IMAN OFFICE & SECURITY PROTOCOLJune 29, 2009

Administrative Staff

Please familiarize yourself with your Administrative Support team’s duties:

Angela Rosario Facilities and Operations (Building & Grounds upkeep, special

event requests) Vendors (IT, Cleaning, Maintenance) Safety & Security (drills, evacuation protocol, First Aid) Equipment upkeep (alarms, keys, copy/fax, phone system)

Madeehah Muhammad Front office/greeting visitors Copying/faxing (available to assist through daily queue system) Phones/messages Conference Rooms

General Office Protocol

All Departments are responsible for setting up and breaking down their own meetings, workshops, etc. at IMAN and at other locations. This includes cleaning!

All Staff are responsible for their faxing, coping, and mailing needs. Madeehah will have a queue system in place, where she faxes and copies requests at 2pm daily. Last minute/urgent and time consuming requests from the administrative team must be directed to Ayat to determine resource availability.

All calls will be directed to VM and/or email in your absence unless instructed otherwise – Reminder email will be sent w/instructions on how to access VM remotely.

All conference room and computer lab requests must be booked one week in advance if possible. We need an update on office equipment that staff is in possession of, such as keys, laptops, camera,

hard drives, memory cards, memory sticks, etc. Madeehah will be requesting this of all staff. Requests for van usage require filling out a request form . Upon returning the van, it must be refueled

using the IMAN credit card, and cleaned. Van must be returned to office within 48 hours, or sooner if others have reserved it. All employees who wish to use the van must be on the insurance plan.

All staff must be knowledgeable of proper use of office equipment. Please request a tutorial if you are unfamiliar with how to use the fax, copier, or resograph.

If you are having a meeting, workshop or event, you must plan ahead to have enough staff coverage. Please be cognizant of other staff members’ work loads when making last minute requests for assistance.

All visitors going to modular space must have special ID cards. All staff must notify the front desk of their whereabouts (this has already been announced during our

policy discussion). We will have your schedule posted on the bulletin board in back.

Safety & Security

No one is permitted to occupy the facility outside of building hours (9 AM – 8 PM) without prior management approval. Special events must be approved by memo to the Executive Director. Please plan ahead to ensure proper security coverage – nobody should be in the office alone.

IMAN does not tolerate violence in the workplace and we will terminate and prosecute violators. Verbal intimidation and threats are not tolerated from staff, visitors, or third parties.

Our office emergency code word is: Muhammad One = Be Alert Employees must sign in and out during work periods, including for lunch and off-site meetings. Alarm must be activated and all exits locked at the end of the work day. If you happen to be alone

in the building, never leave without activating the alarm! Lost keys and any other security breaches must be reported immediately. All security concerns must

be reported to Angela Rosario, who will then communicate upwards. In the evening, Jonathan Gatlin will handle any security concerns and questions and will communicate upwards.

Use a buddy system when exiting the facility, especially at night. Security escort is available. Employees who neglect to follow security standards and cause loss or damage are liable for costs and

payment. Be vigilant of spills (especially after wudu), exposed wiring, sharp edges, chemical/smoke odors, or

other safety hazards. Report to security immediately. Evacuation drills will be conducted periodically.

Safety & Security, cont’d

Visitors

All office visitors must sign in at the front desk – no exceptions. If you are having a large meeting or gathering, you may take a sign-in sheet to your meeting and pass it around. You may also sign your visitors in.

Visitors are not allowed in the staff office areas without staff escorts.

We maintain a no solicitation policy. Public use of our restrooms is not allowed.

Be vigilant – suspicious visitors are denied access to the facility unless they announce their intent before entry.

Photo ID is required for computer room use, with the exception of ICDI classes.

Visitors causing disturbance will be escorted off premises.

Violence Response

IMAN reserves the right to search any individual on premises who is behaving suspiciously.

In the case of a robbery, hand your valuables over and never challenge an armed individual or anyone appearing to be armed. Remain calm and cooperative to reduce the chance of injury.

Always follow instructions of security personnel in the case of an emergency. Do not attempt to interfere in resolving an issue; we have trained professionals on site.

Weapons are never allowed in the workplace or in company vehicles.

Safety & Security, cont’d

Fire SafetyWe have all 3 purpose fire extinguishers

East wall outside the conference room Computer room by window in the corner Rear of the building between the restroom doors on the wall

First Aid There is a kit under the front office desk We will be adding another improved kit to the clinic lab We will be adding a safety kit with a radio, flash lights, and other safety

equipment Storm Shelter and Evacuation Routes

During a storm or tornado, the clinic exam rooms is our shelter area In need of evacuation, the rear of the office facility (Rami’s corridor) will exit

through the rear door if permissible The conference room, computer lab, front desk, Veronica’s office wing and the

Medical offices will use the front exit if permissible