VISION HOSPITALITY MANAGEMENT LLC
Table of Contents
Section 1 Handbook Introduction
Section 2 The Employment Relationship
Section 3 Hiring
Section 4 New Employee Information
Section 5 Hours
Section 6 Pay Policies
Section 7 Employee Benefits
Section 8 Use of Company Property
Section 9 Leave and Time Off
Section 10 Performance
Section 11 Workplace Behavior
Section 12 Health and Safety
Section 13 Employee Privacy
Section 14 Computers, Email and the Internet
Section 15 Employee Records
Section 16 Drugs and Alcohol
Section 17 Trade Secrets and Conflicts of Interest0
Section 18 Discrimination and Harassment
Section 19 Complaint Policies
Section 20 Ending Employment
1:1 Welcome to Our Company!
It's our pleasure to welcome you to Vision Hospitality Management. We're an energetic and creative bunch, dedicated to high standards of excellence and quality. We value each one of our employees, and we hope that you find your work here rewarding and satisfying.
This section introduces you to our company's history, purpose, and goals. Please read it carefully so that you can better understand who we are and what we do. We think we are a special place—made all the more so by the hard work and dedication of our employees.
1:2 Introduction to the Company
Vision Hospitality Management was created by owners Carlos Rodriguez and Christopher Riley. Both owners have an extensive background on fine dining, casual dining and deli style establishments. Catering is a crucial part of our business and one that we plan to grow. It is important that you feel comfortable to our open door policy and let us know how we can improve the workplace for you. We believe in respect and honesty, and will demand it from of our employees as well. We are hands-on owner operators and will expect everyone that works for us to embrace our team philosophy.
1:3 The Purpose of This Handbook
We think that employees are happier and more valuable if they know what they can expect from our Company and what our Company expects from them. In the following sections, we will introduce you to our Company's history, values, culture, and goals. We expect you to incorporate that information into your day-to-day job performance, striving to meet our Company's values in everything you do.
The remainder of this Handbook will familiarize you with the privileges, benefits, and responsibilities of being an employee at Vision Hospitality. Please understand that this Handbook can only highlight and summarize our Company's policies and practices. For detailed information, you will have to talk to your supervisor.
In this Company, as in the rest of the world, circumstances are constantly changing. As a result, we may have to revise, rescind, or supplement these policies from time to time. Nothing in this Handbook is a contract or a promise. The policies can change at any time, for any reason, without warning.
We are always looking for ways to improve communications with our employees. If you have suggestions for ways to improve this Handbook in particular or employee relations in general, please feel free to bring them to Carlos or Chris.
1:4 Be Sure to Check out Our Bulletin Board
You can find important information about this Company and your employment posted on the bulletin board located by the office. This is also the place where we post important information regarding your legal rights, including information about equal employment opportunity laws and wage and hour laws. We expect all employees to read the information on the bulletin board periodically.
The Employment Relationship
2:1 Employment Is At Will
We are happy to welcome you to Vision Hospitality Management. We sincerely hope that your employment here will be a positive and rewarding experience. However, we cannot make any guarantees about your continued employment at Vision Hospitality. Your employment here is at will. This means that you are free to quit at any time, for any reason, just as we are free to terminate your employment at any time, for any reason with or without notice, with or without cause.
No employee or Company representative, other than Carlos and Chris, has the authority to change the at-will employment relationship or to contract with any employee for different terms of employment. Furthermore, they may change the at-will employment relationship only in a written contract, signed by them and the employee. Nothing in this Handbook constitutes a contract or promise of continued employment.
3:1 Commitment to Equal Opportunity
Vision Hospitality Management believes that all people are entitled to equal employment opportunity.
We follow state and federal laws prohibiting discrimination in hiring and employment. We do not discriminate against employees or applicants in violation of those laws.
We know that we are only as good as our employees, so we search as widely as possible for talented and motivated individuals to fill vacant positions in our Company. Our recruitment methods include referrals, advertisement and/or employment agencies.
Although these methods have served us well in the past, we know that the marketplace is ever changing and that finding high-quality people is an evolving process. We encourage our employees to share with us their ideas about what more we can do to find and recruit talented and motivated individuals.
We conduct all recruiting in a fair and nondiscriminatory manner.
In addition to looking outside the Company for new hires, we also look within. After all, we already know the value and quality of our current employees
To encourage employees to act as recruiters on our behalf, and to reward employees who help make a successful match, we operate an Employee Referral Bonus Program. The amount of the bonus depends on the position that you have helped to fill:
3:3 Employment of Relatives
Usually, this Company will not refuse to hire someone simply because he or she is related to one of our current employees. If you have a relative who might be perfect to fill an open position in our Company, please don't hesitate to refer this person to us.
There are times, however, when employing relatives is inappropriate and has the potential to affect the morale of other employees and to create conflicts of interest for the relatives involved.
Therefore, we will not hire relatives of current employees where one relative will have to supervise the other.
If two employees become related while working for this Company, and if one of them is in a position of supervision over the other, only one of the employees will be allowed to keep his or her current position. The other will either have to transfer to another position or leave the Company.
Under this policy, the term "relatives" encompasses husbands, wives, live-in partners, parents, children, siblings, in-laws, cousins, aunts, and uncles. This policy covers biological relationships, marriage relationships, and step relationships.
New Employee Information
4:1 New Employee Orientation
Within a day or two of starting work, you will be scheduled for a new employee orientation meeting. During this meeting, you will receive important information about our Company's policies and procedures. You will also be asked to complete paperwork and forms relating to your employment, such as tax withholding forms, emergency contact forms, and benefits paperwork.
Please feel free to ask any questions you might have about the Company during the orientation meeting. If additional questions come up after the meeting, you can ask your supervisor.
4:2 Orientation Period
The first 10 days of your employment are an orientation period. During this time, your supervisor will work with you to help you learn how to do your job successfully and what the Company expects of you. This period also provides both you and the Company with an opportunity to decide whether you are suited for the position for which you were hired.
When your employment begins, you will meet with Carlos and/or Chris, who will explain our benefits and payroll procedures and assist you in completing your employment paperwork. You will also meet with your supervisor to go over your job goals and performance requirements. During the orientation period, your supervisor will give you feedback on your performance and will be available to answer any questions you might have.
Although we hope that you will be successful here, the Company may terminate your employment at any time, either during the orientation period or afterwards, with or without cause and with or without notice. You are also free to quit at any time and for any reason, either during the orientation period or afterwards, with notice. Successful completion of your orientation period does not guarantee you a job for any period of time or in any way change the at-will employment relationship.
Your orientation period may be extended if the Company decides that such an extension is appropriate.
4:3 Proof of Work Eligibility
Within three business days of your first day of work, you must complete Federal Form I-9 and show us documentation proving your identity and your eligibility to work in the United States. The federal government requires us to do this.
If you have worked for this Company previously, you need only provide this information if it has been more than three years since you last completed an I-9 Form for us or if your current I-9 Form is no longer valid.
We will give you an I-9 Form and tell you what documentation you must present to us.
At your orientation you should have received a blank I-9 Form and instructions on completing it. If you did not, contact Carlos or Chris immediately.
4:4 Child Support Reporting Requirements
Federal and state laws require us to report basic information about new employees, including your name, address, and Social Security number, to a state agency called the State Directory of New Hires. The state collects this information to enforce child support orders. If the state determines that you owe child support, it will send us an order requiring us to withhold money from your paycheck to pay your child support obligations.
5:1 Hours of Work
Our Company's regular hours of business are from 7AM to 7PM, Between Monday and Friday. We may have catering events on weekends.
Your supervisor will let you know your work schedule, including what time you will be expected to start and finish work each day.
All employees are expected to be here, ready to start work, when we open. Unless you make other arrangements with your supervisor, you are expected to work until closing time.
5:2 Flexible Scheduling
We understand that many employees have to balance the demands of their job with the needs of their families and other outside commitments. Therefore, we offer our employees the opportunity to work a flexible schedule.
If you would like to change your work schedulefor example, to come in and leave a couple of hours earlier or to work more hours on some days and fewer on othersplease talk to your supervisor. The Company will try to accommodate your request, to the extent it is practical. Because not all jobs are suitable to flexible scheduling, and because we must ensure that our staffing needs are met, we cannot guarantee that the Company will grant your request.
5:3 Meal and Rest Breaks
Employees will be provided one meal per shift and will be granted a total of fifteen minutes of break time per eight hour shift.
All overtime work must be approved in writing, in advance, by the employee's supervisor. Working overtime without permission violates Company policy and may result in disciplinary action.
Employees are paid bi-weekly. You will receive your paycheck on Fridays. If a payday falls on a holiday, you will receive your paycheck on the last workday immediately before that payday.
Employees must submit their time cards or time sheets to their supervisor 7 days before payday.
6:2 Advance Policy
Our Company does not allow employees to receive pay advances.
6:3 Payroll Deductions
Your paycheck reflects your total earnings for the pay period, as well as any mandatory or voluntary deductions from your paycheck. Mandatory deductions are deductions that we are legally required to take. Such deductions include federal income tax, Social Security tax (FICA), and any applicable state taxes. If you have any questions about your deductions, or wish to change your federal withholding form (Form W-4), contact Carlos or Chris.
6:4 Wage Garnishments
A wage garnishment is an order from a court or a government agency directing us to withhold a certain amount of money from an employee's paycheck and send it to a person or agency. Wages can be garnished to pay child support, spousal support or alimony, tax debts, outstanding student loans, or money owed as a result of a judgment in a civil lawsuit.
If we are instructed by a court or agency to garnish an employee's wages, the employee will be notified of the garnishment at once. Please note that we are legally required to comply with these orders. If you dispute or have concerns about the amount of a garnishment, you must contact the court or agency that issued the order.
6:5 Expense Reimbursement
From time to time, employees may incur expenses on behalf of Vision Hospitality Management. We will reimburse you for the actual work-related expenses you incur, as long as those expenses are reasonable. You must follow these procedures to get reimbursed:
- • Get permission from your supervisor before incurring an expense.
- • Spend the Company's money wiselymake an effort to save money and use approved vendors if possible.
- • Keep a receipt or some other proof of payment for every expense.
- • Submit your receipts, along with an expense report, to your supervisor for approval within 30 days of incurring an expense.
If your report is approved, you will receive your reimbursement immediately.
Remember that you are spending the Company's money when you pay for business-related expenses. We expect you to save money wherever possible. Your supervisor can assist you in deciding whether an expense is appropriate.
7:1 Workers' Compensation Insurance
If you suffer from an illness or injury that is related to your work, you may be eligible for workers' compensation benefits. Workers' compensation will pay for medical care and lost wages resulting from job-related illnesses or injuries.
If you are injured or become ill through work, please inform your supervisor immediately regardless of how minor the injury or illness might be.
To find out more about workers' compensation coverage, contact Carlos and/or Chris.
If you are unable to work because of an illness or injury that is not related to work, then you might be eligible for state disability insurance instead of workers' compensation.
7:2 Unemployment Insurance
If your employment with our Company ends, you may be eligible for unemployment benefits. These benefits provide you with a percentage of your wages while you are unemployed and looking for work. To find out more, contact Carlos and/or Chris.
Use of Company Property
8:1 Company Property
We have invested a great deal of money in the property and equipment that you use to perform your job. It is a senseless and avoidable drain on this Company's bottom line when people abuse Company property, misuse it, or wear it out prematurely by using it for personal business.
We ask all employees to take care of Company property and to report any problems to management. If a piece of equipment or property is unsafe for use, please report it immediately.
Please use property only in the manner intended and as instructed.
We do not allow personal use of Company property unless specifically authorized in this Handbook.
Failure to use Company property appropriately, and failure to report problems or unsafe conditions, may result in disciplinary action, up to and including termination.
You must have a valid driver's license to use Company cars, and we expect that you will drive in a safe and courteous manner. If you receive any tickets for parking violations or moving violations, you are responsible for taking care of them.
Violating this policy in any way may result in disciplinary action, up to and including termination.
8:2 Telephone System
The Company's telephone system is for business use only. Employees are expected to keep personal calls to a minimum. If you must make or receive a personal call, please keep your conversation brief. Extensive personal use of Company phones is grounds for discipline. Furthermore, while working you are not permitted to use cell phones and or text while on company time or in the building while in uniform even if not clocked in.
8:3 Return of Company Property
When your employment with this Company ends, we expect you to return Company property—and to return it clean and in good repair. This includes this Employee Handbook, all manuals and guides, documents, phones, computers, equipment, keys, and tools.
If you do not return a piece of property, we will withhold from your final paycheck the cost of replacing that piece of property. If you return a piece of property in disrepair, we will withhold from your final paycheck the cost of repair. We also reserve the right to take any other lawful action necessary to recover or protect our property.
Leave and Time Off
Employees must schedule their vacations in advance, with their supervisor. We will try to grant every employee's vacation request for the days off of their choice. However, we must have enough workers to meet our day-to-day need—which means we might not be able to grant every vacation request, especially during college semesters and /or holiday periods.
Our Company observes the following holidays each year: see CCC Calendar.
If a holiday falls on a weekend, the Company will inform you when the holiday will be observed. Ordinarily, holidays falling on a Saturday will be observed the preceding Friday; holidays falling on a Sunday will be observed the following Monday.
9:3 Family and Medical Leave
Because of our small size, our Company is not required to comply with the federal Family and Medical Leave Act (FMLA). However, we recognize that our employees may occasionally need to take unpaid leave to care for a new child, to care for a seriously ill family member, or to handle an employee's own medical issues.
If you anticipate that you might need time off to deal with family and medical issues, please talk to your supervisor. We can't guarantee that we'll grant every request, but we will seriously consider every request on a case-by-case basis. Among other things, we may consider our staffing needs, your position at the Company, the reason why you need leave, and how long you expect your leave to last.
9:4 Bereavement Leave
If you suffer the death of an immediate family member, you are entitled to take up to 2 days off work. This leave will be unpaid.
Immediate family members include mother, father, wife, husband and children.
The Company will consider, on a case-by-case basis, requests for bereavement leave for the death of someone who does not qualify as an immediate family member under this policy.
9:5 Military Leave
Our Company supports those who serve in the armed forces to protect our country. In keeping with this commitment, and in accordance with state and federal law, employees who must be absent from work for military service are entitled to take a military leave of absence. This leave will be unpaid].
When an employee's military leave ends, that employee will be reinstated to the position he or she formerly held, or to a comparable position, as long as the employee meets the requirements of federal and state law.
- • Employees who are called to military service must tell their supervisors as soon as possible that they will need to take military leave. An employee whose military service has ended must return to work or inform the
Our Company encourages employees to exercise their right to vote. If your work schedule and the location of your polling place will make it difficult for you to get to the polls before they close, you are entitled to take up to 1hour off work, at the beginning or end of your shift, to cast your ballot. This time will be unpaid.
9:7 Jury Duty
If you are called for jury duty, you are entitled to take time off, as necessary, to fulfill your jury obligations. This leave will be unpaid. No employee will face discipline or retaliation for jury service.
You must immediately inform your supervisor when you receive your jury duty summons. If you are chosen to sit on a jury, you must inform your supervisor how long the trial is expected to last. You must also check in with your supervisor periodically during your jury service, so the Company knows when to expect you back at work.
10:1 Your Job Performance
Each and every employee Vision Hospitality Management contributes to the success or failure of our Company. If one employee allows his or her performance to slip, then all of us suffer. We expect everyone to perform to the highest level possible.
Poor job performance can lead to discipline, up to and including termination.
10:2 Performance Reviews
Because our employees' performance is vital to our success, we conduct periodic reviews of individual employee performance. We hope that, through these reviews, our employees will learn what we expect of them, and we will learn what they expect of us.
We require all employees to participate in the review process. Failure to participate could lead to discipline, up to and including termination.
To learn more about our performance review system, contact management.
11:1 Please Act Professionally
People who work together have an impact on each other's performance, productivity, and personal satisfaction in their jobs. In addition, how our employees act toward customers and vendors will influence whether those relationships are successful for our Company.
Because your conduct affects many more people than just yourself, we expect you to act in a professional manner whenever you are on Company property, conducting Company business, or representing the Company at business or social functions.
Although it is impossible to give an exhaustive list of everything that professional conduct means, it does, at a minimum, include the following:
- • following all of the rules in this Handbook that apply to you
- • refraining from rude, offensive, or outrageous behavior
- • refraining from ridicule and hostile jokes
- • treating coworkers, customers, and vendors with patience, respect, and consideration
- • being courteous and helpful to others, and
- • communicating openly with supervisors, managers, and coworkers.
Individuals who act unprofessionally will face discipline, up to and including termination.
The success of this Company depends in great part on the loyalty and good will of our customers. As a result, we expect our employees to behave in the following manner when interacting with customers:
- • to treat all customers with courtesy and respect
- • to always be helpful and cheerful toward customers
11:2 Punctuality and Attendance
You are important to the effective operation of this business. When you are not here at expected times or on expected days, someone else must do your job or delay doing his or her own job while waiting for you to arrive. If you work with customers or vendors, they may grow frustrated if they can't reach you during your scheduled work times.
As a result, we expect you to keep regular attendance and to be on time and ready to work at the beginning of each scheduled workday. (In this Handbook, you can find a description of this Company's work hours, time keeping, and scheduling policies.)
Of course, things will sometimes happen that will prevent you from showing up to work on time. For example, you may be delayed by weather, a sick child, or car trouble. If you are going to be more than 10 minutes late, please call management. Please give this notice as far in advance as possible.
If you must miss a full day of work for reasons other than vacation, sick leave, or other approved leave (such as leave to serve on a jury or for a death in a family), you must notify management as far in advance as possible. If you are late for work or fail to appear without calling in as required by this policy or by other policies in this Handbook, you will face disciplinary action, up to and including termination.
11:3 Employee Appearance and Dress
Employees must wear a uniform during work hours. Please make sure you are neat and clean at all times, and please keep your uniform clean and in good condition.
If you have any questions about your uniform or about our appearance standards, please contact management.
11:4 Pranks and Practical Jokes
Although we want our employees to enjoy their jobs and have fun working together, we cannot allow employees to play practical jokes or pranks on each other. At best, these actions disrupt the workplace and dampen the morale of some; at worst, they lead to complaints of discrimination, harassment, or assault.
If you have any questions about this policy, contact management.
Employees who play pranks or practical jokes will face disciplinary action, up to and including termination.
11:5 Threatening, Abusive, or Vulgar Language
We expect our employees to treat everyone they meet through their jobs with courtesy and respect. Threatening, abusive, and vulgar language has no place in our workplace. It destroys morale and relationships, and it impedes the effective and efficient operation of our business.
As a result, we will not tolerate threatening, abusive, or vulgar language from employees while they are on the worksite, conducting Company business, or attending Company-related business or social functions.
If you have any questions about this policy, contact management.
Employees who violate this policy will face disciplinary action, up to and including termination.
Although we want our employees to have fun while they work, we don't allow employees to engage in horseplay—which is fun that has gotten loud and boisterous and out of control. Horseplay disrupts the work environment and can get out of hand, leading to fighting, hurt feelings, safety hazards, or worse.
Employees who engage in horseplay will face disciplinary action, up to and including termination.
Verbal or physical fighting among employees is absolutely prohibited. Employees shall not engage in, provoke, or encourage a fight. Those who violate this policy will be disciplined, up to and including termination.
11:8 Sleeping on the Job
When our employees arrive at work, we expect them to be physically prepared to work through their day. Employees who sleep on the job dampen morale and productivity and deprive us of their work and companionship.
As a result, we do not allow any employees to sleep while at work. Employees who feel sick or unable to finish the day because of weariness should talk to management about using sick leave to take the rest of the day off.
This workplace operates on a system of mutual respect between supervisors and employees. Supervisors must treat their employees with dignity and understanding, and employees must show due regard for their supervisors' authority.
Insubordination occurs when employees unreasonably refuse to obey the orders or follow the instructions of their supervisors. It also occurs when employees, through their actions or words, show disrespect toward their supervisors.
Insubordinate employees will face discipline, up to and including termination.
We understand, however, that there will be times when employees have valid reasons for refusing to do as their supervisor says. Perhaps the employee fears for his safety or the safety of others. Perhaps the employee believes that following instructions will violate the law or pose some other problem for this Company. Or maybe the employee thinks that there is a better way to accomplish a goal or perform a task. When these issues arise, we do not ask that employees blindly follow orders. Instead, we ask that employees explain the situation to their supervisor. If, after hearing the employee's side, the supervisor continues to give the same order or rule, the employee must either obey or use the complaint procedures described in this Handbook.
Health and Safety
12:1 Safety Policy
Our Company takes employee safety very seriously. In order to provide a safe workplace for everyone, every employee must follow our safety rules:
- • Horseplay, rough-housing, and other physical acts that may endanger employees or cause accidents are prohibited.
- • Employees must follow their supervisors' safety instructions.
- • Employees in certain positions may be required to wear protective equipment, such as hair nets, hard hats, safety glasses, work boots, ear plugs, or masks. Your supervisor will let you know if your position requires protective gear.
- • Employees in certain positions may be prohibited from wearing dangling jewelry or apparel, or may be required to pull back or cover their hair, for safety purposes. Your supervisor will tell you if you fall into one of these categories.
- • All equipment and machinery must be used properly. This means all guards, restraints, and other safety devices must be used at all times. Do not use equipment for other than its intended purpose.
- • All employees must immediately report any workplace condition that they believe to be unsafe to their supervisor. The Company will look into the matter promptly.
- • All employees must immediately report any workplace accident or injury to
- • All employees must wear anti-slip or slip resistant footwear.
- • All employees must wash hands thoroughly every time they use the restroom and every time they finish a task
12:2 Workplace Security
It is every employee's responsibility to help keep our workplace secure from unauthorized intruders. Every employee must comply with these security precautions.
After-hours access to the workplace is limited to those employees who need to work late. If you are going to be working past our usual closing time, please let your supervisor know.
Employees are allowed to have an occasional visitor in the workplace, but workplace visits should be the exception rather than the rule. If you are anticipating a visitor, please let management know.
Do not leave your visitor unattended in the workplace. If you have a visitor, you must accompany your visitor at all times
12:3 What to Do in an Emergency
In case of an emergency, such as a fire, earthquake, or accident, your first priority should be your own safety. In the event of an emergency causing serious injuries, IMMEDIATELY DIAL 9-1-1 to alert police and rescue workers of the situation.
If you hear a fire alarm or in case of an emergency that requires evacuation, please proceed quickly and calmly to the fire exits. The College will hold periodic fire drills to familiarize everyone with the routes they should take. Remember that every second may countdon't return to the workplace to retrieve personal belongings or work-related items. Always follow the college’s emergency guidelines.
12:4 Smoking Is Prohibited
For the health, comfort, and safety of our employees, smoking is not allowed on college property.
Employees may not take "smoking breaks" in addition to the regular breaks provided to every employee under our policies.
12:5 Violence Is Prohibited
We will not tolerate violence in the workplace. Violence includes physical altercations, coercion, pushing or shoving, horseplay, intimidation, stalking, and threats of violence. Any comments about violence will be taken seriously—and may result in your termination. Please do not joke or make offhand remarks about violence.
No weapons are allowed in our workplace. Weapons include firearms, knives, brass knuckles, martial arts equipment, clubs or bats, and explosives. If your work requires you to use an item that might qualify as a weapon, you must receive authorization from your supervisor to bring that item to work or use it in the workplace. Any employee found with an unauthorized weapon in the workplace will be subject to discipline, up to and including termination.
What to Do in Case of Violence
If you observe an incident or threat of violence that is immediate and serious, IMMEDIATELY DIAL 9-1-1 and report it to the police.
If the incident or threat does not appear to require immediate police intervention, please contact management and report it as soon as possible, using the Company's complaint procedure. All complaints will be investigated and appropriate action will be taken. You will not face retaliation for making a complaint.
13:1 Search Policy
Employees do not have a right to privacy in their workspaces or in any other property belonging to the Company. The Company reserves the right to search Company property at any time, without warning, to ensure compliance with our policies on employee safety, workplace violence, harassment, theft, drug and alcohol use, and possession of prohibited items. Company property includes, but is not limited to, lockers, desks, file cabinets, storage areas, and workspaces. If you use a lock on any item of Company property (a locker or file cabinet, for example), you must give a copy of the key or combination to management.
13:2 Telephone Monitoring
The Company reserves the right to monitor calls made from or received on Company telephones. Therefore, no employee should expect that conversations made on Company telephones will be private.
Computers, Email, and the Internet
Vision Hospitality Management provides employees with computer equipment, including an Internet connection and access to an electronic communications system, to enable them to perform their jobs successfully. This policy governs your use of the Company's email system.
Use of the Email System
The email system is intended for official Company business. Although you may use the email system for personal messages, you may do so during nonwork hours only. If you send personal messages through the Company's email system, you must exercise discretion as to the number and type of messages you send. Any employee who abuses this privilege may be subject to discipline.
Email Is Not Private
Email messages sent using Company communications equipment are the property of the Company. We reserve the right to access, monitor, read, and/or copy email messages at any time, for any reason. You should not expect that any email message you send using Company equipmentincluding messages you consider to be, or label as, personalwill be private.
Because of the large volume of emails our Company sends and receives, we discourage employees from storing large numbers of email messages. Please make a regular practice of deleting emails once you have read and/or responded to them. If you need to save a particular email, you may print out a paper copy, archive the email, or save it on your hard drive or disk. The Company will purge email messages that have not been archived after 7days.
Any employee who violates this policy can be subject to discipline, up to and including termination.
Guidelines for Email Writing
1. Always spell check or proofread. Email is official Company correspondence. Spelling errors in email are all too commonand they look sloppy and unprofessional. Always take the time to check for spelling errors before you send email.
2. Use lowercase and capital letters in the same way that you would in a letter. Using all capital letters is the email equivalent of shouting at someoneand it can be hard on the eyes. Failing to use capital letters at all (to begin a sentence or a formal noun) can confuse your reader and seem overly cute. Unless you are writing poetry, use standard capitalization.
3. Remember your audience. Although email encourages informal communication, that might not be the most appropriate style to use if you are addressing the CEO of an important customer. And remember that your email can be forwarded to unintended recipientssome of whom may not appreciate joking comments or informalities.
4. Don't use email for confidential matters. Again, remember the unintended recipientyour email might be forwarded to someone you didn't anticipate or might be sitting on a printer for all to see. If you need to have a confidential discussion, do it in person or over the phone.
5. Send messages sparingly. There is rarely a need to copy everyone in the Company on an email. Carefully consider who really needs to see the message, and address it accordingly.
6. Always think before you send. Resist the urge to respond in anger, to "flame" your recipient, or to get emotional. Although email gives you the opportunity to respond immediately, you don't have to take it. [End Additional Clause]
[Alternate Policies—Select ONE]
14:2 Software Use
It is our Company's policy to use licensed software only in accordance with the terms of its license agreement. Violating a license agreement is not only unethicalit is also illegal and can subject the Company to criminal prosecution and substantial monetary penalties.
To help us adhere to this policy, employees may not do any of the following without permission from management:
- • Make a copy of any Company software program, for any reason.
- • Install a Company software program on a home computer.
- • Install a personal software program (that is, software owned by the employee) on any Company computer.
- • Download any software program from the Internet to a Company computer.
The Company may audit Company-owned computers at any time to ensure compliance with this policy.