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Regional HIV/AIDS Consortium

Employee Handbook

Issued 2004

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TABLE OF CONTENTS

WELCOME 4ABOUT THE HANDBOOK 5EMPLOYEE COMMITMENT 6INTRODUCTION 7

Mission Statement 7Regional HIV/AIDS Consortium History 7

VOLUNTEER/BOARD STRUCTURE 8STAFF STRUCTURE 9WORKING ENVIRONMENT 9

New Employee Orientation 10Making a Difference 10Excellence and Quality 10Help Raise the Standards of Excellence 11Diversity 11Equal Employment Opportunity/Non-Discrimination Policy 11Americans with Disabilities Act 11Harassment 12Drug and Alcohol Abuse Policy 13Conflict of Interest 14Outside Employment 15Confidentiality 15Employment of Relatives 16Personal gifts and Favors 16About Your Supervisor 16Questions or Problems 16Conflict with Others 17

Employee Classification 17Initial Evaluation Period 18Hours of Work 19Flexible Work Hours 19Attendance 19Daily Sign Out/In 19Media Contacts 19Personal Appearance 19Smoking Courtesy 20Weather Conditions 20Safety 20

Access to Internal Services 20Travel Policy 20

EMPLOYEE BENEFITS 22Paid Time Off 22Holidays 23Bereavement Leave 24Leaves of Absence 24Maternity and Paternity Leave 24National Guard or U.S. Military Reserve Duty 24

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Disability Leave 25Effect on Benefits 25Salary Continuation 26Jury Duty 26Parent-Teacher Conferences 26Recording Time Worked/Time Off 27

PAY AND PERFORMANCE 27Salary Administration Program 27Deductions from Pay Required by Law 27Deductions Authorized by Employee 28Wages 28Personal Data Changes 28Job Descriptions 28Performance Planning and Review 29Salary Review 29Meeting Position Requirements 29Corrective Action 30

Termination 30Employee Appeals 30Employee Personnel Files 31

TECHNOLOGY AND COMMUNICATIONS 31Introduction 31Requirements and Procedures 31

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WELCOME

Welcome to the Regional HIV/AIDS Consortium. You are a

vital part of our goal to be the premier HIV/AIDS serviceorganization in the country.

The contents of this handbook are presented as a guideline tosome of the Regional Consortiums current policies, proceduresand benefits, and they may be modified or cancelled by theRegional Consortium at any time. The contents of thishandbook are not intended to and do not create a contractbetween the Regional Consortium and any employee. Nothingin this handbook binds the Regional Consortium or anyemployee to any specific policy, procedure, benefit, workingcondition or privilege of employment or definite period ofemployment.

We are happy that you have joined our team of men and women

dedicated to making a difference in our community. Togetherwe have the opportunity to help make this an organization thatmeets the human service needs of our community.

Board of Directors

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ABOUT THE HANDBOOK

The values, which guide and direct the employees of Regional HIV/AIDS Consortium, areaccountability, diversity, excellence, quality, personal development, community involvement,and teamwork. These values drive the guidelines set forth in this Employee Handbook.

This handbook should answer most of your questions about compensation, benefits, and otheremployment practices. Please take time to read it carefully and use it as a reference for yourfuture employment and benefit questions. If you need information orclarification about a matteraffecting you, you are encouraged to discuss the subject with your supervisor. If the problem isnot, or cannot be handled by the supervisor, please contact the Executive Director. Whenclarification of a policy or procedure is needed, the Executive Director will make the bindinginterpretation of the meaning and intent of the policy or procedure set forth herein.

The detailed plan provisions of the health, welfare and retirement benefit programs aresummarized in the official plan documents for each of those respective plans. The official plandocuments control regarding provisions of the plans.

The provisions in this handbook provide general information about the various regulations andbenefits of employment with the Regional HIV/AIDS Consortium. Nothing in this handbook isintended to create either an express or an implied contract of employment for any period of time.Rather, at all times during employment, any employee retains the right to leave the RegionalHIV/AIDS Consortium at will, and the Regional HIV/AIDS Consortium retains the right toterminate the employment of any person for any reason that does not violate applicable state orfederal law.

Also, the term "regular" employee as used in this handbook refers to any employee other thantemporary and does not signify that employment with the Regional HIV/AIDS Consortium is of

any guaranteed duration.

Because of changing business conditions, the Regional HIV/AIDS Consortium may changeprovisions as contained in this handbook. Any material changes with effective dates will beoutlined in special updates.

The language used in this policy is not intended to create an employment contract between theemployee and the Regional Consortium. The Regional Consortium reserves the right to revisethe contents of this handbook, in whole or in part, with or without notice.

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REGIONAL HIV/AIDS CONSORTIUMEMPLOYEE COMMITMENT

Regional HIV/AIDS Consortium employees seek to provide leadership by our high standards ofperformance, professionalism, volunteer, and charitable activities. These are the values, which

guide and direct us.

Accountability: We reflect the highest ethical and professional standards by our actions anddecisions.

Diversity: We recognize and value each individuals uniqueness. We are enriched andstrengthened by our diversity.

Excellence and Quality: We strive continually to apply standards of excellence that make adirect and powerful difference in the quality of our jobs and in the quality of our life in ourcommunity.

Personal Development: We continuously grow in knowledge and skill, contribute to theprofessional growth of colleagues, and make a commitment to the advancement of the humanservice profession.

Community Involvement: We exercise our responsibility of citizenship, service and stewardshipthrough actions that demonstrate our concern, care and respect for the people and theenvironment around us.

Teamwork: We work in partnership with our co-workers, volunteers, donors, service providers,and neighborhoods to shape a caring community.

Employee: __________________________________________________

Date Employed: __________________________________________________

This certifies that I have received the Employee Handbook outlining the Regional HIV/AIDSConsortiums policies, procedures, and general information. By my signature, I affirm mycommitment to uphold the employee values set forth above and take no part in any activity oraction that would be seen as a conflict of interest as outlined in the Working Environment sectionof this handbook.

___________________________________________________ _________________Employee Signature Date

___________________________________________________ _________________Regional HIV/AIDS Consortium Date

(One signed copy of the Employee Commitment will be retained by the employee and one copyby the Executive Director.)

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INTRODUCTION

The Regional HIV/AIDS Consortium is a local and regional partnership of volunteers, donors,staff, agencies, and people served, which provides a system of services to the Human

Immunodeficiency Virus positive (HIV+) and the Acquired Immune Deficiency Syndrome(AIDS) population and their families and strives to strengthen community capacity andindividual ability to care for one another.

Mission Statement

The mission of the Regional HIV/AIDS Consortium is to foster and to insure a regional

approach to prevent the spreadof HIV and AIDS and to meet with compassion and dignitythe needs of those affected by the disease.

Regional HIV/AIDS Consortium History

The Regional HIV/AIDS Consortium was founded in 1990 as a joint effort between theFoundation for the Carolinas and United Way of Central Carolinas. These two organizations,utilizing a $90,000 HRSA grant, were seeking to address the impact of AIDS on the North andSouth Carolina region surrounding Mecklenburg County. When the Ryan White Care Act begandistributing funds, the Regional HIV/AIDS Consortium was chosen to administer those funds inthis region.

In the next thirteen years, the Regional Consortium has grown from a staff of two to a staff often, managing a $2.4 million budget. The thirteen counties in the service area sendrepresentatives to fill the Regional Consortiums Board and staff its committees. The work of

the Regional Consortium focuses on Ryan White and HOPWA programs, affordable housing forthose affected by HIV, supervision of the Regional Case Management Network, public policy,public awareness, grants procurement and management, an AmeriCorps program, and preventioneducation that involves programs with the religious community, youth, and the workplace. TheRegional Consortiums newest initiative addresses the issues of the African AmericanCommunity and HIV/AIDS. By providing funding and technical assistance to local organizationsthat implement these programs, the Regional HIV/AIDS Consortium has been able to fulfill itsmission.

The Regional HIV/AIDS Consortium has been able to accomplish the following:

Operate as an active Community Partner Site for the National AIDS Fund,

Publish a regional resource directory for thirteen counties in North and South Carolina, Place AmeriCorps members in local AIDS organizations,

Establish and operate a rental voucher program for those affected by HIV and endanger ofbeing homeless,

Complete a region-wide housing study in 1999 and an Update in 2002,

Complete our fourth regional needs assessment,Expanding Our View, in 2002,

Administer $2.4 million in private, state and federal grant funding,

Supervise, support and train the twenty-five member Regional Case Management Network,

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Grant $1.8 million to regional organizations,

Monitor, evaluate and provide quality assurance for funded projects,

Provide opportunities for collaborations with individuals and organizations on a regionalbasis,

Provide presenters to state and national conferences,

Host a yearly symposium of educational workshops for regional participants,

Maintain a model HIV/AIDS Workplace Alliance to enhance public/private partnerships, Produce a Video for organizational and workplace education, and

Partner with 50+ regional organizations to implement our mission.

VOLUNTEER/BOARD STRUCTURE

As a not-for-profit organization, a volunteer Board of Directors governs the Regional HIV/AIDSConsortium. The Board is made up of the officers of the organization, the chair, vice chair of theboard, secretary, treasurer, and members-at-large. The Board has oversight of the business andaffairs of the Regional HIV/AIDS Consortium and sets the direction for the organization.

The Committees of the Board are:

1. Executive Committee

Responsibility: to exercise the authority of the Board of Directors in the management ofthe corporation between the meetings of the Board of Directors.

Responsibility: to review the performance of the Executive Director.

2. Nominating Committee

Responsibility: to identify, nominate, orient and evaluate community leaders asprospective board and committee members. This committee also annually reviews theby-laws.

3. Marketing and Development Committee

Responsibility: To develop a strategic plan for the Regional HIV/AIDS Consortium andguide in the development of the financial resources of the Regional HIV/AIDSConsortium.

4. Finance Committee

Responsibility: to monitor all finances of the Regional HIV/AIDS Consortium, to createan annual budget and insure a complete audit of all funds for the Regional HIV/AIDSConsortium.

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5. Program Committee

Responsibility: to coordinate the various programs of the organization and to assist witheducation in the community and promote and sponsor cooperative public and private efforts toaddress human needs of those infected and affected with HIV/AIDS.

6. Human Resources Committee

Responsibility: to coordinate and oversee the staffing needs for the organization and tosecure an appropriate benefits package.

Responsibility: to serve as an initial mediator for unresolved employee grievances. Suchgrievances may be referred to the Executive Committee for final resolution.

7. Allocations Committee

Responsibility: to oversee allocations to regional partners from various funding sources,

to evaluate funding requests, conduct site visits, and recommend allocation amounts tothe executive committee.

The Board of Directors confirms additional committees that are grant-related or need-

related.

Staff Structure

The Regional HIV/AIDS Consortium is managed and directed by the Executive Director who isassisted by a Management Staff who direct and supervise the duties and responsibilities of theemployees of the Regional Consortium. From time to time, the organizational structure of theRegional HIV/AIDS Consortium may be modified or changed in order to meet the ongoingneeds of the clients that are served.

WORKING ENVIRONMENT

You have been carefully selected for the position you hold, and the Regional HIV/AIDSConsortium believes you have the qualifications to do your job well. As opportunities arise, yourqualifications will be reviewed in an effort to provide you with new skills and opportunities foradvancement. This section covers the Regional Consortiums working environment and

administrative practices.

The Regional HIV/AIDS Consortium is committed to quality and meeting the needs of ourvarious customers. As employees of the Regional HIV/AIDS Consortium, we are highly visibleto the public and represent a strong values system. How you feel about your work, how youperform your tasks, and how you deal with people contribute to the overall impression theRegional HIV/AIDS Consortium makes on the public. Your performance is important to theRegional HIV/AIDS Consortiums ability to earn the public's support and involvement inmeeting our human service goals.

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New Employee Orientation

When an employee is hired, the Executive Director will schedule an orientation session for you.A letter of employment is prepared for the new employee, signed by the Executive Director,outlining the job title, starting salary, date of employment, job classification, and any other pre-

employment issues. During orientation, all employment, tax and benefit forms required of a newemployee will be reviewed and signed. An Employee Handbook is given to the new employee,and a brief overview of the handbook is conducted, giving the employee an opportunity to askquestions.

Subsequent to employment, you meet with your supervisor or division/department head. Duringthis time, a performance plan is created and reviewed, as well as work assignment, so you willknow what is expected of you.

Orientation will be scheduled with other staff to provide necessary information and trainingregarding the Regional HIV/AIDS Consortium history, use of equipment, ordering of supplies,

use of all forms, and how to access all in-house services and will be completed within 90 days.

Making a Difference

The Regional HIV/AIDS Consortium has a history of making a difference in the lives of personsliving in our community. It is our goal to ensure a high quality of life for our citizens by meetingthe communitys human service needs through our initiatives, partnerships, and collaborations.

We can only make this happen through the teamwork of all our employees. You are animportant part of this team, and our efforts are directed toward building an environment thatencourages and rewards leadership and creativeness.

Excellence and Quality

We value and continually strive for excellence and quality in our work with all our customers.Our customers are our donors, potential donors, volunteers, agencies, clients, and co-workers.We have the opportunity to create lasting impressions on our customers with friendliness,promptness, and a commitment to be responsive and helpful.

The telephone is one of the most important tools of communication. Please answer promptly,identify yourself, and be as helpful as possible. Within the first couple of days of employment,

you will be trained on the use of the telephone system. Not-for-profit organizations are highlyscrutinized and held to high accountability standards; therefore, your accuracy and attention todetail are vital to our reputation and ability to enlist and retain support of the RegionalHIV/AIDS Consortiums efforts.

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Help Raise the Standards of Excellence

You are encouragedto contribute your ideas through your supervisor or directly to the ExecutiveDirector. Your active participation in staff meetings is encouraged to foster teamwork andpersonal development.

Diversity

The Regional HIV/AIDS Consortium values diversity in its employees and volunteers. This is aresource that adds to our ability to understand and respond to our total community. Respect fordifferences is reflected in our responsiveness to our fellow co-workers and to the people weserve.

Equal Employment Opportunity/Non-discrimination Policy

It is the policy of the Regional HIV/AIDS Consortium not to discriminate in the employment of

staff, or in the selection of volunteers, on the basis of race, creed, religion, color, national origin,sex, age, disability, marital status, sexual orientation, veteran status, financial status or HIVstatus. The Regional HIV/AIDS Consortiums policy of equal employment opportunity andpolicy on discrimination extends to recruitment, employment, advancement and promotion,compensation and benefits administration, training and development, and other personnelactions.

It has long been the policy of the Regional HIV/AIDS Consortium, and it will continue to be ourpolicy, that employees shall have the opportunity to perform their work here in an atmospherefree from any form of unlawful discriminatory or retaliatory treatment of physical or mentalabuse.

In addition, it has been and will continue to be the policy of the Regional HIV/AIDS Consortiumthat all services will be provided and delivered without discrimination.

Americans with Disabilities Act

Although the Regional Consortium is not subject to the Americans with Disabilities Act(ADA), it is the intent of the Regional Consortium to follow the provisions of the ADAwhenever feasible and appropriate. Accordingly, an effort will be made to provide for allapplicants and employees the reasonable accommodations necessary to allow an employee toperform the essential functions of a position.

If you have or develop a need for an accommodation to help you perform the essential functionsof your job, you should discuss it with your supervisor. Your supervisor will work with theExecutive Director to evaluate your request. Every effort will be made to provide you withreasonable accommodation(s) to make it easier for you to perform your job.

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Harassment

Prohibited Conduct

The Regional HIV/AIDS Consortium will not tolerate visual, verbal, or nonverbal conduct byany employee that harasses another employee, interferes with anothers work performance or

creates an intimidating, offensive or hostile environment. Harassment because of an employeesrace, gender, national origin, color, disability, age, sexual orientation, veteran status, maritalstatus, or religion may violate state or federal laws, and all such harassment is prohibited.

Prohibited harassment includes but is not limited to derogatory, offensive, or other inappropriateremarks, slurs, jokes, e-mail, or other communications.

The Regional Consortium expressly prohibits sexual harassment. Sexual harassment includesunwelcome sexual advances, requests for sexual favors or any other visual, verbal, or physicalconduct of a sexual nature when:

Submission to such conduct is made, explicitly or implicitly, a condition of anyonesemployment;

An employee threatens or insinuates, explicitly or implicitly, that another employeesrefusal to submit to sexual advances will adversely affect the employees appraisal,wages, advancement, assigned duties or any other condition of employment; or

The conduct has the purpose or effect of unreasonably interfering with theemployees work performance or creating an environment that is intimidating,hostile or offensive to the employee.

Conduct which employees may reasonably regard as intimidating, hostile or offensive isexpressly prohibited. Such conduct may include but is not limited to:

Sexual flirtations, advances or propositions;

Verbal abuse of a sexual nature;

Graphic or suggestive comments about an individuals dress or body;

Sexually degrading words to describe an individual, or sexually offensive ordegrading jokes or stories;

Sexually offensive gestures;

Displays of sexually explicit photographs or images; or

Unwelcome hugs, kisses, massages or other physical contact.

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This policy prohibiting harassment applies to all Regional HIV/AIDS Consortium employees,applicants for employment, clients, donors, visitors, vendors, and anyone else doing businesswith the Regional HIV/AIDS Consortium.

Procedure for Complaints

Any employee who believes that the actions or words of another employee, client, donor, visitor,vendor or anyone else doing business with Regional HIV/AIDS Consortium constituteunwelcome harassment should report or complain as soon as possible to his or her supervisor orthe Executive Director. If a supervisor participates in or condones objectionable conduct, theemployee should report the conduct directly to the Executive Director or the Human ResourcesCommittee. An employee may be asked to submit his or her complaint in writing.

The Regional HIV/AIDS Consortium will promptly investigate all complaints of harassment inas impartial and confidential a manner as possible, and, when appropriate, will take correctiveand preventive action. The Regional Consortium shall be the sole judge of what constitutesinappropriate conduct in violation of this policy.

If an employee is unable to resolve his or her problem with a supervisor, the Executive Directoror the Human Resources Committee, he or she should seek assistance from any member of theBoard of Directors.

Any employee who is found to have engaged in prohibited harassment, to have retaliated againstanother employee for filing a complaint of harassment, or to have retaliatedagainst anotheremployee for participating in an investigation of harassment will be subject to appropriatedisciplinary action, up to and including termination from employment. Similarly, an employeewho breaches instructions regarding confidentiality or who interferes with an investigation underthis policy will be subject to discipline, up to and including termination.

Please direct questions about this policy to your supervisor, the Executive Director or theHuman

Resources Committee.

Drug and Alcohol Abuse Policy

The Regional HIV/AIDS Consortium recognizes that alcohol and drug abuse adversely impactsthe employee, the Regional Consortium and the people we serve. Alcoholism and the use ofillegal drugs may lead to increased accidents and medical claims. Illegal use of drugs and alcoholabuse may lead to impairment and deterioration of an employee's health, availability, and workperformance. The Regional HIV/AIDS Consortium is concerned about the effects of alcohol and

the use of illegal drugs or legally prescribed drugs in overdose (or manner inconsistent withdoctor's counsel) may have upon the health and safety of its employees.

Since the Regional HIV/AIDS Consortiums ability to operate and serve the community isdependent upon the effectiveness of each employee, the organization has committed to maintaina workplace free of the influence of illegal drugs or alcohol. The Regional HIV/AIDSConsortium prohibits the unlawful manufacture, distribution, dispensing, possession, or use of acontrolled substance. As a condition of employment all employees must abide by the Drug Freeworkplace policy. The use, possession, or sale of illegal drugs is prohibited and employees may

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not work while under the influence of illegal drugs or alcohol. The Regional HIV/AIDSConsortium encourages employees who are experiencing drug or alcohol related problems toseek help through an area assistance program.

For suspected drug/alcohol use or impairment, the Regional HIV/AIDS Consortium reserves theright to refer for testing employees whom it reasonably suspects may be using or are impaired by

drugs or alcohol.

The Regional HIV/AIDS Consortium will encourage employees experiencing drug or alcohol-related problems to undergo counseling and rehabilitation as part of its employee assistanceprogram. If an employee refuses to participate in, cooperate with, or abide by the rules of thispolicy or recommendations from Regional HIV/AIDS Consortium representatives, the employeewill be terminated from employment. Performance expectations of employees undergoingcounseling or rehabilitation, or who have completed treatment, will be the same as for all otheremployees.

If the Regional HIV/AIDS Consortium ascertains that an employee is selling, using or possessingdrugs/alcohol or involved in other drug-related activities on the premises, the Regional

HIV/AIDS Consortium will: notify the appropriate authorities immediately; take appropriatedisciplinary action up to and including termination; and, depending on the nature of the activityor incident, require the employee to participate in a drug abuse assistance or rehabilitationprogram.

If an employee is convicted of a drug or alcohol-related offense, the employee must notify theExecutive Director within five days of the conviction. Unless there is an extenuatingcircumstance, failure to notify the Executive Director will result in termination.

If the Regional HIV/AIDS Consortium ascertains that an employee has been convicted ofviolating a criminal drug statute, the organization will: notify the appropriate federal agency

within ten working days after receiving notification of conviction; take appropriate action, up toand including termination; or, depending on the nature of the activity or incident, require theemployee to participate in a drug abuse assistance or rehabilitation program.

The only exception to the Drug and Alcohol Abuse Policy is for Regional HIV/AIDSConsortium sponsored or permitted functions at which management believes the availability ofalcoholic beverages is appropriate. Even in such circumstances, however, excessive use,intoxication or other abuse of alcoholic beverages is prohibited.

Conflict Of Interest

Any outside activities of any type deemed to be a "conflict of interest," as it pertains to theRegional HIV/AIDS Consortium, need to be fully discussed with the supervisor and/or theExecutive Director at the earliest possible time. If the conflict cannot be resolved, the employeemay be asked not to pursue the outside activity or to resign from the Regional HIV/AIDSConsortium at the discretion of the Executive Director. Regional HIV/AIDS Consortiumemployees are not to serve on the Regional HIV/AIDS Consortium Board, though they may beasked to serve on committees.

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Key components of this Conflict of Interest Policy include, but are not limited to, the following:

The Regional Consortium staff should not volunteer to work with Regional Consortium-funded agencies or with HIV/AIDS-related entities;

The Regional Consortium staff should not individually or separately solicit RegionalConsortium funders or any HIV/AIDS funding sources;

The Regional Consortium should not have dual employment with Regional Consortium-funded agencies or with HIV/AIDS-related entities; The Regional Consortium staff should be sensitive to any conduct which could be

perceived as a conflict of interest with their employment with the Regional Consortiumand/or with the mission of the Regional Consortium;

The Regional Consortium staff should coordinate all fundraising efforts on behalf of theRegional Consortium through the Regional Consortium management staff or theResources and Development Committee of the Board of Directors;

The Regional Consortium staff should recognize that the unique circumstances of itsclient base requires the staff to be sensitive about working when ill and to use soundprofessional judgment in making the decision about working when ill;

The Regional Consortium staff should, when in doubt about a potential conflict ofinterest, discuss the activity, event or situation in advance with the Regional Consortiummanagement;

The Regional Consortium staff understands that in all matters of disagreement about apotential conflict of interest, the Regional Consortium management will make the finaldetermination.

Outside Employment

We hope that you will find full satisfaction in your work at the Regional HIV/AIDS Consortiumand that you will not feel the need to seek an additional job. If you do hold a part-time job,

employment with the Regional HIV/AIDS Consortium will have precedence over otheroccupational interests.

Even though part-time jobs are permitted, employees are required to discuss the matter with theirsupervisor before accepting any other employment for salary, wages or commissions in order toavoid any conflict of interest or scheduling problems.

Confidentially

Respecting clients, volunteers, and staff members rights to privacy is a basic tenet of theRegional HIV/AIDS Consortium policies. Information about a client, volunteer (including board

members), donor or employee that is required to conduct the agencys business will be collectedonly by proper means, restricted to that which is relevant, used only for legitimate businesspurpose and be maintained in a manner which will protect its confidentiality. All statutoryrequirements with regard to the privacy of such information shall be strictly followed, and exceptas required by law, no information will be released without written permission. The onlyinformation given over the telephone regarding current or former staff members will beverification of employment and relevant dates. No information will be released without theexpress approval of the Executive Director.

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No client-related information will be provided over the telephone except that required to assistclients (with their express, written consent) in completion of applications for social security,insurance, or other benefits and services and a Regional HIV/AIDS Consortium confidentialitystatement will be read and signed by each employee.

The Regional HIV/AIDS Consortium will comply with the Health Insurance Portability and

Accountability Act (HIPAA) for standards of electronic health care transactions.

The Regional HIV/AIDS Consortium staff will not disclose to other entities information aboutthe policies and funding sources for the Regional Consortium without express approval of theExecutive Director.

Employment of Relatives

The Regional HIV/AIDS Consortium does not hire as regular employees relatives of presentemployees in any area of our organization. Relatives will be defined as any relationship by birth,legal adoption, marriage, or domestic partnerships such as spouse, parent, brother, sister, child,

mother-in-law, father-in-law, son-in-law, daughter-in-law, grandparent or grandchild, or cousin.

Personal Gifts and Favors

You, as an employee of Regional HIV/AIDS Consortium, are not to accept or give any personalgifts, favors or things of value that could influence (or that could be construed as influencing)your decisions and/or obligations to your duties.

About Your Supervisor

Your supervisor is the representative of the Regional HIV/AIDS Consortium with whom youwill have the most contact. You are directly responsible to your supervisor in the work you do.Please go to this person first for information, instructions, or if there is anything for which youfeel you have reason to question. Your supervisor has been selected for this position on the basisof knowledge of the work and the standards of quality of work, as well as for the ability to workwith people as individuals. As a supervisor, this person is responsible for seeing that eachsupervised employee is properly trained and evaluated.

It is your responsibility to follow the instructions of your supervisor and to uphold the policies asoutlined in this handbook.

Questions or Problems

Any issues or problems arising out of the work situation within the organization for any reasonwill be handled in the following manner:

Issues, questions, or problems are to be expressed verbally to the employee's immediatesupervisor. If, following this discussion with the supervisor, a satisfactory solution is not found;the employee and supervisor will review the situation with the Executive Director who will

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attempt to resolve the problem. (Refer to Employee Appeals on page 30 for the RegionalConsortium formal appeals process.)

The advice and counsel of the Executive Director may be sought at any time and is to becontacted if resolution is not possible.

Conflict with Others

There may be a time during your employment when you experience conflict with otheremployees or customers. It is the policy of the Regional HIV/AIDS Consortium for allemployees to resolve their differences in a professional manner. If you are unsure how to handlea disagreement, seek assistance from your supervisor or the Executive Director.

Using verbal or physical abuse to resolve conflict is unacceptable. Any such conduct will begrounds for disciplinary action that may include termination of employment.

Employee ClassificationContinuous Employment

The continuous employment of an individual at Regional HIV/AIDS Consortium is defined asthe length of time having been on the payroll without interruption.

Regular Full-Time Employees

Employees who work on the basis of 40 hours weekly and who maintain continuous regularemployment status are regular full-time employees. All regular full-time employees are eligiblefor all employee benefits-including the retirement plan (after meeting eligibility requirements),paid time off, paid holidays, group health, life insurance, and eligibility to pay for otherinsurance benefits for himself or herself.

Regular Part-Time Employees

Employees who work on the basis of less than 40 hours weekly and who maintain continuousregular employment status are regular part-time employees.

Temporary Employees

Employees whose service is intended to be of limited duration or employed less than 20 hoursper week are temporary employees. Temporary employees are not eligible for any employeebenefits and are paid only for time worked.

Independent Contractor

An independent contractor is a classification of workers hired to do specific jobs over which theperson hiring has no right to control the manner in which the work is performed. These workersgenerally have a distinct trade or business that is offered to the public and are often paid a lump

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sum amount for the complete job. Before making an agreement for an independent contractor,contact the Executive Director to ensure that the particular situation qualifies for independentcontractor.

Exempt Staff

Exempt staff members are exempt from the minimum wage and time card overtime provisions ofthe Fair Labor Standards Act (Wage-Hour Law) as amended. These executive, administrative,and professional employees do not receive overtime pay. Exempt staff members are paid on thebasis of overall responsibilities rather than on the number of hours worked. However, a forty-hour week is considered a reasonable working schedule; occasional night or weekend work maybe necessary.

Nonexempt Staff

Nonexempt staff members are employees who are not exempt from minimum wage, overtime,and time card provisions of the Fair Labor Standards Act (Wage-Hour Law) as amended. These

employees receive overtime premium pay for those hours worked which exceed forty (40) hoursper week, and the rate of pay is 1 times the employee's regular hourly rate. Prior approval bythe supervisor or Executive Director is necessary in order for a nonexempt employee to workmore than 40 hours in a week. Overtime payment is made in the next pay period after the payperiod in which the overtime is worked.

Initial Evaluation Period

The first ninety (90) calendar days of employment for all employees are an "initial evaluationperiod. This period of time allows Regional HIV/AIDS Consortium management to determinewhether or not the newly hired employee is able to perform the job satisfactorily, has adjusted to

the requirements of the work assignment, and appears to be a good employee for the RegionalHIV/AIDS Consortium when fully trained and experienced in the present assignment. Theemployee has an opportunity to demonstrate abilities for the position for which he or she wasemployed. The employee may be dismissed or terminate his or her own employment at any timeduring this period.

The initial evaluation period is also in effect whenever an employee enters a new position withinthe organization-whether due to transfer, promotion, or reassignment. The employee enters thenew position with this understanding, and must demonstrate proper abilities in the new positionthe same as a newly hired person. There is no effect or disruption upon employee benefits inthese situations.

Prior to the end of the ninety (90) calendar days' initial evaluation period, all new employees willreceive written information indicating their progress on the job. These will be prepared andturned in to the Executive Director no later than seven (7) calendar days prior to the end of theinitial evaluation period, with the supervisors recommendation as to the new employeebecoming a "regular" employee.

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Hours of Work

The official workweek is midnight Sunday through 11:59 p.m. the following Saturday.Generally, the official workday begins at 8:00 a.m. and ends at 5:00 p.m. Monday through Fridayand includes a 60-minute paid lunch period each day, unless you have selected alternative workhours and lunch breaks as approved by the supervisor. Your lunch break is taken between 11:00

a.m. and 2:00 p.m. Lunch breaks are scheduled so that there is staff available in the office at alltimes. Occasionally, the Regional Consortium staff may be required to work on Saturday orSunday based upon workload and/or attendance at events sponsored by or for the RegionalConsortium.

Flexible Work Hours

Alternative work hours may be scheduled with the approval of the Executive Director. Thevariation from the regular hours will be work driven with first consideration given to fulfillingthe purpose of the position.

Attendance

Regular attendance is very important. You are expected to report for work promptly at the startof the day's work period. You are to notify your supervisor on a daily basis no later than 9:00a.m. (or within the first hour you are scheduled to be at work, whichever is earlier) when youwill be absent or late for work. You may call another supervisor if your supervisor is unavailable.While an employee is not necessarily required to call in each day of the period of absence afterthe first day, the employee is expected to keep the supervisor informed as to the status of his/herillness and the date the employee expects to return to work.

Daily Sign Out/InWhen you are required to be out of the office for a portion of the day for any reason (includinglunch), please sign-out at the appropriate site and/or on the electronic office calendar, givingreason for absence from the office, time of leaving and expected time of return.

Media Contacts

All media contacts are to be coordinated through the Executive Director. If you are contacted bya representative of a newspaper, radio, or television station, notify the Executive Directorimmediately. Unless previously arranged, all inquiries concerning the policies and procedures of

the Regional HIV/AIDS Consortium will be channeled to the appropriate spokesperson by theExecutive Director.

Personal Appearance

Since the Regional HIV/AIDS Consortium interacts with the public on a daily basis, all staff areexpected to come to work with a neat appearance and dressed in an appropriate professionalmanner. Staff should use their professional judgment regarding the choice between formalprofessional attire and business casual attire but should not wear jeans, collarless tee shirts,

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sneakers or similar casual attire. Should staff not be appropriately dressed, their supervisor orthe Executive Director will counsel them accordingly.

Smoking Courtesy

In consideration of others, smoking is not permitted in meetings of the Board, committees, staff,

or at any Regional HIV/AIDS Consortium enclosed function. Smoking is not permitted insidethe Regional Consortium office building. Smoking is permitted on the grounds outside thefacility. However, at all times, the outside front entrance to the Regional Consortium officesmust be smoke-free.

Weather Conditions

The decision as to closing of the office because of certain weather conditions will be made by theExecutive Director on the morning of such conditions. Notice of closing of the office or delay inopening caused by weather conditions will be by a supervisor telephone call. When the office isofficially closed due to weather conditions, the time off will not be charged to any employee.

Safety

The Regional HIV/AIDS Consortium is committed to job safety. Our facilities and proceduresare planned to be safe and convenient for our employees and others visiting in our facilities. TheRegional HIV/AIDS Consortium and its employees jointly bear the responsibility for addressingsafety concerns and exercising appropriate precautions. The Regional HIV/AIDS Consortiumhas developed a safety plan and practices which are explained to each employee during newemployee orientation. Each employee is expected to support a safe work environment byfollowing the safety practices. Some of these practices are highlighted below:

Obey all safety rules and work procedures.

Report unsafe conditions/situations to your supervisor.

Report all work-related accidents to your supervisor and submit an accident report to thesupervisor

Bring no weapons on Regional HIV/AIDS Consortium property, whether concealed orunconcealed.

Avoid distracting other employees.

Report property damage to your supervisor immediately.

Work with only the equipment you have been trained and approved to operate.

Keep your work area clean and orderly.

Secure personal belongings.

Access to Internal Services

Incoming Mail

When mail is delivered to Regional Consortium, it is to be given to the Officer Manager. Thatemployee will separate and distribute mail to employee mail boxes. The Office Manager will

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open incoming checks and stamp them for deposit to the bank before turning them over to theappropriate accounting staff person for preparation. Other mail, such as invoices will be datestamped and distributed to supervisory personnel for authorization and internal procedures forpayment. Mail marked personal or confidential to a particular individual will not be opened, butgiven unopened to that individual.

Outgoing Mail

Outgoing mail is processed by the Office Manager and must be coded for the appropriate grantor program before having postage applied.

Petty Cash

A petty cash drawer can be established at the discretion of the Executive Director for no morethan $100.00.

Purchases

Purchases for the Regional Consortium must be made in accordance with provisions of the grantto which the expense will be charged and must reflect an appropriate use of the grant funds. Allpurchases require the prior approval of the Executive Director and must be submitted on theappropriate purchase request form. Reimbursement for purchases must not be submitted onemployee expense reports.

Reimbursement of Working Expenses

The Regional HIV/AIDS Consortium will reimburse you for all prior approved necessaryexpenses incurred in carrying out duties and responsibilities of your position when properlyreported on expense forms. If you use your personal car for approved business purposes, youwill be reimbursed at the established rate per mile which will be established by the ExecutiveDirector up to the federal rate. Expense reports are to be submitted to your supervisor by thefirst of the month following the month in which expenses occurred.

Scheduling of Conference Room

Use of the conference room is to be scheduled in advance through the office manager and/or onthe electronic office calendar.

Maintenance of Records and Access

All files maintained on all Regional HIV/AIDS Consortiums computers (inclusive of personalcomputers and voice mail) are the property of the organization, along with paper files in desksand file cabinets. All such files should be treated with the appropriate level of confidentiality.

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Travel Policy

The Regional HIV/AIDS Consortium has a detailed Travel Policy which follows the NorthCarolina state budget guidelines handbook, as required by federal and state grants received bythe Regional Consortium. The complete Travel Policy is a separate document which is availableand accessible online to all employees. In all matters regarding travel and the reimbursement of

travel expenses, the online complete Travel Policy is the controlling document. Deviation fromthe stated policy must be approved in advance by the Executive Director. Following is asummary of key provisions of the Travel Policy:

For purposes of determining eligibility of travel expenses, travel status meanstraveling away from the employees normal office or home in order to conductwork activities required by his/her duties as an employee of the RegionalConsortium;

The maximum rate for meals and lodging is stated in the Travel Policy;

Actual mileage for Regional Consortium business travel is reimbursed, subject tothe business standard mileage rate set by the Internal Revenue Service.

All air travel on Regional Consortium business must be by economy (coach)

class. When appropriate, Regional Consortium staff members who are traveling together

on Regional Consortium business should share a hotel room. However, managersor supervisors and subordinates are not required to share a room when travelingtogether.

Requests for reimbursement of travel expenses must be submitted on theappropriate employee expense report within 30 days after the travel period endsfor which the reimbursement is being requested. Receipts for meals, lodging,parking fees, tolls, airfare and similar travel expenses must be submitted withexpense report in order to be reimbursed.

EMPLOYEE BENEFITS

NOTE: For information about the health, welfare and retirement benefits offered by theRegional HIV/AIDS Consortium, please refer to the benefits communications materials whichdescribe these benefits.

Paid Time Off

The PTO system allows qualified staff to earn and accrue paid days off that may be used for

virtually any purpose. PTO's cover vacations, sick leave, personal leave and other excusedabsences. The only exceptions are bereavement, jury duty and time off to vote.

Qualified employees are all regular full-time employees.

PTO should be scheduled and approved in advance by your supervisor or the Executive Directorand may be taken in increments of one hour. Unscheduled PTO is defined as use of PTO thatwas unexpected and not requested and approved in advance. Unscheduled PTO should be usedminimally.

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Upon termination, employees must reimburse the Regional HIV/AIDS Consortium for any PTOtaken but not yet accrued. Employees are required to give a minimum two-week notice ofresignation in order to receive pay for accrued but unused PTO. If an employee is dismissed, allaccrued but unused PTO is forfeited.

PTO is earned and accrued from July 1-June30, and is available after the Initial EvaluationPeriod. Up to five (5) PTO days may be carried over to the next year (July 1-June30). However,carry over PTO will be forfeited if not used by December 31 of thenext year.

The following PTO schedule applies for full-time employees:

All Staff Five weeks (25 days) per full year. After two full years of employment, oneday is added each year thereafter until a maximum of six weeks (30 days) is reached.

The number of days accrued each month is determined by dividing the days earned per year by12. Unpaid time off may be granted at the Executive Director's discretion.

Pay amount for a PTO day will be the equivalent of one week's straight-time earnings (at currentsalary) divided by five days. Pay amount for PTO taken in hourly increments will be theequivalent of one weeks straight-time earnings (at current salary) divided by 40 hours.

Holidays

Regular full-time employees are eligible for holiday pay. Part-time employees are eligible forholiday pay only if the holiday falls on a regularly scheduled workday for that employee.

The Regional HIV/AIDS Consortium recognizes the following 11 holidays:

New Years DayMartin Luther King, Jr. DayPresidents DayEaster FridayMemorial DayIndependence DayLabor DayThanksgiving DayDay after ThanksgivingChristmas Eve

Christmas Day

Additional Holidays are as follows:

Employees BirthdayOne Regional Consortium Assigned Floating HolidayTwo Employee-Determined Floating Holidays

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In the event that a regular paid holiday falls on a Saturday, that holiday will be observed on thepreceding Friday. In the event that a regular paid holiday falls on a Sunday, that holiday will beobserved on the following Monday.

Birthday and Floating Holidays are to be scheduled in advance with your supervisor. Theseholidays are not eligible to be carried over to the following year. At the time of employment, if

the employees birthday has already passed for that year, the employee will not be eligible forthe additional holiday in that year. Employees hired between July 1 and December 31 of eachyear will have two Floating Holidays to use during that fiscal year. Employees hired afterDecember 31 each year will have one floating holiday to use for that fiscal year.

Bereavement Leave

Up to three (3) days of excused time will be granted in the event of a death in the immediatefamily. Immediate family includes parents, spouse, domestic partner, children, brother, sister,grandparents, stepparents, step-brother/sister, parents-in-law, stepchildren, brother/sister-in-law,and legal guardians. Additional days may be taken from PTO.

Leaves of Absence

You may encounter situations that require you to be absent from work. A staff member who hascompleted the 90-day Initial Evaluation Period may request a personal leave of absence of up to60 days. The request should be made in writing to include the reason for the leave, the length ofrequested time off and the expected return date. Each request for a leave of absence or time offis evaluated on an individual basis, will be considered against the business need of the RegionalConsortium, and will require the approval of the Executive Director. Time off with pay isnormally granted for such things as death in the immediate family and illness as outlined underBereavement Leave and Paid Time Off. Unpaid leaves of absence may be approved on a

case-by-case basis if all available paid time off, except for five (5) days, has been exhausted forthe year.

Maternity and/or Paternity Leave

An employee may take up to twelve (12) weeks unpaid leave for pregnancy and/or the birth oradoption of a child, provided the employee has been employed for at least one year. During thisleave, medical insurance benefits will continue as described under Effect on Benefits (page 25below); however, no PTO days will be earned. As part of the twelve (12) weeks of leave, anemployee must use all accrued and unused PTO, except for five (5) days, before unpaid leavecommences.

National Guard or U.S. Military Reserve Duty

If you have National Guard or U.S. Reserve commitments, you may take a leave of fifteen dayswithout pay in addition to the regular PTO entitlement. You will be asked to furnish a copy ofthe military orders.

One additional five-day period without pay may be granted to perform military service

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commitments.

Disability Leave

When you are on disability leave for any reason, the attending physician should indicate if youare unable to perform the essential functions of your job, when you should cease working, and

expected date of return to work. This statement is sent to the Executive Director and will behandled in accordance with appropriate privacy requirements.

You may leave earlier or later than the leave was originally requested if, in the judgment of thephysician, this is thought to be in your or Regional HIV/AIDS Consortiums best interest andsufficient doctors verification is provided. Regional HIV/AIDS Consortium may request thatyou receive a second opinion. However, Regional HIV/AIDS Consortium reserves the right torequest an earlier leave of absence should work performance deteriorate due to your condition.

Within one month after beginning the leave, you will notify the Executive Director in writing ifyou desire to return to work and when. If you fail to indicate within one month whether or not

you plan to return and when, you will be considered terminated as of the original date when theleave was granted. The earliest possible notice is desirable.

It is your responsibility to keep your supervisor informed as to the progress of your medicalcondition, including periodic updated written statements from your physician.

Reinstatement at the conclusion of the medical leave of absence is contingent upon presentationof a certificate from your physician stating that you are physically able to perform your job.

Effect on Benefits

Generally, all your benefits, except holiday pay, will continue if a leave of absence is granted forless than 30 calendar days. In the case of an extended leave of absence (30 calendar days ormore), no salary will be granted for holidays falling within the approved period and no PTOcredit may be earned during this period. Earning of PTO will begin again on the day you returnto work. During any leave of absence, continuation of medical and life insurance benefits will besubject to the applicable plan documents and/or grant provisions which support the employeeposition. The employee may be required to pay some or all of the premiums for the benefits.The employee, as normal, must pay for additional optional insurance benefits. For an extendedleave of absence, special arrangements may be available to continue group health and otherbenefits at full cost to you, due and payable on the first day of the month being covered. If youare participating in the 403(B) savings program, you will be placed on inactive status until you

return to work, with no break in tenure. For more detailed information about the applicablebenefits provisions for your leave of absence, consult your supervisor or the Executive Director.

As part of your leave, you must use all earned paid time off, except five (5) days, prior tobeginning the leave without pay.

No leaves of absence during the first 90 calendar days of employment will be granted.

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Salary Continuation Policy

The Regional HIV/AIDS Consortium salary continuation policy provides income to employeeswho must be absent from work for an extended period of time due to injury or illness disability.All regular employees are eligible to participate after completion of six (6) months of continuousemployment.

The salary continuation benefit amount will be 60% of base pay for the duration of the disabilityor 90 days or until Long Term Disability Insurance becomes effective, whichever occurs first.Salary continuation benefits will begin after the employee has been disabled for seven (7)consecutive calendar days (i.e. five work days and two weekend days). The employee must usefifty percent of unused PTO before beginning to receive salary continuation unless the employeehas only five (5) days of unused PTO remaining for the year. If the employee has only five (5)days of unused PTO, the employee may elect to use the PTO or may elect to be unpaid for thefive (5) consecutive days before salary continuation begins. Salary continuation will begin onthe eighth calendar day (sixth workday) or after the employee has used fifty percent of unusedPTO, whichever is later.

To activate salary continuation, you and your physician, indicating the date that disability beginsand the anticipated length of disability or a projected return to work date, must complete adisability certification form. Such information will be handled in accordance with all privacyrequirements of HIPAA.

If you return to work after being covered under salary continuation and again become disabledfor the same injury or illness within two (2) weeks of your return date to work, your disabilitywill be considered ongoing for purposes of this policy, provided physician certification is givenfor the recurring disability. Under these circumstances, you will not be required to satisfyanother 7-day waiting period.

The Regional Consortium reserves the right to require the opinion of another qualified physicianshould it deem circumstances indicate a second and/or third physicians opinion is needed.

Salary continuation benefits will be reduced by any disability payable under WorkersCompensation.

Jury Duty

If you receive a jury summons, you are given the necessary time off without loss of pay.

Parent-Teacher Conferences

You are granted up to four (4) hours time off with pay each month for parent-teacherconferences. Please schedule in advance with your supervisor.

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Recording Time Worked/Time Off

All employees must record their time worked and time off on a daily basis, using the online

computerized time sheet. Time worked must be differentiated per grant program. Time sheetswith appropriate signatures are to be submitted to the Financial Manager prior to each payrollprocessing.

PAY AND PERFORMANCE

Salary Administration Program

The Regional HIV/AIDS Consortium salary administration program has been designed to ensure,as much as possible, that compensation is competitive for the kind and level of work beingperformed.

All positions have been classified by using the job description to determine the responsibilities ofthe job, level of work to be performed, and the education, skills and experience needed toperform this work. Each year the salaries and ranges are reviewed by the Executive Director andthe Human Resources Committee of the Board.

At the time of yearly budget review, the salary ranges increase guide is presented to the Board ofDirectors as information.

Deductions from Pay Required By Law

Specific deductions are required by certain governmental entities. These deductions are thefollowing:

Federal and State Income Taxes

REGIONAL CONSORTIUM is required by law to withhold Federal and State income taxesfrom your earnings. The required amount for each deduction is determined from informationgiven to the Regional HIV/AIDS Consortium by you on a signed withholding statement (W-4)upon employment and is subtracted from earnings to be turned over to the State and Federalrevenues departments. Your pay statement will indicate the amounts of these deductions.

Social Security and Medical Tax (FICA Tax)

Social Security and Medicare deductions are made in the amounts regulated by law. TheRegional HIV/AIDS Consortium pays into your Social Security and Medicare accounts amountsas set by law in addition to your payment.

You will be issued a statement (W-2 form) of your total earnings after the close of each calendaryear, not later than January 31st of the following year, indicating wages and totals deducted for

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State, Federal, Social Security, and Medicare taxes.

Garnishments and Wage Attachments

No garnishments or wage attachments will be deducted from your paycheck unless specificallyand officially requested by law. You will be informed of the deduction by the Executive

Director before it becomes effective in the next paycheck.

Deductions Authorized By Employee

Deductions not required by law will require your written authorization. These deductions are asfollows:

Pledged Contributions

At the time of employment, as well as annually, you will be given the opportunity to contributeto the annual Regional HIV/AIDS Consortium Campaign and the United Way Campaign.

Health Insurance and Flexible Benefits

Premium payments will be handled through payroll deduction for those employees electingcoverage for themselves and their eligible dependents under the Regional HIV/AIDS Consortiummedical/dental insurance plan. You will need to sign a benefit election agreement in order forthese deductions to be made on a pre-tax basis. You may also elect to have flexible benefitsreimbursements withheld on a pre-tax basis.

Wages

Paydays are on Friday on a bi-weekly basis. Payment is made by direct deposit to a checkingand/or savings account of your choice.

Any adjustments for overtime, sick leave, or leave without pay will be made in the pay periodfollowing the adjustment and will be reflected in that periods paycheck.

Personal Data Changes

When you have a change of address, telephone number, emergency contact, marital status, orchange in the number of dependents, you must notify your supervisor or the Executive Director.

Job Descriptions

The job description is a non-exclusive list of specific responsibilities, accountabilities, and skills.Job descriptions will be reviewed for possible revisions on an annual basis by the supervisor ofthe position. Substantive changes in job descriptions will be reviewed by the Executive Directorand, if needed, the Human Resources Committee.

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Performance Planning and Review

We recognize and promote the value of continuous personal development and growth.Therefore, the purpose of the planning and review system is to enable you to understand what isrequired of your position, to know how well you are doing, what steps are needed to improveyour performance or to prepare you for more responsibilities. In order for you to have this

understanding, the procedure below will be followed.

Initial Performance Planning: The position description will be reviewed with you during the newemployees orientation and a plan made for carrying out assigned duties and responsibilities.

Performance Review: A new employee will have a three-month and six-month review withhis/her supervisor. Thereafter, an annual performance review with your supervisor will beconducted prior to the beginning of the fiscal year (July 1-June 30). The performance reviewform is shared only with the appropriate management and becomes a part of your personnel file.

Planning: Planning is a continuous, year-round process. However, when the basic function or

responsibilities of a position are changed, a more formal planning session will be conducted. If apermanent change in responsibility is made, the job description will be reviewed as appropriate.When you are promoted from within, planning for the new position will be conductedimmediately.

Salary Review

Salary reviews are conducted annually prior to the beginning of the fiscal year (July 1-June 30).At this time, you are eligible for consideration of an increase based on your performance.Budgetary constraints may affect the ability of the Regional Consortium to grant increases ormay affect the amount of increases given. Should a salary increase be granted to you, your

supervisor will advise you of the salary decision prior to applicable pay period. Reduction infunding for the non-profit agency may result in no annual increase.

Meeting Position Requirements

If an employees performance does not meet the requirements of the position and it becomesnecessary to counsel the employee about his/her performance, generally the RegionalConsortium will follow the steps of the Corrective Action policy.

The performance counseling will include the following:

1.

Identification of specific employee performance discrepancies.2. What the employee is expected to improve/change and the time frame for improving

performance.3. Consequences to the employee if improvements are not made.

The employee is an employee at will and may be terminated at any time during the designatedperformance improvement period. The performance improvement period is not a guarantee ofongoing employment. The terms of the performance improvement period are not all inclusiveand the employee may be terminated during this period of time for violations other than those

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stated in the performance counseling statement. The employee must perform as expected and inaccordance with the policies and procedures of the agency.

The performance improvement period is a period of time for the employee to bring the work to asatisfactory level and for the supervisor to help the employee reach this satisfactory level. Thesupervisor will document the steps taken during this period to help the employee succeed in the

position. The employee will be advised that discharge can occur for non-fulfillment of jobrequirements or failure to correct inappropriate behavior. The supervisor will outlinerequirements and work with the employee to correct the problem(s).

The supervisor will have scheduled meetings with the employee during the performanceimprovement period. The employee will be advised of progress and standing during this periodof time. These meetings are documented so the supervisor, employee and Executive Director areclear as to the current status and what is occurring.

Corrective Action

The purpose of the corrective action policy is to allow an employee the opportunity to correctwork deficiencies, inappropriate behavior, or excessive absenteeism, and to return to aproductive mode of performance for the Regional HIV/AIDS Consortium. If corrective action istaken, it may include any or all of the following steps:

1. First Warning Verbal Counseling (documented in writing but not attached to thePersonnel File)

2. Second Warning Written Counseling (documented in writing and added to thePersonnel File)

3. Probation Written Counseling (documented in writing and added to the PersonnelFile; periods may vary but generally will be 30, 60 or 90 days)

4. Suspension Written Counseling (documented in writing and added to the PersonnelFile; used rarely; may be with or without pay.)

5. Termination

Termination

The Regional HIV/AIDS Consortium recognizes two general types of termination voluntaryand involuntary. Voluntary termination includes resignation and retirement. Staff membersshould provide a minimum of two weeks notice in writing for a voluntary termination.Involuntary termination is initiated by the Regional Consortium and includes dismissal for suchas, but not limited to, poor performance and disregard for the policies of the RegionalConsortium. The Regional HIV/AIDS Consortium retains the right to terminate immediatelyany employee at any time, for any reason, or without cause in accordance with state and federallaw.

Employee Appeals

The employee appeals policy allows a staff member to express dissatisfaction concerning his/heremployment or his/her treatment by management, supervisors or other employees. The appeals

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policy is a three-step process that may be settled at any step or continue to the next step if thestaff members issue is not resolved. The staff member submits his/her complaint in writing tothe immediate supervisor within five (5) days of the incident creating the dissatisfaction. Thesupervisor will review the complaint and respond in writing to the staff member within five (5)days. If the staff member is not satisfied with the supervisors response, he/she will appeal inwriting to the Executive Director within five (5) days of receiving the supervisors response.

The Executive Director will review the appeal and respond in writing to the employee withinfive (5) days. If the staff member continues to be dissatisfied, he/she will appeal in writingwithin five (5) days to the Human Resources Committee of the Board of Directors, which will review the appeal within ten (10) days and respond in writing. The decision of the HumanResources Committee is final.

Employee Personnel Files

The Executive Director as a ready reference of your qualifications, performance, and potentialwill maintain a personnel file on you as an employee of the Regional HIV/AIDS Consortium.The organization will safeguard your records through procedures that ensure confidentiality and

controlled access.

The items that are kept in these files include, but are not limited to, the following: employmentapplication, resume, employment letter, performance appraisals, attendance records, letters ofcommendation, and personal data sheets.

TECHNOLOGY AND COMMUNICATIONS

Introduction

All company-supplied technology, including computer systems and company-related workrecords, belong to the Regional HIV/AIDS Consortium and not the employee. The RegionalConsortium routinely monitors usage patterns for its telephone, voice mail, fax, e-mail andInternet communications. Although encouraged to explore the vast resources available on theInternet, employees should use discretion in the sites that are accessed.

Since all the computer systems, software, e-mail, Internet connections, telephone, fax and voicemail are owned by the Regional Consortium, all agency policies are in effect at all times. Anyemployee who abuses the privilege of using technology provided by the Regional Consortium orwho violates the technology usage guidelines may be denied use of such technology and, ifappropriate, be subject to corrective action up to and including termination.

The purpose of these guidelines is to provide direction to Regional HIV/AIDS Consortium usersfor insuring that asset use is maximized in support of organizational goals.

Requirements and Procedures

The use of Regional HIV/AIDS Consortium technology and computer systems to engagein any activity in violation of organizational policies, including but not limited to

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transmission of defamatory, obscene, offensive, or harassing messages or messagesdisclosing personal information without authorization, is strictly prohibited.

The Regional HIV/AIDS Consortium strictly prohibits the access, viewing, posting,downloading, storing, transmitting, sharing, printing, distribution, or solicitation of anyinformation or material from any source that can be considered, by the organization,

pornographic, obscene, abusive, or otherwise offensive or inappropriate for theworkplace.

In that Regional HIV/AIDS Consortium systems and resources are organizational assets,they are not to be used for private business activity; i.e., for personal gain.

In that Regional HIV/AIDS Consortium systems and all information residing on them areorganizational assets, management reserves the right to access and monitor individualemployee's E-mail (and files). Be aware that when items are deleted (or discarded), theymay still be available for retrieval and when necessary, may be retrieved at the request ofRegional HIV/AIDS Consortium Management.

Because all communication sent from the systems may include the Regional HIV/AIDSConsortium tag, staff members should refrain from presenting personal opinions contraryto Regional HIV/AIDS Consortium interests, policies, or positions when using RegionalConsortium technology for communications.

The very features of E-mail that make it a tremendous business tool also add risk. E-mailmessages can be forwarded very easily and accidentally. This can result in sensitiveinformation being sent to the wrong person or persons. E-mail messages are consideredbusiness documents or records and may be discoverable in a lawsuit. Once sent,information can be used and retained without the originator's knowledge and control.

Employees must therefore be extremely careful when using this tool to communicatesensitive or confidential information with others.

Individuals other than those to whom the message was sent may gain access to E-mailmessages. Accordingly, E-mail messages should be written in a courteous, professional,and business-like manner.

Employees must secure access to their workstation when not in use.

Distribution and viewing of mail that is not job-related will be considered personal use.Staff members should refrain from participation in "chain letters", "chat rooms", andpresenting personal opinions which are contrary to Regional HIV/AIDS Consortiuminterests, policies or position.

Distribution (broadcasting) of non-business related or unapproved "information" cannegatively impact system resources. Staff members should not distribute this type ofinformation without express approval of a supervisor or the Executive Director.

Use of Regional Consortium technology to solicit for non-program related activities isstrictly prohibited.

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Administration of personal E-mail should be reserved for personal time as interpreted ordetermined at the Regional HIV/AIDS management.

Accessing ("surfing") the Internet for non-business related research is consideredpersonal use of Regional HIV/AIDS Consortium resources. Personal use of Regional

Consortium systems should be limited to employee's personal time as determined by theRegional Consortium management.

Staff members should not download any software to a PC workstation. If a data requestrequires a download of applets (cookies), please consult with the Regional Consortiummanagement. These types of transactions strain network resources and negatively impactthe business use of the systems.

It is the policy of Regional HIV/AIDS Consortium to utilize all commercially purchasedsoftware in accordance with its individual licensing agreement. The use of copies or"pirated" software or related material is strictly prohibited.

Unless otherwise provided in the license, any duplication of copyrighted software, exceptfor backup and archival purposes, is a violation of the law. Unauthorized duplication ofcopyrighted computer software is contrary to the Regional HIV/AIDS Consortiumsstandard of conduct.

Regional HIV/AIDS Consortium users may not duplicate any licensed software or relateddocumentation for use on either Regional HIV/AIDS Consortium premises or elsewhereunless the Regional HIV/AIDS Consortium is expressly authorized to do so by agreementwith the licenser. Unauthorized duplication of software may subject users and/or theRegional HIV/AIDS Consortium to both civil and criminal penalties under the United

States Copyright Act.

Users may not give software to any outsiders including clients, contractors, customers,and others. Regional HIV/AIDS Consortium users may use software on local areanetworks or on multiple machines only in accordance with applicable license agreements.

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