Chapter 28. Employee Affairs
NOTE TO READERS: Although, in general, any business may make hiring, termination, or policy decisions on any reasonable and nondiscriminatory basis, be sure to check with your company attorney or an employment law specialist if you have any doubts about the legality or propriety of a policy or action in the workplace.
Policy on accepting gifts
To: Employees of Rolling Meadow Lumber Company
From: Kirsten Thomas, human resources
I am writing to clarify and restate our policy regarding the total ban on accepting gifts from any company, organization, or individual that we do business with.
Gifts include anything of value, meals, sporting or theater tickets, or articles of clothing. This includes employees at work, on the road, as well as any interactions you may have off the job.
We do this to avoid any appearance of partiality toward customers or suppliers.
The full details of this policy are spelled out in the employee manual. Please discuss any questions about this policy with your supervisor or the human resources department.
Violations of the policy are cause for suspension or termination.
Informing employees of policy regarding gratuities
To All Employees,
It is the policy of the Rolling Meadow Historical Association that gratuities are not to be solicited or accepted for services rendered at the museum. Our guests pay an entrance fee or an annual membership, and all services within our walls are included.
For visitors insisting on offering a token of thanks, please ask them to visit the front desk where they can make a donation to the museum.
If you have any questions about this policy, please contact me to discuss them. Violations of any element of the employee handbook are grounds for discipline or dismissal.
William Hadwen, Director
Notice of dress code
To All Employees,
In recent weeks we have noticed a lack of attention to company guidelines regarding appropriate attire among employees.
I want to remind you that the employee handbook includes details of what we consider appropriate attire for those working on the sales floor, in the executive offices, and in the warehouse.
We do not mean to restrict anyone’s freedom of expression, but it is our belief that sales professionals and support personnel should always be dressed in a professional way. Our customers have come to rely on our store as a cut above the discount retailers in quality of merchandise and level of service, and we intend to keep to that model.
Among articles of clothing not permitted are T-shirts, shorts, jeans, and clothing with political, commercial, or suggestive phrases. Workers in the warehouse and delivery departments have additional requirements regarding uniforms and safety shoes.
Please consult the manual or check with us in the human resources office if you have any questions about the dress code. Employees who are improperly attired can be sent home for the day, and repeated violation of the code can lead to termination.
Mary Grace, Personnel Manager
Reminder to department heads about summer dress code
To: All Department Heads
From: Human Resources
With the arrival of summer weather, we want to remind all department heads of company policy regarding our dress code.
It is our expectation that all employees maintain a professional appearance and adhere to all safety codes. That includes a ban on sandals and flip-flops and a requirement that all clothing be appropriate for both our workplace and our customers.
Our employee manual spells out what is appropriate and inappropriate to wear to the office and when visiting our customers or suppliers. Please contact HR with any questions.
Policy on bereavement leave
To All Employees,
Effective immediately, we have made changes to our policies on bereavement leave so that we are able to grant additional time off when necessary.
In addition to the existing policies that are detailed in the employee manual, we are adding the following,
• Any full-time employee may take one day off, with pay, to attend the funeral of a close friend or acquaintance who is not a family member. Requests for such bereavement leaves must be made in writing to the human resources department, and the company may require verification of the details of the request. No more than three such requests will be approved in each calendar year.
• Part-time employees are permitted to request as many as three days off, without pay, to make funeral arrangements or to attend a funeral for a member of their immediate family. Part-time employees may also take one day off, without pay, to attend the funeral of a close friend or acquaintance who is not a family member. A request for a bereavement leave must be made in writing to the human resources department, and the company may require verification of the details of the request.
The company may, at its discretion, grant additional unpaid time off for any employee who needs to travel a great distance or who has a reasonable exceptional need. Application for additional bereavement leave must be made in writing to the human resources department and must also be approved by the employee’s supervisor.
Policy on holiday schedule
Memorandum from Human Resources Department
To All Department Heads and Employees,
As the end of the year and holiday season approaches, we want to remind all employees at Rolling Meadow Lumber about our corporate policy regarding observances of religious holidays.
We celebrate the diversity of our workers, and we want everyone to enjoy their own culture and respect that of others. Therefore, we instruct all employees not to decorate their offices or common areas with any religious symbols or statements.
Our annual holiday party will be held on December 20; details will be announced in a forthcoming memo. At that observance we will ask all members of the Rolling Meadow Lumber family to join in offering best wishes for the holidays and the New Year, in common cause and respect for each other.
If you have any questions about this policy, please contact the human resources department.
Policy on religious observances
To All Department Heads and Employees,
Here at Rolling Meadow Lumber we want to reinforce our commitment to honoring all religious and personal beliefs of our employees and our intention to follow the full scope of all federal and state laws in this area.
It is our policy that there be no discrimination of any kind in hiring, promotion, or other employment matters.
We also ask all employees to separate their religious beliefs and practices from the performance of their jobs in the workplace and at the premises of any of our suppliers and customers.
Please reread the employment manual for details of policies that are drawn from federal law and court decisions supporting the company’s right to discipline or dismiss an employee or manager who discriminates against, harasses, or demeans another individual’s religious beliefs.
If you have any questions about this policy, please contact the human resources department.
Policy on display of political material
To All Employees,
In this political season, it is very important that all employees understand company policy regarding the display of any kind of political material in the workplace.
Rolling Meadow Lumber respects the opinions and beliefs of all of our employees, suppliers, and customers. For that reason, we do not allow the display of political posters or banners or the wearing of buttons or other campaign items anywhere on company property. The same policy applies when sales, purchasing, or installation personnel visit suppliers or clients.
We encourage all employees to become involved in political campaigns and to exercise their right to vote. At the same time, we also remind staffers that the use of company telephones, computers, copying machines, and other equipment for political purposes is not permitted.
If you have any questions about this policy, please contact the human resources department.
Policy on office relationships
To All Employees,
The purpose of this memo is to advise all employees of a newly expanded section of the employee handbook regarding relationships between any manager and a staffer under his or her supervision.
Effective immediately, any person in a supervisory position who has a personal relationship with any staff member is advised to notify their department head or senior executive as soon as it is practical.
The reason for this policy is our commitment to protect the rights of all employees, both at the supervisory and staff levels. We seek to avoid any situation where a supervisory relationship could lead to harassment or special favors in the workplace. If necessary, the human resources department may choose to reassign employees to situations where such conflicts could not occur.
If you have any questions about this policy, or have any concerns about possible or actual harassment or favoritism in the workplace, please immediately contact the human resources department.
Objecting to party on company time
Stephanie Berman (e-mail)
Anderson Textile Company
Stephanie,
I just received your e-mail inviting me to the baby shower for Julie Vigneau on March 6.
I certainly wish Julie well, and I would like to help her celebrate her upcoming motherhood.
But I wonder if you want to rethink the timing for the party. It is set for 3 p.m. on a workday, something that is clearly not in keeping with company policy for personal events.
I know that there was a problem about a year ago with a similar party; we all received a memorandum from human resources reminding us of the need to schedule this sort of event outside of working hours and also the requirement that a department head give approval.
I would hate for anyone to get in trouble over this very special time for Julie.
Cindy Mason
Directive from executive to change party time
Stephanie Berman (e-mail)
Stephanie,
I have been made aware of your plans for a baby shower for Julie Vigneau on March 6 at 3 p.m. in Conference Room A.
While I join everyone in wishing Julie the best, as your supervisor I must inform you that the scheduling violates company policy. We do not permit personal parties during ordinary working hours.
I must ask that you reschedule the party for after 5 p.m., or on the weekend in a location not on company property. I will be speaking directly to Julie to make certain she understands we are only seeking that the party not take away from the performance of our jobs.
Mark Nichols
Advisory to employees about flu outbreak
To All Employees,
From Shelia Davis, health services
As you all know, there is a significant outbreak of influenza in our region, and we have already seen some illness among our work force.
The good news is that this season’s flu appears to be relatively mild and not all that dangerous to people who do not have other underlying medical conditions. However, it is very contagious and can cause absences from work of about a week for those affected.
I am writing to advise you of our company policy regarding this illness. Our most important concern is for the health and well-being of our employees and their families. Secondly, we want to do everything we can to be able to continue our operations as near to normal as possible.
According to medical sources, the most common first stage of this particular strain is high fever and general pain; later stages progress to chest congestion and a persistent cough.
Please follow these guidelines,
• If you fell ill at home, please do not come to work. Call your personal physician and follow his or her instructions for treatment and recovery. Contact our office to advise us of your status so that we can track the health of all of our staff.
• If you become ill at work, please immediately leave your work area and come to the health center. We will evaluate all cases and make a determination about whether you should be sent home to recover or whether immediate treatment is required.
• Wash your hands frequently. We are also distributing hand sanitizers throughout our facility and ask you use them.
• If you cough or sneeze, cover your mouth and nose and then wash your hands.
Please feel free to call me at any time with questions. We all hope we can get past this outbreak without major impact on our personal lives and the success of the company.
Notification of smoking ban
To Department Heads and Employees,
Effective May 1, it will be against Rolling Meadow Lumber policy to smoke tobacco anywhere on company property and in company-owned vehicles.
We believe that the use of tobacco is a significant contributor to health care costs, a major expense for the company. And open flames and cigarette ash also present a fire threat in the workplace.
Any employee found smoking on company property, including outdoor areas, will be subject to disciplinary action; violations may result in suspension or termination of employment.
To assist employees, the company medical office will provide counseling on tobacco-cessation techniques and programs. In cooperation with our health insurance carrier, we will offer a one-time subsidy of as much as $500 per employee toward the documented cost of participation in any preapproved antismoking program.
Total ban on tobacco use by employees
To All Employees,
Effective immediately, the use of tobacco in any form is banned on company property as well as at the workplaces of our suppliers and customers.
It is our intention to maintain a safe and healthy environment for all employees. It is our judgment that the use of tobacco is a significant contributor to health care costs and also a danger in the workplace.
Smoking is not permitted anywhere on company property or in company-owned or operated vehicles.
Effective immediately, applicants for employment must agree not to smoke tobacco at the workplace or at home, and agree to random testing for the presence of nicotine in their system. Refusal to submit to a test, or a test result positive for tobacco use, will be grounds for dismissal.
Effective 90 days from today, all current employees of Consolidated Intergalactic must agree not to smoke tobacco at the workplace or at home, and agree to random testing for the presence of nicotine in their system. Refusal to submit to a test, or a test result positive for tobacco use, will be grounds for dismissal.
To assist our employees in meeting these new requirements, the company medical office will provide counseling on tobacco-cessation techniques and will offer subsidies for approved programs.
Advisory on updates to alcohol and drug possession policy
To All Employees,
We ask all staff to read the attached update to the company policy regarding the total ban on alcohol and illegal drugs in the workplace and in any location related to our operations and those of our suppliers and customers.
It is prohibited to:
• Use, possess, buy, or sell any narcotic or controlled substances.
• Use, possess, or buy medications without a valid prescription, or to sell such medications to others.
• Use, possess, buy, or sell alcohol.
• The purpose of our policy is to protect the health and safety of all employees in the performance of their duties.
The new section of our company policy adds the following:
• Any employee who is prescribed a drug that might in any way affect his or her ability to drive or operate machinery must notify the company’s medical office. We reserve the right to temporarily or permanently reassign an employee whose performance may be affected in this way. If you have any questions about whether a particular medication may come under this policy, please consult with the medical office; all medical records will continue to be kept confidential.
• Any employee or part-time worker who is found in possession of alcohol, narcotics, or other controlled substances, or who misuses prescription drugs in any situation on or off company property, may be terminated if it is determined that this adversely affects the organization’s reputation or standing in the community.
Policy on cell phone usage in workplace
To: Employees of Rolling Meadow Gas and Electric Company
From: Human Resources Department
Effective immediately, it is company policy that all employees are to turn off and not use any personal cell phone or other personal electronic device while on the job or in a company vehicle or workplace.
This policy is intended to help prevent dangerous distractions on the job, and especially in working areas and vehicles.
Violation of this policy will be considered sufficient cause for suspension from duty or termination.
All company vehicles and workplaces will continue to be supplied with officially authorized communication devices. These phones, radios, and computers are to be used only for official business and only when they can be operated in a safe manner.
Ban on personal music players
To All Employees,
Employees are not to use personal music players, including cell phones with music capabilities, in the workplace.
We consider these devices to be a safety hazard, interfering with the ability to communicate with others and distracting employees and others who are operating machinery.
Supervisors are asked to instruct employees not to use such devices. Subsequent violations of this policy should be reported to the human resources department for possible disciplinary action including termination of employment.
Asking clarification of liability coverage
To Lester Jones, Executive Director
As you know, we had an incident last week where a visitor to the company slipped and fell in the entrance lobby.
The man suffered a cut, which we helped treat with items from the first-aid kit. He declined transportation to the hospital.
After the incident, though, several of us who are part-time employees realized that we are not certain as to whether we are covered under the company’s liability insurance policy. We certainly want to be able to help in any medical emergency, but we feel we need to know whether we are exposing ourselves to any legal risk in doing so.
I am writing to ask that the company issue a written policy regarding liability and other issues as they affect part-time employees. I look forward to hearing from you on this matter.
Response to question about liability
To Staff,
After a recent incident in which a customer was injured in the store, several staffers have asked for clarification as to their personal liability when coming to someone’s assistance.
If an employee responds with reasonable efforts to assist a customer or another employee, our general liability insurance coverage will be extended to protect against personal liability.
Please understand that in the event of any serious injury or medical problem, employees should immediately summon an ambulance for emergency care.
Ending company support for holiday party
To All Employees
From Human Resources Department
At the suggestion of many employees, we have made a change in our policy for the annual holiday party that will save money in these difficult economic times.
The company will allocate all of the funds that would have been spent on the party to salaries and benefits; it is estimated this will help avoid the equivalent of two full-time layoffs.
Employees and their families who want to gather for a party will be allowed to use the company cafeteria for a potluck dinner that will be organized by a volunteer committee. Details will be forthcoming.
Although we realize this change in policy may disappoint some employees, we hope you will all join us in appreciating the fact we are able to redirect funds toward jobs.
Change in policy regarding snacks for night staff
To All Staff,
For many years, we have shown our appreciation to the staffers who work overtime hours late into the evening during the holiday season by providing a dinner buffet in the employee break room.
This has become a bit of a tradition here at the store, but I am afraid the dinners have become more and more elaborate—and costly—in recent years.
In this difficult year, we have consistently looked for ways to reduce costs without being forced to lay off employees. For that reason, we have decided to end the free buffet at least for this upcoming holiday season.
I hope there is no misunderstanding here about our commitment to our employees. This year we had to decide between free pizza or two fewer members of staff working overtime hours during the holiday.
Sincerely,
Patrick Curtis
Asking timely delivery of meeting minutes
To: Janice Miller, Sales Department
From: Tim Martin, Executive Vice President for Sales
As you know, I was away from the office last Tuesday and missed our monthly sales meeting. Although I try to attend all meetings, there are some schedule conflicts I am unable to avoid.
For the third consecutive time, the minutes of that meeting were not prepared and distributed for more than a week.
Please make an effort to prepare those minutes and distribute them by e-mail to all participants and interested parties within one day after each meeting. That is our standard policy for all departments.
There is a reason for this policy: it allows all of us, whether we are able to attend the meeting or not, to be up to date on all announcements, new programs, and policy changes.
If you have a problem accomplishing this important part of your job description, please contact me immediately so that we can discuss the matter.
Suggesting tighter agenda for staff meetings
To: Jennifer Abbott, Marketing Director
From: Phil Tyler, Executive Vice President for Marketing
Re: Weekly staff meeting
I am a firm believer in the value of staff meetings as a way to share important news, changes in policies, and to solicit the input of everyone in the department.
Unfortunately, I am afraid we have gone off the rails recently. At the last two meetings I attended, there was little or no planned agenda. It was closer to a social gathering than a business meeting. As much as I appreciate parties, I would really be unhappy to have to justify the hourly cost of the meeting based on the salaries of all involved.
Can I suggest the following? As the director of the department, you should draw up an agenda of topics to be discussed and send it to all attendees two or three days ahead of the meeting. You could also solicit suggestions from others at the same time.
The meeting itself should be held to the agenda, with perhaps ten minutes reserved at the end of the session for off-agenda questions.
I don’t think you will have any difficulty coming up with topics for meetings, but if we do reach the point where there is nothing important to discuss, I would suggest canceling the meeting for that week. As you know, all of us are being asked to find ways to cut costs and improve productivity; these meetings should be part of that process.