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					Management of Non-Employees on Company
Premises
Statement: It is the policy of Hanford Pharmaceuticals to provide its management team with
specific guidelines regarding the management of visitors on Company premises. The intent of this
policy is to protect security and confidentiality within the Company, and requires that access to
specific areas within the Company campus will be on a controlled basis, with the inviting or
sponsoring official being required to arrange and provide certain services for the visitor and for the
duration of the visit.

This policy is not intended to discourage interaction between the Company and vendors, suppliers,
or customers. It is intended to ensure that such visits and ensuing discussions are properly arranged
and documented, both to protect the confidentiality of material within the Company and to enhance
security measures within Hanford’s campus. It is important that these visits not become disruptive
to work routines.

This policy does not apply in the following:
       individuals working at Hanford on a contingent basis, either through Hanford or a third
        party;
       authorities conducting an investigation or taking action on investigatory information who
        wish to speak with an employee, detain an employee, or take an employee into custody who
        is on Company premises (refer to policy Authorities on Company Premises).

Procedures:
1. Application. The policy will apply to all persons engaging or controlling visitors whose work
   could adversely affect the health, safety or environment of the Company, or any member of the
   Company. The policy also applies to all persons responsible for actively monitoring the
   implementation of the policy. At all times, Company employees and visitors must adhere to
   safety, Company operating policies, and standards of conduct.

2. Definitions. The following definitions apply to this policy:

       Contractor: Those persons hired by a contractor as an employee or subcontractor to perform
        tasks under a contract. This term includes any consultant to the Company who is acting as an
        Independent Contractor. Length of stay: may be short-term (not to exceed 8 days in a two-
        week period), or long-term (at least 8 or more consecutive days).

       Visitor: Vendors, business representatives, suppliers, customers, and members of the general
        public. Length of stay: short-term (not to exceed 1 day).

       Observer: Suppliers, vendors, customers, or government officials who visit in an audit
        capacity. Length of stay: indeterminate.
Policies and Procedures : T his d o cument is o nly intend ed fo r the use o f managers and
sup erviso rs o f Hanfo r d P har maceuticals. Managers and sup erviso rs shall no t d isp lay any
info rmatio n co ntained her ein to emp lo yees.
        Partner: Suppliers, vendors, or customers who visit on a routine basis and where such visits
         are for a set duration at a given time. Length of stay: may be intermittent (up to 3
         consecutive days), or long-term (at least 4 or more consecutive days).

        Inviting or Sponsoring Official: Company employee who is charged with the responsibility
         to prepare for and/or oversee non-employees on Company premises and maintain the
         guidelines herein. This individual(s) is responsible for coordinating and communicating all
         activities per these guidelines to various Company groups. Company officials will decide the
         “inviting or sponsoring official.”

3. Using this Policy. First, identify the type of visitor (contractor, visitor, observer, partner) and
   the length of stay. Second, the inviting or sponsoring official should refer to the section in this
   policy (or summary matrix) and follow the appropriate guidelines.


4. Contractor

         ID Badge                        Visitor’s badge is issued daily by reception staff.
                                          Visitor’s badge to be worn and displayed at all times.
                                          Visitor’s badge is to be returned daily to reception staff.

                                          Note. Requirement may be waived for contractors
                                           performing manual or construction tasks. Inviting or
                                           sponsoring official must indicate waiver in advance.

         Visitors Logbook                Must log-in and –out at all times when entering and exiting
                                           buildings.

         Access & Escort                 Must have an escort at all times and for certain designated
                                           areas as indicated in advance by inviting or sponsoring
                                           official.
                                          Escort may be waived by inviting or sponsoring official.
                                           Waiver must be in advance of visit.

         Office Space                    Not to be provided.
         Communications                  Not to be provided.
          Equipment
         Insurances                      Contractor must provide inviting or sponsoring official with
                                           certificates of insurance prior to being allowed on Company
                                           premises. Certificates must include WC and General
                                           Liability insurances and meet Company established limits.
                                           Certificates will be kept on file in Human Resources.

                                          Note. If for contractors performing manual or construction
Policies and Procedures : T his d o cument is o nly intend ed fo r the use o f managers and
sup erviso rs o f Hanfo r d P har maceuticals. Managers and sup erviso rs shall no t d isp lay any
info rmatio n co ntained her ein to emp lo yees.
                                           tasks, insurance information will be maintained by
                                           Facilities or Engineering officials.

        Orientation & Policy             Short-Term: Not necessary.
         Authorization                    Long-Term: Must complete Company safety training and
                                           authorize the following: Communication and
                                           Communication Systems, Release Form for Criminal
                                           Records and SSN Check, and Workplace Violence.

                                          Note. Completion of training and authorization of policies
                                           is a one-time event. Revised training and re-authorization
                                           will occur only if there are changes to training and policy
                                           content.

5. Visitor

        ID Badge                         Visitor’s badge is issued daily by reception staff.
                                          Visitor’s badge to be worn and displayed at all times.
                                          Visitor’s badge is to be returned daily to reception staff.

        Visitors Logbook                 Must log-in and –out at all times when entering and exiting
                                           buildings.

        Access & Escort                  Must have an escort at all times and for certain designated
                                           areas as indicated in advance by inviting or sponsoring
                                           official.
                                          Escort cannot be waived by inviting or sponsoring official.

        Office Space                     Not to be provided.
        Communications                   Not to be provided.
         Equipment
        Insurances                       Not necessary.

        Orientation & Policy             Not necessary.
         Authorization

6. Observer

        ID Badge                         Visitor’s badge is issued daily by reception staff.
                                          Visitor’s badge to be worn and displayed at all times.
                                          Visitor’s badge is to be returned daily to reception staff.

        Visitors Logbook                 Must log-in and –out at all times when entering and exiting
                                           buildings.
Policies and Procedures : T his d o cument is o nly intend ed fo r the use o f managers and
sup erviso rs o f Hanfo r d P har maceuticals. Managers and sup erviso rs shall no t d isp lay any
info rmatio n co ntained her ein to emp lo yees.
        Access & Escort                  Must have an escort at all times and for certain designated
                                           areas as indicated in advance by inviting or sponsoring
                                           official.
                                          Inviting or sponsoring official may waive escort. Waiver
                                           must be in advance of visit.

        Office Space                     Conference rooms may be scheduled in advance and as
                                           requested by inviting or sponsoring official.

        Communications                   Access to telephone, facsimile, and photocopier equipment
         Equipment                         may be provided in advance, and as requested by inviting or
                                           sponsoring official.

        Insurances                       Not necessary.

        Orientation & Policy             Not necessary.
         Authorization

7. Partner

        ID Badge                         Photo ID with name, identification as “Partner,” job title
                                           and company name to be issued in advance and to be worn
                                           and displayed at all times. ID Badge must indicate specific
                                           unlimited, limited, and restricted areas on reverse side.
                                          Inviting or sponsoring official must request and coordinate
                                           ID badge issuance in advance.

        Visitors Logbook                 Intermittent: Must log-in and –out at all times when
                                           entering and exiting buildings.
                                          Long-Term: Logbook provision waived as indicated by
                                           inviting or sponsoring official.

                                          Note. If a rotation of partners is established, the schedule
                                           should be forwarded to the reception staff at all facilities.
                                           The schedule will become part of the logbook.

        Access & Escort                  Access Rights: Inviting or sponsoring official will establish
                                           “access rights” and communicate such access in advance
                                           with partner(s):
                                              o Unlimited: areas where the partner may visit freely
                                                  without escort.
                                              o Limited: areas where the partner may visit with an
                                                  escort as provided by the inviting or sponsoring
                                                  official
Policies and Procedures : T his d o cument is o nly intend ed fo r the use o f managers and
sup erviso rs o f Hanfo r d P har maceuticals. Managers and sup erviso rs shall no t d isp lay any
info rmatio n co ntained her ein to emp lo yees.
                                               o Restricted: areas strictly prohibited.
                                          Access to areas not previously defined by the inviting or
                                           sponsoring official is prohibited, unless later waived by the
                                           inviting or sponsoring official.

                                          Note. Access rights as defined in advance by the inviting or
                                           sponsoring official must be shared in writing with all
                                           affected Company groups.

        Office Space                     Intermittent: Conference rooms may be scheduled in
                                           advance and as requested by inviting or sponsoring official.
                                          Long-Term: The following may be provided as requested in
                                           advance and in writing by the inviting or sponsoring
                                           official:
                                               o Office space, to include desk and chair
                                               o Basic office supplies
                                               o Keys to the building and FOB to include security
                                                   clearance.

                                          Note. Upon departure the partner is required to present the
                                           inviting or sponsoring official with keys, FOB, and security
                                           clearance items. Items may be re-circulated to rotating
                                           partner(s) of the same group. If not, the inviting or
                                           sponsoring official must return items to issuing Company
                                           group.

        Communications                   Intermittent: Access to telephone, facsimile, and
         Equipment                         photocopier equipment may be provided in advance, and as
                                           requested by inviting or sponsoring official.
                                          Long-Term: All items for intermittent as well as a generic
                                           network ID restricted to internet access.

                                          Note. The generic network ID will be re-used by visiting or
                                           rotating partner(s).

        Insurances                       Intermittent: Not necessary.
                                          Long-Term: Partner must provide inviting or sponsoring
                                           official with certificates of insurance prior to being allowed
                                           on Company premises. Certificates must include WC and
                                           General Liability insurances and meet Company established
                                           limits. Certificates will be kept on file in Human
                                           Resources.

        Orientation & Policy             Intermittent: Not necessary.
                                          Long-Term: Must complete Company safety training and
Policies and Procedures : T his d o cument is o nly intend ed fo r the use o f managers and
sup erviso rs o f Hanfo r d P har maceuticals. Managers and sup erviso rs shall no t d isp lay any
info rmatio n co ntained her ein to emp lo yees.
         Authorization                     authorize the following: Communication and
                                           Communication Systems, Release Form for Criminal
                                           Records and SSN Check, and Workplace Violence.




Policies and Procedures : T his d o cument is o nly intend ed fo r the use o f managers and
sup erviso rs o f Hanfo r d P har maceuticals. Managers and sup erviso rs shall no t d isp lay any
info rmatio n co ntained her ein to emp lo yees.
    Type of Visitor                ID                      Logbook                    Access/Escort                Office Space           Communications                Insurances                Orientation
                                                                                                                                            Equipment                                        Policy Authorizations
  Contractor
          Short term    Visitors badge to be       Must log in and out         Must have an escort at       Not to be provided         Not to be provided        Must provide in advance    Not necessary
                        worn at all times          when entering/exiting       all times unless waived                                                           certificate of insurance
                                                   buildings                   by inviting                                                                       for WC and General
                                                                               official/sponsor, but only                                                        Liability. Limits must
                                                                               for certain areas                                                                 meet Company
                                                                                                                                                                 standards.
            Long-term   same                       same                        same                         same                       same                      same                       Must complete Company
                                                                                                                                                                                            orientation to include
                                                                                                                                                                                            safety training. Must
                                                                                                                                                                                            complete and authorize
                                                                                                                                                                                            policy reads on: Safety,
                                                                                                                                                                                            Workplace Violence;
                                                                                                                                                                                            Use of Communication
                                                                                                                                                                                            & Communication
                                                                                                                                                                                            Systems
  Visitor
                        Visitors badge to be       Must log in and out         Must have an escort at       Not to be provided         Not to be provided        Not necessary              Not necessary
                        worn at all times          when entering/exiting       all times
                                                   buildings
  Observer
                        Visitors badge to be       Must log in and out         Must have an escort at       Conference rooms may       Telephone and access to   Not necessary              Not necessary
                        worn at all times          when entering/exiting       all times unless waived      be provided and as         photocopier and fax
                                                   buildings                   by inviting                  requested by inviting      machines allowed.
                                                                               official/sponsor             official/sponsor
  Partner
         Intermittent   Photo ID with name and     Must log in and out         Inviting official or         Provided as requested by   Telephone and access to   Must provide in advance    Must complete Company
                        identification as          when entering/exiting       sponsor indicates in         inviting official or       photocopier and fax       certificate of insurance   orientation to include
                        “partner”; to be worn at   buildings                   writing to “partner” areas   sponsor. Keys and basic    machines allowed.         for WC and General         safety training. Must
                        all times                                              of unlimited access.         office supplies allowed.                             Liability. Limits must     complete and authorize
                                                                               Access to other areas        Keys and access devices    Generic network ID        meet Company               policy reads on: Safety,
                                                                               prohibited unless with       issued but returned to     provided and              standards.                 Workplace Violence;
                                                                               escort.                      official/sponsor at each   gateway/access limited                               Use of Communication
                                                                                                            departure.                 only to internet,                                    & Communication
                                                                                                                                                                                            Systems
                                                                                                                                       No access to network,
                                                                                                                                       drives, or software.
            Long-term   same                       Waive logbook routine       same                         same                       same                      same                       same
                                                   when inviting official or
                                                   sponsor provided with
                                                   written notification of
                                                   length of stay.




Policies and Procedures : T his d o cument is o nly intend ed fo r the use o f managers and
sup er viso rs o f H anfo r d P har maceuticals. Managers and sup erviso rs shall no t d isp lay any
info r matio n co ntained her ein to emp lo yees.

				
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posted:9/26/2011
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