPLOYMENT BACKGROUND & REFERENCE SCREENING ....................................... 14
   HIRING RELATIVES ...................................................................................................... 15
   ATTENDANCE POLICY .................................................................................................. 15
   BREAKS ...................................................................................................................... 16
   INTERNAL JOB POSTING & TRANSFERS......................................................................... 16
   EMPLOYEE RECORDS .................................................................................................. 17
   PERFORMANCE IMPROVEMENT .................................................................................... 18
   COUNSELING AND CORRECTIVE PROCEDURES.............................................................. 18
   GRIEVANCE PROCESS ................................................................................................. 19
   TERMINATION ............................................................................................................. 20

STANDARDS & EXPECTATIONS SECTION .................................................... 21
   OUTSIDE EMPLOYMENT (MOONLIGHTING) ..................................................................... 21
   STANDARDS OF CONDUCT ........................................................................................... 21
   BUSINESS ETHICS ....................................................................................................... 22
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  CONFLICTS OF INTEREST ............................................................................................. 23
  POLITICAL ACTIVITIES .................................................................................................. 23
  CONFIDENTIALITY OF PROPRIETARY INFORMATION ........................................................ 24

COMPENSATION & BENEFITS SECTION ....................................................... 24
  SALARY & PERFORMANCE ........................................................................................... 24
  PAY PRACTICES .......................................................................................................... 25
  OVERTIME PAY ........................................................................................................... 26
  TRAVEL AND JOB RELATED EXPENSES ......................................................................... 26
  EMPLOYEE BENEFITS .................................................................................................. 27
  LEAVES OF ABSENCE .................................................................................................. 27
  MEDICAL LEAVE (NON-FMLA) ...................................................................................... 28
  SICK LEAVE ................................................................................................................ 29
  FAMILY CARE LEAVE ................................................................................................... 29
  ADMINISTRATIVE LEAVE ............................................................................................... 30
  MILITARY SERVICE LEAVE OF ABSENCE ........................................................................ 30
  BEREAVEMENT LEAVE ................................................................................................. 31
  DISABILITY LEAVE ....................................................................................................... 32
  WORKERS' COMPENSATION LEAVE .............................................................................. 32
  JURY DUTY ................................................................................................................. 32
  VACATION................................................................................................................... 33
  HOLIDAYS ................................................................................................................... 33

SAFETY & SECURITY SECTION ...................................................................... 34
  SAFETY & SECURITY ................................................................................................... 34
  DRUG FREE W ORKPLACE ............................................................................................ 34
  TOBACCO FREE W ORKPLACE ...................................................................................... 35
  VIOLENCE IN THE W ORKPLACE .................................................................................... 35
  ADA AND ACCOMMODATIONS ...................................................................................... 37
  WORKPLACE SEARCHES.............................................................................................. 37
  E-MAIL, USE OF ELECTRONIC TECHNOLOGIES AND TELEPHONIC COMMUNICATIONS ....... 37

EMPLOYEE HANDBOOK ACKNOWLEDGEMENT FORM .............................. 40



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                                                                              Employee Handbook
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                        Welcome to AASHE (SAMPLE LETTER ONLY)
Dear Fellow Employees:
I would like to take this opportunity to welcome you to AASHE (hereafter referred to as “Organization”). . We
hope your new job will live up to your expectations and your future with us will be a rewarding one. For those
of you continuing to work for us, I wish to express my sincere appreciation for your valued service.

AASHE was founded in 2005. Our growth is attributable to good members and our honest dealings with them.
We take great pride in our reputation and expect our employees to demonstrate courtesy in all their relations
with members.

Early in your employment with us, you will realize that we have set very high standards for you. These are
necessary if we are to sustain our growth and success. At the same time, we are committed to provide you
with a challenging environment, recognition, and appropriate compensation and benefits to help you reach
your goals and objectives, as well as the goals of AASHE. By working together in this way, I am confident that
the future will be both productive and prosperous for all of us.

Our employees are our most important assets and everyone’s contribution is important to the success of
AASHE. Providing high-quality service is our goal, and we know we can achieve that goal when we all work
together. We believe in addressing today’s challenges and opportunities while planning and preparing for the
future. We encourage and invite your ideas, comments, and suggestions, because we see AASHE as ever
evolving. Most importantly, we hope you find your work at AASHE challenging and rewarding.

I am pleased to present you with a copy of our Employee Handbook. In the upcoming pages, you’ll learn about
AASHE’s policies and practices, as well as our guiding principles. This handbook is an informational guide for
employees of AASHE. The policies stated in this handbook are guidelines only and are subject to change at
the sole discretion of AASHE, as are all other policies, procedures, benefits, or other programs of AASHE.
Managers are expected to be familiar with these policies and guidelines and should consult with the Business
Manager or Executive Director, on questions of interpretation. If you have any questions about this Handbook,
or any other situation, please feel free to discuss it with your manager or the Business Manager. This
handbook supersedes any other employee booklets, handbooks, or policy statements previously distributed by
AASHE.

This handbook does not, nor is it intended to, limit the right of AASHE to conduct its business and
manage its affairs. This handbook does not, nor is it intended to, establish or guarantee any
employment or contractual rights for employees. As stated in AASHE’s employment application, and
in the acknowledgement to this handbook you signed, your duties, compensation, and certain
conditions of your employment status and the right to compensation will always remain at-will.
Although we hope your employment relationship with AASHE will be long-term, either you or AASHE
may terminate this relationship at any time, for any reason, with or without cause or notice.

Please understand that no manager or representative of AASHE other than the Executive Director has the
authority to enter into any contract or agreement with you for employment for any specified period of time or to
make any promises or commitments contrary to the foregoing. Further, any employment agreement entered


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                                                                    Employee Handbook
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into by those officials designated above shall not be enforceable unless it is in a formal written agreement and
signed by you and the Executive Director.

This handbook applies to AASHE and all of it’s’ subsidiaries. Any questions concerning the meaning or
appropriate interpretation of any policy or practice, regardless of which organization you are assigned to,
should be directed through your manager to the Business Manager.


Sincerely,
Paul Rowland
Executive Director




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                                        COMPLIANCE SECTION

Introduction
AASHE values the talents and abilities of our employees and seeks to foster an open, cooperative and
dynamic environment where employees and AASHE alike can thrive. We strive to provide an open-door
environment in which employees are encouraged to ask questions and seek guidance, and comfortable taking
concerns or problems to the next level of management, if unable to resolve a situation with a co-worker or
direct manager.

AASHE provides information and guidelines regarding our policies and benefits in this AASHE Employee
Handbook. AASHE must demonstrate flexibility in the administration of its policies and procedures, however
the Handbook sets forth guidelines that AASHE attempts to follow in most cases. The Executive Director is
always the final authority regarding application and administration of AASHE’s policies and procedures and
has the right to rescind, modify, or deviate from these or other guidelines, from time to time, as it considers
necessary in its sole discretion, either in individual situations or Organization-wide matters. As well, this
Handbook may be changed from time to time, with or without notice. However, AASHE will make every effort
to involve and notify employees when an official change in policy or procedure is being considered.


Equal Employment Opportunity – No Discrimination

AASHE believes that diversity in the workplace is essential and the overall responsibility for Equal Employment
Opportunity rests with the Executive Director. AASHE does not discriminate against employees or applicants
for employment based upon race, color, sexual orientation, national origin, religious beliefs, gender, age,
marital status, disability, genetic information, U.S. veteran status, or any other protected classifications,
activities, or conditions as required by federal, state and local laws. AASHE will make every reasonable effort
to ensure that all applicants and employees receive equal opportunity in personnel matters, including
recruitment, selection, training, placement, promotion, demotion, compensation and benefits, transfers,
terminations, and working conditions (including reasonable accommodation for individuals with disabilities).

AASHE complies with all applicable federal, state and local laws relating to employment as a matter of policy
and practice. AASHE’s policy is to hire and to promote individuals solely on the basis of merit and their ability
to perform, and to comply in this respect, with all applicable laws.

Any employee with a disability who requires reasonable accommodation to perform the essential functions of
their job must notify the Business Manager. Generally, disability refers to a physical or mental impairment that
substantially limits one or more of the major life activities of an individual. AASHE will seek to reasonably
accommodate qualified individuals with a known disability. Further information on this topic is set forth below,
in the Section addressing "ADA & Accommodations".

If you believe that you have been unlawfully discriminated against, you should immediately inform your
manager and/or Business Manager. If you believe that your manager is the source of the unlawful
discrimination or if the activity should continue, contact the Business Manager or Executive Director. AASHE
takes these claims seriously and will investigate all concerns.


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Responsibilities
If, at any time, you believe an employment-related decision is adversely affecting you, and you can objectively
attribute this to discrimination because of sex, race, color, religious belief, national origin, age, veteran status,
physical or mental disability or history, or if you objectively believe that an employee is being harassed
because of one of the foregoing, it is your duty (both to yourself and to AASHE) to immediately report these
concerns to your manager, the Business Manager or the Executive Director either orally or in writing.

It is the responsibility of AASHE to investigate any claim of discrimination. Confidentiality will be maintained to
the fullest extent permitted by the circumstances. In determining whether the alleged conduct or employment
decision was discriminatory, the totality of the circumstances, the nature of the claimed discriminatory conduct,
and the context in which it is claimed to have occurred will be investigated. The claim will then be dealt with as
deemed appropriate by AASHE’s management.

AASHE expects all employees to carry out their responsibilities to assure that equal employment opportunity is
available to all.

Application
This policy applies to all employees and applicants for employment, and to all terms and conditions of
employment, including but not limited to hiring, evaluation, promotion, training, transfer, compensation,
benefits, demotion, lay-off, termination and recall.

Retaliation
No employee or applicant shall be subjected to retaliation, discrimination, intimidation, threats, coercion or
harassment because they have engaged in any of the following: (1) filing a complaint; (2) assisting or
participating in an investigation, compliance review, hearing, or other activity related to the administration of
any federal, state or local law requiring equal opportunity; (3) opposing any act or practice made unlawful by
any other federal, state or local law requiring equal opportunity; or (4) exercising any other right protected by
federal or state EEO laws.

Further, all complaints of discriminatory treatment in violation of this policy should be brought to the attention of
the Executive Director so that an internal investigation may be undertaken.

AASHE is committed to a work environment in which all individuals are treated with respect and
dignity. Each individual has the right to work in a professional atmosphere that promotes equal
employment opportunities and prohibits discriminatory practices, including harassment. Therefore,
AASHE expects that all relationships among persons in the workplace will be business-like and free of
bias, prejudice and harassment.

Harassment
AASHE strives to maintain a harassment-free work environment. It is AASHE’s policy that any form of
harassment on the basis of race, color, sexual orientation, national origin, religious beliefs, gender, age, marital
status, disability, genetic information, U.S. veteran status, or any other protected classifications, activities, or
conditions as required by federal, state and local laws, will not be tolerated in the workplace. Harassing
conduct, or condoning such conduct, may result in disciplinary action up to and including dismissal, or other
action deemed appropriate. All of us must take this policy extremely seriously. Included within this prohibition
are unwelcome sexual advances, requests for sexual favors, and other verbal or physical conduct of a sexual
nature, including but not limited to, any attempt to make submission to such conduct a term or condition of an
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individual’s employment; or where the submission or rejection of such conduct is used as a basis for
employment-related decisions; or where such conduct has the purpose or effect of substantially interfering with
an individual’s work performance or creating an intimidating, hostile, or offensive working environment.

AASHE’s policy against workplace harassment applies to all employees of AASHE, whether in a management
capacity or not. In addition, AASHE’s policy against workplace harassment applies to vendors and other third
parties with whom our employees come into contact while conducting Organization business, provided that
AASHE is made aware of the objectionable conduct.

It is important to remember that any unwelcome verbal or physical conduct, whether committed by managerial
or non-managerial employees, may be viewed as harassment if such conduct is because of the protected
characteristics listed in the first paragraph of this section, above, and has the purpose or effect of unreasonably
interfering with an individual’s job performance or creating an intimidating, hostile or offensive work
environment.

This policy cannot list all possible examples of poor judgment or unprofessional conduct. However, the
following examples will serve to illustrate the kind of speech/conduct we will not tolerate in our workplace, once
provided notice of its alleged occurrence. Prohibited conduct includes, but is not limited to, such things as:
Verbal abuse of a sexual, racial or ethnic nature; sexual gestures; commenting about an individual’s body in a
sexually or otherwise offensive manner; using offensive or degrading words in connection with an individual’s
race, age, sex, religion, ancestry, genetic information or disability; and suggestive or offensive objects,
pictures, cartoons, magazines, e-mails or computer images. It is important to remember that inappropriate and
unprofessional remarks or conduct may be reason for intervention and discipline whether or not they are
actually “harassing.”

1. Reporting Suspected Discrimination, Harassment, or Retaliation
It is everyone’s responsibility to maintain a discrimination-free, harassment-free and retaliation-free (see below)
work atmosphere. This includes freedom from harassment or discrimination not only by fellow employees, but
also by other persons whom AASHE’s employees encounter in the course of their employment, provided that
AASHE is made aware of such discrimination or harassment.

If you have a complaint or concern about possible harassment or discrimination in connection with an
incident you’ve experienced, or incidents you may be aware of, you are required to report such complaint or
concern immediately. AASHE is prepared to receive complaints about behavior that is perceived as
unprofessional or inappropriate regardless of whether the behavior constitutes unlawful harassment or
discrimination.

A report of concern, or a complaint, must be made immediately to your manager or the Business Manager. If
you are uncomfortable reporting to any of the above-named individuals, then a report may be made to the
Executive Director or Chair of the Board. Reports will be thoroughly investigated and, where appropriate,
prompt corrective action will be taken. If, in your view, there is another incident of inappropriate conduct or
speech following a report, you must report it again, immediately. Investigation and corrective action will again
be undertaken as appropriate.

2. No Retaliation for Reporting Discrimination or Harassment
Retaliation against an employee because of a report under this policy or because an employee has
participated in an investigation under this policy is strictly prohibited and will not be tolerated. Employees are
required to immediately report any suspected retaliation to the persons set forth above. Regardless of who is

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involved or the status of the accused, retaliation is not permitted. Complaints of retaliation will be investigated
and, where appropriate, may lead to disciplinary action up to, and including, dismissal. No employee will be
penalized for reporting under this policy.

3. Violations of these Policies and/or False Reports
Any employee who is determined, after an investigation, to have engaged in discrimination, harassment and/or
inappropriate conduct in violation of this policy will be subject to disciplinary action, up to and including
termination. In addition, because false accusations regarding harassment can have serious effects on the
person or persons accused, any false accusation and/or accusation made in bad faith may likewise result in
disciplinary action up to, and including, termination.

4. Consensual Relationships
Although AASHE acknowledges consensual relationships are within the realm of individual privacy, it is
necessary to advise that these relationships, particularly those occurring between Board Directors,
executives or managers, and staff members, may lead to circumstances that can be interpreted or
perceived as sexual harassment. Consensual relationships may also be interpreted or perceived as
causing a hostile or offensive work environment when other staff members believe that the person(s)
is/are receiving favorable treatment in employment decisions and actions. Thus, if you are engaged in a
consensual relationship, you should notify the Business Manager as soon as possible to ensure that
both parties are not in violation of the Manager-Employee Relationships policy referenced immediately
below. Please note that AASHE expressly reserves the right to alter or change the employment terms of
employees in consensual relationships to eliminate perceptions of sexual harassment or a hostile or
offensive work environment.

5. Manager-Employee Relationships
AASHE views as inappropriate any amorous relationship, to include cohabitation and/or marriage,
where the individual in the management position has authority, influence, or responsibility with regard to
that employee. This includes any relationship between a board director and a staff member, or any
other relationship between a manager and a subordinate.

We trust all employees of AASHE will continue to act responsibly to maintain a working environment free
of discrimination and harassment. AASHE encourages you to raise questions you may have, regarding
discrimination or harassment, with your manager or with the Business Manager.


Employment Classifications and Status
AASHE classifies employees as full-time or part-time, and as exempt or non-exempt for the purposes of
compensation administration. In addition, AASHE may supplement the regular workforce, as needed, with
other forms of flexible staffing such as contractors and/or interns. Jobs are classified by level, taking into
account the degree of managerial responsibilities, level of academic or special training required, and the
employee’s exercise of discretion and independent judgment.

AASHE will generally categorize employees based on the definitions outlined in this policy.




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Definitions

       Exempt Employee - Exempt employees are paid on a salary basis and are not entitled to overtime
       payments under federal and state laws. Generally, an employee is exempt if determined to be an
       executive, an administrative or professional employee, a computer specialist, or an outside sales
       representative as defined by the Fair Labor Standards Act.

       Non-exempt Employee - Non-exempt employees perform work that does not meet the exempt criteria
       defined by the Fair Labor Standards Act (FLSA) that would exempt them from the protection afforded
       by the Act. A non-exempt employee generally is subject to the minimum wage and overtime provisions
       of the Fair Labor Standards Act (FLSA) and is typically paid either on an hourly or salary basis. Non-
       exempt employees are paid time and one-half for all hours worked in excess of forty (40) in one
       workweek. For purposes of calculating overtime pay, any paid leave (e.g., vacation, holidays) is not
       considered hours worked. Unpaid absences are not considered time worked.

       New Hire Period – An employee who is a new hire will be subject to a ninety (90) day new hire period.
       Within the final month of the new hire period, the “new hire” employee will undergo an evaluation to
       ensure the position, and candidate, are a good fit. If the evaluation determines that the employee has
       performed satisfactorily, a written notice of satisfactory completion of the new hire period shall be
       placed in her/his personnel file and the new hire period concluded. Successful completion does not
       affect the employee's at-will status and does not guarantee continued employment. If the evaluation
       determines that the employee has not performed satisfactorily, AASHE may dismiss the employee or
       may extend the new hire period up to three months beyond the initial new hire period.

During this period, an employee has the opportunity to determine if he/she likes working at AASHE and to
demonstrate his/her capabilities. If at any time during this period, the employee’s manager determines that
he/she is unsuitable for the position, he/she may be dismissed without prior notice or any obligation on
AASHE’s behalf. The termination of employees during the new hire period will not be subject to the grievance
procedure set forth in these policies, nor will a terminated employee have any right of recourse through
AASHE’s internal procedures.

All employees are employed at-will. This means either the employee or AASHE can end the employment
relationship at any time, for any reason. The successful completion of this orientation period should not be
construed as creating a contract or as guaranteeing employment for any specific duration.


       Orientation Period – An employee who is promoted, will be subject to a ninety (90) day orientation
       period. Within the final month of the orientation period, the “orientation” employee will undergo an
       evaluation to ensure the position, and candidate, are a good fit. If the evaluation determines that the
       employee has performed satisfactorily, a written notice of satisfactory completion of the orientation
       period shall be placed in her/his personnel file and the new orientation concluded. Successful
       completion does not affect the employee's at-will status and does not guarantee continued
       employment. If the evaluation determines that the employee has not performed satisfactorily, AASHE
       may dismiss the employee, may extend the orientation period to allow additional time to evaluate or, if
       possible, find a more suitable position within AASHE.



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       Full-Time – An employee who is scheduled to work a standard forty (40) hour workweek. Full time
       employees are eligible for benefits provided by AASHE.

       Part-Time – An employee regularly scheduled to work less than forty (40) hours per week. Part-time
       employees may be eligible for benefits depending upon their scheduled work week. Please see the
       Business Manager for information and details.

       Leave of Absence - An employee, to whom AASHE grants extended, authorized time off from the job.

       Contractors - Individuals engaged to work full-time or part-time with the understanding their services
       will be terminated no later than upon completion of a specific assignment. Such individuals may be
       “exempt” or “non-exempt” as defined above. Contractors retained directly [through a 1099 relationship]
       or through an agency, are not employees of AASHE. Contractors are not eligible for benefits.

       Intern – Individuals who work as apprentices or trainees in an occupation or profession in order to gain
       practical experience. Interns are engaged with the understanding their services will be terminated no
       later than upon completion of a specific assignment. Internship positions are limited to one year. Such
       individuals may be “exempt” or “nonexempt” as defined above. Interns are not eligible for benefits.

       Terminated - Any individual who is no longer on the payroll due to resignation or discharge.


Wage & Hour Compliance

AASHE complies with all applicable federal, state, local laws, and regulations governing employee
wages. See the “Employment Classification & Status Policy” of this handbook for further details.


Exempt Employee Pay
As noted in the Employment Classification and Status section above, AASHE is committed to paying
employees in accordance with all federal, state and local laws, including the requirements of the Fair Labor
Standards Act Amendments of 1985 (FLSA). Accordingly, we have created this policy to educate exempt
employees on the pay practices of AASHE.

Under the FLSA, exempt employees may not have their salary reduced for variations in the quantity or quality
of work performed. Exempt employees typically must receive their full salary for any week in which they
perform any work, without regard to the number of days or hours worked. However, exempt employees need
not be paid for any workweek in which they perform no work at all for AASHE.

Deductions from pay cannot be made as a result of absences due to the circumstances listed below:

              jury duty;
              providing testimony in a legal proceeding;
              military leave of less than one workweek;
              absences caused by the operating requirements of the business; or
              partial day amounts other than those specifically discussed below.


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Such improper pay deductions are therefore specifically prohibited by AASHE, regardless of the
circumstances.

There are some circumstances where changes to an exempt employee’s pay are acceptable:

              deductions for absences of one or more full days for personal reasons other than sickness or
               disability when an employee has exhausted his/her vacation and/or sick leave entitlement;
              penalties imposed in good faith for infractions of safety rules of major significance;
              deductions for unpaid disciplinary suspensions of one or more full days imposed in good faith
               for workplace conduct rule infractions; or
              to offset amounts received by the employee for jury duty, being a witness in a legal proceeding
               or military service pay.

All employees, regardless of exempt or non-exempt status, are expected to perform the job duties and
responsibilities of their position, to include working specific work hours assigned by their manager.


Employment At-Will
AASHE is an "at-will" employer and operates under the provision that employees have the right to resign their
position at any time, with or without notice and with or without cause. AASHE has similar rights to terminate the
employment relationship at any time, with or without notice and with or without cause.

No representative other than the Executive Director is authorized to modify this policy for any “at-will”
employee or to enter into any agreement, oral or written, contrary to this policy. Management personnel are not
to make any representations to employees or candidates concerning the terms and conditions of employment
with AASHE that are inconsistent with AASHE’s policies. No statements made in pre-hire interviews or
employment discussions, or in recurring materials of any kind, can alter the “at-will” nature of employment.

This policy is not modified by any statements in AASHE’s Employee Handbook, Employment Application,
Performance Appraisals, policy manuals or other materials provided to candidates and employees in
connection with their employment. None of these documents, whether singularly or combined, are to create
neither an expressed or implied contract of employment for an indefinite period, nor an expressed or implied
contract concerning any terms or conditions of employment. Similarly, Organization policies and procedures
with respect to any matter are not to be considered as creating any contractual obligation on the part of
AASHE or, as stating in any way, that termination will occur only for “just cause”. Statements regarding
grounds for termination set forth in this handbook or in any other AASHE documents are examples only, not
all-inclusive lists, and are not intended to restrict the right of AASHE to terminate “at-will”.


HIPAA

AASHE maintains health care and related plans that are subject to HIPAA (Health Insurance Portability and
Accountability Act) requirements. Thus, HIPAA privacy and security provisions will apply to protected health
information (PHI) maintained by AASHE for its employees and for its members.

HIPAA regulations will be followed in administrative activities undertaken by assigned personnel when they
involve PHI in any of the following circumstances: health information privacy, health information security and

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health information electronic transmission. AASHE will consider any breaches in the privacy and confidential
handling of PHI to be serious, and disciplinary action will be taken in accordance with our code of conduct.


Immigration Law Compliance
AASHE ensures compliance with the Immigration Reform and Control Act of 1986 by hiring those individuals
who are authorized to work in the United States.

In compliance with the Immigration Reform and Control Act, as a condition of employment AASHE will verify a
new employee’s eligibility to work in the United States. Employees will be required to complete an I-9 Form as
well as to provide original copies of acceptable documents verifying the employee’s identity and eligibility to
work in the United States. The documents must be provided to AASHE within the first three (3) days of
employment. Failure to provide acceptable documents within three days of the start date will result in a delay
of employment, including pay, benefits, and a rescheduling of the start date. Employees who are rehired must
complete a new form if the one previously completed is more than three (3) years old.


Whistleblower Policy
AASHE is firmly committed to following all of its legal and ethical obligations. Any individual who believes that
anyone at AASHE has engaged in unlawful or improper conduct should immediately report the alleged
violation to his/her manager, the Business Manager or Executive Director. AASHE will investigate good faith
complaints in as prompt and confidential a manner as possible and will take appropriate corrective action when
warranted. Any person who is determined by AASHE to have engaged in unlawful or improper behavior may
be subject to disciplinary action, up to and including termination of employment.

Suspected violations of AASHE’s Discrimination and Harassment policies should be reported in the manner set
forth by those policies. Specifically, such complaints should be made to your manager. If you are
uncomfortable for any reason with discussing the incident with your manager, you should report the incident to
the Business Manager, or the Executive Director.

If you do not believe that adequate steps are being taken to address your complaint, you should
immediately call the Executive Director, Chair of the Board of Directors or a member of the Executive
Committee of the Board of Directors.

Examples of compliance issues include, but are not limited to:
          Non-compliance with HIPAA regulations
          Conduct that violates AASHE’s Standards of Conduct policy
          Business ethics that violate AASHE’s Business Ethics policy
          Conflicts of Interest that violate AASHE’s policy


AASHE encourages all of our employees to bring forward concerns. Retaliation in any form against an
employee or applicant who in good faith complains of unlawful or improper conduct, or participates in the
investigation of unlawful or improper conduct, is strictly prohibited, and may itself be cause for appropriate
disciplinary action, up to and including termination of employment.


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Complaints by employees that are filed against non-employees (e.g., consultants, subcontractors, vendors, or
members) shall be investigated by AASHE in cooperation with the sponsoring organization as appropriate.


GENERAL EMPLOYMENT SECTION
Employee Selection and Recruitment
AASHE values the talents and abilities of our employees, as well as their dedication to common goals. When
AASHE has an available position, AASHE seeks qualified candidates through our selection and recruitment
processes. Selection and recruitment decisions are based on job-related criteria and are in accordance with
AASHE’s Equal Employment Opportunity policy without regard to race, color, sexual orientation, national
origin, religious beliefs, gender, age, marital status, disability, genetic information, U.S. veteran status, or any
other protected classifications, activities, or conditions as required by federal, state, and local laws. We make
every reasonable effort to ensure that all applicants and employees receive equal opportunity in personnel
matters, including recruitment, selection, training, placement, promotion, demotion, compensation and benefits,
transfers, terminations, and working conditions (including reasonable accommodation for individuals with
disabilities).

The employment relationship is based on the mutual consent of the employee and AASHE. Accordingly, either
the employee or AASHE may terminate the employment relationship at will, with or without cause or advance
notice, at any time.

Application
All applicants for employment with AASHE must complete an application and provide written documentation
describing accurate employment information, relevant experience and education, and employment references.
Other documentation may be required depending upon the position for which the applicant is applying.

Internal Job Posting / Notification
AASHE strives to provide its employees with opportunities for personal and professional growth. In that effort,
we announce available positions by posting the position announcement internally and on staff calls.


Pre-Employment Background & Reference Screening
AASHE maintains fair, uniform, and consistent pre-employment screening procedures. We are an Equal
Opportunity Employer and hire applicants based on their qualifications. We make every effort to hire
applicants for positions which best use their abilities, provided they can perform the essential functions of the
job with, or without, reasonable accommodation.

Candidates for employment may be subject to a background and/or credit check.
AASHE reserves the right to contact references.

To ensure privacy, a third party conducts all pre-employment background screenings, when applicable, in strict
conformity with the Federal Fair Credit Reporting Act, the Americans with Disabilities Act, and state and federal
anti-discrimination and privacy laws. All reports are kept strictly confidential, and are viewed only by individuals
who have direct responsibility in the hiring process. All screening reports are filed and maintained separately
from an employee’s personnel file. Under the Fair Credit Reporting Act (FCRA), all background screenings are
done only after an applicant receives a disclosure and signs a release in compliance with the FCRA guidelines.
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If AASHE considers any information in the "consumer report" when making an employment-related decision
that directly and adversely affects the applicant, we will inform the applicant that we plan on taking adverse
action, provide the applicant with a Statement of Consumer Rights from the FTC, provide the applicant the
opportunity to review a copy of their credit report, and advise the applicant of their right to dispute inaccurate
information.


Hiring Relatives
AASHE permits the employment of qualified relatives of employees as long as such employment does not, in
the opinion of AASHE, create actual or perceived conflicts of interest. For purposes of this policy, “relative” is
defined as a spouse, child, parent, sibling, grandparent, grandchild, aunt, uncle, first cousin, corresponding in-
law or “step” relation, or any person living with a current employee. AASHE will exercise sound business
judgment in the placement of related employees in accordance with the following guidelines:
Individuals who are related by blood or marriage are permitted to work for AASHE, provided no direct reporting
or supervisory/management relationship exists. That is, no employee is permitted to work within the “chain of
command” of a relative such that one relative’s work responsibilities, salary, or career progress could be
influenced by the other relative. AASHE reserves the right to take prompt action to resolve conflicts of interest
involving relatives who occupy positions at any level in the same line of authority that may affect employment
or business decisions.

No relatives are permitted to work in the same department or in any other positions in which AASHEbelieves
an inherent conflict of interest may exist.
Employees who marry while employed are treated in accordance with these guidelines. That is, if, in the
opinion of AASHE, a conflict or an apparent conflict arises as a result of the marriage, one of the employees
will be transferred at the earliest practicable time.

This policy applies to all categories of employment at AASHE, including full-time, part-time and intern
classifications.

Employees are responsible for advising management of any relative who is applying for employment or is
already employed by AASHE.

Board of Directors
For business and morale reasons, AASHE will not consider relatives of board directors for employment. The
term “relative” is defined, for purposes of this policy, as a spouse, parent, grandparent, child, brother, sister,
aunt, uncle, first cousin, in-law or “step” relation, or any person living with the current employee. It may also
include other relationships established by blood, marriage, intimate co-habitation or other legal actions.
Current board directors are ineligible to hold AASHE staff positions.


Attendance Policy
AASHE’s standard workweek is 40 hours worked in five (5) days. A thirty (30) minute paid lunch break is
included as part of the 40 hours worked. Non-exempt employees are not permitted to take time off in one
workweek in lieu of receiving overtime pay in another workweek.

Employees should arrange their schedule with their manager. Employees may on occasion be required to
attend activities that necessitate travel and overnight stays. The employee shall consider as work time all hours
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required for travel to and from the destination (i.e., driving or flying time) and all hours spent conducting
AASHE business. Time spent sleeping or attending to personal needs and preferences shall not be considered
work time.

In order to provide the best possible service to our members and to reduce the burden on other co-workers,
AASHE expects all employees to work when scheduled and/or complete assignments in a timely manner. Late
arrivals or completion of assignments lessen the quality of service to members. It is the employee’s
responsibility to overcome minor inconveniences and to strive for timely performance.

Call-In Procedures - Employees unable to attend work due to illness or unforeseen circumstances are to call
in or e-mail to report their absence, within the first hour of their normal work period. If at all possible,
employees should ensure that notification is provided to his/her manager at least thirty (30) minutes prior to
their scheduled start time. All planned absences must be approved in advance by the manager. Having
obtained such approval, no additional call-in is required.

Managers are responsible for tracking employee attendance and establishing the proper notification
procedures within his/her function/area.

An employee who fails to notify his/her manager or the manager’s designee when absent on three (3) separate
occasions or who is absent for three (3) consecutive days without calling in, will be subject to termination.
Managers should promptly notify the Business Manager when an employee fails to report to work on three (3)
separate occasions or who is absent for three (3) consecutive days without calling in.

This policy is not intended (either explicitly or by omission) to cover every possible situation related to
absenteeism that may occur. Questions regarding special circumstances and/or interpretation of this policy
should be directed to the employee’s manager or the Business Manager.


Breaks
Employees are entitled to a paid ten (10) minute break for every four (4) hours worked and thirty (30) minutes)
for a paid lunch period.


Internal Job Posting & Transfers
Position Vacancies
AASHE places employees in positions according to the ability of the employee and the needs of AASHE.
Transfers to new positions in AASHE may be initiated by AASHE, or requested by the employee, but the
decision to transfer an employee is at the sole discretion of AASHE.

AASHE announces open positions through its newsletter, by posting the position announcement to AASHE
website and on staff calls.

AASHE invites employees to apply if their qualifications meet position requirements. However, an employee
who would like to apply for a posted position must first meet all the following criteria:
    An employee must be in good standing with AASHE
    An employee must meet the minimum position qualifications
    An employee must notify their manager
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If an employee wants to apply for a posted position, he/she should contact his/her manager.


Employee Records
Collection & Retention of Employee Records
Current information on all employees is necessary for processing payroll and in maintaining accurate
personnel files. AASHE maintains employee information and documents in personnel, group
insurance/medical files and other files (i.e., I-9 forms), as appropriate. AASHE will collect, use, and retain
information required for business and legal compliance and will do its best to balance employee privacy with
AASHE’s need to assemble and use this information. Employee records may be maintained in electronic
and/or hard copy format, as appropriate.

Access & Disclosure of Employee Records
Due to the confidential nature of such information and to protect the privacy of our employees, AASHE strictly
limits access to employee records and/or the disclosure of information contained in these records. Personnel
files are the property of AASHE and access to them is restricted.

Each employee has the right to review her/his personnel folder. We ask that the request be submitted in
writing, to the Business Manager, and at least forty-eight (48) hours in advance. Again, to protect the
confidential nature of the information and the privacy of our staff members, an AASHE representative will be
present while an employee reviews her/his folder. Original files will be maintained at the AASHE Business
Office. Employees may view their files at that location or they may request that hard copies be provided to
them via mail. Employees so requesting their files will be responsible for the cost of copying and mailing the
files.

Employees may not, at their discretion, mark up, change, or in any way alter the data maintained in personnel
files. To make a change to a personnel file, the employee must submit a request in writing to the Business
Manager. If the request is granted, the change will be made and the employee will be provided with a copy of
the applicable document. If the request for a change is denied, the employee may request that a statement of
disagreement be placed in the file, where it will remain permanently.

Records exempt from disclosure requirements are those of an employee relating to the ongoing investigation
of a possible criminal offense, background investigative reports, group insurance/medical files, records
revealing data on two or more employees, and planning documents related to prospective, future, or
speculative action to be taken.

Employees should contact their manager as soon as possible to report any changes to their personal
information such as mailing address, emergency contacts, home/cell phone numbers, number of dependents,
etc., to ensure the personnel and benefit files remain current.

Employment records are retained by AASHE in compliance with federal and state record retention
requirements.




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Performance Improvement
It is AASHE’s desire that all employees are provided with the opportunity, and tools needed, to be successful.
We strive to create an atmosphere that is challenging and one that allows employees to utilize the strengths
and experience that each employee brings to the team. In circumstances where it is determined that an
employee is not fulfilling the responsibilities of the position to which he/she is assigned, all reasonable steps
will be taken to facilitate performance improvement.

The employee’s manager will normally counsel the employee regarding performance deficiencies, job
performance standards, an improvement plan, and action to be taken if the employee fails to complete
improvement goals. Salary increases are not granted while an employee is on a final performance
improvement plan. In most circumstances, an employee will be provided with a written and final performance
improvement plan prior to a termination action.

Nothing in this policy precludes AASHE from making a decision to terminate employment, with or without a
performance improvement plan, as defined by the at-will employment status of all employees.


Counseling and Corrective Procedures
AASHE has developed a corrective action policy designed to give feedback to employees about where their
performance falls short of expected standards and to address misconduct. The purpose of progressive
discipline is to correct performance, which is below standard. AASHE will provide a clear warning, identifying
the issue and the precise change that is expected from the employee. The information will be discussed and
provided in the corrective action documentation. In determining the appropriate action or appropriate level of
disciplinary action, the manager will consider the seriousness of the offense, any extenuating circumstances
and the past work history of the employee.

Corrective Steps
Any of the following steps may be used to let employees know when they need to work harder to bring
behavior into line with expectations.
              i. A verbal warning or counseling
             ii. A written warning or reprimand
            iii. A second, third, or final warning or reprimand
            iv. Suspension (with or without pay)
             v. Dismissal
Each of these steps is independent of the others and need not follow in the order listed above. AASHE may
take any or all of the steps in any order up to, and including, immediate termination.

Grounds for Disciplinary Action
The following types of behavior are examples of behavior that is considered to be grounds for disciplinary
action, including termination. This list is not all-inclusive.




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            i. Poor work performance – quantity or quality
           ii. Inability to perform required tasks
          iii. Excessive absenteeism or tardiness
          iv. Lack of cooperation or teamwork
           v. Failure to follow instructions or AASHE procedures
          vi. Rudeness toward clients, fellow staff members, supplementary staff or visitors
          vii. Personal use of telephones, AASHE facilities, equipment, or supplies
         viii. Performing job duties while under the influence of alcohol or illegal drugs
          ix. Breach of the confidentiality or the conflict of interest policies
           x. Theft from AASHE, its employees or members
          xi. Discrimination or sexual harassment
          xii. Insubordination
         xiii. Physical threats, intimidation or violence


Grievance Process
The grievance procedure is a systematic process designed for the objective hearing and orderly handling of
staff grievances. The term grievance means a complaint, dispute, or employee’s expressed feeling of
dissatisfaction with working conditions, relationships, or policies and procedures.

When differences between employees arise, those differences will typically be resolved by the parties involved.
If needed, the employee(s) will involve the immediate manager(s) to assist in resolving the difference. In rare
cases where resolution is not possible within the function or team, or the issue/complaint involves the direct
manager, the employee may put their grievance in writing and submit it to the Business Manager and/or
Executive Director.

The grievance process will be utilized only when other means of settling the disagreement have been used
without success. The grievance process seeks solutions at each level before moving to the next level and may
progressively involve:
           i.   Written complaint to the manager
           ii. Written complaint to the staff Business Manager or Executive Director
           iii. An appeals hearing by an ad hoc committee appointed by the Board Chair in the case of serious
                grievances involving wage disputes or the termination of an employee.

Failure to Respond
If the Business Manager and/or Executive Director fail to respond to a written grievance within fourteen (14)
days, or the employee is not satisfied by the response, the employee may submit a written statement of all
grievances to the Board of Directors through the Chair of the Board

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 The Board will delegate appropriate individuals to investigate grievances, attempt to mediate, and respond
within thirty (30) days of receipt of written notices. All Board decisions are final. Employees with grievances
should not circumvent this procedure by taking their grievances directly or indirectly to other directors of the
Board.


Termination
It is AASHE’s intention that terminated employees be treated with respect, fairly and consistently. The objective
of AASHE is to retain a motivated, high caliber, diverse workforce. However, termination of employment is a
normal part of business activity and may occur due to various reasons. Terminations may be voluntary or
involuntary.

Discharge for violation of standards of conduct may be immediate and include, but are not limited to, conduct
inconsistent with the principles of AASHE, violation of policy, safety violations, repeated insubordination or
illegal acts, including:

           i.   Theft
           ii. Misuse or destruction of AASHE property
           iii. Unauthorized disclosure of confidential or proprietary information
           iv. Falsifying or altering records, such as application forms or time sheets
           v. Interference with the work performance of others
           vi. Harassment of another employee
           vii. Racial or ethnic discrimination

Employees who initiate their own separation of employment with AASHE are requested to submit written notice
to his or her manager, providing sufficient time to allow for an orderly transition and avoid negative impact on
day-to-day business within AASHE. Our policy is to request that employees provide a minimum two (2) weeks’
notice with certain managers and directors providing a longer notice.

Typically, an exit interview will be scheduled with the employee to discuss final pay, benefits, AASHE post-
employment reference policy and collect AASHE property and equipment. Final expense reports should be
submitted within thirty (30) days of the last day of employment, in order to be processed for reimbursement.
Expense reports submitted beyond the 30-day timeframe will not be eligible for reimbursement.

An employee who fails to call or report to work for three (3) consecutive workdays shall be considered to have
abandoned the job without notice. AASHE will initiate the paperwork to terminate the employee at the
expiration of the third workday unless cause to not do so is presented to the supervisor and executive director.

Rights Upon Termination
All terminated employees, both voluntarily and involuntarily terminated, are entitled to receive payment for
unused vacation accruals. No payment is available for unused sick leave or unused holidays. Terminated
employees whose last month of work is a partial month shall have their health insurance stay in effect through
the end of their last month of work. Vacation accrual for the partial month will be pro-rated based on the
amount of time worked in the final month. If an employee leaves AASHE in a deficit situation (referring to

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vacation time), those hours or days will be deducted from any separation pay provided to the employee, in
compliance with applicable laws, if applicable. Final paychecks will be issued on the regularly scheduled date
following termination.



STANDARDS & EXPECTATIONS SECTION

Outside Employment (Moonlighting)
AASHE allows employees to obtain secondary employment outside AASHE, provided such employment does
not present a conflict of interest (e.g., working for a member, supplier, or competitor) and does not adversely
affect the employee’s attendance or performance at AASHE. If an employee is seeking or has accepted
outside employment, AASHE requests that the employee notify his/her manager in writing. Please reference
the “Conflicts of Interest” policy for additional details and clarification.


Standards of Conduct
As an integral member of the AASHE team, we are all expected to accept certain responsibilities, adhere to
acceptable business principles in matters of personal conduct, and exhibit a high degree of personal integrity
at all times. This not only involves sincere respect for the rights and feelings of others, but also demands that
in our business and personal life we refrain from any behavior that might be harmful to us as individuals, our
co-workers, and/or AASHE or that might be viewed unfavorably by current or potential members, or by the
public at large.

Whether we are on duty or off, our conduct reflects on AASHE. AASHE encourages each of us to observe the
highest standards of professionalism at all times.

Types of behavior and conduct that AASHE considers inappropriate include, but are not limited to, the
following:
            Falsification or omission of requested information on any AASHE record or report, including job
             applications and personnel forms.
            Sexual, discriminatory, or other unlawful harassment of another employee, visitor or member (or
             potential member) of AASHE.
            Not reporting for all scheduled working hours regularly and on time (i.e., unexcused absence
             and tardiness).
            Reporting to work while under the influence of alcohol or illegal substance.
            Possession, sale or use of a controlled substance other than a drug prescribed by a physician
             for you or your family.
            Use of abusive or profane language.
            Violating AASHE policies such as the Violence In The Workplace policy.
            Insubordination or refusal by an employee to follow management’s instructions regarding a job
             related matter.
            Assault or battery on a fellow employee, visitor of AASHE, or member (or potential member) of
             AASHE.

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              Theft or unauthorized removal or possession of Organization property, another employee’s
               property or the property of any visitor to AASHE.
              Gambling on AASHE property.
              Unsatisfactory performance.
              Release of confidential information about AASHE, its members, or firms that do business with
               AASHE.
              Inappropriate use of AASHE telephones/equipment/computer systems and communications
               tools (email, fax, PDA’s, listening /earphone devices, etc.). This includes excessive personal
               use of these systems and tools.
              Intentional destruction of AASHE assets/materials or disruption of work. Inappropriate or
               careless use of AASHE equipment/materials.
              Unauthorized solicitation of any kind on AASHE’s time or on AASHE’s premises during working
               hours.

This is not a complete list of unacceptable conduct, and it does not limit or restrict AASHE’s “at-will”
employment policy. Should performance, attendance, work habits, overall attitude, conduct, or demeanor
become unsatisfactory in the judgment of AASHE, based on violations of the above or any other Organization
policies, rules or regulations, an employee could be subject to disciplinary action, up to and including
termination. AASHE will act, in its discretion, on a case-by-case basis as AASHE deems appropriate.


Business Ethics
AASHE is committed to conducting its business activities in an ethical and forthright manner at all times.
AASHE’s commitment to integrity goes far beyond observing the letter and spirit of the law. Even when there is
no law, rule, regulation, or contractual provision covering a given situation, AASHE expects employees to
conduct themselves according to the highest business and ethical standards and to devote their best efforts to
the interests of AASHE, its clients and the conduct of its business.

AASHE is committed to ensuring compliance with this business ethics and conduct policy, providing a
confidential method for employees to seek advice or to report questionable behavior, advising employees on
questions related to business conduct, ensuring that investigations of questionable behavior are conducted.

Employees who feel that they have any questions regarding the interpretation or violations of this policy should
immediately notify the Executive Director. If contacting the Executive Director would be inappropriate or
uncomfortable, employees should direct their concerns to the Business Manager or the Chair of the Board of
Directors or, if necessary, another member of the Executive Committee of the Board of Directors.

AASHE does not tolerate any retaliation against an employee who has reported misconduct or ethical
violations or participates in an investigation of such reports. This no-retaliation policy applies whether the
allegation or violation is ultimately determined to be well founded or unfounded. All employees, managers, and
staff are specifically prohibited from taking any adverse employment action against anyone in retaliation for
reporting a good faith claim of misconduct or violations of ethical standards. An employee who feels that he or
she has been retaliated against in violation of this policy should report the matter promptly to the Executive
Director in the same manner as any other form of harassment or discrimination.




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Conflicts of Interest
A conflict of interest occurs when an employee places or finds himself/herself in a position where his/her
private interest may conflict with the interests of AASHE or its members, or have an adverse affect on the
employee’s motivation or the proper performance of his/her job. AASHE prohibits its employees from
engaging in any activity, practice or act which conflicts with the interest of AASHE. Examples of such conflicts
are:

          Acceptance of outside employment with any organization that does business with AASHE or is a
           competitor of AASHE or in which AASHE has overview responsibility.
          No employee may engage in outside work that will interfere with his or her primary job with AASHE,
           or engage in any activity of a nature that is in some way in conflict or have an adverse impact to
           AASHE.
          No employee may, directly or indirectly, borrow from, lend to, invest in, or engage in any financial
           transaction that may result in a conflict of interest with a potential member, vendor or supplier.
          No outside work may be done during scheduled office hours, and none of AASHE’s facilities,
           information technology, equipment, labor or supplies are to be used to conduct this outside activity.
          No employee may use any confidential information or knowledge acquired by virtue of the
           employee’s position with AASHE for any personal gain or advantage against AASHE or divulge
           such knowledge or information to anyone who would use it in any way detrimental to the interests of
           AASHE.
          Employees, directly or indirectly, offering, promising or giving anything of any value to a
           representative of an organization in connection with any AASHE transaction or business that
           AASHE may have with such organization.
          Misuse of any AASHE proprietary, non-public information prior to public disclosure

Employees should not place themselves or remain in a position in which the employee’s private interest conflict
with the interest of AASHE, or where the employee’s motivation or proper job performance is adversely
affected.

Because of the difficulty in anticipating all possible situations that might arise involving conflicts of interest,
employees should inform their immediate manager if they have any questions concerning a possible conflict of
interest.


Prohibited Political Activities
AASHE is a 501(C)(3) provisioning organization and as such is subjected to certain prohibitions in regard to
political activities. Therefore, employees who engage in political activities must do so on their own time as
private citizens. This includes visible expression of political preferences while at work or conducting AASHE
business. Employees who hold public office or serve on commissions or advisory groups should be alert to
conflict-of-interest situations and be prepared to abstain from participating in any deliberations or voting on any
issues that directly involve AASHE. At no time may any employee of AASHE state, imply, or in any way
suggest that AASHE holds any position in support of or in opposition to any candidate for public office.
Violation of this provision concerning political activities may be grounds for immediate suspension or
termination.



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Confidentiality of Proprietary Information
It is AASHE policy to treat all personal information concerning our employees as confidential. The careful
handling of employee information, and the privacy of that information, is very important to AASHE.

With that in mind, please be reminded that personal and other confidential information should not be discussed
with co-workers or non-employees of AASHE. The disclosure of personal or commercially sensitive
information is strictly forbidden.
     Personnel files are business records of AASHE and are the property of AASHE. AASHE, upon request
       from a current employee, may agree to review some or all of the contents of the employee’s file with the
       employee. Photocopying of the personnel documents is not normally permitted.
     It is important that AASHE keep an accurate record of each employee’s personal status. Any change in
       address, telephone number, marital status, dependents, licensure, or level of education should be
       immediately reported to the manager and Business Manager. It is especially important for each
       employee to immediately report changes in dependency status, which affect the employee’s insurance
       program.

Proprietary information includes but is not limited to program designs, materials, membership lists, registration
and donor lists, grant information, system code, photographs taken for AASHE by an employee, and all other
materials (written, graphic or otherwise) or other intellectual property developed for AASHE by its employees.
Unauthorized use of proprietary information is not allowed. Upon termination of employment all tangible forms,
drafts or examples of proprietary information must be returned to AASHE. The obligation not to use or disclose
that information continues after the employment relationship has ended. Employees will be subject to
appropriate disciplinary action, up to and including dismissal, for knowingly or unknowingly revealing
information of a confidential nature.

COMPENSATION & BENEFITS SECTION
Salary & Performance
AASHE believes that continuous feedback related to performance is very valuable to employees and AASHE.
We encourage managers to provide regular feedback through consistent and ongoing communications, and
we encourage employees to seek ongoing feedback from their manager. Additionally, AASHE ensures that all
regular employees receive an evaluation, at least once each calendar year. This ensures that we each
schedule the time needed to have focused discussions regarding our performance.

Generally, AASHE reviews salaries on an annual basis, in conjunction with the evaluation process to
determine if a salary increase is warranted.

An evaluation will be conducted at the following times.
          In the final month of the employee’s new-hire period
          In the final month of a newly transferred or promoted employee’s orientation period
          Following the initial evaluation the employee will be evaluated on an annual basis
          Any other time that AASHE feels appropriate.


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RECORDING WORK HOURS
It is AASHE’s policy to comply with applicable laws requiring records to be maintained of the hours our
employees work. Federal law requires that all non-exempt employees maintain timesheets. Grant work often
requires that all employees maintain distribution of effort records. To ensure that AASHE keeps accurate
records of the hours you actually work (including overtime hours where applicable) and of the sick time or other
leave you have taken, and to ensure that you are paid in a timely manner, all nonexempt employees are
required to record their time worked and their absences on their time sheet. You should complete this form
daily, sign it and forward it to your supervisor at the end of each two week period. After reviewing the form and
resolving any discrepancies your supervisor will sign the form and forward it to the Business Manager for
processing.
You must be certain that you accurately record your hours worked and leave time taken. Falsification of a time
record is a serious breach of policy and grounds for disciplinary action, up to and including termination of
employment.

Pay Practices
AASHE complies with all applicable local, state and federal laws in the administration of pay and benefits to its
employees.

Salary Policies and Procedures
     1 . Salary
         Each employee is informed by the Business Manager at the time of hire and following the annual
         evaluation, as to his or her job classification and salary.
     2 . Payment Schedule
         Paychecks will be issued bi-weekly on Friday. When these dates occur on a holiday, paychecks will
         be issued on the preceding workday. Under no circumstances will AASHE release any paychecks
         prior to the announced schedule.
     3. Payment Method
         Paychecks will be direct deposited to the employee’s checking and/or savings account(s).
         Exceptions can be made with the approval of the Business Manager. To activate direct deposit, a
         Direct Deposit Authorization from the Business Manager may be obtained. The completed form must
         then be returned with a voided personal check to the Business Manager. If employees wish to
         change either your account(s) or allocations, they will need to complete a new Direct Deposit
         Authorization form. Due to banking requirements it may take several weeks for activation of the
         Direct Deposit. Until the Direct Deposit is activated, employees will receive a paper check in the mail.
      4. Payment Information
         Paycheck stubs, payment history and other pay related information can be accessed by each
         employee using an on-line account set up by the Business Manager in conjunction with the first pay
         check issued.




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Overtime Pay
AASHE understands that situations may arise where workloads require overtime. All non-exempt employees
must record all overtime hours on their time sheet. All non-exempt employee compensation is based directly
upon the number of hours worked. Overtime will be paid for hours worked over forty (40) hours in a workweek.
Time paid but not worked for vacation, holidays or paid leave will not be included when computing the hours
worked for overtime payment. All non-exempt employees are required to obtain prior authorization from their
manager before working more than forty (40) hours per week. Working more than forty (40) hours in a week
without prior approval constitutes a violation of AASHE policy and may result in disciplinary action.


Travel and Job Related Expenses
Approved expenses related to performance of duties shall be reimbursed. Duties may include officially
representing AASHE at meetings or conferences, and expenses may include travel, housing and meals,
registration and tuition costs. Expenses must be authorized in advance.

All requests for reimbursement and per diem must be recorded on the appropriate form, certified by the
employee, approved by the employee's manager, and submitted to the Business Manager with vouchers and
receipts attached.

1 . General Purchases
   Employees may be entitled to reimbursement for work related purchases made with their own funds.
   Requests for reimbursement must be submitted by the first of the month to your immediate supervisor.
   For purchases over $50 made with the employee's own funds, prior approval by the Executive Director
   must be received for reimbursements. Items purchased without prior approval may not be reimbursed
2 . Travel
   AASHE reimburses employees for the actual cost of authorized travel (excluding mileage which is
   reimbursed at a standard rate), within the course of employment duties. Requests for travel authorization
   shall be made to the Executive Director in advance. AASHE’s Travel Policy outlines reimbursement
   policies for AASHE-related travel. Request for mileage reimbursement shall be submitted in writing with
   documentation of destination, purpose, date and mileage for each trip by the first of the month.

3 . Home Offices Stipend

   AASHE will reimburse full-time employees working from home offices with a lump sum of $75 per month for
   home office supplies and materials needed to perform their job duties. This amount will be pro-rated based
   on the average number of hours worked each month for part-time employees working from home offices
   who work at least twenty (20) hours or more per week are eligible to receive this stipend at a pro-rated rate.
   See Business Manager for details. Payment for home offices will be made on the last pay period of each
   month.




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4. Cell Phone
   The use of an AASHE supplied cell phone or a personal cell phone stipend will be negotiated upon hiring.
   Any changes in the status of an employee’s use of a cell phone shall be approved by the Executive
   Director.


Employee Benefits
MEDICAL
AASHE provides medical benefits to all employees working thirty (30) hours or more per week. Social
Security, Workers’ Compensation and Unemployment Insurance apply to all employees in the manner
prescribed by law.

Specific eligibility requirements and detailed information about each benefit plan will be made available by the
Business Manager upon request. AASHE reserves the right to adjust and modify its benefit packages at any
time, at its sole discretion.

HEALTH SAVINGS ACCOUNT (HSA)
AASHE offers a medical insurance plan that allows employees to open an HSA. Please see Business
Manager for details.

CAFETERIA PLAN
AASHE offers a Section 125 Cafeteria plan. Please see Business Manager for details.


RETIREMENT
AASHE offers a retirement plan. Please see Business Manager for details.


Leaves of Absence
A Leave of Absence is approved time away from work for a specific reason and is based on eligibility
requirements. It may be paid or unpaid and may be granted for the following reasons:

      Medical Leave (non-FMLA)
      Personal Leave
      Sick Leave
      Family Care Leave
      Administrative Leave
      USERRA Related Military Leave
      Bereavement Leave
      Disability Leave
      Workers’ Compensation Leave

A Leave of Absence must be requested by the employee and approved by the employee’s manager, the
Business Manager and the Executive Director. Guidelines are provided for each type of leave.


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Except as stipulated by federal, state or local law, or as noted in the policy statements below, or by prior
approval of the Executive Director, leaves of absence will be limited to a maximum six (6) month duration, at
which point employment will be terminated.

Employees should direct all questions regarding leaves of absence to his/her manager or to the Business
Manager.


Medical Leave (non-FMLA)
For medical and/or health reasons, AASHE may provide unpaid Medical Leave for employees. Full-time and
part-time employees may request a Medical leave of absence, subject to the following terms and conditions:

      Leave requests must be made at least thirty (30) days in advance of the date the employee would like
       the leave to commence or, in emergency situations, with as much advance notice as is practicable.
      Unless applicable state or local law requires otherwise, leaves will normally be limited to a twelve (12)
       week maximum duration, in a single rolling twelve month period.
      Unless applicable state or local law requires otherwise, reinstatement will not be guaranteed to any
       employee requesting a leave under this plan. However, AASHE will endeavor to place employees
       returning from leave in their former position or a position comparable in status and pay, subject to
       budgetary restrictions and AASHE’s need to fill vacancies.
      An employee who is taking unpaid medical leave must use all available paid time off options (sick
       leave, vacation time, etc) prior to being eligible for unpaid leave.

There may be times when it’s necessary for Medical leave to be taken in increments. AASHE allows for this
but ask that increments consist of no less than eight (8) hours. Incremental leave has to be approved by the
Executive Director.

During the medical leave of absence the employee does not earn vacation or sick time, but AASHE will
continue payment of the employee's health insurance premiums. A medical release statement provided by the
physician, certifying ability to return to work is required prior to the employee returning to work. Under
extenuating circumstances, and with the direct authorization of the Executive Director, a medical leave may be
extended.

Employees should direct all questions regarding leaves of absence to his/her manager or to the Business
Manager.


Personal Leave

On rare occasions, personal leave without pay may be granted for not less than one week, nor more than
three weeks in one year, for family responsibilities or other private matters. For purposes of this policy, family
member is defined as a spouse, parent, grandparent, child, brother, sister, aunt, uncle, in-law or any person
living with the current employee. This shall be handled on a case-by-case basis at the discretion of the
Executive Director. During leave without pay, AASHE will deduct health benefits from the employee's
paycheck for any period longer than one week. The employee does not accumulate sick leave or vacation
benefits during leave without pay. Unless applicable state or local law requires otherwise, reinstatement will
not be guaranteed to any employee requesting a leave under this plan. However, AASHE will endeavor to
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place employees returning from leave in their former position or a position comparable in status and pay,
subject to budgetary restrictions and AASHE’s need to fill vacancies and its ability to find qualified temporary
replacements.

An employee who is taking unpaid personal leave must use all available paid time off options (sick leave,
vacation time, etc) prior to being eligible for unpaid leave


Sick Leave
All full-time employees are eligible for paid sick leave. Sick leave is accrued each pay period based on a bi-
weekly pay schedule of 26 pay periods per calendar year. Paid sick leave hours start to accrue beginning the
first full month of employment, and accrue at the following rate:

Hours of Sick Leave Earned Per Pay Period        Annual Allotment
                  3.70                               12 Days

Part-time employees regularly scheduled to work twenty (20) hours or more per week are eligible for Sick
Leave, at a pro-rated rate. Please see the Business Manager for further details.

Employees may use sick leave for personal illness, medical or dental appointments, or to care for a family
member suffering from illness. For purposes of this policy, immediate family member is defined as a spouse,
parent, grandparent, child, brother, sister, aunt, uncle, in-law or any person living with the current employee.
During a calendar year, up to two (2) days of sick leave may be used as personal leave days that are not
required to meet the conditions of sick leave days. Staff needing to take sick leave time, should notify their
manager as soon as possible. Absences of more than ten (10) consecutive workdays require a doctor’s
certification. New hires are entitled to use accrued sick leave during their new hire period.
Sick leave is refreshed on January 1st of each year. A maximum of ten (10) days or forty (40) hours of sick
leave can be carried forward from the preceding year.


Family Care Leave
Immediate Family Member
Full-time employees are eligible for up to twenty (20) workdays of paid family care leave to care for an infirm or
ill immediate family member. Part-time employees regularly scheduled to work twenty (20) hours or more per
week are eligible for Family Care Leave, at a pro-rated rate. For purposes of this policy, immediate family
member is defined to include the employee's spouse, parent, grandparent, child, brother, sister, aunt, uncle, in-
law or any person living with the current employee. To be eligible for this leave the employee must be the
primary caregiver during the leave, the care given must be essential to the recipient and effectively prevents
the employee from performing essential work, and the employee has a clear responsibility to provide this care.
Family care leave under these conditions must be approved by the Executive Director. Requests for additional
leave without pay must be approved by the Executive Director.

Birth or Adoption

  Maternity


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Unless local, state or federal law requires otherwise, full-time employees who have been with AASHE for
twelve or more months are eligible for thirty (30) workdays of paid family care leave after the birth or adoption
of a child. Part-time employees working twenty (20) hours or more per week are eligible family care leave at a
pro-rated rate. Employees who have been with AASHE less than twelve months will be eligible for paid family
care leave at a pro-rated rate based on the number of months employed with AASHE. The leave will begin on
the day of the birth or adoption of a child and run for thirty (30) workdays. For purposes of this policy, a parent
is one who holds primary responsibility for the care and support of a minor child. In addition to the period of
paid family care leave, each employee may request additional family care leave without pay up to an
additional twelve weeks.

Paternity
Unless local, state or federal law requires otherwise, full-time employees who have been with AASHE for
twelve or more months are eligible for thirty (30) workdays of paid family care leave after the adoption of a
child and fifteen (15) workdays of paid family care leave after the birth of a child. Part-time employees
working twenty (20) hours or more per week are eligible for family care leave at a pro-rated rate. Employees
who have been with AASHE less than twelve months will be eligible for paid family care leave at a pro-rated
rate based on the number of months employed with AASHE. The leave will begin on the day of the birth or
adoption of a child. For purposes of this policy, a parent is one who holds primary responsibility for the care
and support of a minor child. In addition to the period of paid family care leave, each employee may request
additional family care leave without pay up to an additional twelve weeks.


During Family Care Leave the employee shall continue to receive all employee benefits previously provided.
Requests for leave under the Family Care Leave must be submitted to the Business Manager, in writing, and
with as much advance notice as possible.


Administrative Leave
Administrative leave with or without full pay may be granted to employees when it is determined to be in the
best interest of AASHE. AASHE may use Administrative Leave to cover time away from work granted so that
an employee to attend a seminar, special course, convention, etc. The leave is not intended for personal
reasons.

Military Service Leave of Absence
Leaves of Absence from work are provided to eligible employees who serve in the US military, including Armed
Forces and National Guard, and/or to an employee who has a family member serving in the armed forces or is
called to active duty.

Leaves of Absence are granted in accordance with USERRA (Uniformed Services Employment and
Reemployment Rights Act) for:
    Active Duty
    Training
    To meet military-related obligations, or
    To care for a family member serving in the armed forces who suffers from “serious illness or injury”
      incurred by the member in the line of duty in the Armed Forces

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USERRA Related Military Leave

Active Duty
If an employee is called to active duty, he/she must provide advance written or verbal notice to AASHE for all
military duty unless giving notice is impossible, unreasonable, or precluded by military necessity. Additionally,
service members are able, but are not required, to use accrued vacation or annual leave while performing
military duty.

Military Training
If an employee has a reserve military training obligation, he/she may take up to two (2) weeks of paid leave
annually for this purpose. However, the pay granted will be reduced by the amount of any pay received by the
employee from the military service for such duty. If the reserve duty pay is greater than the employee’s regular
salary, the employee will receive the full military pay in lieu of the regular salary. Employees must furnish proof
of service such as a document signed by an appropriate military official.

Reemployment
In accordance with federal and state law (Uniformed Services Employment and Reemployment Rights Act –
USERRA), an employee returning from a qualified military leave will be re-employed with AASHE.

Benefits Coverage
Medical benefits, in which the employee is enrolled, will be continued by AASHE for a period of up to thirty (30)
days. Following the first thirty (30) days of leave, the employee is eligible to continue benefits for up to twenty-
four (24) months. If coverage is not continued during his/her military service, the employee has the right to be
reinstated in AASHE’s health plan when he/she is reemployed, generally without any waiting periods or
exclusions except for service-connected illnesses or injuries.

AASHE complies with the USERRA guarantees of pension plan benefits that accrue during military service,
regardless of whether the plan is a defined benefit plan or a defined contribution plan.

For the purposes of service member family leave, a “serious illness or injury” is an injury or illness incurred by
the member in line of duty on active duty in the Armed Forces that may render the member medically unfit to
perform the duties of the member's office, grade, rank, or rating.


Bereavement Leave
Regular full-time and part-time employees experiencing the death of an immediate family member shall be
entitled to take five (5) days of paid bereavement leave. For purposes of this policy, immediate family member
is defined to include the employee's spouse, parent, grandparent, child, brother, sister, aunt, uncle, in law or
any person living with the employee.

Employees should make their manager aware of their situation. In turn, the manager should notify the
Business Manager of the reason and length of the employees’ absence.

Upon returning to work, the employee must record his/her absence as Bereavement Leave on his/her time
record.



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Disability Leave
AASHE complies with relevant federal, state and local laws with regard to the status and treatment of disabled
workers.


Workers' Compensation Leave
Workers' Compensation insurance provides wage, medical and rehabilitation benefits for employees who are
injured on the job or who develop an occupational disease. Reporting requirements and benefit levels are
regulated in each state, by a State Workers' Compensation Board. Full and part-time employees are eligible
for this benefit.

Reporting Requirements
Any on-the-job injury, no matter how minor, must be reported as soon as possible (but no later than twenty-four
(24) hours) to the manager and to the Business Manager. Medical care can be arranged as needed with an
Organization-approved physician.


Benefits
Employees will receive full worker’s compensation benefits pursuant to applicable state law.
.
When an employee returns from a workers' compensation leave, he/she must provide a Return to Work
Certification signed by a licensed physician to the Business Manager.

If an employee returns to work and is required by the physician to receive additional medical care or therapy,
the employee will have to charge this time to sick leave, vacation or unpaid time. This time must be scheduled
in advance with the employee’s manager and every effort should be made to minimize the impact on the work
schedule.

Jury Duty
AASHE encourages civic responsibility and time off for jury duty will be allowed to full-time and part-time
employees. Upon receipt of the notice to serve jury duty, the employee should immediately notify his/her
manager and the Business Manager. AASHE will pay the difference between the employee's regular pay and
the amount received from the court. Each employee must submit to the Business Manager a copy of the
document showing the amount received from the court. If you are excused from jury duty in time to work half
of your shift or more, you are required to return to your duties at your assigned location.

All employees will be given time off without pay if summoned to appear in court as a witness.

To qualify for jury or witness duty leave, employees must submit to the Business Manager a copy of the
summons to serve as a juror or the subpoena to appear as a witness as soon as the summons or subpoena is
received. In addition, upon the employee’s return, the employee must notify the Business Manager and must
submit a signed Certificate of Jury Service or proof of witness duty indicating the number of days served.

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If jury duty falls at a time when the employee cannot be away from work, AASHE may request that the court
allow the employee to choose a more convenient time to serve if he/she makes a request in accordance with
the court’s procedures. The employee must cooperate with this request.

Vacation
AASHE encourages staff members to take vacation leave time each year for balance and personal renewal.
All full-time employees are eligible for paid vacation. The accrual of paid vacation leave begins with the first
full month of employment. However, no paid vacation leave may be taken prior to the end of an employee’s
new hire period. Vacation is accrued each pay period based on a bi-weekly pay schedule of 26 pay periods
per calendar year.

Employees with 0-3 years of employment with AASHE are eligible for fifteen (15) days of paid vacation per
calendar year.

Hours of Vacation Leave Earned Per Pay Period                Annual Allotment
                 4.62                                           15 days

After three (3) years of employment are completed, the employee is eligible for twenty (20) days of paid
vacation per year.

Hours of Vacation Leave Earned Per Pay Period                 Annual Allotment
                 6.15                                            20 days

When an employee moves to a new accrual bracket, the employee will begin earning days at the new level on
their anniversary date. Part-time employees regularly scheduled to work twenty (20) hours or more per week,
are eligible to receive vacation benefits at a pro-rated rate using the same ‘years of service’ schedule shown
above. Please see the Business Manager for additional details.


Carry-Over
Employees may carry over, from one calendar year to the next, up to two (2) weeks or eighty (80) hours of
vacation. However, any unused vacation that exceeds two (2) weeks or eighty (80) hours will be forfeited at
the end of the calendar year.

Vacations are scheduled in consultation with the manager in relation to the job responsibilities and approved
by the manager. Effort will be made to schedule vacation at the time desired by the staff member. Employees
are primarily responsible for coverage of their duties while on vacation leave.

Holidays
AASHE provides 10 paid holiday days to regular employees per calendar year:
                   New Year’s Eve Day         December 31
                   New Year's Day             January 1
                   Martin Luther King Day     3rd Monday in January
                   Memorial Day               Last Monday in May
                   Independence Day          July 4
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                   Labor Day                  1st Monday in September
                   Thanksgiving Day           4th Thursday in November
                   Day after Thanksgiving     4th Friday in November
                   Christmas Eve Day          December 24th
                   Christmas Day              December 25th


When any of these holidays falls on a Sunday, the following Monday will be considered a holiday. When any of
these holidays falls on a Saturday, the preceding Friday will be considered a holiday.

In addition to the above holidays, AASHE will close for business between December 25 and January 1. During
this time, employees will be on paid leave.

At the end of the calendar year any unused holidays are lost and may not be cashed out or carried over to the
new calendar year.

Part-time employees are paid for holidays at a pro-rated rate only when the holidays fall on regularly scheduled
workdays. Holidays that occur while an employee is on leave for vacation, illness, or family emergency, will not
count as a day of leave. Interns are not paid for holidays.

Employees may, for religious, ethnic, or similar reasons, substitute another recognized religious or civic holiday
for those listed above. Taking a holiday on any other day than those listed above should be planned in
advance with the Manager and affected co-workers.



SAFETY & SECURITY SECTION
Safety & Security
AASHE seeks to provide a work environment for employees, members and vendors as free as possible from
recognized hazards. To achieve this goal, every employee has a responsibility to be safety conscious.
Employees should report any unsafe or hazardous condition to their manager immediately. Efforts will be
made to remedy problems as quickly as possible.

In case of an accident on the job resulting in a personal injury, regardless of how minor, employees should
notify their manager immediately. Failure to report accidents may result in a violation of legal requirements
and may lead to difficulties in processing insurance and benefit claims. Please review the details in the
“Workers Compensation” policy in this manual.


Drug Free Workplace
AASHE does not tolerate the use, sale, dispensing, or possession of illegal drugs, narcotics, or alcohol on its
premises. Being under the influence, including inability to perform assigned duties safely, is a violation of
standards of conduct and grounds for immediate termination.

Organization employees are prohibited from engaging in the unlawful manufacture, distribution, dispensing,
possession, or use of a controlled, non-prescribed drugs or narcotics, and alcoholic beverages in the
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workplace. Violations of this policy may result in disciplinary action up to and including termination of
employment, may require satisfactory participation in approved drug abuse assistance or rehabilitation
programs, or both. AASHE reserves the right to employ pre-employment and “for cause” drug screenings.

Employees who are experiencing work-related or personal problems resulting from drug, narcotic, alcohol
abuse or dependency, may be required to seek professional counseling. Participation in counseling, including
required counseling is confidential and should not have any influence on performance appraisals. Job
performance, not the fact that an employee seeks counseling, is to be the basis of all performance appraisals.

AASHE reserves the right to conduct searches of any employee possessions or work areas.

AASHE will make a good faith effort to continue to maintain an alcohol and drug free workplace through
implementation of the above policy.


Tobacco Free Workplace
AASHE strives to provide a healthful, safe, and comfortable working environment for all employees and
visitors. Employees and visitors who wish to use tobacco products must leave the building and use only
designated smoking areas outside.



Employees who work at or visit member or vendor sites must observe the smoking and tobacco policies
established by these organizations. All employees are expected to comply with local rules and public health
ordinances regulating smoking at their respective locations, member and vendor sites. Employees using
tobacco in any area that prohibits such use may be subject to disciplinary action.


Violence In The Workplace
AASHE has a policy of zero tolerance for violent acts or threats of violence against employees, clients,
vendors, visitors and applicants. Workplace violence can be any act of physical violence, threats of physical
violence, harassment, intimidation, coercion, or other threatening, disruptive behavior that occurs at the work
site. The intent of this policy is to provide a safe and healthy workplace to all employees.

“Violence" includes physically harming another, shoving, pushing, harassing, intimidating, coercing,
brandishing weapons, and threatening or talking of engaging in those activities.

This list of behaviors, while not inclusive, provides examples of conduct that is prohibited.

          Causing physical injury to another person.
          Making threatening remarks.
          Aggressive or hostile behavior that creates a reasonable fear of injury to another person or subjects
           another individual to emotional distress.
          Intentionally damaging employer property or property of another employee.
          Possession of an unlawful weapon while on AASHE property or while on AASHE business.
          Committing acts motivated by, or related to, sexual harassment or domestic violence.

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It is the intent of this policy to ensure that no one associated with this business, including employees and
members, ever feels threatened by any employee’s actions or conduct.

Weapons
AASHE prohibits all persons who enter AASHE property from carrying a prohibited weapon of any kind into
company AASHE facilities regardless of whether the person is licensed to carry the weapon or not. While this
list is not all inclusive, prohibited weapons include firearms, knives (Swift Army Knives with blades three (3)
inches or less are permitted), any explosive materials, or any other objects that could be used to harass,
intimidate, or injure another individual. . Firearms are not permitted in AASHE vehicles. Failure to comply
with this policy may lead to disciplinary action, up to and including termination of employment.

AASHE prohibits all persons from carrying a weapon while in the course and scope of performing any task on
AASHE's behalf at another work site or at any Organization sponsored function such as parties, picnics, or
other get-togethers.


Inspections
To ensure a safe workplace, AASHE reserves the right to conduct searches of any person, vehicle (as
determined by applicable state, local or federal law), or object that enters onto AASHE property. Pursuant to
this provision, AASHE is authorized to search desks, even if locked, handbags, briefcases, baggage, lunch
containers, clothing, vehicles parked on AASHE property, and any other item in which a weapon may be
hidden.

Additionally, AASHE may search a vehicle owned by AASHE and used by the employee, regardless of
whether the vehicle is located on AASHE property at the time.

Reporting and Investigating Complaints
AASHE encourages employees to report incidents of aggressive, violent, or physically intimidating behavior,
including threats to engage in such behavior, and incidents in which an employee is carrying or in possession
of a prohibited weapon while on AASHE property or at a client work site. Incidents must be reported
immediately to the employee’s manager. Depending on the urgency of the situation, the employee is also
encouraged to contact law enforcement officials as appropriate.

An employee who files a complaint under this policy shall not be subject to any form of retaliation or reprisal for
having made the complaint. AASHE investigates all complaints as soon as practical under the circumstances.
Investigations include interviews with the complainant, potential witnesses, and the alleged violator.

During investigations, AASHE makes every reasonable effort to maintain confidentiality. Dissemination of
information regarding investigations is limited only to the employee’s manager and other parties having a
legitimate need-to-know.

Enforcement and Prosecution
Carrying a weapon into AASHE facilities in violation of this policy is subject to criminal prosecution under laws
prohibiting unlawful trespass. AASHE disclaims legal responsibility for enforcement beyond disciplining
employees and requesting individuals to leave the premises. Enforcement of criminal trespass laws is left to
the authorities. This policy shall not be construed to create any duty or obligation on the part of AASHE to take
any actions beyond those required of an employer by existing law.

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ADA and Accommodations
Consistent with applicable law, AASHE prohibits discrimination against otherwise qualified individuals with
disabilities1 that substantially limit their ability to perform a major life function. AASHE will provide reasonable
accommodation to enable qualified individuals with a disability to perform the essential functions of their jobs,
and to enable individuals to enjoy benefits and privileges of employment equal to those enjoyed by employees
without disabilities.


Employees requiring accommodation(s) should advise their manager and the Business Manager. The
Business Manager will initiate an interactive process with the employee by having the employee complete a
Request for Reasonable Accommodation Form and Medical Inquiry Form. Employees should not provide
unsolicited medical or family medical history information. All requests for reasonable accommodation should
be submitted to the Business Manager to ensure proper documentation of the interactive process and
appropriate follow-up efforts.

The Business Manager will normally follow up with the employee and the manager after an accommodation is
in place to determine whether it has been successful. If it has not been successful, then additional
accommodations may be discussed.


Workplace Searches
To safeguard the property of our employees and AASHE, to help prevent the possession, sale, and use of
illegal drugs on Organization premises, and in keeping with the spirit and intent of AASHE’s Tobacco Free
Workplace policy, AASHE reserves the right to question employees and all other persons entering and leaving
our premises, and to inspect any packages, parcels, purses, handbags, briefcases, lunchboxes, possessions
or articles carried to and from AASHE’s property. In addition, AASHE reserves the right to search any
employee’s office, desk, files, locker, or any other area or article on AASHE’s premises. All offices, desks,
files, electronic equipment, technology systems, and so forth, are the property of AASHE and are issued for the
use of employees only during their employment with AASHE. Inspections may be conducted at any time at the
discretion of AASHE.

Persons entering the premises who refuse to cooperate in an inspection conducted pursuant to this policy will
be asked to leave. Employees working on the premises, entering or leaving the premises, who refuse to
cooperate in an inspection, are subject to disciplinary actions up to, and including, termination. Following an
inspection, employees who are believed to be in possession of stolen property or illegal drugs will be subject to
disciplinary action up to, and including termination. AASHE has an obligation to notify the proper law
enforcement authorities as well.


E-Mail, Use of Electronic Technologies and Telephonic Communications
AASHE may provide employees with electronic technologies and services, including computers, software,
printers, facsimile machines, phones, e-mail, voice mail, Blackberries or other personal digital assistant

1
    Whether an employee is disabled will be determined in accordance with applicable federal and state law.

                                        Confidential & Proprietary to AASHE                                       37
                                             Effective Date: 12/01/2009
                                                                                  AASHE
                                                                       Employee Handbook
                                                                 _____________________

devices, intranet and internet services (“Organization Systems”) to assist in performing their job efficiently and
effectively. Except for occasional personal use, AASHE systems and equipment and all forms of electronic
communications are to be used for authorized business purposes only. Any personal use must still conform to
the other provisions of this policy and each employee is accountable for his/her usage of AASHE’s systems,
and all forms of electronic communications in conformance with this policy. In addition, the employee’s
manager is responsible for assuring appropriate use of resources. Each manager will establish and
communicate appropriate email protocols relating to staff email communications, and distribution within his/her
function.

Employees are prohibited from using any Organization system to prepare, send, receive, solicit, forward or
otherwise obtain any messages or graphics that might be taken as offensive based on race, color, sexual
orientation, national origin, religious beliefs, gender, age, marital status, disability, U.S. veteran status, or any
other status protected by law. This includes, for example, generating or forwarding offensive “humor” that
contains sexually or otherwise offensive terms or images.

Given the ever-changing nature of these technologies, it is impossible to catalogue all possible abuse or
misuse. These following guidelines have been established to assist employees in using electronic
technologies and services in an appropriate, ethical and professional manner. Some examples of
prohibited usage include:
          Sending chain letters or participating in any way in the creation or transmission of unsolicited
           commercial e-mail ("spam").
          Using AASHE technology to solicit contributions to any organization.
          Utilizing AASHE systems for any other business or profit-making activities.
          Impersonating another employee in the use of AASHE systems.
          Using AASHE’s systems for any purposes that violate U.S. or state laws.
          Engaging in unlawful or malicious activities, corporate espionage or breaching (hacking) another
           computer or AASHE systems.
          Intentionally copying, destroying, deleting, or removing files or programs.
          Knowingly and intentionally engaging in any activity that spreads computer viruses to Organization
           systems or other computers on the Internet.
          Deliberately propagating any virus, worm, Trojan horse, trap-door program code, or other code or
           file designed to disrupt, disable, impair, or otherwise harm either AASHE systems, network or those
           of any other individual or entity.
          Using abusive, profane, threatening, racist, sexist, or otherwise objectionable language in either
           public or private messages.
          Sending, receiving, storing or accessing pornographic materials.
          Causing congestion, disruption, disablement, alteration, or impairment of Organization systems or
           networks.
          Maintaining, organizing, or participating in non-work-related web logs ("blogs"), web journals, "chat
           rooms", or private/personal/instant messaging.
          Disclosing confidential information, proprietary data, or member information without authorization.
          Failing to log off any secure, controlled-access computer or other form of electronic data system to
           which an employee is assigned, if such computer or system is left unattended.
          Using recreational games.
          Defeating or attempting to defeat security restrictions on Organization systems, networks and
           applications.

Electronic communications are records of AASHE and, in the event of litigation, could be regarded as legally
                                    Confidential & Proprietary to AASHE                                                 38
                                         Effective Date: 12/01/2009
                                                                              AASHE
                                                                   Employee Handbook
                                                             _____________________

equivalent to written documents in Organization files. Therefore, employees must use good judgment in
composing electronic communications, including e-mail messages. Before creating and/or transmitting an
electronic communication, each employee must carefully review it and consider whether his/her manager
would approve of the communication before pressing the “send” button. A document that has been deleted
is not necessarily deleted from AASHE’s system and may be retrieved.

Additionally, all electronic communications and documents related to clients or prospects must be stored in
AASHE’s management system. Employees are not permitted to delete files and/or records from AASHE’s
computer systems without prior management approval, or unless approved through established protocols.

No Expectation of Privacy
Electronic communications and data sent from, received by, or stored in or upon Organization systems are
the sole property of AASHE, regardless of the form and/or content of these electronic communications and
data. Employees shall not consider electronic communications and data sent from, received by, or stored in
or upon AASHE’s systems to be private and should not send, receive, or store sensitive personal or private
information using AASHE’s systems.

AASHE may audit, monitor, and access electronic communications and data sent from, received by, and
stored upon AASHE’s systems to ensure that these systems are not abused or misused, and to ensure
compliance with this policy. The auditing, monitoring, and accessing of computers and communications
systems will be conducted by authorized personnel at any time, with or without notice to affected users.
Information obtained during auditing and monitoring of AASHE’s systems may be disclosed to federal, state
and/or local law enforcement officials without any prior notice or consent from affected users. All employees
will be held personally responsible for their use of AASHE systems during both business and non-business
hours.

Employees who receive an offensive message, whether sexual or otherwise, over a computer or other
equipment at work from another employee, vendor, supplier, or member should report the message to his/her
manager. Employees who receive such a message from a person not associated with AASHE should delete it
immediately and inform the sender that AASHE does not permit receipt of such offensive messages and that
no such messages should be sent to AASHE in the future.




                                  Confidential & Proprietary to AASHE                                           39
                                       Effective Date: 12/01/2009
                                                                                AASHE
                                                                     Employee Handbook
                                                               _____________________



Employee Handbook Acknowledgement Form

        I hereby acknowledge receipt of AASHE’s Employee Handbook, which supersedes and replaces all
prior published or unpublished policies. I understand that the purpose of this Handbook is to provide
employees of AASHE with general information regarding the policies and procedures that AASHE attempts to
follow in most cases, but that NEITHER THIS HANDBOOK NOR ANY PROVISION OF THIS HANDBOOK IS
AN EMPLOYMENT CONTRACT OR ANY OTHER TYPE OF CONTRACT.

        I also understand and agree that AASHE may change, or modify, these or other policies or procedures
relating to employment matters, from time to time as it considers necessary in its sole discretion, with or
without notice to me. I understand and agree that these policies and procedures are to be interpreted and
applied by AASHE in its sole discretion, whose decisions in this regard will be final.

       I also understand that, under no circumstances, are the policies and procedures set out in this
Employee Handbook, or in other communications to employees, promises by AASHE that my employment will
always be governed by them.

         I understand and agree that my employment is for an indefinite term and is terminable at any time at
the will of either myself, or AASHE, for any reason. I understand that severance of this employment
relationship at any time, by either party, for any reason not prohibited by law, will not constitute a violation of
any express or implied covenant. I also understand that this status can only be altered by a written contract of
employment that is specific as to all material terms and is signed by the Executive Director, and I.


I HAVE READ AND UNDERSTAND THE ABOVE STATEMENT AND AGREE TO READ THE
EMPLOYEE HANDBOOK.




       ____                                   ________
Date                                          Employee Signature




                                   Confidential & Proprietary to AASHE                                           40
                                        Effective Date: 12/01/2009

				
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