WORKPLACE GUIDELINES

Hours of Work

The normal workweek for a full-time employee will consist of forty (40) hours. Employees are expected to be at their work area, ready to work at their scheduled time.

Employees will be given their individual duty hours upon hire and at the time of any change in position. If the normal duty hours are changed or if the Company changes its operating hours, employees will be given written notice to facilitate any personal planning.

Off-the-Clock Work Policy

Non-exempt employees must accurately record all time worked, regardless of when and where the work is performed. Off-the-clock work (engaging in work assignments or duties that are not reported as time worked) is prohibited. No member of management may request, require or authorize non-exempt employees to perform work without compensation. This includes checking email on personal devices after work hours. Any possible violations should be reported promptly to a supervisor or member of management. Failure to record all time worked is grounds for discipline up to and including termination.

Meal Periods

Employees are entitled to take a non-compensated meal period each workday of 30 minutes. There must be at least one employee working during this period. Any variation in the normal schedule must be approved in advance.

Rest Periods

Employees will take a fifteen-minute rest period during each half of a full workday.

Lactation Accommodation

In recognition of the well documented health advantages of breastfeeding for infants and mothers and as part of our family-friendly policies and benefits, the Company provides a supportive environment to enable breastfeeding employees to express their milk during work hours (for up to one (1) year following the birth of a child). Accommodations under this policy include a place, other than a bathroom, that is shielded from view and free from intrusion from coworkers and the public, which may be used by an employee to express breast milk. Discrimination and harassment of breastfeeding mothers in any form is unacceptable and will not be tolerated.

Attendance/Tardiness

Employee attendance is a major concern of the Company. Unsatisfactory attendance, including tardiness and leaving work early is unacceptable performance. Employees will be rated in their performance appraisal in the categories of attendance and punctuality.

If an employee is ill, injured or an unexpected emergency arises which prevents them from coming to work, the employee must notify their supervisor or manager no later than thirty (30) minutes before the start of their scheduled work day. If an employee’s supervisor, manager or designee is not available, the employee should contact a member of management. If an employee is physically unable to contact the Company, they should direct another person to make the contact on their behalf. Leaving a message with a fellow staff employee or with the answering service is not considered proper notification.

When an employee calls in absent, they are to advise the Company of their expected date of return. Management reserves the right to require proof of illness, injury or accident, including a doctor’s statement(s) or notice(s), for any temporary disability.

Repeated absences, excessive absences (excused or unexcused) or a pattern of absences are unacceptable job performance. If an employee is absent for three (3) consecutive days and has not provided proper notification, the Company will assume that the employee has abandoned their position and may be treated as having voluntarily terminated employment with the Company.

If an employee becomes ill at work, they should notify their supervisor or manager immediately. If an employee is unable to perform their job task, an employee may be sent to their treating doctor or home for the remainder of the day or until able to work again. Employees will be paid only for time actually worked and may receive paid sick time, if eligible.

Employees shall be at their workstation, ready to begin work at the start of their scheduled work time or resumption of work duties. If employees are not prepared, they will be considered tardy. Excessive tardiness, whether excused or unexcused, constitutes unacceptable work performance. The Company does not categorize tardiness as excused or unexcused.

All absences are to be arranged as far in advance as possible. This includes vacation/personal time and time off for other reasons. If a doctor or dental appointment must be scheduled during the workday, it should be scheduled as early in the morning or as late in the afternoon as possible.

Personal Appearance

The Company is a professional business based on the trust and goodwill it engenders from its clients. In addition to providing excellent services, clients only do business with the Company if they are also treated with courtesy, patience and appropriate deference. Employees are to treat all clients with the utmost courtesy. Employees will be evaluated in their performance appraisal in this category.

Since clients tend to think in terms of the individual employees with whom they come in contact with at the Company, the way an employee performs their job and treats the individual client will determine, in part, the client’s satisfaction with the Company. A good employee will approach their job duties and responsibilities with a positive attitude and respect. A neat personal appearance and good grooming habits reflect respect for oneself and the workplace.

Expensive clothing is not necessary for a well-groomed appearance. Employees are to wear clothing appropriate for their position. If employees have any questions, they should contact their supervisor or manager for counseling.

Confidentiality

There shall be no disclosure of any confidential information or trade secrets to anyone outside the Company without the appropriate authorization. Confidential information may include internal reports, policies, procedures and other internal business-related communications. Trade secrets may include information regarding the development of systems, processes, products, design, instrument, formulas and technology, In addition, always respect financial disclosure laws and third party intellectual property.

It is an employee’s duty and responsibility to safeguard all confidential information. This includes the dissemination of information by any available means, including but not limited to telephone, fax and email.

When any inquiry is made regarding an employee or any former employee, the inquiry must be forwarded to a supervisor or manager without comment from the employee. When any inquiry is made regarding any client, the inquiry must be forwarded to a supervisor or manager.

Confidential information shall be disclosed and/or discussed only on a “need to know” basis. Conversation of a confidential nature must never be held within earshot of the public or clients.

This policy is intended to alert employees to the need for discretion at all times and is not intended to inhibit normal business communications. In addition, nothing in this policy is intended to infringe upon employee rights under Section Seven (7) of the National Labor Relations Act (NLRA).

Conflict of Interest

The Company is judged by the collective and individual performance of its officers and employees. The Company has a particular interest in preserving its reputation and the reputation of its employees for the utmost honesty and integrity. Thus, the Company holds itself and its employees to the highest standards of lawful and ethical conduct.

Therefore, employees must be very careful that their relationship with clients or vendors or other activities do not subject oneself or the Company to question or undue criticism. Employees must refrain from engaging in any activity that could be in conflict with the status as a Company employee. This includes the use of an employee’s position with the Company for personal profit, advantage or entering into transactions or relationships where it may appear that an employee has a conflict of interest, are improperly benefiting from an affiliation with the Company, or are violating laws governing fiduciary relationships. Good judgment and common sense are to supplement these provisions to avoid even the appearance of impropriety. To the extent there is a conflict or ambiguity between permissive conduct and that which is not permitted, the latter shall have precedence.

If an employee has questions of the propriety of a transaction or activity, they should seek guidance from their supervisor or manager. If necessary, employees should seek written approval.

Outside Activities

Employees may engage in outside employment or personal educational activities during non-working hours, provided that such activities do not interfere with their job performance or constitute a conflict of interest. Prior to accepting outside employment, employees are to notify their supervisor or manager in writing. The notice must contain the name of the potential Company, the title and nature of the position, the number of working hours per week and the time of scheduled work hours. If the position constitutes a conflict of interest or interferes with the employee’s job, at any time, employees may be required to curtail or terminate such activity.

Reporting Irregularities

It is the responsibility of each employee of the Company to report, immediately, any and all irregularities indicating actual or suspected existence of loss, fraud, embezzlement or similar impairment of Company funds or property, suspicious persons or activity.

If an employee’s actual or constructive knowledge of any irregularity exists, and the employee does not report it to their supervisor or manager, that employee has engaged in unacceptable job performance.

Inspections/Searches

Any items or parcels taken out of or off Company premises or property (or property controlled by the Company) are subject to inspection/search unless prohibited by state law. Employee desks, workstations, work areas, computer terminals, memory, files, etc. and voice mail are subject to inspection/search at any time. The Company may monitor any telephone conversation employees have on Company owned or controlled equipment, premises or property. While on Company owned or controlled premises or property, an employee’s vehicle, meal containers, purse, etc., as well as the employee are subject to inspection/search. Any inspection/search conducted by the Company or its designees may occur at any time, with or without notice.

Employees are prohibited from placing any passwords or restrictors on any document, computer or computer software without the prior permission of their supervisor or manager. Any password or restrictor must be revealed to and maintained by a second authorized source. Removing, changing, deleting or erasing any Company information, without the appropriate authorization, is strictly prohibited.

Electronic Assets Usage

The Company recognizes that use of the Internet has many benefits for the Company and its employees. The Internet and email make communication more efficient and effective. Therefore, employees are encouraged to use the Internet appropriately. Unacceptable usage of the Internet can place the Company and others at risk.

The following guidelines have been established for using the Internet and email in an appropriate, ethical and professional manner:

• The Company Internet and email access may not be used for transmitting, retrieving or storing of any communications of a defamatory, discriminatory or harassing nature or materials that are obscene or X-rated. No messages with derogatory or inflammatory remarks about an individual’s race, age, disability, religion, national origin, physical attributes or sexual preference shall be transmitted. Harassment of any kind is prohibited.
• Disparaging, abusive, profane, or offensive language (materials that would adversely or negatively reflect upon the Company or be contrary to the Company best interests) and any illegal activities – including piracy, cracking, extortion, blackmail, copyright infringement, and unauthorized access to any computers on the Internet or email – are forbidden.
• Copyrighted materials belonging to entities other than the Company may not be transmitted by employees on the Company’s network. All employees obtaining access to other companies’ or individual’s materials must respect all copyrights and may not copy, retrieve, modify or forward copyrighted materials, except with permission or as a single copy to reference only. If employees find something on the Internet that may be interesting to others, they should not copy it to a network drive. Instead, give the URL (uniform resource locator or “address”) to the person who may be interested in the information and have that person look at it on their own.
• Do not use the system in a way that disrupts its use by others. This includes excessive dial-in usage, sending or receiving many large files and “spamming” (sending email messages to thousands of users).
• The Internet is full of useful programs that can be downloaded, but some of them may contain computer viruses that can extensively damage our computers. Be sure to virus-check downloaded files immediately. Instructions on how to check for viruses are available through the IT Support. Also, many browser add-on packages (called “plug-ins”) are available to download. There is no guarantee that such will be compatible with other programs on the network and such may cause problems; therefore, please refrain from downloading such plug-ins.
• Each employee is responsible for the content of all text, audio or images that they place or send over the Company’s Internet and email system. No email or other electronic communications may be sent which hides the identity of the sender or represents the sender as someone else. Also, be aware that the Company’s name is attached to all messages so use discretion in formulating messages.
• Email is not guaranteed to be private or confidential. All electronic communications are Company property. Therefore, the Company reserves the right to examine, monitor and regulate email messages, directories and files, as well as Internet usage. Also, the Internet is not secure so don’t assume that others cannot read or possibly alter messages.
• Internal and external email messages are considered business records and may be subject to discovery in the event of litigation. Be aware of this possibility when sending email within and outside the Company.

All Company-supplied technology, including computer systems and Company-related work records, belong to the Company and not the employee. The Company routinely monitors usage patterns for its email and Internet communications. Although encouraged to explore the resources available on the Internet, employees should use discretion in the sites that are accessed.

Since all the computer systems and software, as well as the email and Internet connection, are Company-owned, all Company policies are in effect at all times. Any employee who abuses the privilege of Company-facilitated access to email or the Internet, may be denied access to the Internet and, if appropriate, be subject to disciplinary action up to and including termination.

Bring Your Own Device (BYOD) Policy

Use of personal electronic devices, including but not limited to smartphones, tablets, laptops and computers, for work purposes is allowed only when management has provided written authorization and may be limited to certain employees or departments.

During working hours and while conducting Company business, employees must exercise the same discretion in using their personal devices as is expected for the use of Company devices. All company policies in effect pertaining to harassment, discrimination, retaliation, proprietary information, trade secrets, confidential information and ethics apply to the use of personal devices for and during work-related activities.

Nonexempt, hourly employees will generally not be authorized to use their personal devices for work purposes. In the event that an hourly employee receives management authorization to use personal devices, the employee may not use their device for work purposes outside of their normal work schedule without authorization in advance from management. This includes but is not limited to reading, sending and/or responding to work related e-mails, text messages, or phone calls (answering and initiating). Hourly employees will be paid in accordance with federal and state law for all hours worked.

Employees may not use their personal devices for work purposes during periods of unpaid leave without prior management authorization. The Company reserves the right to deactivate the Company’s information and access on the employee’s personal device during periods of unpaid leave.

To ensure the security of proprietary company information and technology, employees who have been authorized by management to use personal devices are required to comply with Company requirements regarding the installation of anti-virus software, additional encryption software and “remote-wipe” software by the IT department. All Company-related information and applications must be stored in a way that is password-protected and secure. Cloud-based applications or backup software programs may not be used unless authorized specifically by management, as these programs may allow Company-related information to be transferred to unsecure parties. Additionally, employees may not use unsecure internet connections.

Employees using devices that have camera, video or recording technology are restricted from using those capabilities anywhere on Company property at any time unless authorized, in writing, in advance, by management.  

When personal devices are being used for work purposes, employees should not expect any privacy except that which is governed by law. The Company has the right, at any time, to monitor any communications that utilize the Company’s networks in any way, including data, voicemail, telephone logs, Internet use, network traffic, etc., to determine proper use. The Company reserves the right to review, retain, monitor or release personal and/or Company-related data on personal devices to government agencies or third parties during an investigation or litigation. The Company may review the activity and analyze usage patterns and may choose to publicize these data to assure that the Company’s resources in these areas are being utilized according to this policy. Finally, no employee shall knowingly disable, tamper with, alter or destroy any network software or system identified as a monitoring application.

Employees are expected to reasonably protect personal devices used for work-related purposes from loss, damage and theft. If a personal device is lost or stolen, the employee must notify the Company immediately. The Company may choose to remotely wipe company-related data. The Company is not responsible for the loss or damage of other data and applications on the device when it is remotely wiped. The Company bears no responsibility for replacing or repairing personal devices that are damaged even if that damage occurs on Company property and/or during working hours.

The employee may be asked to produce any personal device used for work purposes at any time for inspection or review of compliance with policy. When an employee resigns or is terminated, the employee must cooperate in allowing access to the personal device so that the IT Department can remove all Company data.  

Failure to follow these policies and procedures may result in disciplinary action up to and including termination of employment.

Social Media

The Company understands that social media can be a fun and rewarding way to share your life and opinions with family, friends and co-workers around the world. However, use of social media also presents certain risks and carries with it certain responsibilities. To assist you in making responsible decisions about your use of social media, we have established these guidelines for appropriate use of social media.

This policy applies to all employees of the Company.

Guidelines

In the rapidly expanding world of electronic communication, social media can mean many things. Social media includes all means of communicating or posting information or content of any sort on the Internet, including to your own or someone else’s web log or blog, journal or diary, personal web site, social networking or affinity web site, web bulletin board or a chat room, whether or not associated or affiliated with the Company, as well as any other form of electronic communication.

The same principles and guidelines found in Company policies and three basic beliefs apply to your activities online. Ultimately, you are solely responsible for what you post online. Before creating online content, consider some of the risks and rewards that are involved. Keep in mind that any of your conduct that adversely affects your job performance, the performance of fellow employees or otherwise adversely affects members, customers, suppliers, people who work on behalf of the Company or the Company’s legitimate business interests may result in disciplinary action up to and including termination.

Know and Follow the Rules

Carefully read these guidelines, the General Conduct Guidelines, the Anti-Harassment and Anti-Bullying policies, and ensure your postings are consistent with these policies. Inappropriate postings that may include discriminatory remarks, harassment, and threats of violence or similar inappropriate or unlawful conduct will not be tolerated and may subject you to disciplinary action up to and including termination.

Be Respectful

Always be fair and courteous to fellow employees, customers, members, suppliers or people who work on behalf of the Company. Also, keep in mind that you are more likely to resolved work-related complaints by speaking directly with your co-workers or by utilizing our Open Door Policy than by posting complaints to a social media outlet. Nevertheless, if you decide to post complaints or criticism, avoid using statements, photographs, video or audio that reasonably could be viewed as malicious, obscene, threatening or intimidating, that disparage customers, members, employees or suppliers, or that might constitute harassment or bullying. Examples of such conduct might include offensive posts meant to intentionally harm someone’s reputation or posts that could contribute to a hostile work environment on the basis of race, sex, disability, religion or any other status protected by law or company policy.

Be Honest and Accurate

Make sure you are always honest and accurate when posting information or news, and if you make a mistake, correct it quickly. Be open about any previous posts you have altered. Remember that the Internet archives almost everything; therefore, even deleted postings can be searched. Never post any information or rumors that you know to be false about the Company, fellow employees, members, customers, suppliers, and people working on behalf of the Company or competitors.

Post Only Appropriate and Respectful Content

• Maintain the confidentiality of Company trade secrets and private or confidential information. Trades secrets may include information regarding the development of systems, processes, products, know-how and technology. Do not post internal reports, policies, procedures or other internal business-related confidential communications.
• Respect financial disclosure laws. It is illegal to communicate or give a “tip” on inside information to others so that they may buy or sell stocks or securities.
• Do not create a link from your blog, website or other social networking site to a Company website without identifying yourself as a Company employee.
• Express only your personal opinions. Never represent yourself as a spokesperson for the Company. If the Company is a subject of the content you are creating, be clear and open about the fact that you are an employee and make it clear that your views do not represent those of the Company, fellow employees, members, customers, suppliers or people working on behalf of the Company. If you do publish a blog or post online related to the work you do or subjects associated with the Company, make it clear that you are not speaking on behalf of the Company. It is best to include a disclaimer such as “The postings on this site are my own and do not necessarily reflect the views of the Company.”

Using Social Media at Work

Refrain from using social media while on work time or on equipment we provide, unless it is work-related as authorized by your manager or consistent with the Electronics Assets Usage. Do not use Company email addresses to register on social networks, blogs or other online tools utilized for personal use.

Retaliation is Prohibited

The Company prohibits taking negative action against any employee for reporting a possible deviation from this policy or for cooperating in an investigation. Any employee who retaliates against another employee for reporting a possible deviation from this policy or for cooperating in an investigation will be subject to disciplinary action, up to and including termination.

Media Contacts

Employees should not speak to the media on the Company’s behalf without contacting Human Resources. All media inquiries should be directed to them.

For More Information

If you have questions or need further guidance, please contact Human Resources.

Company Phone Usage/Personal Cell Phones

The telephones of the Company are to be restricted to business calls for Company business. All employees are required to be professional and conscientious at all times when using Company phones and to refrain from usage of personal cell phones, including texting and downloading of web content unless subject to emergency situations and/or as authorized by a supervisor or manager.

The use of personal cell phones or other mobile devices is permitted only in designated areas as prescribed by your superior during working hours for personal use, including phone calls, texting and downloading of web content. Employees who violate this policy are subject to disciplinary action, up to and including termination of employment.  Upon resignation or termination of employment, or at any time on request, the employee may be asked to produce the personal device for inspection.  All company data on personal devices will be removed by IT if found on such device. 

Personal Property

The Company is not liable for lost, misplaced or stolen property. Employees should take all precautions necessary to safeguard their personal possessions. Employees should refrain from having their personal mail sent to the Company because mail may be automatically opened.

Employee work areas and any other Company property are subject to inspections and searches at any time, with or without notice. Desks and office areas are to be kept as neat and organized as possible.