Employee Personnel Handbook

Transcription

1 T H E G R E A T E R S P R I N G F I E L D C H A M B E R O F C O M M E R C E Employee Personnel Handbook The Greater Springfield Chamber of Commerce 1011 S. Second Street, Springfield, IL Phone Fax Effective

2 Employment At-Will Statement Your employment with The Greater Springfield Chamber of Commerce is a voluntary one and is subject to termination by you or The Greater Springfield Chamber of Commerce at will, with or without cause, and with or without notice, at any time. Nothing in these policies shall be interpreted to be in conflict with or to eliminate or modify in any way the employment-at-will status of The Greater Springfield Chamber of Commerce employees. This policy of employment-at-will may not be modified by any officer or employee and shall not be modified in any publication or document. The only exception to this policy is a written employment agreement approved at the discretion of the President or the Board of Directors, whichever is applicable. These personnel policies are not intended to be a contract of employment or a legal document. Employee s Signature Employee s Printed Name Date Signed 1

3 Table of Contents Employment At-Will Statement 1 C H A P T E R 1 Welcome & Overview The Organization 2 Mission Statement 3 Vision Statement 3 Guiding Principles and Values 3 Organizational Chart 3 Operative Organization 3 Finances 4 C H A P T E R 2 Personnel Policies Standards of Conduct & Ethics 5 Hiring 6 Employment Status 6 Hours of Operation 7 Flexible Work Schedule 8 Employment Records 8 Sick Leave 8 Leave of Absence 10 Bereavement Leave 11 Jury Duty 12 Voting Leave 12 Other Absences From Duty 12 Disability Accommodation Requests 13 Salary Policy 13 Pay Periods 14 Exempt/Non-Exempt Overtime Pay 14 Expense Reimbursement 15 Safety Emergencies 15 Emergency-Disaster Management Policy 15 Problem-Solving Procedures 16 Smoking Policy 16 Sexual Harassment/Other Unlawful Harassment 16 Workplace Violence 19 Promotions and Reassignments 20 Appearance Guidelines 20 Use of Personal Vehicle for Business Purposes 21 Personal Telephone Calls and Mail 21 Policy 21 Internet Policy 22 Social Media Policy 23 Drug-Free Workplace Policies and Procedures 25 Progressive Discipline 28 Dismissal 28 C H A P T E R 3 Employee Benefits Vacations 30 Paid Holidays 31 Medical, Dental, Life and Disability Insurance 31 Employee Assistance Program (EAP) 32 Accidents on Duty/Workers Compensation 33 Continuing Education Program 33 Retirement 34 Unemployment Compensation 35 C H A P T E R 4 Administrative Policies Committee Management 36 Confidential Matters 36 Publicity 36 Solicitation and Distribution 37 Staff Meetings 37 Use of Offices by Other Organizations 37 Recommendations/Endorsements 37 Budget Control 37 Acknowledgement of Policies 38 Employee Confidentiality Agreement 39

4 Chapter 1 Welcome and Overview of the Organization T he Greater Springfield Chamber of Commerce is very pleased to welcome you to its staff. We are certain that both you and The Chamber will benefit mutually from this relationship. This employee handbook was written for you. You are encouraged to read it carefully. It outlines employee benefits and in turn states what The Greater Springfield Chamber of Commerce expects of its employees. This employee handbook is intended to provide employees with a general understanding of the personnel policies of The Chamber. The personnel policies in this handbook supersede and replace all prior published or unpublished policies. The information in this handbook is intended to help you do your best on the job and to familiarize you with The Chamber's policies, procedures, and benefits. This handbook, however, cannot anticipate every situation or answer every question about employment. It condenses a great deal of information and is not intended to be a complete statement of policy. Take the time to read through this carefully during your orientation period and keep it for future reference. Neither this handbook, nor any provision herein, constitutes a contract of employment or any other type of contract. The Chamber must demonstrate flexibility in the administration of policies and procedures, and reserves the right to change or revise policies and procedures without notice when such action is deemed necessary by The Chamber. You will be provided with addenda to be placed in your handbook when this occurs. The Organization The Greater Springfield Chamber of Commerce is a voluntary organization of business and professional men and women joined together for the purpose of promoting the civic and commercial progress of our community. The area's economic well-being is related directly to the caliber of work that is done by The Chamber. Therefore, The Greater Springfield Chamber of Commerce has a major impact on business, income, and future growth of the area. There are two primary functions of a chamber of commerce: 1) it acts as a spokesperson for the business and professional community, and translates into action the group thinking of its members, and 2) it renders specific services of a type that can not be effectively rendered by any other community organization both to its members and to the community as a whole.

5 Mission Statement The Greater Springfield Chamber of Commerce is a leader in creating a thriving regional business climate and advocating for our members and community. Vision Statement To be recognized as the leading advocate for business and economic development and a leading community partner for education and diversity. Guiding Principles and Values Customers: The Chamber s customers are, first and foremost, its members and, second, the broader community of which its members are a vital part. Every program and activity engaged in by The Chamber shall be designed to benefit its members. The Chamber will strive to be flexible and responsive in meeting needs of its members and others who can contribute to the development of the community. Image: The Chamber s image will be one of a results-oriented, area-wide, membership organization which is acknowledged as the leader in the business community, providing value to its customers. In addition, The Chamber will be viewed as an organization of unquestioned integrity, as a good corporate citizen in its own right, and as an advocate for the free enterprise system. Resources: The Chamber recognizes that its most valuable resources are its members, its volunteers and its staff. The Chamber will strive at all times to be a fair and honest custodian of the assets provided it by its members and its partnering organizations. Collaboration: The Chamber will serve as a catalyst to create appropriate partnerships with other private and public interests to solve problems and capitalize on opportunities facing the community and the Central Illinois region. The Chamber may serve as representative and spokesperson for its members on boards and advisory committees dealing with policy issues of interest to its customers and the general business community. Policy Development: The Chamber will advance stands on public policy issues based upon the most thorough and objective research possible consistent with its mission statement. Diversity: The Chamber recognizes and respects the growing diversity of its members, prospective members, and the community at-large and will strive to involve all elements of the membership in its decision making processes and service delivery. Organizational Chart An organizational chart for The Chamber organization and its staff will be given to each employee during the initial orientation process. Operative Organization Board of Directors - The Board of Directors is the policy making body of The Greater Springfield Chamber of Commerce. The Board of Directors represents the business and professional leadership of the community. 3

6 Executive Committee - The Executive Committee consists of the Chairman of the Board, Immediate Past Chairman, Chairman-Elect, First Vice Chairman, Vice Chairmen, Secretary/Treasurer, and President (ex-officio). The Executive Committee exercises the powers of the Board between Board meetings within the scope of authority outlined in the bylaws. Committees - A committee system is the most effective means of harnessing energies and abilities of the volunteer workers. Committees are responsible to and report to the Board of Directors on their activities in support of and to carry out the program of work and the mission statement of The Chamber. Compensated Staff (The Chamber) Salaried, exempt, salaried non-exempt, and hourly employees are employed by The Chamber. They are employed to help The Chamber reach its objectives, to support the mission statement, to support and implement the policies of the Board of Directors, and to assist the various committees in the realization of The Chamber s strategic plan and annual program of action. Finances The Greater Springfield Chamber of Commerce is financed primarily by the investments of its members. An adequate level of support from all business and professional interests in the community is essential to finance the programs of work that are vital to community growth and development. Additional income from a variety of sources may be generated in order to realize the mission statement and the programs of action. The members financial investments may vary according to the dues investment schedule approved by the Board of Directors. 4

7 Chapter 2 Personnel Policies T he Greater Springfield Chamber of Commerce has established the following policies and procedures in an effort to operate a safe and productive working environment. Standards of Conduct and Ethics These Standards of Conduct and Ethics outline expected behaviors for all Chamber employees. The Chamber will conduct its business fairly, impartially, in an ethical and proper manner, and in full compliance with all applicable laws and regulations. In conducting its business, integrity must underlie all organization relationships, including those with members, suppliers, communities and among employees. The highest standards of ethical business conduct are required of Chamber employees in the performance of their professional responsibilities. Employees will not engage in conduct or activity that may raise questions as to the organization s honesty, impartiality, reputation or otherwise cause embarrassment to the organization. Employees will ensure that: They do not engage in any activity that might create a conflict of interest for the company or for themselves individually. They do not take advantage of their Chamber position to seek personal gain through the inappropriate use of Chamber or non-public information or abuse of their position. They will follow all restrictions on use and disclosure of information. This includes following all requirements for protecting Chamber information and ensuring that non- Chamber proprietary information is used and disclosed only as authorized by the owner of the information or as otherwise permitted by law. They will protect all company, member and supplier assets and use them only for appropriate company approved activities. Without exception, they will comply with all applicable laws, rules and regulations. They will promptly report any illegal or unethical conduct to management or other appropriate authorities.

8 Every employee has the responsibility to ask questions, seek guidance and report suspected violations of these Standards of Conduct and Ethics. Retaliation against employees who come forward to raise genuine concerns will not be tolerated. Hiring The Chamber is an equal opportunity employer and does not discriminate in employment opportunities or practices on the basis of race, color, religion, sex, national origin, age, disability, sexual orientation, military/veteran status, or any other characteristic protected by law. The policy applies to all terms and conditions of employment, including, but not limited, to hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training. The Chamber is committed to complying fully with the Americans with Disabilities Act (ADA) and all applicable local, state and federal regulations ensuring equal opportunity in employment for qualified persons with disabilities. All employment practices and activities are conducted on a non-discriminatory basis. Improper interference with the ability of The Chamber s employees to perform their job duties is absolutely not tolerated. Any employees with questions or concerns about any type of discrimination in the work place or harassment that interferes with performance of duties, are encouraged to bring these issues to the attention of their immediate supervisor or the Director of Operations. Employees can raise concerns and make reports without fear of reprisal. Anyone found to be engaging in any type of unlawful discrimination will be subject to disciplinary action, up to and including termination of employment. The establishment of new positions must be approved by the Board of Directors. All hiring within established positions is the responsibility of the President within the guidelines of the budget approved by the Board. The Board will be apprised of all new employees. Employment is based on established criteria of position qualifications and with adherence to Equal Opportunity Employment laws. Recruitment from within The Chamber for vacant positions will take precedence, taking into account the qualifications for the position and the qualifications of the applicant. If there are no qualified applicants within The Chamber, the recruitment process will be expanded. Immediate family members of current employees cannot be hired at the Chamber, including step-relatives, and aunts, uncles, cousins, nieces, and nephews. Employment Status It is the intent of The Chamber to clarify the definitions of employment classifications so that employees understand their employment status and benefit eligibility. These classifications do not guarantee employment for any specified period of time. The right to terminate the employment relationship at will at any time is retained by both the employee and The Chamber. All employees are designated as either Non-Exempt or exempt under state and federal wage and hour laws. Exempt Employees are generally managers, professional, administrative, or technical staff who are exempt from the minimum wage and overtime provisions of the FLSA. Exempt employees hold jobs which meet the standards and criteria established under the FLSA by the US Department of Labor. Non-Exempt Employees are employees whose work is covered by the Fair Labor Standards Act (FLSA). They are NOT exempt from the law s requirements concerning minimum wage and overtime. Part-Time Employees - Part-time employees are defined as those whose regular work hours are less than 30 hours per week. Part-time employees are paid on an 6

9 hourly basis and are not eligible for employee benefits unless otherwise stated in the terms of any benefit plan. Temporary Employees - Temporary employees are defined as those who are employed on a temporary basis only. Temporary employees are paid on an hourly basis and are not eligible for employee benefits. Other Sources of Employment - It is the policy of The Chamber that full-time Chamber employees should not be employed full or part time elsewhere, or to establish and run their own business, without written permission from the department manager and President. This written permission shall be forwarded to the Director of Operations, and will be placed in the employee's personnel file. Failure to comply can be cause for disciplinary action such as warnings, suspension or dismissal. Orientation - All newly hired employees will be oriented in order to accomplish the following objectives: 1. To promote employee identification with The Chamber. 2. To set the stage for a high level of motivation by integrating the interests and goals of The Chamber with those of the new employees. 3. To lay the groundwork for the establishment of mutually satisfying interpersonal relationships between the present employees and the new employees. 4. To thoroughly acquaint the new employee with every detail of his/her new job. An orientation day and schedule will be prepared by the new employee s department manager. The employee will be scheduled to visit each department of The Chamber so that the new employee will be familiar with each department. The following will be covered during the orientation period: 1. Introduction to the President. 2. The history and the purpose of The Chamber. 3. Personnel policies and procedures. 4. Employee benefits program. 5. Time-keeping procedures and explanation of pay periods. 6. Tour of The Chamber office. The department manager is responsible for further orientation and training of the new employee. Hours of Operation Regular office hours are from 8 a.m. to 5 p.m., Monday through Friday. A normal work day for non-exempt employees will usually be eight hours, exclusive of one hour for lunch, and the normal work week will usually be 40 hours. All non-exempt employees are expected to be at their desks and ready to work promptly at 8:00 a.m. or to be at a designated Chamber function or meeting in lieu of their desks Non-exempt employees are expected to depart The Chamber office at the close of the business day, normally 5:00 p.m., unless they are conducting additional business or acting within the designated scope of their duties. Lunch periods do not serve as time worked, and therefore are not compensated. According to the State of Illinois Department of Labor, non-exempt employees working 7½ hours or longer are entitled to a meal period of at least 20 minutes no later than 7

10 five hours after the start of work. Since one hour of lunch time is provided (to be normally taken after four hours of work) there are no additional established break periods. Each employee has the freedom to use the restroom as needed and does not need to wait until the lunch break time. Overtime - Non-exempt employees are entitled to overtime pay if they work more than 40 hours in a work week, in accordance with Federal and State labor laws. See Exempt/Non-Exempt Overtime Pay, for more information regarding overtime compensation. Working overtime hours without supervisor approval is prohibited and subject to disciplinary action. Flexible Work Schedule A flexible work schedule arrangement may be available to all exempt (and, subject to supervisor approval, non-exempt) staff. This schedule is intended to provide staff more flexibility to take care of personal business, to reduce staff stress, to improve staff morale, to enhance employee recruitment and retention efforts, and to reduce tardiness. The guidelines for flex time shall be established by the President and be provided in writing to all employees. Employment Records The Chamber maintains a personnel file on each employee. The personnel file includes such information as the employee s job application, resume, records of training and salary changes and other employment records and is kept by the Director of Operations. Personnel files are the property of the Chamber, and access to the information they contain is restricted. Generally, only supervisors and management personnel of the Chamber who have a legitimate work-related reason to review information in the file are allowed to do so. Correct and accurate employment records are important. Information concerning employee's address, telephone number, person to contact in case of an emergency, change in name, marital status, number of dependents for reporting to governmental agencies, group life and health insurance application and change information, social security number, and employment eligibility information must be kept up to date. Each employee is responsible to report any changes in the above-mentioned areas to the Director of Operations office in writing within 10 days of the change. Employees are entitled to view their personnel files and all of the contents with the exception of letter(s) of reference, interview notes, or reference notes. A written notice must be provided to the Director of Operations at least one full working day in advance. Personnel files must be viewed in the presence of the Director of Operations or President. Requests for Information About Present and Former Employees - To protect a person's legal right to privacy, any request received from outside the Chamber about a present or former employee should be referred to the Director of Operations or President. Such inquiries should not be answered by other employees. The Chamber is responsible for and will respond to all reference check inquiries from other employers. Responses to such inquiries will confirm only dates of employment and position(s) held. The Director of Operations or President shall only release information upon written request from the employee or former employee. Sick Leave/Short-Term Disability When an employee expects to miss work because of illness, accident, or emergency, he/she should notify his/her supervisor, or in their absence another manager, 8

11 personally by telephone within one hour of usual daily starting time explaining the reason for absence and expected day of return. An employee should avoid using voice mail or text-messaging in notifying his/her supervisor. If the illness, accident, or emergency requires more than one day absence, the employee is to inform his/her supervisor daily of their progress. Two or more instances of disregard to the above-referenced guidelines may result in termination. For all other kinds of absences, such as jury duty or military reserve training, permission should be requested far enough in advance, as is practical, so that adequate coverage can be obtained. Sick Pay Accumulation - (Salaried employees only) If an employee's normal work week is 40 hours, one day sick pay for each month worked can be accumulated. In one year an employee will accumulate 12 sick days pay, three of which may be used as emergency days in that year. (See, "Absences - Emergency Day", for explanation on what qualifies as an emergency day.) If sick pay accumulated is not used, it carries over from year to year. An employee may carry over all sick days to a total accumulation not to exceed 150 days. Sick Pay Eligibility - (Salaried employees only) An employee is not eligible to receive sick pay benefits during the first three months of employment. However, sick pay does accrue during this three-month period so that by the end of the three-month period the employee has accumulated three days of sick pay. Each full-time employee of The Chamber shall be entitled to sick leave with pay at the rate of one work day for each completed month of service, which is equal to 12 work days a year. Regular part-time employees shall be entitled to sick leave on a prorated basis upon completion of six months of service. The prorated basis is half day sick pay for each month worked. An employee will accumulate six days of sick pay and the policy above will be followed. Temporary employees shall not be entitled to sick leave with pay. If illness or injury occurs while an employee is on vacation, the time shall not be charged to sick leave, but shall remain charged to vacation, unless the employee is injured or hospitalized and presents a doctor s report. Sick leave may be used for illness, disability or injury of the employee, appointments with a doctor, dentist or other professional medical practitioner, quarantine, and for serious illness or disability in the employee's immediate family which requires the employee's personal care and attention. (Immediate family includes and is limited to: father, mother, sister, brother, grandmother, grandfather, children, spouse, and grandchildren, step parents, step siblings, step children, and foster children.) Any employee on leave of absence shall not earn sick leave while on leave. An employee who is absent from duty shall report the reason therefore to his/her supervisor prior to the date of absence when possible but no later than one hour after the regular work day starts. An employee who is absent three consecutive days due to illness may be required to submit a physician's statement. During an extended illness, it is the responsibility of the employee to ensure that his/her supervisor is informed and kept current of his/her status on a regular basis. Failure to follow this policy may result in denial of paid sick leave for the period of absence and/or dismissal. 9

12 In cases of job-related or non-job-related injury or illness of more than five consecutive work days, the employee shall notify The Chamber of the anticipated date of return to work at least five work days prior, if possible and present a physician's return to work slip, indicating length of disability, any work limitations, and the anticipated date of return. Evidence of wrongful use of sick leave shall justify investigation, which may result in denial of claims, holiday pay, and disciplinary action. Evidence of wrongful use on the scheduled work shift immediately preceding and/or immediately following a holiday will result in denial of holiday pay. Where the pattern of sick leave usage indicates wrongful use of sick leave privileges, The Chamber may verify the illness of the employee by telephone calls or personal visits to the employee. Where such calls or visits fail to substantiate illness or injury, The Chamber may request verification by a physician for each subsequent illness which occurs within the following ninety day period. If an employee uses not more than one sick day in the course of a calendar year, he or she will be awarded one additional floating holiday, to use within the following 12 months, in appreciation of good attendance. Absences that are chargeable to sick leave in accordance with the sick leave policy shall be charged in an amount not smaller than two (2) hours. The official sick leave record shall be maintained by the Director of Operations. Compensation Upon Termination - Employees hired before January 1, 1991 will be compensated for any unused sick days at the rate of one day's pay for every two sick days remaining upon employment termination. Employees hired after January 1, 1991 are not eligible to be compensated for any unused sick days at the time of employment termination, per The Chamber Board of Directors. Leave of Absence Medical Leave of Absence - A medical leave of absence may be granted for a maximum of six weeks in any 12 month period in cases of injury or illness. To be eligible, an employee must make this request in writing and submit a doctor's statement to his/her supervisor in advance, if possible, but in no case no later than three working days after the last day of work. Periodic updates may be required. Any leave beyond six weeks will be defined as an extended leave. The Chamber cannot guarantee that the employee's job after six weeks will be available when and if he/she returns. If it becomes necessary to fill the employee's job during his/her absence, The Chamber will consider the employee for any job(s) available at the time he/she returns for which he/she is qualified. If there are no appropriate vacancies at that time, The Chamber will put the employee on a preferred hiring list, and consider him/her for any suitable opening which may arise during the six weeks following the date on which he/she is able to return to work. If the employee is reinstated on a full-time basis during this period, he/she will resume employment with full credit for past service. If the employee cannot be reinstated on a fulltime basis during this time, his/her employment will be considered terminated. Only full time employees, upon completion of one year of consecutive service, shall be entitled to medical leave. He/she must use all his/her accrued vacation and sick leave during the medical leave. If the employee does not have enough accrued vacation or sick leave to cover the entire leave, he/she will be placed on a leave of absence status without pay. 10

13 Maternity Leave - All policies, rules and regulations applicable to employees who are granted sick leave or medical leave shall be applicable to employees requesting maternity leave. 1. Only full time employees, upon completion of one year of consecutive service, shall be entitled to maternity leave. 2. The employee must inform the physician as to the duties of her job, and receive a statement from the physician no later than at the end of her sixth month of pregnancy advising her supervisor when she should cease working to protect her health. The employee shall be placed on maternity leave on the date that the physician feels that the employee should cease work. 3. The employee must use all her accrued vacation and sick leave at the beginning of her maternity leave until it has been exhausted. 4. Following the depletion of the employee's accrued vacation and sick leave, she will be placed on a maternity leave of absence status without pay. The employee may return no later than six weeks after delivery. 5. During a leave without pay, the employee shall not accrue vacation and sick leave. Retirement benefits and holiday pay will not be paid for that period of time. For an extended maternity leave, health and life insurance will not be paid by the employer, and the employee will be responsible for premium payments. An extended leave is defined as leave beyond six weeks following delivery. Military Reserve Training - If an employee is a military reservist participating in an annual two-week training period, he/she is entitled to receive all or part of his/her regular pay for the time away, subject to the following conditions: 1. If those two weeks are taken as vacation time, he/she will receive full vacation salary. 2. If those two weeks are not taken as vacation time, he/she will be paid the difference between military pay and salary for two weeks, assuming that military pay is the lesser of the two. To qualify for payment, a copy of the orders, and a statement of military earnings for the two weeks must be submitted to the Director of Operations office. Bereavement Leave Employees who wish to take time off due to the death of a family member should notify their supervisor immediately. Up to two (2) days of paid bereavement leave (computed at straight-time rate) will be provided to eligible employees to travel, make arrangements or attend the funeral of an employee s or spouse s immediate family. If time off beyond bereavement leave is necessary, an additional (3) days of sick leave may be taken. Bereavement leave will normally be granted unless there are unusual business needs or staffing requirements. Employees may, with their supervisors approval, use any available paid leave for additional time off as necessary. Bereavement leave will not be counted as time worked for the purposes of calculating overtime. 11

14 Immediate family includes and is limited to: father, mother, sister, brother, grandmother, grandfather, children, spouse, and grandchildren. Leave for the funeral of other family members or friends is addressed as an Emergency Day under Other Absences from Duty. Jury Duty The Chamber supports jury duty as a matter of civic obligation. When an employee receives an order to report for jury duty, it should be presented to his/her supervisor so that proper arrangements can be made in advance. He/she should report to his/her job on any day, or part of the day, that jury attendance is not required. He/she will receive his/her normal salary in addition to whatever compensation he/she receives from the court. Voting Leave Any person entitled to vote at a general or special election or at any election at which propositions are submitted to a popular vote in the State of Illinois, shall, on the day of such election, be entitled to paid leave for a period of 2 hours between the time of opening and closing of the polls. However, a written request to leave must be submitted prior to the day of election. Leave will only be allowed during the first two hours or the last two hours of the operating hours of the polling place, and the employee must have been scheduled to work during either of these times to be eligible for leave. Other Absences from Duty Absences for reason other than illness or injury require the approval of a supervisor. Approval of the absence, and the decision whether or not an employee will be paid for the absence, are based on several factors. These factors include the reason for the absence, length of service, performance, record of attendance, and the work schedule in his/her area. If approved by an employee s supervisor, the employee may use up to three (3) sick days within one calendar year for emergency absences. Absences - "Emergency Day" - Emergency days are defined as: (1) auto accident, (2) court appearances, (3) deaths and funerals of step-relatives, foster children, or friends, (4) serious illness, including births in the immediate family, (5) graduation in the immediate family, out of the city, (6) major damage to the home, (7) wedding in the immediate family, out of the city, (8) travel problems due to inclement weather, (9) school visitation, and (10) unanticipated loss of dependent care. Absences by Hourly Paid Employees - Hourly employees are not paid for absences; however, with the approval of the supervisor, an hourly paid employee may take a scheduled work day off, and work those scheduled hours at another specified time. Disability Accommodation Requests Individuals with qualified disabilities as defined under the Americans With Disabilities Act (ADA) may request a reasonable accommodation in writing to the Director of Operations. Upon receipt. the Director of Operations will meet with the requesting individual to confirm the specific accommodation(s) requested. If necessary, the President or Executive Vice President will be consulted to determine the feasibility of making the accommodation, including cost and other impacts on the organization. The Director of Operations will advise the employee of the company s decision. 12

15 Salary Policy The Greater Springfield Chamber of Commerce has a salary administration program. Salaries are based on job content and responsibility, and are comparable to those paid for similar work by area firms to ensure that The Chamber can attract and maintain capable employees. The Executive Committee shall establish salary ranges on an annual basis. Salary reviews are held semi-annually and are based upon job performance, merit and the budget limitations of the organization. The Chamber does not have a formal bonus program, and salary increases are not based upon cost of living considerations. Employees can be paid based upon a semi-monthly salary or paid on an hourly basis depending on the position, the number of hours worked, and the exempt or nonexempt status. Salary may be reviewed for merit increase or promotional increase. Promotional increases are given when an employee is promoted, providing his/her salary is below the mid-point in the next salary range. The fact that salary is reviewed does not mean that an employee will be given an increase. A supervisor works within the overall percentage guidelines set by the Board in determining the size of a salary increase. The recommendation of how much to increase a salary will depend on the employee's job performance and budget constraints. Performance Objectives - Each employee will be required to develop performance objectives for each calendar year to be mutually agreed upon by his/her department manager. These objectives will state specific ways the employee plans to learn about and grow in his/her job. Examples of an employee s objectives could include furthering his/her education, finding ways to perform his/her job more efficiently, job shadowing other employees, development or revision of projects, or assuming new duties. Performance Appraisals - The extent to which an employee moves up within a salary range depends greatly on overall job performance. Performance appraisals are a vital part of the salary program. Performance appraisals are scheduled on a regular basis. The first appraisal takes place about three months after an employee is hired and is a performance only review for the purpose of letting the employee know whether or not the Chamber perceives that the employee is fulfilling the basic requirements of the job for which he/she was hired. Thereafter, performance appraisals are scheduled on a semi-annual basis. Performance appraisals are a very important part of career development. When performance appraisals are issued, a supervisor will schedule a discussion with the employee. He/she should be ready to take advantage of this chance to review the strengths and weaknesses of performance, whether or not performance objectives were met, and learn how to develop a capacity for greater responsibility. Performance is rated on job description responsibilities and performance objectives. Employees will be asked from time to time to perform self appraisals of their performance. An employee's performance rating will be considered when salary is reviewed. Performance ratings are also used to help evaluate candidates for promotion. 13

16 Pay Periods Pay periods are the 15th and the last day of the month. When a pay day falls on a weekend or holiday, employee pay is disbursed via direct deposit on the previous work day. Employee pay will only be provided via direct deposit to the employee s bank account of choice. Withholding Taxes - Social security, federal and state income taxes are withheld from pay. The amount that is withheld for income taxes depends on the number of withholding exemptions that are claimed on the employee's W-4. If at anytime an employee's number of exemptions should change, he/she should see the Director of Operations and complete a new W-4. Usually an employee's dependents will change when he/she gets married or divorced, a dependent is born or dies, or he/she stops supporting a dependent. Deductions - All contributions to the cost of employee benefit plans are deducted from an employee's pay on each payday. Contributions to the United Way can be made through payroll deductions. Voluntary payroll deduction(s) for an employee can be deducted only if they are preceded by written approval by the employee. They can be terminated by written employee request. Time records - Hourly and non-exempt employees must fill out a weekly time sheet. This is a requirement by the Federal Fair Labor Standards Act. The employee's time sheet is used each pay period to make sure that non-exempt employees are properly paid for the time he/she has worked. Failure to complete time sheets may result in an employee s pay being withheld until the time sheet is completed properly. Exempt employees should keep their electronic calendars current and viewable by all staff. Each employee is required to complete a time management form each month. This form is a matrix of all the various functions of the Chamber and is used by employees to record time they ve allocated to each function. Results of these forms are tabulated at the end of each calendar year and are used for income tax purposes, budget development, and other reasons. Exempt/Non-Exempt Overtime Pay Hourly and non-exempt employees qualify for overtime pay or compensatory time during the same week overtime is accrued if they work more than 40 hours in a work week, in accordance with federal and state labor laws. All overtime must be approved in advance with the employee's manager and authorized on the weekly time sheet by the manager. Hourly employees are paid overtime at the rate of one and one-half times their hourly rate. Hourly rates for salaried non-exempt employees are calculated by dividing the salary by the number of hours which the salary is intended to compensate. Overtime is computed by multiplying hours worked by one and one-half times the hourly rate. All overtime must be approved by the department manager prior to it being worked. The employee's supervisor may give an employee compensatory time off in the same work week as opposed to having him/her work more than 40 hours in the work week. Holiday pay is paid at straight time and no overtime will be paid if it is not part of the over 40 hours calculation. Exempt employees are those whose work is considered to be of a professional, administrative, or non-clerical nature in compliance with the federal and state labor law definitions. They are exempt from overtime pay. See page 5, Hiring, for definitions of employee status. 14

17 Expense Reimbursement It is the policy of The Chamber to reimburse Chamber staff when they have incurred expenses for Chamber business-related activities. Monthly expense reports should be completed and presented for approval by the first working day of the following month. Supervisors should identify accounts to which expenses are to be charged. All reports must be formally approved by each employee s supervisor. The President's report must be approved by an officer of the Board. The auto mileage reimbursement rate will be in conformance with IRS guidelines. Mileage reimbursements are for travel, other than to and from one's residence, directly related to performance of job responsibilities by salaried employees. All managers travel reimbursement expenses must be approved by the President, and the President's reimbursement approved by an officer of the Board. Safety Emergencies It is the policy of The Greater Springfield Chamber of Commerce to comply with the Occupational Safety and Health Act (OSHA). The Act requires that employers do the following: 1. Provide a place of work free from hazards that cause, or are likely to cause, serious harm to employees. 2. Comply with the standards that are stated in the OSHA act. 3. Correct all violations of health or safety standards. 4. Keep records of and make periodic reports on work-related deaths, illnesses, and major injuries. It is management's responsibility to see that the work environment is free of hazards, but it is also the responsibility of the employee to comply with all health and safety regulations and procedures and to act in a safe manner. Any safety or health hazards which come to an employee's attention should be reported to his/her supervisor or department manager immediately. Emergency-Disaster Management Policy Emergency situations include events such as fires, robberies and bomb threats. The Greater Springfield Chamber of Commerce recognizes its workforce as its most valuable asset. If an emergency arises, primary concern should be the preservation of life and prevention of injury. Protection of Chamber property and assets is important, but only after everything possible has been done to protect the people involved.. To protect these assets, the following policies and procedures have been established. Emergency Contact Information Policy All employees must provide emergency contact information for persons to be contacted in the event of a personal emergency. Emergency contact information is confidential and will not be made available to nonessential staff. Severe Weather Policy The Greater Springfield Chamber of Commerce will make every effort to maintain normal work hours even during inclement weather. A decision on whether or not to close the office due to inclement weather will be made solely by the President, or the senior staff member in his/her absence. All full-time employees will be paid for such time off, and part-time employees will only be paid if they were scheduled to work that day and only for those hours which the employee would normally work. 15

18 If the President opts to close the office, he will notify the Director of Operations and Executive Vice President, who will then notify employees. When the office remains open but an employee is unable to make it to work due to inclement weather, hazardous road conditions, or school closing in their community (in the event they have children attending school), sick time may be used for this absence. If an employee does not have any sick time accrued, vacation time will be used. Employees should notify their supervisor using the procedures identified under the Sick Leave provisions stated in this handbook. The Chamber maintains a Disaster Prevention, Preparedness, and Business Contingency Plan to assist staff in responding to any type of emergency. A copy of the Plan is located at the reception area so that it can be taken and utilized in the event of an emergency. A copy of the Plan is also kept offsite in the possession of the Director of Operations and the President. Employees will receive a copy at orientation. Problem-Solving Procedures It is the policy of The Chamber to minimize the cause for questions or controversy relating to the interpretation or application of Chamber policies and procedures. Whenever a group of people are required to work together for an extended period of time, problems and misunderstandings can occur. In order to ensure prompt and constructive problem-solving, employees are encouraged to follow this procedure: The employee should discuss the problem with his/her supervisor immediately. If they are dissatisfied with the solution proposed or if a settlement does not occur within a reasonable time, they may present the problem to the Director of Operations in an attempt to reach a final solution to the problem. If a settlement does not occur within a reasonable time, they may then discuss the matter with the President. Although it is recommended that an employee talk with his/her supervisor first, he/she may bypass any level when the matter involves the individual with whom you would normally communicate, if he/she is not completely satisfied, or if the nature of the problem is very personal. The President will take appropriate action, and the decision is final and binding. Smoking Policy The Chamber offices are a non-smoking environment. Sexual Harassment and Other Unlawful Harassment It is against our policies for any employee, in any employment capacity or role, to unlawfully harass another employee. Harassment prohibited by this policy includes sexual harassment (as defined below in paragraph 1) as well as other forms of prohibited harassment (as defined below in paragraph 2). All new employees are required to view a video on sexual harassment during their new employee orientation. In the event that an employee believes that he or she has been subject to harassment prohibited by this policy, the employee is encouraged to submit a complaint pursuant to the procedures outlined in paragraph 3 of this policy. 16

19 1. Sexual Harassment It is against our policies for any employee, in any employment capacity or role, whether male or female, to sexually harass another employee by: a. making unwelcome sexual advances, requests for sexual favors and other verbal or physical conduct of a sexual nature a condition of an employee s continued employment; or b. making submission to or rejection of such unwelcome conduct the basis for any employment decision; or c. Creating an intimidating, hostile or offensive environment by such conduct. Sexual harassment includes behavior which is personally offensive and which interferes with the work effectiveness of its victims and their co-workers. Such behavior may include, but is not limited to: Making unwelcome sexual advances, requests for sexual favors, and other verbal or physical conduct of a sexual nature. Making submission to or rejection or such unwelcome conduct the basis for any employment decision, including, but not limited to, hiring, firing, failing to promote, reassignment to different responsibilities or a decision causing a significant change in benefits. Engaging in preferential treatment or a promise of preferential treatment to an individual in exchange for sexual conduct or dates. Denying or threatening to deny privileges, benefits or entitlements to an individual, or the denial or threat of denial of employment or advancement of an individual because of that individual s refusal to consent to sexual advances. Denying or threatening to deny privileges, benefits, or entitlement to an individual, or the denial or threat of denial of employment or advancement of an individual because of hostility toward the presence of that individual s gender in the workplace. Threatening, denigrating or showing hostility toward an individual because of hostility toward the presence of that individual s gender in the workplace. Making sexually oriented or sexually degrading comments, or sexually suggestive jokes or gestures. Displaying sexually oriented pictures, posters, drawings, or other materials which may be construed by others to be offensive. Engaging in persistent or repeated unwelcome flirting or pressure for dates or generally intimidating conduct. Retaliating against an individual for reporting or complaining about sexually harassing or abusive conduct. Creating an intimidating, hostile or offensive working environment by such conduct. 17

20 2. Other Forms of Prohibited Harassment In addition to sexual harassment as defined above, it is against our policies for any employee, in any employment capacity or role, whether male or female, to harass another employee on the basis of race, color, ancestry, national origin, religion, disability, age, marital status and/or unfavorable discharge from military service. Such harassment includes any verbal or physical conduct that denigrates or shows hostility toward an employee because or the employee s race, color, ancestry, national origin, religion, disability, age, marital status and/or unfavorable discharge from the military service. Such harassment occurs when such conduct has the purpose or effect of interfering with an employee s work performance, creating a hostile or offensive working environment or otherwise adversely affecting the employee s employment opportunities. Examples of such harassment: epithets, slurs, negative stereotyping or insulting or degrading words of actions. Harassment also includes threatening, intimidating or violent acts directed against an employee. Harassment may also exist in the use of written or graphic materials, such as cartoons or jokes. 3. Complaint Procedure and Investigation An employee who believes that he or she has been subjected to harassment as defined in Section 1 and/or Section 2 above should immediately make a verbal or written complaint to the Director of Operations. The Director of Operations will immediately undertake a thorough investigation of all such complaints. In all cases, the investigation will be conducted by personnel not involved in the alleged harassment and with due consideration to the privacy and confidentiality of the employee and all other involved individuals. In all cases, the investigation will be conducted with the utmost privacy and confidentiality. However, in some instances certain details of the employee s complaint may necessarily be shared with other necessary parties of the investigation. The investigatory process will also allow the opportunity for response to all allegations of the alleged harasser. The Chamber encourages you to use this harassment policy when necessary and assures its employees that they need not fear reprisals for doing so. We also assure any employee accused of harassment an opportunity for a fair and impartial investigation of the allegations against him/her. If the complaint of harassment involves the Director of Operations, the employee should address the harassment complaint to the attention of the President, unless the President himself/herself is involved in the harassment, then to the Chairman of The Board of Directors who shall serve as the alternate investigator in place of the President/ or shall otherwise designate an alternate investigator(s). All assurances with respect to the investigation process and the confidentiality thereof as set forth earlier in this policy shall be adhered to by the President or Chairman and/or alternate investigator(s). The Director of Operations and any supervisor who becomes aware of possible sexual harassment must immediately advise the President. In all instances, all of the other procedures outlined in this sexual harassment policy will be followed by the alternate investigator. 4. Discipline If, after thorough investigation, it is found that any supervisor, agent or employee has harassed or discriminated against another employee, The Chamber will take immediate corrective action, including appropriate discipline against the party engaging in the harassing conduct. Such discipline will be based upon specific circumstances of each case and may range from a written warning up to and including termination. 18

21 In the event the President determines that an incident of probable harassment did occur, and that the perpetrator of the harassment was a member off The Chamber, the President shall report such findings to the Executive Committee of The Chamber. The Committee shall determine the appropriate level of corrective response, including expulsion of the member from membership, referral to local authorities or other discipline if necessary. Workplace Violence The Company provides a safe workplace for all employees. To ensure a safe workplace and to reduce the risk of violence, all employees should review and understand all provisions of this workplace violence policy. Prohibited Conduct: We do not tolerate any type of workplace violence committed by or against employees. Employees are prohibited from making threats or engaging in violent activities. This list of behaviors, while not inclusive, provides examples of conduct that is prohibited. Causing physical injury to another person; Making threatening remarks; Aggressive or hostile behavior that creates a reasonable fear of injury to another person or subjects another individual to emotional distress; Intentionally damaging employer property or property of another employee; Possession of a weapon while on company property or while on company business; Committing acts motivated by, or related to, sexual harassment or domestic violence. Reporting Procedures: Any potentially dangerous situations must be reported immediately to the Director of Operations, or, in his/her absence, the President. Reports can be made anonymously and all reported incidents will be investigated. Reports or incidents warranting confidentiality will be handled appropriately and information will be disclosed to others only on a need-to-know basis. All parties involved in a situation will be counseled and the results of investigations will be discussed with them. The Chamber will actively intervene at any indication of a possibly hostile or violent situation. Risk Reduction Measures: Hiring: The Chamber takes reasonable measures to conduct background investigations to review candidates backgrounds and reduce the risk of hiring individuals with a history of violent behavior. Safety: The Company conducts annual inspections of the premises to evaluate and determine any vulnerability to workplace violence or hazards. Any necessary corrective action will be taken to reduce all risks. Individual Situations: While we do not expect employees to be skilled at identifying potentially dangerous persons, employees are expected to exercise good judgment and to inform the Director of Operations if any employee exhibits behavior which could be a sign of potentially dangerous situations. Such behavior includes: Discussing weapons or bringing them to the workplace; Displaying overt signs of extreme stress, resentment, hostility, or anger; Making threatening remarks; Sudden or significant deterioration of performance; 19

22 Displaying irrational or inappropriate behavior. Employees at Risk: The Chamber will identify and maintain a list of employees who have been determined to be at risk for becoming victims of violence because of the nature of their job or because they are subject to harassment, violence, or threats from a non-employee. The Chamber will design a plan with at-risk employees to prepare for any possible emergency situations. Dangerous/Emergency Situations: Employees who confront or encounter an armed or dangerous person should not attempt to challenge or disarm the individual. Employees should remain calm, make constant eye contact and talk to the individual. If a supervisor can be safely notified of the need for assistance without endangering the safety of the employee or others, such notice should be given. Otherwise, cooperate and follow the instructions given. Enforcement: Threats, threatening conduct, or any other acts of aggression or violence in the workplace will not be tolerated. Any employee determined to have committed such acts will be subject to disciplinary action, up to and including termination. Non-employees engaged in violent acts on the employer s premises will be reported to the proper authorities and fully prosecuted. Promotions and Reassignments It is the policy of The Greater Springfield Chamber of Commerce that all promotions and reassignments be made on the basis of merit and that all positions be filled by the best qualified person available. This policy enables The Chamber to attract and hold talented people and rewards a high level of performance. Opportunities for Advancement - The continual growth of The Chamber, and the normal turnover, provide opportunities for present employees to advance within The Chamber. An employee s ability to advance will depend mainly on performance in his/her current job. Opportunities for advancement can also come through a transfer to a job in the same job grade. This type of transfer can put an employee in an area where he/she can make better use of his/her interests, abilities, and potential. Request for Advancement or Transfer - If at anytime an employee wants to be considered for a position in a different area of The Chamber, it is suggested that he/she discuss first with his/her supervisor and then with the Director of Operations. The Director of Operations will discuss his/her qualifications and past performance records with references to areas for which the employee might be qualified. If there are no openings at the moment for someone with his/her qualifications, the Director of Operations will work with him/her in keeping the request open for future considerations. Appearance Guidelines What is considered to be appropriate attire depends upon an employee's job, location, and working hours. It is not the intention to dictate what an employee wears; however, it is important to bear in mind that during business hours one's personal appearance is not completely personal. A good image is portrayed not only by courtesy and efficiency, but also by proper dress and personal appearance. Appearance guidelines are the responsibility of each department, and supervisors will let employees know the standards that have been set. 20

23 Use of Personal Vehicle for Business Purposes To operate a personal vehicle while on company business, employees must provide, on an annual basis, proof of a valid and current driver s license and current auto insurance. Employees are required to carry the minimum auto insurance coverage as required under the laws of the State of Illinois. The Chamber recommends that employees carry coverage that exceeds these State requirements and may offer counseling in this regard during employee orientation or thereafter. Employees are expected to drive in a safe and responsible manner and to maintain a good driving record. Driver Guidelines and Reporting Requirements Any employee who has a driver s license revoked or suspended shall immediately notify the Director of Operations and immediately discontinue driving vehicle for business purposes. Failure to do so may result in disciplinary action, including termination of employment. Accidents in personal vehicles while on Chamber business, regardless of severity, must be reported to the Director of Operations. Accidents are to be reported immediately (from the scene, during the same day, or as soon as practicable if immediate or same day reporting is not possible). Accidents involving the employee s personal injury must be reported to the Director of Operations for Worker s Compensation purposes. Failing to stop after an accident and/or failure to report an accident may result in disciplinary action, up to and including termination of employment. * Company business is defined as driving at the direction, or for the benefit, of employer. It does not include normal commuting to and from work. Personal Telephone Calls and Mail Much of The Chamber s business with customers is transacted by the telephone, and it is important that the telephone be kept free for that purpose. Occasionally personal telephone calls are necessary, but they should be infrequent and as brief as possible. Because of the large volume of mail handled by The Chamber, employees should restrict the receipt of personal letters or packages through The Chamber. Policy Every Chamber employee is responsible for using the electronic ( ) system properly and in accordance with this policy. Any questions about this policy should be addressed to the Director of Operations. The system is the property of the Chamber, and has been provided for use in conducting company business. All communications and information transmitted by, 21

24 received from, or stored in this system are company records and property of the Chamber. The system is to be used for company purposes only. Usage of the system for personal purposes should be kept at a minimum. Employees have no right of personal privacy in any matter stored in, created, received, or sent over the Chamber system. The Chamber, in its discretion as owner of the system, reserves and may exercise the right to monitor, access, retrieve, and delete any matter stored in, created, received, or sent over the system, for any reason and without permission of any employee. Even if employees use a password to access the system, the confidentiality of any message stored in, created, received, or sent from the Chamber system still cannot be assured. Use of passwords or other security measures does not in any way diminish the Chamber's rights to access materials on its system, or create any privacy rights of employees in the messages and files on the system. Any password used by employees must be revealed to the Chamber as files may need to be accessed by the company in an employee's absence. Employees should be aware the deletion of any messages or files will not truly eliminate the messages from the system. All messages are stored on a central back-up system in the normal course of data management. Even though the Chamber has the right to retrieve and read any messages, those messages should still be treated as confidential by other employees and accessed only by the intended recipient. Employees are not authorized to retrieve or read any messages that are not sent to them. Any exception to this policy must receive the prior approval of the President. The Chamber's policies against sexual or other harassment apply fully to the system, and any violation of those policies is grounds for discipline up to and including discharge. Therefore, no messages should be created, sent, or received if they contain intimidating, hostile, or offensive materials concerning race, color, religion, sex, age, national origin, disability or any other classification protected by law. The system may not be used to solicit for religious or political causes, commercial enterprises, outside organizations, or other non-job related solicitations. Users should routinely delete outdated or other unnecessary s and computer files. These deletions will help keep the system running smoothly and effectively, as well as minimize maintenance costs. Employees are reminded to be courteous to other users of the system and always conduct themselves in a professional manner. s are sometimes misdirected or forwarded and may be viewed by persons other than the intended recipient. Users should write communications with no less care, judgment and responsibility than they would use for letters or internal memoranda written on Chamber letterhead. Because records and computer files may be subject to discovery in litigation, Chamber employees are expected to avoid making statements in or computer files that would not reflect favorably on the employee or the Chamber if disclosed in litigation or otherwise. Internet Policy All employees are provided with access to the Internet to assist them in performing their jobs. The Internet can be a valuable source of information and research. Use of the Internet, however, must be tempered with common sense and good judgment. Although the Chamber recognizes that the Internet may have useful applications to the Chamber s business, employees should not engage in Internet use unless a specific 22

25 business purpose requires such use. Surfing the Net is not a legitimate business activity. Personal use of the Internet may be allowed during breaks or as authorized by an employee s supervisor. Employees must not deliberately perform acts that waste computer resources or unfairly monopolize resources to the exclusion of others. These acts include, but are not limited to, sending mass mailings or chain letters, spending excessive amounts of time on the Internet, playing games, engaging in on-line chat groups, printing multiple copies of documents, or otherwise creating unnecessary network traffic. Because audio, video and picture files require significant storage space, files of this or any other sort may not be downloaded unless they are business-related. The computers and computer accounts given to employees are to assist them in performance of their jobs. Employees should not have an expectation of privacy in anything they create, store, send, or receive on the computer system. The computer system belongs to the Chamber and its primary use is for business purposes. The Chamber has the right, but not the duty, to monitor any and all of the aspects of its computer system, including, but not limited to, monitoring sites visited by employees on the Internet, monitoring chat groups and news groups, reviewing material downloaded or uploaded by users to the Internet, and reviewing sent and received by users. The Chamber may use software to identify inappropriate or sexually explicit Internet sites. Such sites may be blocked from access by the Chamber network. In the event an employee encounters inappropriate or sexually explicit material while browsing the Internet, immediately disconnect from the site, regardless of whether the site was subject to company blocking software. Files obtained from sources outside the Chamber, including disks brought from home; files downloaded from the Internet, newsgroups, bulleting boards, or other online services; files attached to ; and files provided by customers or vendors may contain dangerous computer viruses that may damage the Chamber s computer network. Employees should never download files from the Internet, accept attachments from outsiders, or use disks from non-chamber sources without first scanning the material with Chamber-approved virus protection software. If you suspect that a virus has been introduced into the Chamber s network, notify the Director of Operations immediately. Violations of the Policy or Internet Policy may result in disciplinary action, including possible termination, and civil and criminal liability. Use of the Internet and via the Chamber s computer system constitutes consent by the user to all of the terms and conditions of these policies. Employees are also required to sign the following and Internet Policy Acknowledgment Form as a condition of employment Social Media Policy The Greater Springfield Chamber of Commerce recognizes the evolving role of social media and other web 2.0 tools in relations marketing and encourages the use of these tools to promote the organization s brand message, to create dialogue with our members and other community stakeholders, to communicate our programs and uses and to help achieve the goals set forth in our Strategic Plan. Our Social Media Policy & Guidelines apply to all Chamber employees working on behalf of the Chamber who contribute personally or professionally to any of social media or Web 2.0 tool, including blogs, micro blogs, wikis, social networks, virtual worlds, and others. 23

26 The Greater Springfield Chamber of Commerce reserves the right to monitor and control, at its discretion, its brand identity online as well as offline. The Chamber will take any corrective measure it deems necessary, up to and including termination if, at its sole discretion, it feels an employee has harmed the Chamber brand through his or her social media activities. Employees of the Chamber or shared network users should engage in social media and other Web 2.0 tools during business hours only to conduct Chamber business. Employees should use common sense, courtesy and good judgment when networking online, just as would be done in face-to-face communications. Employees should not represent themselves or the Chamber in a false or misleading way. All statements must be true and not misleading; all claims must be substantiated. Employees are legally liable for anything the write or present online, and should consider this before posting anything. Employees should confirm the right to use something with attribution before publishing. Proper credit for work created by others should be given. Personal social media accounts used only for personal activities should not disclose the employee s place of employment, nor should the employee represent him or herself as a spokesperson to the organization. Since many Chamber employees are well known in the community, using maximum security and privacy controls on personal accounts is highly recommended. Guidelines Using Chamber-Sponsored Social Media Employees are not authorized to represent the Chamber online without prior written permission from the President. Once approved, employees should work with the Director of Communications to ensure consistency in messages and strategy. Employees should be transparent and show affiliation to the Chamber when discussing the organization or an issue relating to the Chamber s work. Information or comments relative to your area of expertise may be provided on nonconfidential issues. Topics outside an employee s expertise should be directed to the appropriate staff member. When posting remarks or comments, employees should be respectful, constructive and add value to the conversation. If a conversation becomes adversarial or antagonistic, the President or another appropriate staff member should be contacted for guidance. Employees should not leave a conversation abruptly in fear or anger, but should instead remain respectful and polite. Do not make negative comments about other individuals, organizations or companies, as they may be members, future members or partners in some capacity. As in any written form of communication, please double check spelling, grammar and punctuation. 24

27 Drug-Free Workplace Policies and Procedures The Greater Springfield Chamber of Commerce is committed to providing a safe work environment and to promoting and protecting the health, safety, and well-being of its employees. This commitment is jeopardized when any employee of The Greater Springfield Chamber of Commerce engages in the use, possession, sale, conveyance, distribution or manufacture of illegal drugs, intoxicants or controlled substances, including alcohol or abuse of prescription drugs. Substance abuse is a significant public health problem which has a detrimental effect on the business community in terms of productivity, absenteeism, accidents, medical costs, theft, and workers compensation costs. Therefore, The Greater Springfield Chamber of Commerce has established the following policy: It is a violation of company policy for any employee to use or have any detectable trace amount of drugs or alcohol in his/her system at any time while on or using company property, conducting company business or otherwise representing the company during regular business hours. However, Chamber employees are allowed to consume alcohol in moderation while attending after-hours meetings or special events sponsored by the Chamber or other organizations, even if the employee is technically representing the Chamber at the function. Employees are expected to maintain a professional demeanor and conduct at these functions. Behavior deemed unprofessional, at the sole discretion of management, will result in disciplinary measures and/or termination. It is a violation of company policy for anyone to use prescription drugs illegally. However, nothing in this policy precludes the appropriate use of legally prescribed medications or over-the-counter medications taken in accordance with the manufacturer s or doctor s recommendations or directions. An employee performing safety-sensitive duties, such as driving or operating equipment, should notify his/her supervisor, on the first business day the medication is prescribed, when prescribed medications may interfere with his/her ability to perform these duties. The Greater Springfield Chamber of Commerce requires notification from employees about any convictions they receive for violations of criminal controlled substance statutes in the workplace, within five days of such conviction. Each conviction will be reported within 10 days thereafter to the contracting state or federal agency of this organization, if applicable. The Greater Springfield Chamber of Commerce, within 30 days of learning of a conviction or violation of this policy, will either discipline the employee, or, as an alternative, offer help in dealing with said employee s controlled substance problem, through an approved drug abuse assistance or rehabilitation program. Drug-testing will be conducted in the following forms and manners: Pre-employment: Applicants must pass a drug and/or alcohol test as a condition of employment before beginning work. Reasonable Suspicion: Employees are subject to testing if a supervisor reasonably suspects them of using alcohol or drugs in violation of this policy while they are at work, on Chamber premises or performing Chamber duties at off-site locations. Follow-Up: Employees who have tested positive or violated this Policy, who at the sole-discretion of The Greater Springfield Chamber of Commerce are not 25

28 terminated, are subject to follow-up testing at times and frequencies determined by The Greater Springfield Chamber of Commerce, for up to two years. Post-Accident: Employees involved in an accident while driving a vehicle for the purpose of performing Chamber duties will be subject to immediate drug-testing. Collection and Drug-Testing Procedures Employees subject to alcohol testing shall be driven to a Chamber-designated clinic and directed to provide breath specimens. Applicants shall be directed to drive themselves to the Chamber-designated clinic. Specimens shall be collected in compliance with procedures as specified by the standards established by the U.S. Department of Health & Human Services. Employees subject to drug-testing shall be driven to a Chamber-designated clinic and directed to provide urine specimens. Applicants shall be directed to drive themselves to the Chamber-designated clinic. Applicants and employees may provide split specimens and may provide specimens in private unless they appear to be submitting altered, adulterated or substitute specimens. Collected specimens shall be sent to a federally-certified laboratory and tested for evidence of marijuana, cocaine, opiate, amphetamine and PCP use. There shall be a chain of custody from the time specimens are collected through testing and storage. The laboratory shall transmit positive drug tests results to a Medical Review Officer (MRO), retained by The Greater Springfield Chamber of Commerce, who shall offer persons with positive results a reasonable opportunity to establish that their results are caused by prescribed medications or lawful substances, or otherwise to rebut or explain the test results. Persons with positive test results may also ask the MRO to have their split specimen sent to another federally-certified lab, to be tested at their own expense. Such requests must be made within three working days of notice of test results. If the second lab fails to find any evidence of drug use in the split specimen, the employee or applicant will be treated as passing the test. Consequences Applicants who refuse to cooperate in or fail to pass a drug and/or alcohol test will not be hired. Employees who refuse to cooperate in required tests, test positive for illegal drug or alcohol use, possess, consume, buy, sell, manufacture, dispense or use illegal drugs or alcohol in violation of this Policy may be terminated. If an employee is suspended in lieu of termination, at the sole discretion of The Greater Springfield Chamber of Commerce, continued employment and/or reinstatement will be conditioned on cooperation with a SAP, successful completion of any prescribed treatment, passing follow-up tests and other mutually-agreeable, appropriate conditions, as determined by The Greater Springfield Chamber of Commerce. Confidentiality Information and records relating to positive test results, drug and alcohol dependencies and legitimate medical explanations provided the MRO shall be kept confidential and maintained in secure files separate from normal personnel files. Such records and information may be disclosed among managers and supervisors on a need-to-know basis and may be disclosed where relevant to grievance, charge, claim or other legal proceeding initiated by or on behalf of an employee or applicant. 26

29 Employees and applicants shall, upon written request, have access to their own results and to records relating to them which the MRO provides to The Greater Springfield Chamber of Commerce or receives from The Greater Springfield Chamber of Commerce s designated laboratory. Definitions of Terms Alcohol means any low-weight alcohol such as ethyl, methyl or isopropyl alcohol. (The term includes beer, wine, spirits and medications such as cough syrup that contain alcohol.) Driver means any employee who, in accordance with his/her job description, is required to possess a driver s license or drive a vehicle or any employee who actually drives a vehicle on duty. Chamber Premises includes, but is not limited to, all buildings, offices, grounds, places and vehicles owned or leased by The Chamber. Illegal Drugs means substances whose use or possession is controlled by federal law, but which are not being used or possessed under the supervisor of a licensed health care professional. Medical Review Officer (MRO) means a licensed physician (medical doctor or doctor of osteopathy) responsible for receiving laboratory results generated by the Chamber s drug and alcohol testing policy who has knowledge of substance abuse disorders, and has appropriate medical training to interpret and evaluate an individual s confirmed positive test results together with his or her medical history and any other relevant biomedical information. On Duty means all time from when you are scheduled to start work until you are relieved of all work responsibilities. Reasonable Suspicion means actions, appearance, speech or bodily odors which reasonably cause a trained supervisor to conclude that an employee is using or has any detectable trace amount of drugs or alcohol in his/her system while working, on duty, on Chamber premises, operating Chamber vehicles, or at a Chamber-sponsored social event. Refuse to Cooperate means to obstruct the collection process, to submit an altered, adulterated or substitute sample, or to fail to promptly provide specimen(s) for testing when directed. SAP is a substance abuse professional who, if you test positive and are not terminated, decides whether you need help with a drug or alcohol problem, whether you have properly followed any program prescribed for you and can return to duty, and when you have to take follow-up tests. The SAP can also help you with drug-alcohol problems. Miscellaneous This policy is not a contract of employment and may be modified by The Greater Springfield Chamber of Commerce at its discretion. To the extent Contractor employees, who are present on Chamber premises, engage or appear to have engaged in conduct that would violate this Policy if done by an employee, such Contractor employees will be barred from those premises. 27

30 Intervention Substance abuse and/or addiction may not always be obvious to the person experiencing the problem. In such cases assistance may be necessary in order to provide direction for the individual. When there is a concern for or about a co-worker, related to alcohol or suspected drug use, contact your manager. The concern and observations may well contribute to slowing or stopping the problem through an intervention process by the manager or other trained individuals. Summary The Greater Springfield Chamber of Commerce is balancing its respect for individuals with the need to maintain a safe, productive, drug- and alcohol-free environment. The Chamber is offering a helping hand to those employees who need it, while sending a clear message that the illegal use of drugs and the abuse of alcohol are incompatible with employment at The Greater Springfield Chamber of Commerce. Progressive Discipline The purpose of this policy is to state The Chamber s position on administering equitable and consistent discipline for unsatisfactory conduct in the workplace. The best disciplinary measure is the one that does not have to be enforced and comes from good leadership and fair supervision at all employment levels. The Chamber s own best interest lies in ensuring fair treatment of all employees and in making certain that disciplinary actions are prompt, uniform, and impartial. The major purpose of any disciplinary action is to correct the problem, prevent recurrence, and help the employee become successful. Although employment with The Chamber is based on mutual consent and both the employee and The Chamber have the right to terminate employment at will, with or without cause or advance notice, The Chamber may use progressive discipline at its discretion. Disciplinary action may call for counseling, written warnings, or termination of employment depending on the severity of the problem and the number of occurrences. The Chamber recognizes that there are certain types of employee problems that are serious enough to justify either a suspension, or, in extreme situations, termination of employment, without going through the usual progressive discipline steps. While it is impossible to list every type of behavior that may be deemed a serious offense, the dismissal policy includes examples of problems that may result in discipline or termination or employment. However, the problems listed are not all necessarily serious offenses, but may be examples of unsatisfactory conduct. Dismissal Since employment at The Chamber is based upon continuing mutual consent, either the employee or the employer is privileged to terminate employment at any time, for any reason. It is important for the employee's record that termination is brought about properly. It is also important for The Chamber to have adequate advance notice of the employee's desire to terminate. There are four main types of termination procedures: 28

31 Resignation - An employee who terminates service with The Chamber is requested to give at least two work weeks written notice to his/her immediate supervisor. This will allow the organization to arrange for a replacement and provide adequate training. An exit interview will be scheduled with the Director of Operations to discuss the employee's experience within his/her department, and within The Chamber as a whole. During the interview the employee will receive information about benefits for which he/she may be eligible such as a health/life insurance, vacation or retirement. On or before the employee's last day of work, the employee will be required to turn in any Chamber property such as keys, etc. Quitting - This is a term applied when an employee leaves without notice or with less than a two-week notice. This practice causes the employee's record to carry a poor termination report and negatively affects the opportunity for re-employment with The Chamber. Layoff - This term refers to a termination of employment by the Chamber because of a lack of work, lack of funds or reorganization. Dismissal - This is an involuntary termination of the employee initiated by The Chamber. Although it is the desire of The Chamber that dismissal of an employee is taken only with supporting documentation of unsatisfactory performance, attitude, or attendance after appropriate warning by the supervisor, there are some situations, such as extreme insubordination and security related incidents that may result in immediate dismissal. The following reasons are among those that may be used as cause for immediate dismissal (this list is not and is not intended to be an all inclusive list): 1. Failure to give notification of absence or illness within The Chamber guidelines. 2. Gross insubordination. 3. Refusal to follow directive of superiors without good cause (good cause being defined as endangering the health or life of employees or in direct conflict with generally accepted moral codes). 4. Theft or misuse of Chamber monies, records or property or that of other employees. 5. Conviction of a felony or other crime that may be detrimental to the interests of The Chamber. 6. Misconduct in public which would reflect adversely on the image of The Greater Springfield Chamber of Commerce, and/or immoral or indecent conduct on company property. 7. Violation of any company policies in this manual. 8. Possession of weapons on Chamber property or while on duty. 9. Threatening, intimidating or coercing any employee or member. 10.Other offenses that in the manager s judgment seriously threatens the interests or well being of The Chamber or any employee. 11. Unacceptable attendance and/or tardiness. 12. Poor work performance. 13. Dishonesty or falsification of company records. 29

32 Chapter 3 Employee Benefits B enefits are available to all full-time employees of The Greater Springfield Chamber of Commerce. Benefits are subject to change at the discretion of the Chamber s Board of Directors. Benefits are as follows: Vacations The length of an employee's vacation depends on his/her length of service. Full-time employees are awarded vacation time as follows per The Chamber Board of Directors: Completion of 1 year Completion of 7 years Completion of 14 years President receives 20 days. 12 working days 15 working days 20 working days Salaried employees receive their regular salary during vacation. Hourly paid employees vacation pay depends on the average number of regular hours worked per week over the past 26 weeks. Hourly paid employees will earn one day for every 208 hours worked based on an 8 hour day scale. Temporary or irregular part-time employees do not receive vacation pay. A vacation is based on the employment anniversary date. An employee may not carry more than one year s worth of earned vacation (including converted sick days) at any given time A new employee is required to work until the vacation is earned before taking a vacation; however, permission may be given for vacation at the President s discretion. Exceptions to the vacation policy as a result of employment negotiations may be approved by the Executive Committee. Scheduling Vacation - With the approval of a supervisor, an employee may take vacation any time within the calendar year. Vacation may be taken in increments of no less than one-half (½) day. The approval will depend on the work schedule of the department and on the vacation plans of others. All managers are responsible for coordinating vacation schedules so that enough people are available to carry on the functions of each department. Length of service generally determines the order of vacation choice. Holiday Within Vacations - If an official holiday falls on a working day during vacation, it is counted as a holiday and not as one of the vacation days. It may be 30

33 used to increase a vacation period by one day, or it may be taken at some other time during the year. Final Pay Adjustments - Final pay adjustments for vacation credit are made for employees who resign, quit, laid off, are dismissed, go on extended leaves of absence, or change between full-time and part-time. The employee is compensated for unused vacation credit earned in the final year of employment. If the employee actually has taken unearned vacation, the vacation pay will be withheld from his/her final pay with their written permission. The amount of vacation credit received is a prorated percentage of the employee's vacation allowance for a full year, depending on how many full calendar months the employee has worked in the year. For example, an employee who works six full calendar months will get credit for six vacation days if the employment requirements were met. Vacation credit does not accumulate for any time in which an employee is on unpaid leave of absence. Paid Holidays All salaried full-time employees receive 10 paid holidays a year. The official Chamber holidays are as follows: New Year's Day Memorial Day Independence Day Labor Day Thanksgiving Day Friday after Thanksgiving Christmas Eve Day Christmas Day Floating Holidays (2) Employees are eligible to choose two floating holidays of their choice. An employee s request will be granted depending upon the work schedule of the department and must be authorized by his/her supervisor. When a holiday falls on a Saturday or a Sunday, the preceding Friday or the following Monday, respectively, is treated as an official Chamber holiday. Part-time employees receive 10 holidays a year but will be paid the number of hours that they are normally assigned to work. Temporary or irregular part-time employees do not receive paid holidays. Employees who terminate will not be paid for unused floating holidays. Medical, Dental, Life and Disability Insurance Medical - Subject to the insurance company s eligibility requirements, the Chamber makes available to its regular full time employees group medical insurance and group term life insurance which will take effect on the first day of the month after one month of employment and subject to compliance with the regulations of the existing insurance plan. The terms and conditions under which single medical insurance is available to employees are specified in the insurance provider s manual, available from the Director of Operations. The Chamber pays for the medical and life insurance premiums for the employee at the rate of 99 percent of the premium charged by the 31

34 insurance company, and the employee shall pay the remaining one percent of the premium. The employee s portion of the premium is deducted from the employee s paycheck from the first pay period of the last month of each calendar year. Employees may opt to insure their dependents under the dental insurance policy, and will be required to share in the cost at a rate of one-half (½) of the dependent portion of the premium. This will be deducted from his/her paycheck each pay period. If an employee s status changes to an extended leave without pay, the employee will be responsible for the entire amount of his/her and his/her dependents medical and life insurance premiums during the time of leave. Medical Coverage After Termination - Medical coverage for employees who leave Chamber employment will continue until the last day of the month in which they leave. Terminated employees have the option of retaining the offered group insurance of The Chamber for a maximum of 9 months or until the employee accepts employment elsewhere which offers health insurance. If the terminated employee wishes to continue the group insurance, the terminated employee is responsible for the entire gross premium, which must be paid by the 25th of each month for the following month. Any state or federally-mandated assistance programs of a temporary nature supercede this policy for the duration of the temporary mandate. Upon expiration of the mandate, termination coverage reverts back to this policy. Dental - The Chamber also provides to all full-time employees a dental policy, at no cost to the employees. The employee may enroll at the same time he/she is filling out an enrollment application form for health. Employees may opt to insure their dependents under the dental insurance policy, and will be required to share in the cost at a rate of one-half (½) of the dependent portion of the premium. This will be deducted from his/her paycheck. Employees and their dependents are eligible for coverage on the first day of the month after three months employment. Life Insurance - The Chamber provides to all full-time employees life and accidental death & dismemberment insurance. Employees pay 1% of the policy premium. Dependent life insurance is also available at cost to the employee. The employee s portion of the premium is deducted from the employee s paycheck from the first pay period of the last month of each calendar year. Disability Insurance Long-term, group disability insurance is provided to full-time employees on the first day of the month following one month of employment. This insurance guarantees a monthly income to an employee who is unable to work because of an accident or serious illness. Employee Assistance Program (EAP) The Chamber cares about the health and well-being of its employees and recognizes that a variety of personal problems can disrupt their personal and work lives. While many employees solve their problems either on their own or with the help of family and friends, sometimes employees need professional assistance and advice. Through the Employee Assistance Program (EAP), The Chamber s servicing agency provides confidential access to professional counseling services for help in confronting such personal problems as alcohol and other substance abuse, marital and family 32

35 difficulties, financial or legal troubles, and emotional distress. The EAP is available to all employees and their immediate family members offering problem assessment and referral to appropriate community and private services. The EAP s strictly confidential and is designed to safeguard your privacy and rights. Information given to the EAP counselor may be released only if requested by you in writing. All counselors to whom you would be referred are guided by a Professional Code of Ethics. Personal information concerning employee participation in the EAP is maintained in a confidential manner. No information related to an employee s participation in the program is entered into the personnel file, nor does the EAP notify the Chamber of an employee s participation. There is no cost for employees to consult with an EAP s counselor arranged through the servicing agency. Services available include: Assessment/referral interviews Telephone consultations Articles and information Referral services to community resources If counseling is necessary, the EAP counselor will outline community and private services available. Costs associated with private services may be covered by the health insurance plan. Costs that are not covered are the responsibility of the employee. Minor concerns can become major problems if you ignore them. No issue is too small or too large, and a professional counselor is available to help you when you need it. A pamphlet is distributed at the orientation, and additional information is distributed from time to time. Accidents on Duty/Workers Compensation The Chamber provides a comprehensive worker s compensation insurance program at no cost to employees. This program covers any injury or illness sustained in the course of employment that requires medical, surgical, or hospital treatment. Subject to applicable legal requirements, worker s compensation insurance provides benefits after a short waiting period or, if the employee is hospitalized, immediately. Employees who sustain work related injuries or illnesses should inform their supervisor immediately. No matter how minor an on-the-job injury may appear, it is important that it is reported immediately. This will enable an eligible employee to quality for coverage as quickly as possible. Continuing Education Program It is the policy of The Chamber to foster the educational growth of its employees. In meeting this objective, The Chamber will give consideration of financial assistance to qualified employees who desire to further their education. The Chamber believes that continuing education is important to all of its employees. For this reason The Chamber will reimburse all seminars, conferences, etc. approved by a supervisor once a receipt and evidence of attendance are presented to accounting. 33

36 In-House Training Programs - There are several educational and training programs sponsored by The Chamber that prepare employees for jobs and responsibilities. To be eligible, the employee must complete a seminar request form and then send it to his/her supervisor. If the supervisor approves, and the departmental budget allows, he/she may attend any of The Chamber's sponsored seminars or training institutes. Conferences and Seminars - An employee wishing to attend a conference or seminar must complete a seminar request form and then send it to his/her supervisor. If the supervisor approves, and the departmental budget allows, he/she may attend the training. Certification, Licensing, or Other Professional Designations - Upon supervisor approval and provided funds are available within the appropriate departmental budget account, employees may request training to seek a professional certification, license, or other designation related to his/her job. A seminar request form outlining details of the training and related costs must be submitted to his/her supervisor for approval. Tuition Reimbursement - Upon supervisor approval and provided funds are available within the appropriate departmental budget account for tuition assistance, employees may request reimbursement for tuition for courses (related to his/her job) in pursuit of a degree at one of the local universities or colleges. Reimbursement will be as follows: 1. He/she must complete and submit a tuition reimbursement form to his/her supervisor before enrolling for a class. If there is a question as to whether or not a particular course is eligible for reimbursement, a course description must be attached. The supervisor will then submit the request to the President for approval. 2. An employee pays his/her own tuition. 3. Upon completion of the course(s), the employee must resubmit a file copy of the tuition reimbursement form along with a copy of his/her grades. His/her tuition will be reimbursed, within two weeks after receiving an original grade slip from his/her school if a grade of "C" or better, or a Pass grade if grading is based on a Pass/Fail system. Reimbursement requests must be submitted no later than six weeks following the end of the semester. If an employee terminates within eighteen months after completing a degree-related course or courses, reimbursement to the Chamber for the full amount of the tuition and related expenses will be deducted from his/her final paycheck. Retirement The Chamber provides a (401K) retirement plan for employees who qualify. An employee must be 21 years of age, be employed for one year and have 1000 hours of service each year. Enrollment can only be on January 1 and July 1 of each year. The Chamber will invest per pay period an amount equal to a certain percentage of participants' total annual earnings to the plan, as approved by the Board of Directors. The employee may also voluntarily invest a pre-tax contribution percentage of his/her annual earnings and, subject to Federal regulations, additional voluntary contributions which are taxed. 34

37 To be fully vested, the employee must have six years graded vesting. Listed below is the vesting schedule: 2 years- 20% 3 years- 40% 4 years- 60% 5 years- 80% 6 years- 100% An employee must complete at least two years of employment to receive any retirement pay except for his/her voluntary contributions. The amount of retirement pay he/she will receive is based on length of service and salary. Complete details of the 401(k) plan are described in the Summary Plan Description provided to eligible employees. Contact the Director of Operations for more information about the 401(k) plan. Unemployment Compensation The Chamber pays all of the costs for unemployment compensation. No contributions are made to this program by the employee. Benefits are governed and paid by the State of Illinois. 35

38 Chapter 4 Administrative Policies T he Chamber has established policies and guidelines for dealing with a variety of administrative functions and situations. Committee Management Standing committees, as a matter of general practice, arrange for regular meetings. The committee chair will call for the number of meetings that are necessary. The staff member responsible for the committee(s) will: 1. Confer with the chairman to schedule meeting dates, determine procedures, and set agendas. 2. Send meeting notices to all members of the committees. 3. Reserve meeting facilities. 4. Prepare a call sheet of committee members. 5. Make certain members are contacted, either on the morning of or afternoon before a meeting to remind them of the time and place. 6. Record minutes of all meetings within 48 hours and submit a copy to the President within this timeframe. 7. Offer advice and counsel when needed and/or requested. 8. Write reports on committee activity when committee action is warranted. 9. Assist with publicity for committee activities. 10. Submit committee resolutions for Board of Directors approval to the President before Board meetings. Confidential Matters Since the Chamber is entrusted with many confidential matters, employees must keep matters that are handled by The Chamber in strictest confidence. Any unauthorized disclosure of confidential information will result in disciplinary action and may result in termination. Publicity The Chamber's President will approve all publicity referring to The Chamber, its officers, directors, and personnel. Staff should release no information about The Chamber to the media without prior clearance. Mainstream media inquiries should always be referred to the President or Director of Communications. 36

39 Solicitation and Distribution The Chamber's policy on solicitation and distribution has been established to maintain an orderly work process, to avoid intrusions upon employees at their work, and to insure efficient service to customers/members. Solicitation is defined as asking for memberships, signatures, contributions, pledges, dues, subscriptions, etc. Distribution is defined as handing out leaflets, bulletins, handbills, literature, or other items, including the sale of merchandise for charitable and other purposes. Non-employees are prohibited from solicitation or distribution on Chamber premises at all times. Employees who observe violations of this rule should immediately notify their supervisor or the President. Employees should use extreme discretion in solicitation or distribution during his/her working time and should use similar discretion in approaching other employees for these purposes during their working time. These activities are prohibited at all times in any area in which employees are providing service to members or visitors. Exceptions to some of these policies are made during certain charitable drives that have been supported by The Chamber for many years as part of its commitment to social and community services. Even during these annual drives, solicitation and distribution are not permitted in areas where an employee is providing service to a member or visitor. Staff Meetings All members of the staff will participate in a weekly staff meeting. The purpose of these meetings is to permit staff members to recommend improvements, discuss problems, exchange ideas, and make brief reports on current projects. Use of Offices by Other Organizations Chamber space is available (free of charge or for a specified fee) for organizations with the President's or Executive Vice-President's prior approval. Those using Chamber facilities for meetings are liable for any damage to the building. Recommendations/Endorsements Since The Chamber is supported by many firms that are in competition with each other, it does not make recommendations or endorsements of products, services, companies, etc. When someone inquires about a product or service, names of all Chamber members that are concerned with the particular product or services should be given. The names of non-members, when members provide the product or services about which the inquiry is made, should not be provided. Budget Control The Chamber's operations are geared to anticipated annual receipts and expenditures. Income estimates are made at the beginning of each year and at the same time expense estimates for the operations of programs are also made. From these estimates an annual budget is prepared and ultimately adopted by the Board of Directors. In order to stay within the budgeting limitations, all Chamber expenses over $250 should have advance approval by the President or his/her designee before any commitment is made. 37

40 Acknowledgement of Policies Handbook Acknowledgement I have received my Employment Handbook which explains employee benefits and Chamber policies. I understand that The Chamber may revise, add to, or delete any policies, procedures, or benefits without notice, as deemed necessary for the efficient operation of The Chamber. In consideration of my employment, I agree to conform to the rules and regulations of The Chamber. I understand that nothing contained in this guide is intended to create an employment contract between The Greater Springfield Chamber of Commerce and myself for either employment or for the providing of any benefits. Consequently, I have a right to terminate my employment at any time and The Chamber retains a similar right. I understand that no manager or representative of the Chamber other than the President has any authority to enter into any agreement for employment for any specified period of time. In the event a President is not employed, the Board of Directors may designate a representative with hiring authority. Since the information, policies and benefits described here are necessarily subject to change, I acknowledge that revisions to the Handbook may occur. All such changes will be communicated through official notices, and I understand that revised information may supersede, modify or eliminate existing policies. The Chamber reserves the right to amend, revise, to follow, or not to follow the terms of this Handbook at any time in its sole discretion. Drug-Free Workplace Policy Acknowledgement I hereby certify that I have read and understand The Greater Springfield Chamber of Commerce s policy of maintaining a drug-free workplace, and, as a condition of employment, I promise to abide by that policy. I also promise to notify The Chamber if I am convicted of any criminal drug statute violation occurring in the workplace within five days of such conviction. Disaster Prevention, Preparedness, and Business Contingency Plan I hereby certify that I have been provided a copy, read and understand The Greater Springfield Chamber of Commerce s Disaster Prevention, Preparedness, and Business Contingency Plan. This plan includes procedures to be followed in the case of any emergency. Internet, and Social Media Policy Acknowledgement I acknowledge that I have a received a copy of the Chamber s and Internet Policy. I agree to read it thoroughly, and agree that if there is any policy or provision in the policy I do not understand, I will seek clarification from the Director of Operations. I understand that my use of the Chamber s and Internet system constitutes my consent to all the terms and conditions of that policy. In particular, I understand that (1) the system and all information transmitted by, received from, or stored in the system are the property of the Chamber, (2) the system is to be used primarily for business purposes, and for personal purposes only during breaks or as authorized by my supervisor, and (3) I have no expectation of privacy in connection with the use of the E- mail system or the Internet or with the transmission, receipt, or storage of information in that system. I agree not to use a code, access a file, or retrieve stored communications unless authorized. I acknowledge and consent to the Chamber s monitoring my use of the system and the Internet at any time at its discretion, including printing and reading all s entering, leaving, or stored in the system. Employee's Signature Date of Signature Employee s Printed Name 38

41 Employee Confidentiality Agreement This Agreement is made between (EMPLOYEE) and The Greater Springfield Chamber of Commerce, on 20. EMPLOYEE will perform services for The Greater Springfield Chamber of Commerce to disclose confidential and proprietary information ( Confidential Information ) to EMPLOYEE. (Confidential information is any information of any kind, nature, or description concerning any matters affecting or relating to Employee s services for The Greater Springfield Chamber of Commerce, the business operations of The Greater Springfield Chamber of Commerce, and/or the products, drawings, plans, processes, or other data of The Greater Springfield Chamber of Commerce). Accordingly, to protect The Greater Springfield Chamber of Commerce Confidential Information that will be disclosed to EMPLOYEE, the EMPLOYEE agrees as follows: A. EMPLOYEE will hold the Confidential Information received from The Greater Springfield Chamber of Commerce in strict confidence and shall exercise a reasonable degree of care to prevent disclosure to others. B. EMPLOYEE will not disclose or divulge either directly or indirectly the Confidential Information to others unless first authorized to do so in writing by The Greater Springfield Chamber of Commerce. C. EMPLOYEE will not reproduce the Confidential Information nor use this information commercially or for any purpose other than the performance of his/her duties for The Greater Springfield Chamber of Commerce. D. EMPLOYEE will, upon the request of upon termination of his/her relationship with The Greater Springfield Chamber of Commerce, deliver to The Greater Springfield Chamber of Commerce any drawings, notes, documents, equipment, and materials received from The Greater Springfield Chamber of Commerce or originating from its activities for The Greater Springfield Chamber or Commerce. E. EMPLOYER shall have the sole right to determine the treatment of any information that is part or project specific received from EMPLOYEE, including the right to keep the same as a trade secret, to use and disclose the same without prior patent applications, to file copyright registrations in its own name or to follow any other procedure as The Greater Springfield Chamber of Commerce may deem appropriate. F. The Greater Springfield Chamber of Commerce reserves the right to take disciplinary action, up to and including termination for violations of this agreement. EMPLOYEE represents and warrants that it is not under any preexisting obligations inconsistent with the provisions of the Agreement. Signing below signifies that the EMPLOYEE agrees to the terms and conditions of the agreement stated above. THE GREATER SPRINGFIELD CHAMBER OF COMMERCE Human Resource Signature Date Employee Signature Date 39