The following is to be considered ONLY as a GUIDE to be adapted by individual employers to
their particular employment, benefit and management policies. These forms and policies have
important legal consequences and are not intended as a substitute for consultation with qualified
legal counsel. Consultation with such counsel is recommended and encouraged with respect to
the use and/or modification of these forms and policies.
ACKNOWLEDGMENT OF RECEIPT 1
AND UNDERSTANDING OF EMPLOYEE GUIDE
I hereby acknowledge that I have received a copy of the Oregon-Columbia Chapter, Associated
General Contractors’ (AGC) Employee Guide. I understand that I am responsible for reading the
Employee Guide. I also understand that statements contained in the Employee Guide do not
constitute a contract2 and that my employment is not for a fixed term with AGC and can be
terminated at any time by either AGC or me, for any reason3.
I also understand that the Employee Guide may be changed by AGC at any time, and that this
Employee Guide supersedes any and all prior Employee Guides issued by AGC.
Employee Name (print):
Acknowledgement of Receipt must be signed and dated by employee indicating the employee has received and is
responsible for reading the guide. Keep original in employee’s personnel file.
This disclaimer insures that the Company is not bound by any promises, stated or implied, in the employee guide.
At-will employment status indicates that the employee may resign, or be terminated for any legal reason at any
We want to welcome you to (insert Company name), hereinafter referred to as “(insert Company
name)”. This guide is intended to be used as a handbook and to advise you of policies, working
rules and general employment information.
The information contained herein is intended to be a guide. These policies are applicable in most
situations, but the (“Insert Company name”) reserves the right to evaluate and make decisions as
it sees fit. This guide is therefore not intended to be (nor should it be considered by you to be) a
contract of employment.4
At times it may be necessary to add, modify or delete a policy. We will try to give you advance
notice of any such change.
If you have any questions about the application of AGC policies or anything involved in your
employment, you are encouraged to contact your supervisor.
2. AGC Vision/Mission/Values/Guiding Principles - Example
VISION: AGC is the voice and choice of the construction industry.
MISSION: To use our collective strength to provide our members competitive business
advantages and opportunities to better serve the community.
VALUES: Skill, Integrity, and Responsibility, with a commitment to continuous
Wisdom: The knowledge and experience of AGC members and staff, about the Industry
and the environment in which we operate.
Strength: The financial resources, size of membership and connections of the AGC.
Opportunity: Create exposure, publicity and connections for member firms.
Advantage: Provide members competitive advantages that improve their businesses.
This disclaimer insures that the Company is not bound by any promises, stated or implied, in the employee guide.
3. AGC Philosophy - Example
The AGC has the first and foremost interest in quality. That’s why you have been hired. We
feel you will make an impact on AGC that will be positive, and we are looking forward to having
you on the team.
You have been hired for the skills you possess and your interest in improving your skills. AGC
is interested in providing its members with quality, service and diversity. To do this, all
members of the AGC team, work together to enable the AGC to operate safely, effectively and
II. EQUAL EMPLOYMENT COMMITMENT
1. Policy Statement5 - Example
It is the policy of AGC to afford equal employment opportunity to all qualified individuals
without regard to race, color, religion, national origin, citizenship, age, sex, sexual orientation,
veteran status, physical or mental disability/handicap, or any other basis prohibited by local, state
or federal law.
Our commitment to equal employment opportunity applies to every aspect of the employment
relationship, including recruitment; selection, placement, transfer, promotion or demotion,
compensation, training, layoff, termination or AGC provided benefits.
Any employee or applicant who feels they have been discriminated against should report this fact
promptly to AGC’s Equal Employment Opportunity Officer (Human Resources Manager)
A team effort is required to ensure success in this important endeavor. All employees at AGC
are responsible for ensuring compliance with our policy and commitment regarding an equal
2. Affirmative Action Program6 - Example
To ensure the success of our commitment, we have implemented an Affirmative Action Program
that is a positive, continuing program of specific practices designed to ensure full realization of
equal employment opportunity for all qualified individuals.
Our program requires the following:
This is the Equal Employment Opportunity Statement which must be included in the employee handbook.
This the Affirmative Action Program Statement which must be included in the employee handbook.
All tests and/or standards for employment or promotion shall be strictly job-related and
All employee benefits shall be applied uniformly and without bias against women and
All facilities shall be non-segregated, except that separate rest rooms may be provided for
All advertisements for employment and recruitment letters shall state that the AGC is an
Equal Employment Opportunity employer.
All advertisements for employment shall be placed in a variety of media to encourage
applications by women and minorities.
3. Annual Review of Program
Management shall review the Affirmative Action Program at least annually to assure that it is
being fully implemented.
1. New Employees7 - Example
During the first 180 days, new employees will receive their performance expectations during
orientation, a 90-day review and a 180-day review.
2. Employee Classifications
All employees at AGC are classified by category.
a) New Employee: An employee who has worked less than 180 days.
b) Full Time Regular Employee: An employee who is employed to work at least 32 hours per
week on a regular and customary basis and has been employed more than 180 days.
c) Part Time Regular Employee: An employee who is employed to work 20 to 32 hours per
week on a regular and customary basis and has been employed more than 180 days.
d) Temporary Employee: An employee who is employed for a limited period of time, usually
not exceeding six months, or who works less than 20 hour per week.
Use the term “New Employee” rather than “Probationary Employee”. If your company has a probationary period,
that infers that after the probationary period employees have a special employment status. In an “At-Will”
company, everyone is the same.
3. Overtime Classifications
In addition to the previous employee classifications, employees are also classified in accordance
with the Fair Labor Standards Act as either exempt or non-exempt employees.
a) Non-Exempt Employee: An employee who performs work that is not of a managerial,
supervisory or executive nature. Non-exempt employees receive overtime for hours worked
over forty hours in any workweek.8
b) Exempt Employee: An employee who performs work of a managerial, supervisory or
executive nature. Exempt employees are always salaried and exempt from overtime
4. Work Hours - Example
It is the policy of AGC to establish working hours as required by workload, customer service
needs and the efficient management of personnel resources.
Our office is regularly open from 8:00am until 5:00pm, Monday through Friday. Most
employees will be expected to have regular core office hours between 9am and 4pm at least 4
days a week. Flexible schedules which maintain these core hours, and a full time work schedule,
and continue to meet member needs can be worked out with an employee’s supervisor.
Non-exempt employees are expected to generally work no more than 8 hours a day, excluding
their lunch time which is unpaid, and no more than 40 hours a week, without the express consent
of their supervisor.
5. Breaks and Meal Times10 - Example
It is important to take time out during your work to rest, relax and refresh. You are entitled to a
15-minute break for every four hours worked. You should attempt to schedule your break as
close to the middle of the morning and afternoon as possible. Rest breaks are paid time.
You are also entitled to a one (1) hour meal break to be taken as close as possible to the middle
of the day. Meal breaks are unpaid time. A one-half hour lunch break may be established with
mutual agreement between the employee and their supervisor.
6. Attendance - Example
See Oregon Bureau of Labor and Industries website at www.boli.or.us for complete definition of non-exempt
See Oregon Bureau of Labor and Industries website at www.boli.or.us for complete definition of exempt
See Oregon Bureau of Labor and Industries website at www.boli.or.us for laws governing meals and rest breaks.
Regular attendance is expected and required at AGC. Punctuality and regular attendance are an
essential part of your total job performance and have a direct influence on salary increases,
promotions, demotions, and continued employment.
If you are unable to report to work, you must call your supervisor as far in advance as possible.
You are responsible for keeping your supervisor aware of your status on a daily basis. Failure to
do so may result in disciplinary action up to and including termination of employment.
Unexcused absences, late arrivals or early departures from work shall result in disciplinary action
up to and including termination of employment.
Children should only be brought to work during regular business hours very briefly. If you need
to be absent due to a child’s illness or injury contact your supervisor as soon as possible as with
any other leave request. Federal and state childcare provisions are referenced in IV Benefits.
7. Inclement Weather policy - Example
The Executive Director may determine that the weather conditions dictate that the office will open
late, or be closed for the entire day. The Executive Director and the Human Resources Manager
will notify employees when the office will open late, close early, or be closed for the entire day. In
the alternative, employees may call the main office number when they are uncertain and hear
whether the office will be closed or not. All employees at work will be paid their regular work
hours when AGC opens or closes early. All employees scheduled to work will be paid when the
office is close for the entire day.
All employees will be given some flexibility in reporting times when weather makes commuting
difficult. All non-exempt employees will be given up to an hour of paid time to be late to work
due to weather delays. All exempt employees will be paid their regular salary for any day they
arrive at work.
8. Training and Development - Example
a. Policy Statement
AGC emphasizes the importance of individual development and growth through formal and
informal job training programs. Your training and continuing development begin as
soon as you start working for AGC. You should make your supervisor aware of your interest in
training or educational programs.
Your attitude toward learning, development and growth will be a factor in performance
b. In-house Training
Much in-house training will be through hands-on experience with supervisory or peer guidance,
rather than formal instruction. The success of such a program depends largely upon your
initiative and attitude toward the desirability of learning and growth.
In addition, mandatory formal in-house training will be scheduled from time to time.
c. External Training - Mandated
Occasionally your supervisor may mandate that you attend a seminar, class or other outside
training course. This may be held during or outside working hours, locally or at some remote
location. Such training will be selected because of its value to you and AGC; consequently,
attendance will be mandatory.
Tuition, regular work hours, and related expenses (such as travel and lodging) for mandatory
training will be paid by AGC.
d. External Training - Voluntary
If you want to attend a seminar, class or other outside training course that you believe will
enhance your job performance, a request for reimbursement of the associated costs from AGC
may be made. Such request should be written and presented to AGC through your supervisor for
approval and should include:
A description of the course
An analysis of how it will improve job performance, and
A summary of costs and expenses.
Payment of regular work hours for time in the training and approval of expenses are purely
discretionary, and expense reimbursement may be made contingent upon your receiving a
9. Medical Examinations - Example
To help ensure that you are able to perform your duties safely, for certain positions or under
certain circumstances and after an offer of employment, a pre-employment medical examination
may be required. When a medical examination is requested, the medical examination will be
conducted by an (Company Name) appointed physician at (Company Name) expense.
Employment and assignment will be conditional pending the receipt of a satisfactory physician’s
Current employees may also be required to undergo medical examinations. When necessary,
these exams will evaluate your ability to perform the essential functions of your position or need
for possible accommodation. A physician chosen by (Company Name) at (Company Name)
expense will conduct the exams.
10. Expense Reimbursement - Example
All requests for expense reimbursement should be submitted to your supervisor for approval on
the forms provided by and according to the schedules determined by the accounting department
at the start of each calendar year.
11. Travel - Example
Your position may require travel and you may be required to undertake all or part of the travel
time outside regular office hours. All travel arrangements should secure the lowest possible cost,
consistent with convenience and productivity. You will be reimbursed for business related use
of your automobile according to the current IRS allowable rate of reimbursement.
All requests for travel expense reimbursement should be submitted according to the expense
12. AGC Credit & Phone Cards - Example
Managers who report directly to the Executive Director are eligible for an Company credit card
and phone card for Company related expenses. Credit cards and phone cards may also be issued
to other Company employees based on the request of their manager.
1. Insurance - Example
AGC maintains employee benefit plans that provide:
Full-Time employees: medical, dental and vision coverage for employee and dependents
Part-Time employees: medical, dental and vision coverage for employee only
life insurance, ($10,000 through the medical plan, and one times annual salary up to $40,000
long-term disability insurance, and
short term disability.
You are eligible to participate in our insurance programs on the first day of the month following
employment. Participation in the insurance program cease the first day of the month after
Booklets describing the plans are issued to all employees who are eligible to receive the benefits.
2. Retirement Benefit
(Insert Company’s Plan)
3. Worker’s Compensation
Company maintains workers’ compensation coverage for all employees. The coverage provides
medical benefits and disability income payments for employees who suffer from work-related
injuries or illnesses.
4. Holidays - Example
AGC observes the following days as holidays:
New Year's Day (January 1)
Memorial Day (Last Monday in May)
Independence Day (July 4)
Labor Day (First Monday in September)
Thanksgiving Day & Day after Thanksgiving Day (Fourth Thursday & Friday in
Christmas Day (December 25)
You will be paid for these holidays based upon your employment status. If a holiday falls on a
Saturday, the proceeding Friday will be the observed holiday. If a holiday falls on a Sunday, the
following Monday will be the observed holiday. A holiday, which falls during a vacation, will
not be counted as a vacation day.
5. Consolidated Annual Leave 11
In the interest of health, morale and efficiency, AGC wants you to take full advantage of your
paid time off. You are allowed to manage your paid time off to best accommodate your personal
Paid time off is accrued and deposited to your Paid Time Off (PTO) based on your length of
Amount of Service Pay period accrual Monthly accrual
0- 5 years* 6 hours 12 hours
5 years- 10 years 8 hours 16 hours
10 + years 10 hours 20 hours
* Paid Time Off is not available for an employee to use during the first 90 days of employment.
Consolidated Annual Leave combines both vacation and sick leave policies
Part-time employee's PTO accrual will be prorated based on the number of hours worked on a
regular and customary basis.
You may carry forward up to 200 hours or your annual accrual rate, which ever is greater, of
paid time off in your account on the 31st of December each year.
You must provide advance notice if the leave is foreseeable by submitting to your supervisor a
completed “Absence Report” form. If the leave was unforeseeable, you must submit the
“Absence Report” form immediately upon your return. For absences in excess of three (3)
consecutive working days or more due to illness, a doctor’s release must be provided upon
returning to work.
6. Family Medical Leave12
Note: Use Oregon Family Leave law if 25 or more employees; use both Oregon and Federal
Family Leave laws for 50 or more employees).
a. Length of Leave
In any one-year calculation period, eligible employees are entitled to the following amounts of
family medical leave:
12 weeks of family medical leave for serious health condition of self or family member;
12 weeks of additional leave for an illness, injury or condition related to pregnancy or
childbirth that disables the employee (Oregon Family Leave only);
12 weeks of leave to care for a sick child, with a non-serious health condition. (Oregon
Family Leave only)
Sometimes more than one type of leave may apply to a situation. Where allowed by the federal
or state law, leaves will run concurrently. This means that workers' compensation leave, leave
for a non-industrial injury or illness, leave as a reasonable accommodation for a qualified
individual with a disability, state family medical leave may all run concurrently and be counted
against your family medical leave entitlement for a one-year calculation period.
b. Medical Verification
You must provide verification from your health care provider to support a family medical leave.
Where the need for the leave is anticipated, you must provide the verification in advance of the
leave, when possible (verification is not required for parental leave although you may be
required to provide documents evidencing birth, adoption or foster placement).
Number of employees determines if Oregon Family Leave, or Federal Family Leave, or both are to be used. See
Oregon Bureau of Labor and Industries website at www.boli.or.us for complete information on Family Medical
Where the need for leave is not anticipated, you must provide medical verification within 15
days of AGC’s request for such verification. In some cases, AGC may require a second or third
opinion (not for leave to care for a sick child), at AGC’s expense.
If your family medical leave is for your own serious health condition, you will also be required
to furnish a "medical release certification" (fitness-for-duty certification) from your health care
provider at least three work days before returning to work.
If you have used three days of leave within a one-year period to care for a sick child, you may be
required to provide medical verification. In this case, AGC will pay the cost of obtaining the
medical verification if it is not covered by your health insurance plan.
c. Benefits Continuation
While you are on family medical leave required under state or federal law, and if you are
otherwise qualified, AGC will continue your employee benefits, including group medical
insurance, for up to 12 weeks. You will be asked to authorize payroll deductions for any
employee contributions for your benefits while you are on leave.
In certain situations, AGC reserves the right to recover any premiums paid on your behalf for
group medical insurance during your leave. For example, if after a leave you decide
not to return to work for reasons other than a serious medical condition of yourself or a family
member or other circumstances beyond your control, AGC reserves the right to recover those
premiums paid on your behalf for medical insurance during your unpaid leave.
If the law gives you a right to take leave intermittently, i.e., if you qualify for leave for your own
or a family member's serious health condition, you may take intermittent leave or work a reduced
AGC approval is required to take intermittent leave or work a reduced schedule for any other
type of leave.
d. Leave Request
To apply for a family leave of absence, notify your supervisor by submitting a completed
"Request for Family Medical Leave" form. You must provide 30 days advance notice if the
leave is foreseeable. If the leave is not foreseeable, you must submit the “Request for Family
Medical Leave” form as soon as possible.
e. Benefit Status and Accrual
Generally, family medical leave will be unpaid. However, you must use accrued paid time-off.
Where accrued paid time-off is available, it must be substituted for unpaid family medical leave
before unpaid leave is taken.
You will retain credit for seniority, retirement plan and paid time off earned prior to your leave,
except for the amount of paid time off you use during the leave. You will not accrue paid time
off during any part of your leave in which you are absent without pay.
When you return to work, you will be reinstated to your former job. If your former job has been
eliminated, you will be reinstated to an available equivalent job.
g. Parental Leave
You may be eligible for parental leave to care for your child (the birth of a child or for placement
of a child less than 18 years of age for adoption or foster care).
To qualify you must have been employed by AGC for at least 180 days (under Oregon Law) or
have worked 1250 hours in the last 12 months (under Federal Law).
Leave must be taken within 12 months of the event.
If both parents work for AGC, they are not entitled to take concurrent leave except in limited
situations. You will only be allowed to take leave in two or more non-consecutive periods with
AGC’s prior approval.
Parental leave is unpaid. However, you will be required to use your accrued paid time off during
your parental leave.
h. Serious Health Condition Leave
You may be eligible for the following Serious Health Condition Leaves:
Family Member Serious Health Condition Leave - leave to care for a family member with
a serious health condition (family member is defined to include spouse, parent, parent-in-
law** and/or child). (** parent-in-law is covered under Oregon Leave law only).
Serious Health Condition Leave - To recover from or seek treatment for a serious health
condition of the employee; and/or
Sick Child Leave - To care for a child who suffers from an illness or injury that does not
qualify as a serious health condition but that requires home care. (Allowed under
Oregon Law only)
i. Pregnancy Leave
Oregon law provides female employees with an additional 12 weeks of leave for an employee's
illness, injury or conditions related to pregnancy or childbirth that disables the eligible employee
from performing her job.
As a pregnant employee you have the right to take a medically necessary leave of absence in
addition to any right you may have for your own serious health condition under federal and state
You must provide 30 days advance notice when the leave is foreseeable.
You must use accrued paid time off before going on unpaid leave during the pregnancy disability
7. Other Leaves of Absence - Examples
a. Funeral Leave
In the event of a death in your family (a spouse, child, parent, parent-in-law, siblings, immediate
household member, grandparent, or grandparent-in-law) paid funeral leave may be granted by
your supervisor for up to 3 workdays.
b. Jury Duty
Serving on a jury is a fundamental responsibility of citizenship. AGC will grant jury duty, with
pay, unless business necessity prevents it.
You must notify your supervisor directly before jury duty leave is approved.
You must provide a receipt and/or attendance slip from the court and return to work if you are
released from jury duty 4 hours or more before the end of your regular work day.
c. Expert Testimony or Witness Leave for Legal Proceedings
You are encouraged to cooperate with requests for providing “expert testimony” at legal
proceedings within the limits of the law, AGC policies and any other controlling contracts, such
as reimbursement contracts with insurance carriers.
If the request to supply testimony comes from an AGC member, or their counsel, and the request
is directly related to your normal job duties, you shall provide testimony and charge your time as
you normally would. Any fees paid for such testimony shall be remitted to the Finance
Department of AGC.
If the request to supply testimony comes from a non-AGC member or is outside the normal
course-and-scope of your job duties, then you shall take paid time off or unpaid leave of absence
for the time involved. Any fees paid for such testimony shall be remitted directly to you. It is
your responsibility to fully inform the requester that your services are being provided
independent of your relationship with AGC. (An example of the foregoing would be a Loss
Control Consultant asked to testify for a non-AGC workers’ compensation group member or to
testify on a liability issue.)
Time spent on testimony subject to a subpoena shall be charged as normal work hours if the
matter is related to your normal job duties. Time spent on testimony subject to a subpoena in a
matter unrelated to normal job duties shall be charged as paid time off or unpaid leave.
d. Military Leave
If you are in the military reserves and are required to attend annual military reserve training or
other short term active military duty, you may take the time as either unpaid leave or use your
accrued paid time off. You must notify your supervisor directly with a copy of your military
orders as soon as they are received, to arrange to be away from work.
e. Voting Leave
Most employees are able to vote before or after work. If for some reason you cannot, you may
request unpaid time off in advance from your supervisor.
V. EMPLOYEE RELATIONS
1. Performance Appraisals - Example
You will be given a performance appraisal at the end of 90 days, at the end of 180 days and the
first of the calendar year each year thereafter. Supervisors will also meet with all employees for
a mid-year review, in June or July, to review goals and objectives and performance to date.
Performance appraisals will be based upon supervisor and team input. Updating your job
description will be part of your annual performance appraisal. Be prepared to make your
appraisal as mutually rewarding as possible. Your appraisal will impact your annual salary
increase. (see attached Performance Appraisal forms)
Copies of all performance reviews will be placed in employees' personnel files.
2. Employee Recognition Program - Example
AGC's staff recognition program was established to acknowledge employees for their
years of dedicated service at the Chapter. The Chapter's recognition awards are in addition to
those awarded by AGC of America, and will be presented as follows:
1 Year of Service:
Recognition at Staff Meeting
5 Years of Service:
Certificate with custom frame
$100 cash/gift certificate
10 Years of Service:
Certificate presented by Board President
$200 cash/gift certificate
CNU recognition with picture and article
Recognition at Annual Conference
15 Years of Service:
Certificate presented by Board President
$300 cash/gift certificate
CNU recognition with picture and article
Recognition at Annual Conference
Presently, the AGC of America Service Awards Certificates are presented to employees with 10
or more years of service, in five-year increments. Additionally, those employees are also
presented with a lapel pin. For individuals with over 20 years of service, they will be presented
framed certificates presented at the Annual Conference.
3. Discipline - Example
We all want each other to develop and grow on the job. There may be a time, however, when
your performance is deemed less than satisfactory. In this situation, AGC practices progressive
discipline. This begins with your supervisor discussing the specific performance problem with
you and helping you come up with a solution to correct the problem. If the performance problem
is not corrected, your supervisor may again discuss the specific performance problem with you
and a written notice may be given to you and placed in your personnel file. If the problem
remains unresolved, you supervisor may take further disciplinary action with you which could
include termination of employment.
In cases of serious misconduct, immediate rather than progressive disciplinary action may be
taken, up to and including termination of employment. Examples of such misconduct may
include, but are not limited to, insubordination (failure or refusal to perform assigned work);
violation of safety rules, excessive absenteeism or tardiness; theft or
misuse of AGC property; time card misrepresentation; reporting for work under the influence,
possession, consumption and or distribution of alcohol or controlled substances; possession or
use of firearms or other illegal weapons on AGC property; disorderly, immoral or indecent
conduct; and harassment or abusive behavior toward employees or customers.
Nothing in the section or this guide shall be construed to change all employees’ employment-at-will
status or confer any rights of employment to the employee or place any procedural requirements on
4. Business Conduct - Example
AGC strives to maintain a high standard of business ethics. All employees are expected to
follow acceptable business and professional principles in matters of business and personal
conduct as AGC employees; to accept responsibility for the appropriateness of their own
conduct; and to exhibit a high degree of personal and professional integrity at all times. It is
impossible to list all forms of conduct that might be considered inappropriate. Certain behaviors
(such as, but not limited to, theft, fighting, threats of violence, violation of the alcohol and drug
policy, insubordination, falsification of records) are clearly unacceptable at any time in any
workplace. Other forms of conduct (such as, but not limited to, failure to cooperate with other
employees, harassing or intimidating others, rudeness), while often more subtle, are equally
AGC expects all employees to adhere to the following general principles:
Observe the highest standard of professionalism at all times.
Perform responsibilities in a manner consistent with our values and ethical standards.
Comply with all laws, regulations and policies applicable to AGC.
Treat others, including customers, suppliers, and employees, with dignity, consideration, and
Unsatisfactory performance, work habits, overall attitude, conduct or demeanor; violation of
AGC policies, procedures, or guidelines; or any other behavior or conduct deemed inappropriate
by AGC may lead to disciplinary action up to and including termination of employment.
5. Personal Appearance - Example
Employees shall present a neat and clean business-casual or better appearance, at work and dress
for work related functions consistent with the type of function and the dress of others attending
Wild or controversial clothing; worn or torn clothing; and short shorts, short skirts, or other
revealing attire are inappropriate at any time.
6. Nondiscrimination and Nonharassment Policy13
AGC believes that every employee has the right to work in surroundings that are free from all
forms of nonlawful discrimination, including harassment. It is this Company’s policy that
employees will not be subjected to unlawful discrimination based on race, color, sex, religion,
age, marital status, national origin, the presence of any sensory, mental or physical disability,
veteran status, or any other bases prohibited by applicable Federal, State or local laws. Likewise,
AGC will not tolerate any harassment of any individual because of that person’s race, color, sex,
religion, age, marital status, national origin, the presence of any sensory, mental, or physical
disability, veteran status or any other bases prohibited by applicable Federal, State or local laws.
This is the Sexual Harassment Policy/Nondiscrimination Policy
Any type of harassing behavior should be avoided because conduct appearing to be welcome or
tolerated by one employee may be very offensive to another employee. Respect for the dignity
and worth of others should be the guiding principle for our relations with each other.
Harassment includes unsolicited remarks, gestures or physical contact; display or circulation of
written materials or pictures derogatory either to either gender or to racial, ethnic or religious
groups, or basing personnel decisions on an employee’s response to sexual oriented request.
Harassment also includes conduct that creates an intimidating, hostile or offensive working
environment and that is directed at a person because of that person’s gender, religion, race or
ethnic background or any other unlawful reason.
The conduct prohibited by this policy includes verbal, visual or physical. It may be directed by a
supervisor to a subordinate, subordinate to supervisor or co-worker to co-worker. With respect
to sexual harassment, it includes unwelcome sexual advances, requests for sexual favors,
physical touching, or the granting or withholding of benefits (e.g., pay, promotion, time off) in
response to sexual conduct. More subtle forms of behavior, such as offensive posters, cartoons,
caricatures, comments and jokes of a sexual nature are also prohibited.
AGC will take immediate corrective action when employee is determined to have acted in
violation of this policy. Corrective action may include a range of disciplinary measures up to
and including termination of employment
7. Firearms and Weapons
The possession or carrying of firearms or weapons, including but not limited to disabling tear gas
dispensers (and similar disabling devices), guns, starting pistols, flare pistols, and any pocket or
hunting knife with a blade more than 3 inches in length is prohibited on AGC property, including
the AGC parking lot; AGC vehicles; or at any AGC sponsored events.
8. Workplace Violence Policy
The need for a violence-free work environment for all employees and the public is paramount.
AGC will not tolerate violence in the workplace and is committed to maintaining an environment
free of all forms of violence, including verbal or physical threats, as well as forms of
intimidation, such as sexual harassment or abusive language.
AGC has a policy of zero tolerance for workplace violence. If you engage in any violence in the
workplace, or threaten in the workplace, your employment may be terminated immediately for
cause no talk of violence or joking will be tolerated.
“Violence” includes physically harming another, shoving, pushing, harassing, intimidating,
coercing, brandishing weapons, and threatening or talking of engaging in those activities. It is
the intent of this policy to ensure that everyone associated with this business, including
employees and customers, never feel threatened by an employee’s actions or conduct.
AGC prohibits the possession of weapons by an employee while on company property. This
ban includes keeping or transporting a weapon in a vehicle in the parking lot. Employees are
also prohibited from carrying a weapon while performing services off AGC’s property.
Weapons include guns, knives, explosives and other items with the potential to inflict harm.
Appropriate disciplinary action, up to and including termination, will be taken against any
employee who violates this policy.
It is everyone’s business to prevent violence in the workplace. You can help by reporting what
you see in the workplace that could indicate that a co-worker is in trouble. You are encouraged
to report any incident that may involve a violation of any policies that are designed to provide a
comfortable workplace environment.
In the event a major workplace incident that affects, or has the potential to affect, the mental
health of our workforce, AGC will provide initial counseling and support services to the
employees and their immediate families.
9. Confidentiality and Conflict of Interest
Many of us are trusted with information that is confidential, sensitive or proprietary pertaining to
AGC which, if known could harm the association. You may also have access to privileged or
confidential information about a member or employee, which, if released, could damage our
relationship with the member or employee. Think carefully about what information you pass on
to others. If you are unsure about confidential issues, consult with your supervisor. It is also
important to avoid situations where you may have a conflict of interest because of financial or
personal involvement in another business or organization. If you are concerned about whether a
conflict may exist, consult with your supervisor.
AGC provides a smoke-free environment for all employees and customers within the offices.
Within the AGC office building, smoking is permitted only within designated smoking areas.
11. Personal Use of Association Property - Example
If you want to use equipment owned by AGC, you must obtain prior approval from your
supervisor. Permission is at the discretion of AGC. If you damage equipment through personal
use, you will be charged for the cost of any repairs or replacement.
12. Personal Use of Association Accounts - Example
Upon prior approval of the Controller, you may be permitted to make occasional personal
purchases on an AGC account. Such approval is discretionary and may be declined without
explanation, or conditioned upon advance payment. In any event, payment terms will be
established before approval is granted.
If the established payment terms are not met, it will be considered misconduct and be subject to
the regular disciplinary process up to and including termination.
13. Fitness for Duty/Drug and Alcohol Free Workplace - Example
a. Policy Statement
AGC is committed to a drug and alcohol free workplace for the health and safety of its
employees. AGC supports and complies with all applicable federal and state laws and regulations
through the enactment of this policy.
The Drug-Free Workplace Act specifically requires AGC to notify each employee that, as a
condition of employment, each employee must:
Comply with AGC’s Drug and Alcohol Free Workplace Policy; and
Notify AGC of any conviction for a drug-related offense committed in the workplace within
five (5) days of the conviction.
AGC has instituted a zero tolerance level program. AGC is committed to maintaining a safe
workplace free from the influence of drugs and alcohol. All employees are hereby notified that
AGC will comply with the requirements of the Drug-Free Workplace Act of 1988, and all
applicable regulations issued thereunder, as well as, when applicable, any more stringent rules
created by other federal or state agencies.
AGC’s Drug and Alcohol Awareness Program does not create an employment contract between
the employer and employee. Furthermore, AGC has the sole right to modify the policy and
program at any time.
Any employee who violates this AGC policy will be subject to disciplinary action up to and
including termination of employment.
AGC’s Drug and Alcohol Free Workplace Policy prohibits employees from engaging in any of
the following activities:
1. Unauthorized use or possession, or any manufacture, distribution, dispensation or sale of
alcoholic beverages or controlled substance on AGC premises or while on AGC business,
while in AGC supplied vehicles or during working hours.
2. Storing in a locker, desk, automobile or other repository on AGC premises controlled
substance whose use is unauthorized.
3. Being under the influence of alcoholic beverages or controlled substance on AGC premises
or while on AGC business, or while in AGC supplied vehicles.
4. Any possession, use, manufacture, distribution, dispensation or sale of alcoholic beverages or
controlled substances off AGC premises that adversely affects the individual’s work
performance, their own or the safety of others at work, or AGC’s regard or reputation in the
5. Failure to adhere to the requirements of any drug and alcohol treatment or counseling
program in which the employee is enrolled.
6. Failure to notify AGC of any conviction under criminal drug statutes for a workplace offense
within five (5) days of the conviction.
7. Refusal to sign a statement to abide by AGC’s Drug and Alcohol Free Workplace Policy.
c. Authorized Use of Prescribed Medicine
If you undergoing prescribed medical treatment with any drug which may alter your physical or
mental ability to safely perform your job, you must report this treatment to your supervisor who
will determine whether a temporary change in your job assignment is warranted during the
period of treatment.
d. Drug and Alcohol Testing
AGC reserves the right to request that you submit to random, post accident, or periodic drug and
alcohol testing or when, based on observed behavior or other information, there is reason to
believe that your use of drugs or alcohol is in violation of the Drug and Alcohol Free Workplace
Policy. Failure to submit to these tests may result in the termination of your employment. AGC
reserves the right to request that you submit to pre-employment or re-employment testing of
If you have been referred for drug and alcohol testing, Management Personnel will transport you
to a testing facility to be determined by AGC. AGC will not accept test results from any testing
facility other than the selected facility.
If you test positive, you will be subject to the disciplinary actions outlined in this policy, up to
and including termination of employment, at AGC’s sole discretion.
Test results will remain confidential and be available only to appropriate management and its
If you are terminated for reasons related to drug and alcohol testing, you may receive a copy of
your test results upon request.
e. An Exception for Limited Circumstances
AGC recognizes that there are certain limited circumstances in which consumption of alcoholic
beverages, in moderation, while on AGC business, is acceptable:
An AGC sponsored event or reception at which alcohol is being served.
A meeting or social event where alcohol is being served as part of the event.
This exception does not apply to any circumstance where the employee will be operating an
AGC supplied vehicle during or after the event.
f. Disciplinary Actions related to violations of the Drug and Alcohol policy
1. A violation of AGC’s Drug and Alcohol Free Workplace Policy is subject to disciplinary
action, up to and including termination of employment, at AGC’s sole discretion.
2. In addition to any disciplinary action, AGC may, in its sole discretion, refer the employee to a
treatment and counseling program for drug or alcohol abuse. Employees referred to such a
program by AGC must immediately cease any drug or alcohol use, may be subject to periodic
unannounced testing for a period of twenty-four (24) months, and must comply with all other
conditions of the treatment and counseling program. AGC shall determine whether an employee
who has been referred for drug and alcohol treatment and counseling should be temporarily
reassigned to another position.
3. AGC will promptly terminate any employee who tests positive for drugs or alcohol while
undergoing treatment and counseling for drug or alcohol abuse.
14. Complaint and Grievance Process - Example
All of us want to work in an atmosphere of mutual support and communication. If you have a
complaint, problem or concern, you are encouraged to work it out with the employee involved.
If the issue can not be resolved, you don’t feel comfortable with raising the issue with the
employee, or is not with an employee it should be taken to:
Your supervisor as soon as possible. Your supervisor will take the time to discuss the matter
fully so that there is no misunderstanding and, if necessary, conduct an investigation.
If you are not satisfied with the response from your supervisor, or your problem involves
your supervisor, you are encouraged to take your problem to the Human Resources Manager
for investigation, review and determination.
If you are not satisfied with the response from the Human Resources Manager, you are
encouraged to take your problem to the Executive Director for review and determination.
At all levels, a response or determination will be provided as soon as possible and an effort will be
made to help resolve the matter with discretion. The person responsible for the investigation will
provide the complainant with a tentative timetable for a response at each level.
Complaints of harassment in any form should immediately be reported to your supervisor.
Should the complaint be about your supervisor or your supervisor does not act, it should be
immediately reported to the Human Resources Manager unless the complaint is about the Human
Resources Manager in which case you should report to the Executive Director. Should the
complaint be about the Executive Director, it should be immediately reported to your supervisor
and the President of AGC.
b. Sexual Harassment:
In cases of sexual harassment or workplace violence, the following investigation guidelines and
procedures also apply:
Upon receiving a complaint, AGC will promptly investigate the matter to determine relevant
facts and circumstances. It is likely the investigator will interview the complaining employee
(if not anonymous), the accused and potential witnesses and shall consider any other
information or documents relevant to the issues raised.
It is expected that the investigation will be completed promptly, normally within 15 working
days. A written report will be prepared by the investigator and submitted to the Executive
While AGC cannot promise complete confidentiality due to the need to investigate,
information about any complaint will be treated as confidential as possible, consistent with
proper investigation and responsive action. Generally, this means confidential information
will be shared only on a need-to-know basis.
Based on the investigative report, AGC will take immediate and appropriate corrective
action. In determining the appropriate corrective action, AGC will consider all of the
circumstances, including the nature of the complaint and the context in which events
Not all complaints will involve an accused offender who is an employee. When this is the case,
the following rule will apply to personnel records. If there is insufficient evidence to support the
allegations, no record will be kept of the allegations in either the accused offender’s or the
complaining employee’s (if not anonymous) personnel records. A separate record will be
retained for legal defense purposes. If evidence exists to support the allegations, disciplinary
action, up to and including termination of employment, will be taken against the offender if the
offender is an employee and the action taken will be included in the offender’s personnel record.
If the offender is not an employee, disciplinary action is not possible. However, other
appropriate remedial action will be taken as practicable given the offender’s relationship to
AGC. Additionally, appropriate relief and follow-up will be provided for the complaining
The complaining employee and any directly involved persons will be informed when a final
decision is made on a complaint. The information provided will include whether AGC found
substantial evidence to support or not to support the complaint and, if the former, that some
discipline has been imposed. The exact discipline imposed will generally not be disclosed to the
complainant or the alleged victims(s) if other than the complainant.
Individuals who lodge good faith complaints or who participate in an AGC investigation will not
be retaliated against or otherwise treated adversely relating to the reporting of the situation or
participation in an investigation.
1. Compensation Policy - Example
The policy of AGC is to compensate you for your performance. Our total compensation program
consists of competitive salaries and a generous benefits program.
AGC’s compensation program is designed to maintain a competitive position by ensuring wages
and salaries are in line with local economic conditions and industry norms.
After you have successfully completed your first 180 days, your compensation will be reviewed
and if in need of adjustment, adjusted accordingly. Subsequently, your compensation will be
reviewed on an annual basis at the beginning of the calendar year. Performance appraisals will
be done at the beginning of the year, and salaries will be adjusted based on those appraisals after
the Board approves the budget. (See page 13 performance appraisal) Adjustments will generally
be retroactive to January first.
If the compensation review completed at the end of your first 180 days is within 30 days of the
required annual compensation review, it will be considered the same as the annual review.
Your actual salary or wage is a confidential matter between you and your supervisor and will
only available to other employees who need it for a business purpose. It is based on your
position, job knowledge, qualifications and performance. Feel free to discuss questions about the
compensation program with your supervisor or the Human Resources Manager.
2. Time Sheets - Example
Some employees may be required to complete a time sheet for legal and costing purposes.
You are responsible for accurately completing your time sheet. Your time sheet must be initialed
by your supervisor and promptly delivered to the Payroll Department within 3 working days
following the end of each payroll period.
Falsification of time sheets is a serious matter and may result in disciplinary action up to and
including termination of employees.
3. Pay Dates - Example
Paychecks are issued twice monthly on the 15th and the last day of the month. Payroll periods
are from the first day of the month through the fifteenth day and from the sixteenth day through
the end of the month. In the event that a payday falls on Saturday or Sunday, paychecks will be
issued on Friday. Your paycheck will not be delivered to anyone other than yourself except
upon a written, signed and dated authorization from you. Electronic direct deposits will be
permitted upon a written, signed and dated authorization from you.
4. Overtime Pay14 - Example
On certain occasions, you may be required to work overtime. If you are in a non-exempt job,
you are eligible for overtime pay.
All overtime pay will be paid at one and one-half times your regular rate of pay after you have
worked 40 hours per week. Hours spent on paid time off, holidays or other leave are not hours
worked for the purpose of computing overtime.
The regular work schedule begins each Monday and ends the following Sunday. Managers may
set an alternative workweek based on the needs of the employee's position, as long as the change
is intended to be permanent. A written notice of any alternative schedule will be filed with the
Controller and Human Resources Manager.
The regular workweek runs from midnight Wednesday to midnight Wednesday.
1. Telephones/Voice Mail - Example
At AGC, we conduct our business with a telephone system designed to provide top quality
service for both customers and employees. If it is necessary to make a personal call, please keep
it as brief as possible and always away from customers; preferably on your breaks, lunch or
outside of work hours. If you need to make a personal long distance call, you must call collect or
charge it to your home telephone number.
2. E-Mail and Computer System Policy - Example
See Oregon Bureau of Labor and Industries website www.boli.or.us for complete regulations
AGC’s E-mail, internet access and computer systems are for association business. Employees
may use AGC computers, e-mail and internet access during their own time; lunches, breaks,
outside of work hours. The display or transmission of sexually explicit images, messages and
cartoons, as well as the use of ethnic slurs, racial epithets, or
anything that may be construed as harassment is prohibited. Usage of computer games or any
other form of electronic entertainment software during work hours is prohibited.
In an effort to protect the integrity of our systems, all software used on AGC computers must be
registered with the Controller. Personal or downloaded software may only be installed after
written authorization has been received. A complete virus check of all such software must be
made immediately before it is installed on any AGC computer. A virus check must be made of
any disk originating or used on any computer outside AGC, prior to use on an AGC computer.
Copying or transfer of AGC owned software may be done only with the written authorization of
3. AGC Access to Voice Mail, E-mail and Computer Systems - Example
Be aware that you have no personal privacy rights in any mail and or message created, received,
or sent from AGC’s voice mail, E-mail and computer system. AGC reserves the right to enter
your voice mail, E-mail and computer system for business purposes. This to ensure that AGC
policies are being followed and to access information when you are not available. You may be
required to make your systems passwords available to your supervisor.
4. Staff Meetings - Example
The staff meetings, which are usually held monthly, provide an opportunity to contribute
information on new developments in the various departments and significant chapter and staff
issues. These meetings are mandatory because it is an important communication tool for the
5. Bulletin Board - Example
The Bulletin Board in the workroom is used to inform you of changes in policies, government
regulations, guidelines, job postings, required notices, and other matters of general interest and
concern. The Bulletin Board is intended only for AGC business. To post an item, you must
obtain approval from Human Resources Manager.
6. Employee Records - Example
Records of important events regarding your history with AGC, including performance appraisal,
changes of status, commendations, and corrective action warnings are kept in an employee file
kept by the Human Resources section. The Finance team keeps payroll information. Your file is
considered confidential association property and may not be altered or removed from the
premises. Access to Personnel Files will be limited to those who need such access for business
As an active employee, you may request to review your file at least once per year. Written
requests may be made through your supervisor or the Human Resources Manager. Any concerns
regarding the completeness or accuracy of the information contained in your file should be
addressed with your supervisor or the Human Resources Manager. If you disagree with
statements in your file, you may submit a written rebuttal, which will also be included in your
Medical information, physical test results and drug and alcohol test results will be kept in a
separate file from your regular personnel file. Medical information is strictly confidential with
the following exceptions:
Employees that need access for business purposes.
Supervisors may be told about necessary restrictions on your work or duties and about
First aid and safety personnel may be told if your condition might require emergency
Government officials investigating compliance with applicable laws and regulations must be
given relevant information on request.
Information may be given to state workers’ compensation office or AGC’s workers’
compensation carrier in accordance with state laws.
Information may be used for insurance purposes.
VIII. SAFETY AND SECURITY
1. Safety - Example
At AGC, we believe safety is every employee’s responsibility. Through consistent use of good
safety practices, immediate detection and reporting of hazards, and maintaining an attitude of
constant safety awareness, most accidents will be prevented.
2. Occupational Injuries/Accident Reports
If you sustain a job-related injury, or suspect an injury or illness from the job, you must report it
to your supervisor immediately. Your supervisor can help you get the appropriate medical
assistance, if necessary. You and your supervisor will need to
submit an Incident Report Form (801) to the Human Resources Manager within 24 hours of the
accident. This will allow AGC to better assist you in obtaining workers’ compensation benefits
for medical expenses or for part of your work time lost due to the injury.
IX. TERMINATION AND LAYOFF
1. Policy - Example
The AGC Employee Guide should not be considered a contract of employment, nor should any
provision of the AGC Employee Guide be read or implied to provide for one. No manager or
representative of the Association, other than the Executive Director, has any authority to enter
into an employment agreement. No such agreement shall be enforceable unless it is in writing
and signed by the Executive Director.
If your employment with AGC is terminated either voluntarily or involuntarily, you must return
all association property and satisfy all outstanding debts to the association on your last day of
If you voluntarily terminate your position, two weeks written notice is requested.
2. Laid Off - Example
If you are laid off for lack of available work, you are entitled to apply for other open positions
within AGC for which you are qualified.
3. Severance - Example
If you have been employed at AGC for more than one year and are involuntarily terminated,
unless the termination is related to violation of the drug and alcohol, harassment and/or
workplace violence policies, you will be given additional compensation equal to two weeks of
your salary at the time of termination.
4. Termination Benefits - Example
Upon your termination, you may be eligible for the following benefits:
Paid Time Off Pay –
If you leave AGC after 180 days of service you will be paid the paid time off-hours you
If you are terminated for cause, you will be entitled to be paid for the paid time off-hours
you have accrued.
Continuing Insurance Benefits (COBRA)
You have the right to choose continued health insurance for 18 months if you become
ineligible because of a reduction in hours of your employment, or through termination,
except for reasons of gross misconduct on your part. If you become disabled, you may
choose up to 29 months of continued health coverage. Your dependents may choose up
to 36 months continued health coverage if you die, are divorced, or if the dependent
becomes eligible for Medicare or ceases to
be a dependent child under the group health plan. Under the law, you and your
dependents have 60 days to inform AGC of a divorce, legal separation, or a child's losing
dependent status. Should you decide to continue insurance, you will be charged the full
premium cost plus an administration fee.
5. Exit Interview - Example
Prior to your last day of work, your supervisor may conduct an exit interview with you to
complete your departure. If an exit interview is not scheduled you may contact the Human
Resources Manager if you have any unanswered questions.