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Employee Handbook |
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Employee Handbook |
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We prepared this handbook to help employees find the answers to many questions that they may have regarding their employment with the Supreme Council NMJ / Scottish Rite Masonic Museum and Library / Children's Dyslexia Centers Inc. Please take the necessary time to read it.
We do not expect this handbook to answer all questions. Supervisors and Human Resources also serve as a major source of information.
Neither this handbook nor any other verbal or written communication by a management representative is, nor should it be considered to be, an agreement, contract of employment, express or implied, or a promise of treatment in any particular manner in any given situation, nor does it confer any contractual rights whatsoever. The Supreme Council NMJ / Scottish Rite Masonic Museum and Library / Children's Dyslexia Centers Inc. adheres to the policy of employment at will, which permits the Company or the employee to end the employment relationship at any time, for any reason, with or without cause or notice.
No Company representative other than the Sovereign Grand Commander / President may modify at-will status and/or provide any special arrangement concerning terms or conditions of employment in an individual case or generally and any such modification must be in a signed writing.
Many matters covered by this handbook, such as benefit plan descriptions, are also described in separate Company documents. These Company documents are always controlling over any statement made in this handbook or by any member of management.
This handbook states only general Company guidelines. The Company may, at any time, in its sole discretion, modify or vary from anything stated in this handbook, with or without notice, except for the rights of the parties to end the employment at will, which may only be modified by an express written agreement signed by the employee and the Sovereign Grand Commander / President.
This handbook supersedes all prior handbooks.
Welcome to the Supreme Council /
the Scottish Rite Masonic Museum and Library, Inc. / the Children's Dyslexia Centers Inc.
Dear Employee:
For employees who are commencing employment with either the Supreme Council NMJ (Company), the Scottish Rite Masonic Museum and Library (Company) or the Children's Dyslexia Centers Inc. (Company), let me extend a warm and sincere welcome. You have made an important decision; the Company has decided you can contribute to their success, and you've decided that either the Supreme Council NMJ, Scottish Rite Masonic Museum and Library or the Children's Dyslexia Centers, Inc. is the organization where you can pursue your career productively and enjoyably. For employees who have been with us, thanks for your past and continued service.
We believe we've each made the right decision, one that will result in a mutually profitable relationship. The minute you start working here, you become an integral part of the Company and its future. Every job is important, and you will play a key role in the continued growth and prosperity of the Company.
As you will quickly discover, our success is based on delivering high-quality service to our member base as well as the general public. How do we do it? By working very hard, thinking about the needs of our member’s or visitors, and doing whatever it takes. We do it by treating each other and our members and visitors with respect. We do it by acting as a team.
Any reference in this manual to the word Company (Company) for purposes of this combined employee manual applies equally to the Supreme Council NMJ, as well as the Scottish Rite Masonic Museum and Library and the Children's Dyslexia Center Lexington Campus affiliated employees. All Corporations continue to be separate and distinct entities as relates to all their business activities and liabilities. It should also be understood that throughout the manual any reference to the Sovereign Grand Commander applies equally to any Corporation where he acts as President.
Should you have any questions concerning this handbook or your employment or benefits, please feel free to discuss them with either your immediate supervisor, Department Director or directly with the Director of Human Resources. I extend my personal best wishes for success and happiness here at the Supreme Council NMJ / Scottish Rite Masonic Museum and Library / Children's Dyslexia Centers Inc. We understand that it is our employees who provide the services that our members rely upon, and who will enable us to create new opportunities in the years to come.
Again, Welcome!
Sovereign Grand Commander/President
The Supreme Council NMJ / Scottish Rite Masonic Museum and Library / Children's Dyslexia Centers Inc. is an Equal Opportunity Employer that does not discriminate on the basis of actual or perceived race, creed, color, religion, alienage or national origin, ancestry, citizenship status, age, disability or handicap, sex, marital status, veteran status, sexual orientation, genetic information, arrest record, or any other characteristic protected by applicable federal, state or local laws. Our management team is dedicated to this policy with respect to recruitment, hiring, placement, promotion, transfer, training, compensation, benefits, employee activities and general treatment during employment. Occupational and/or professional qualifications determine employment.
The Company will endeavor to make a reasonable accommodation to the known physical or mental limitations of qualified employees with disabilities unless the accommodation would impose an undue hardship on the operation of our business. If you need assistance to perform your job duties because of a physical or mental condition, please let the Head of Human Resources know.
The Company will endeavor to accommodate the sincere religious beliefs of its employees to the extent such accommodation does not pose an undue hardship on the Company's operations. If you wish to request such an accommodation, please speak to the Head of Human Resources.
Any employees with questions or concerns about equal employment opportunities in the workplace are encouraged to bring these issues to the attention of the Head of Human Resources. The Company will not allow any form of retaliation against individuals who raise issues of equal employment opportunity. If an employee feels he or she has been subjected to any such retaliation, he or she should bring it to the attention of the Head of Human Resources. To ensure our workplace is free of artificial barriers, violation of this policy including any improper retaliatory conduct will lead to discipline, up to and including discharge. All employees must cooperate with all investigations.
Under the Massachusetts Pregnant Workers Fairness Act (effective April 1, 2018), employees have the right to be free from discrimination in relation to pregnancy or a condition related to the employee’s pregnancy including, but not limited to, lactation or the need to express breast milk for a nursing child, including the right to reasonable accommodations for conditions related to pregnancy.
Reasonable Accommodations
The Company will provide a reasonable accommodation for an employee’s pregnancy or any condition related to the employee’s pregnancy including, but not limited to, lactation or the need to express breast milk for a nursing child if the employee requests such an accommodation. However, the Company may deny such an accommodation if the accommodation would impose an undue hardship on the Company’s program, enterprise or business.
Reasonable accommodations may include, but are not limited to:
Notice and Documentation
Upon receiving a request for an accommodation from the employee or prospective employee capable of performing the essential functions of the position involved, the Company will engage in a timely, good faith and interactive process with the employee or prospective employee to determine an effective, reasonable accommodation to enable the employee or prospective employee to perform the essential functions of the employee’s job or the position to which the prospective employee has applied. The Company may require the employee or prospective employee to provide documentation from an appropriate health care or rehabilitation professional about the need for a reasonable accommodation; however, the Company will not require documentation for the following accommodations:
The Company also may require documentation for an extension of the accommodation beyond the originally agreed to accommodation.
An employee who notifies the Company of a pregnancy or of a condition related to the employee’s pregnancy including, but not limited to, lactation or the need to express breast milk for a nursing child will receive an additional copy of this notice not more than 10 days after the notification.
Enforcement and Retaliation
The Company will not:
If employees have any questions about or would like to request a reasonable accommodation pursuant to this policy, they should contact the Head of Human Resources.
It is the Supreme Council NMJ / Scottish Rite Masonic Museum and Library / Children's Dyslexia Centers Inc.'s policy to prohibit intentional and unintentional harassment of any individual by another person on the basis of any protected classification including, but not limited to, race, color, national origin, disability, religion, marital status, veteran status, sexual orientation or age. The purpose of this policy is not to regulate our employees' personal morality, but to ensure that in the workplace, no one harasses another individual.
If an employee feels that he or she has been subjected to conduct which violates this policy, he or she should immediately report the matter to the Manager. If the employee is unable for any reason to contact this person, or if the employee has not received a satisfactory response within five (5) business days after reporting any incident of what the employee perceives to be harassment, the employee should contact the Head of Human Resources. If the person toward whom the complaint is directed is one of the individuals indicated above, the employee should contact any higher-level manager in his or her reporting hierarchy. Every report of perceived harassment will be fully investigated and corrective action will be taken where appropriate. All complaints will be kept confidential to the extent possible, but confidentiality cannot be guaranteed. In addition, the Company will not allow any form of retaliation against individuals who report unwelcome conduct to management or who cooperate in the investigations of such reports in accordance with this policy. If an employee feels he or she has been subjected to any such retaliation, he or she should report it in the same manner in which the employee would report a claim of perceived harassment under this policy. Violation of this policy including any improper retaliatory conduct will result in disciplinary action, up to and including discharge. All employees must cooperate with all investigations.
It is the Supreme Council NMJ / Scottish Rite Masonic Museum and Library / Children's Dyslexia Centers Inc. policy to prohibit harassment of any employee by any Supervisor, employee, customer or vendor on the basis of sex or gender. The purpose of this policy is not to regulate personal morality within the Company. It is to ensure that at the Company, all employees are free from sexual harassment.
"Sexual harassment" means sexual advances, requests for sexual favors, and verbal or physical conduct of a sexual nature when:
(a) submission to or rejection of such advances, requests or conduct is made either explicitly or implicitly a term or condition of employment or as a basis for employment decisions; or
(b) such advances, requests or conduct have the purpose or effect of unreasonably interfering with an individual's work performance by creating an intimidating, hostile, humiliating or sexually offensive work environment.
While it is not easy to define precisely what types of conduct could constitute sexual harassment, examples of prohibited behavior include unwelcome sexual advances, requests for sexual favors, obscene gestures, displaying sexually graphic magazines, calendars or posters, sending sexually explicit e-mails, text messages and other verbal or physical conduct of a sexual nature, such as uninvited touching of a sexual nature or sexually related comments. Depending upon the circumstances, improper conduct also can include sexual joking, vulgar or offensive conversation or jokes, commenting about an employee's physical appearance, conversation about one's own or someone else's sex life, or teasing or other conduct directed toward a person because of his or her gender which is sufficiently severe or pervasive to create an unprofessional and hostile working environment.
If the employee feels that he or she has been subjected to conduct which violates this policy, the employee should immediately report the matter to the Manager at 33 Marrett Road, Lexington MA or 781-465-3325. If unable for any reason to contact this person, or if the employee has not received a satisfactory response within five (5) business days after reporting any incident of perceived harassment, the employee should contact the Head of Human Resources at 33 Marrett Road, Lexington MA or 781-862-4410. If the person toward whom the complaint is directed is one of the individuals indicated above, the employee should contact any higher-level manager in his or her reporting hierarchy. Every report of perceived harassment will be fully investigated and corrective action will be taken where appropriate. All complaints will be kept confidential to the extent possible, but confidentiality cannot be guaranteed. The Company will not allow any form of retaliation against individuals who report unwelcome conduct to management or who cooperate in the investigations of such reports in accordance with this policy and any such conduct is unlawful. If an employee feels he or she has been subjected to any such retaliation, the employee should report it in the same manner as that used for reporting a claim of perceived harassment under this policy. Violation of this policy including any improper retaliatory conduct will result in disciplinary action, up to and including discharge. All employees must cooperate with all investigations.
Sexual harassment is unlawful to the extent it fully meets the harassment definition above; however, this policy prohibits conduct and authorizes discipline against offenders whose conduct is sex-based even if it does not meet such definition.
While employees are encouraged to report claims internally, if an employee believes that he or she has been subjected to sexual harassment, he or she may file a formal complaint with the government agency or agencies set forth below. Using the Company's complaint process does not prohibit an employee from filing a complaint with these agencies.
The United States Equal Employment Opportunity Commission ("EEOC") JFK Federal Building, Room 475 Boston, Massachusetts 02203 (617) 565-3200
The Massachusetts Commission Against Discrimination ("MCAD") Boston Office: One Ashburton Place, Room 601 Boston, Massachusetts 02108 (617) 727-3990
Springfield Office: 436 Dwight Street, Room 220 Springfield, Massachusetts 01103 (413) 739-2145
To help ensure a safe, healthy and productive work environment for our employees and others, to protect Company property, and to ensure efficient operations, the Company has adopted a policy of maintaining a workplace free of drugs and alcohol. This policy applies to all employees and other individuals who perform work for the Company.
The unlawful or unauthorized use, abuse, solicitation, theft, possession, transfer, purchase, sale or distribution of controlled substances, drug paraphernalia or alcohol by an individual anywhere on Company premises, while on Company business (whether or not on Company premises) or while representing the Company, is strictly prohibited. Employees and other individuals who work for the Company also are prohibited from reporting to work or working while they are using or under the influence of alcohol or any controlled substances, which may impact an employee's ability to perform his or her job or otherwise pose safety concerns, except when the use is pursuant to a licensed medical practitioner's instructions and the licensed medical practitioner authorized the employee or individual to report to work. However, this does not extend any right to report to work under the influence of medical marijuana or to use medical marijuana as a defense to a positive drug test, to the extent an employee is subject to any drug testing requirement, to the extent permitted by and in accordance with applicable law.
Drug Testing: The Company may require a blood test, urinalysis, hair test or other drug or alcohol screening of employees suspected of using or being under the influence of drugs or alcohol or where other circumstances or workplace conditions justify such testing. The refusal to consent to testing may result in disciplinary action, including termination.
Unpaid Suspension as a Disciplinary Measure: The Supreme Council (Company) and the Scottish Rite Masonic Museum and Library (Company) and the Children's Dyslexia Centers Inc. (Company) expect the highest standards of professional conduct at all times.
In accordance with the Company’s policies on harassment, drug or alcohol use, and other work conduct rules, the Company reserves the right to discipline or discharge any employee for violations of rules pertaining to behavior within the workplace.
An employee will be subject to an unpaid disciplinary suspension for infractions of workplace conduct rules. Suspensions without pay apply to everyone. For exempt employees, suspensions without pay will be in one or more full-day increments. For non-exempt employees, suspensions may be any period of time within the Company’s discretion.
This restriction does not apply to responsible drinking of alcohol at business meetings and related social outings.
Violation of this policy will result in disciplinary action, up to and including discharge.
The Company maintains a policy of non-discrimination and will endeavor to make reasonable accommodations to assist individuals recovering from substance and alcohol dependencies, and those who have a medical history which reflects treatment for substance abuse conditions. However, employees may not request an accommodation to avoid discipline for a policy violation. We encourage employees to seek assistance before their substance abuse or alcohol misuse renders them unable to perform the essential functions of their jobs, or jeopardizes the health and safety of any Company employee, including themselves.
The Supreme Council NMJ / Scottish Rite Masonic Museum and Library / Children's Dyslexia Centers Inc. is strongly committed to providing a safe workplace. The purpose of this policy is to minimize the risk of personal injury to employees and damage to Company and personal property.
We do not expect employees to become experts in psychology or to physically subdue a threatening or violent individual. Indeed, we specifically discourage employees from engaging in any physical confrontation with a violent or potentially violent individual. However, we do expect and encourage employees to exercise reasonable judgment in identifying potentially dangerous situations.
Experts in the mental health profession state that prior to engaging in acts of violence, troubled individuals often exhibit one or more of the following behaviors or signs: over-resentment, anger and hostility; extreme agitation; making ominous threats such as bad things will happen to a particular person, or a catastrophic event will occur; sudden and significant decline in work performance; irresponsible, irrational, intimidating, aggressive or otherwise inappropriate behavior; reacting to questions with an antagonistic or overtly negative attitude; discussing weapons and their use, and/or brandishing weapons in the workplace; overreacting or reacting harshly to changes in Company policies and procedures; personality conflicts with co-workers; obsession or preoccupation with a co-worker or Supervisor; attempts to sabotage the work or equipment of a co-worker; blaming others for mistakes and circumstances; or demonstrating a propensity to behave and react irrationally.
Prohibited Conduct: Threats, threatening language or any other acts of aggression or violence made toward or by any Company employee WILL NOT BE TOLERATED. For purposes of this policy, a threat includes any verbal or physical harassment or abuse, any attempt at intimidating or instilling fear in others, menacing gestures, flashing of weapons, stalking or any other hostile, aggressive, injurious or destructive action undertaken for the purpose of domination or intimidation. To the extent permitted by law, employees and visitors are prohibited from carrying weapons onto Company premises.
Procedures for Reporting a Threat: All potentially dangerous situations, including threats by co-workers, should be reported immediately to any member of management with whom the employee feels comfortable. Reports of threats may be maintained confidential to the extent maintaining confidentiality does not impede our ability to investigate and respond to the complaints. All threats will be promptly investigated. All employees must cooperate with all investigations. No employee will be subjected to retaliation, intimidation or disciplinary action as a result of reporting a threat in good faith under this policy.
If the Company determines, after an appropriate good faith investigation, that someone has violated this policy, the Company will take swift and appropriate corrective action.
If an employee is the recipient of a threat made by an outside party, that employee should follow the steps detailed in this section. It is important for us to be aware of any potential danger in our offices. Indeed, we want to take effective measures to protect everyone from the threat of a violent act by an employee or by anyone else.
If an employee of the Supreme Council (Company) the Scottish Rite Masonic Museum and Library (Company) or the Children's Dyslexia Centers Inc. (Company) reasonably believes that some policy, practice, or activity of any of the above named Company’s is in violation of the law, the Policy and Procedures Manual and or the Employee Manual, a written complaint must be filed by that employee or other listed parties with their Department Director, the Human Resources Director or the Board Chairman.
It is the intent of the above named Company’s to adhere to all laws and regulations and applicable Policy and Procedures Manuals and or Employee Manuals that apply to each of the organizations and the underlying purpose of this policy is to support each organization’s goal of legal and policy compliance. The support of all Board Members, Trustee’s, volunteers and employees is necessary to achieving compliance with the various policies, laws and regulations. A Board Member, Trustee, volunteer or employee is protected from retaliation only if the reporting individual brings the alleged unlawful activity, policy, or practice to the attention of their Department Director or the Human Resources Director and provides the affected Company with a reasonable opportunity to investigate and correct the alleged unlawful activity. The protection described below is only available to individuals that comply with this requirement.
None of the above Company’s will retaliate against any Board Member, Trustee, volunteer or employee who in good faith has made a protest or raised a complaint against some practice of any of the above listed Company's, or of another individual or entity with whom any of the above listed Company’s has a business relationship, on the basis of a reasonable belief that the practice is in violation of law company policy, or a clear mandate of public policy.
None of the above listed Company's will retaliate against Board Members, Trustees, volunteers or employees who disclose or threaten to disclose to their Department Director, Human Resources Director or a public body, any activity, policy, or practice of any of the above Company's that that individual reasonably believes is in violation of a law, or a rule, or a regulation mandated pursuant to law or is in violation of a clear mandate of public policy concerning the health, safety, welfare, or protection of the environment.
For purposes of this handbook, all employees fall within one of the classifications below.
Full-Time Employees - Employees who regularly work at least 40 hours per week who were not hired on a short-term basis.
Part-Time Employees - Employees who regularly work fewer than 40 hours per week who were not hired on a short-term basis.
Short-Term Employees - Employees who were hired for a specific short-term project, or on a short-term freelance, per diem or temporary basis. Short-Term Employees generally are not eligible for Company benefits, but are eligible to receive statutory benefits.
Special Assistants to Sovereign Grand Commander / President - The Sovereign Grand Commander / President may at his discretion hire on a temporary, part-time or full-time basis any person to perform Special Tasks or fill certain needed positions. This employee would be considered unclassified and would negotiate compensation and benefits on an individual basis. She/he would not be automatically granted or required to participate in the benefits of any other classification of employee.
In addition to the above classifications, employees are categorized as either "exempt" or "non-exempt" for purposes of federal and state wage and hour laws. Employees classified as exempt do not receive overtime pay; they generally receive the same weekly salary regardless of hours worked. Such salary may be paid less frequently than weekly. The employee will be informed of these classifications upon hire and informed of any subsequent changes to the classifications.
In order to obtain their position, employees provided us with personal information, such as address and telephone number. This information is contained in the employee's personnel file.
The employee should keep his or her personnel file up to date by informing the Head of Human Resources of any changes. The employee also should inform the Head of Human Resources of any specialized training or skills he or she may acquire in the future, as well as any changes to any required visas. Unreported changes of address, marital status, etc. can affect withholding tax and benefit coverage. Further, an "out of date" emergency contact or an inability to reach the employee in a crisis could cause a severe health or safety risk or other significant problem. You may be dismissed for misrepresenting any fact on your application or in your personnel file.
Personnel records are considered company property. Because the information in your personnel file is by its nature personal, we keep the file as confidential as possible. We allow access to your file only on a need-to-know basis. You may review your records in the human resources office during business hours after giving adequate notice to the human resources director. You are also free to insert written rebuttals to any information with which you disagree.
The Supreme Council NMJ / Scottish Rite Masonic Museum and Library / Children's Dyslexia Centers Inc. normally are open for business from 8:00 am to 4:00 pm, Monday through Friday. Each employee will be assigned a work schedule and will be expected to begin and end work according to the schedule. To accommodate the needs of our business, at some point we may need to change individual work schedules on either a short-term or long-term basis. Lunches, which should be coordinated with other staff members, will be paid and are one hour in duration unless otherwise authorized. Supervisors or department directors will advise employees of the times their scheduled work period begins and ends and are further authorized maximum flexibility in scheduling work hours and lunch hours. Staffing needs and operational demands may necessitate variations in starting and ending times. The Scottish Rite Masonic Museum and Library is authorized to augment this paragraph as necessary to accommodate their staffing requirements. All overtime must be requested through your departmental director and requires their approval or that of the Sovereign Grand Commander / President.
Flexible scheduling, or flextime, is available in some cases to allow employees to vary their starting and ending times each day within established limits. Flextime may be possible if a mutually workable schedule can be negotiated with the supervisor or department director involved. However, such issues as staffing needs, the employee's performance, and the nature of the job will be considered before approval of flextime. Employees should consult their supervisor and/or department director to request participation in the flextime program. Employees who have a work schedule outside of the normal schedule will be provided with a letter stating the actual schedule and a copy will be sent to Human Resources for inclusion in their Official Personnel File.
Unsatisfactory attendance, including reporting late or quitting early, may be cause for disciplinary action, up to and including discharge.
Because of the Company obligations to its membership and visitors, the Company must be aware of any concurrent employment you may have to determine whether or not it presents a potential conflict.
Serving on any public or government board or commission qualifies as employment for purposes of this policy, regardless of whether such service is compensated.
Before beginning or continuing outside employment, employees are required to report in detail to their immediate supervisor the involvement with the other employer and to obtain the written approval of their department head and the human resources department. Failing to obtain prior approval as described may be cause for disciplinary action, up to and including termination. Employees, who are on leave of absence, including FMLA leave or Workers Compensation leave, are prohibited from having outside employment during their leave.
Employees must record their actual time worked for payroll and benefit purposes. Non-exempt employees must record the time work begins and ends, as well as the beginning and ending time of any departure from work for any non-work-related reason, on forms as prescribed by management.
Altering, falsifying or tampering with time records is prohibited and subjects the employee to discipline, up to and including discharge.
Exempt employees are required to record their daily work attendance and also record any full days of absence from work for reasons such as leaves of absence, sick leave or personal business.
Non-exempt employees may not start work until their scheduled starting time.
It is the employee's responsibility to complete and submit electronically all time records to certify the accuracy of all time recorded. Any errors in the time record should be reported immediately to a Supervisor, who will attempt to correct legitimate errors.
Like most successful companies, we experience periods of extremely high activity. During these busy periods, additional work is required from all of us. Supervisors are responsible for monitoring business activity and requesting overtime work if it is necessary. Effort will be made to provide employees with adequate advance notice in such situations.
Any non-exempt employee who works overtime will be compensated at the rate of one and one-half times (1½) his/her normal hourly wage for all time worked in excess of forty (40) hours each week, unless otherwise required by law.
Because of the nature of work, Supreme Council and or Children's Dyslexia Centers Inc. employees may be authorized to work overtime on weekends or holidays or additional hours during the regular workday. Scottish Rite Masonic Museum and Library employees who work on a flexible schedule may be authorized to work overtime whenever M&L event schedules requires them to work in excess of (40) hours per week. Overtime compensation is paid to only non-exempt employees and at the rate of one and one-half times their regular rate of pay for all hours worked in excess of 40 hours per week. If you are nonexempt, you must receive authorization from your department head or the Sovereign Grand Commander / President before working overtime. After you have worked overtime, you must enter it on your time record no later than the day after it is accrued. Overtime pay is based on actual hours worked. Time off on holidays, sick leave, vacation leave, personal leave or any leave of absence will not be factored in as hours worked when calculating overtime.
For purposes of calculating overtime for non-exempt employees, the Supreme Council and Children's Dyslexia Cernters Inc. workweek begins at 8 a.m. on Monday and ends 168 hours later at 8 a.m. on the following Monday. Some Scottish Rite Masonic and Museum and Library personnel, because of their flexible schedule, may have different work schedules due to their job/position within the Company.
Overnight, Out-of-Town Trips
Non-exempt employees will be compensated for time spent traveling (except for meal periods) during their normal working hours, on days they are scheduled to work and on unscheduled work days (such as weekends). Non-exempt employees also will be paid for any time spent performing job duties during otherwise non-compensable travel time; however, such work should be limited absent advance management authorization.
Out-of-Town Trips for One Day
Non-exempt employees who travel out of town for a one-day assignment will be paid for all travel time, except for, among other things: (i) time spent traveling between the employee's home and the local railroad, bus or plane terminal; and (ii) meal periods.
Local Travel
Non-exempt employees will be compensated for time spent traveling from one job site to another job site during a workday. The trip home, however, is non-compensable when an employee goes directly home from his/her final job site, unless it is much longer than his/her regular commute home from the regular worksite. In such case, the portion of the trip home in excess of the regular commute is compensable.
Commuting Time
Under the Portal to Portal Act, travel from home to work and from work to home is generally non-compensable. However, if a non-exempt employee regularly reports to a worksite near his/her home, but is required to report to a worksite farther away than the regular worksite, the additional time spent traveling is compensable.
If compensable travel time results in more than 40 hours worked by a non-exempt employee, the employee will be compensated at an overtime rate of one and one-half times the regular rate.
To the extent that applicable state law provides greater benefits, state law applies.
It is our policy and practice to accurately compensate employees and to do so in compliance with all applicable state and federal laws. To ensure proper payment and that no improper deductions are made, employees must review pay stubs promptly to identify and report all errors.
Employees classified as exempt salaried employees will receive a salary which is intended to compensate them for all hours they may work for the Supreme Council NMJ / Scottish Rite Masonic Museum and Library / Children's Dyslexia Centers Inc. This salary will be established at the time of hire or classification as an exempt employee. While it may be subject to review and modification from time to time, such as during salary review times, the salary will be a predetermined amount that will not be subject to deductions for variations in the quantity or quality of the work performed.
Under federal and state law, salary is subject to certain deductions. For example, unless state law requires otherwise, salary can be reduced for the following reasons:
Salary may also be reduced for certain types of deductions such as a portion of health insurance premiums; state, federal or local taxes; social security; or voluntary contributions to a 401(k) or pension plan.
In any work week in which the employee performed any work, salary will not be reduced for any of the following reasons:
However, unless state law provides otherwise, deductions may be made to accrued leave for full- or partial-day absences for personal reasons, sickness or disability.
If the employee believes he or she has been subject to any improper deductions, the employee should immediately report the matter to a supervisor. If the supervisor is unavailable or if the employee believes it would be inappropriate to contact that person (or if the employee has not received a prompt and fully acceptable reply), he or she should immediately contact the Director of Finance or any other supervisor in the Supreme Council NMJ / Scottish Rite Masonic Museum and Library / Children's Dyslexia Centers Inc. with whom the employee feels comfortable.
The Supreme Council NMJ and Children's Dyslexia Centers Inc. employee compensation will be pre-paid and distributed on a monthly basis preferably via direct bank deposit. The Scottish Rite Masonic Museum and Library employee compensation will be paid and distributed on a bi-weekly basis and as earned preferably via direct bank deposit. The pay week starts at the beginning of your shift or on Monday and includes all work you perform up to the close of business on Friday unless the employee is on a flexible schedule or has a specific alternative schedule as assigned by the appropriate Company.
A few additional facts about pay:
You will be paid your first wages on the first eligible pay period. Any overtime earnings will be paid generally one pay period following the actual hours worked. If a paycheck is lost or stolen or you fail to receive your direct deposit, notify the director of finance immediately.
Payroll stubs itemize deductions made from gross earnings. By law, the Company is required to make deductions for Social Security, federal income tax and any other appropriate taxes. These required deductions also may include any court-ordered garnishments. Payroll stubs also will differentiate between regular pay received and overtime pay received.
If there is an error in an employee's pay, the employee should bring the matter to the attention of your Supervisor immediately so the Company can resolve the matter quickly and amicably.
Paychecks will be given only to the employee, unless he or she requests that they be mailed, or authorize in writing another person to accept the check.
The Supreme Council NMJ / Scottish Rite Masonic Museum and Library / Children's Dyslexia Centers Inc. compensates all employees via a direct deposit system. Authorization forms are provided at the beginning of employment and are also available for future changes from the Head of Human Resources and/or Director of Finance.
The Supreme Council NMJ / Scottish Rite Masonic Museum and Library / Children's Dyslexia Centers Inc. does not permit advances on paychecks or against accrued paid time off. Advance pay for vacation must be requested in writing at least two weeks prior to the vacation period.
Depending on the employee's position and classification, the Supreme Council NMJ / Scottish Rite Masonic Museum and Library / Children's Dyslexia Centers Inc. endeavors to review performance annually. Wage reviews are conducted on the anniversary date of employment for each employee, and salary increases are based on those reviews, as well as our financial condition. However, an employee receiving a performance appraisal will not necessarily receive a salary increase. If a salary increase is approved it will take effect on the first day of the employees anniversary date of employment month, regardless of the official date of hire within that month. Any deviation to this schedule will be solely at the discretion of the Sovereign Grand Commander / President.
In addition to these formal performance evaluations, supervisors and/or department directors and employees are strongly encouraged to discuss job performance and goals informally any time. In addition, formal performance reviews will be conducted to provide both supervisors and employees with the opportunity to discuss job tasks, identify and correct weaknesses, encourage and recognize strengths, and discuss positive, purposeful approaches for meeting goals. At the end of a six month or one hundred and eighty (180) day period and at the end of your first year of employment, you will have a performance review by your immediate supervisor or department head. Thereafter, annual reviews will be given by your immediate supervisor and/or department head. This is designed to provide communication on your performance in relation to the expected position output and to aid your immediate superiors in discussing your job performance. This rating also serves as an objective basis for salary adjustment recommendations.
The Company acknowledges its responsibility to preserve information relating to litigation, audits and investigations. Failure on the part of employees to follow this policy can result in possible civil and criminal sanctions against the Company and its employees and possible disciplinary action against responsible individuals (up to and including discharge of the employee). Each employee has an obligation to contact the Sovereign Grand Commander / President to inform him of potential or actual litigation, external audit, investigation or similar proceeding involving the Company that may have an impact on record retention protocols.
The Supreme Council NMJ / Scottish Rite Masonic Museum and Library / Children's Dyslexia Centers Inc. are dedicated to assisting employees in managing their careers and reaching their professional goals through promotion and transfer opportunities. This policy outlines the job posting program which is in place for all employees. To be eligible to apply for an open position, employees must meet several requirements:
If the employee finds a position of interest of a job posting and meets the eligibility requirements, an updated resume along with a completed job application from the Human Resources Department must be delivered to Human Resources before being considered for the position. Not all positions are guaranteed to be posted. The Company reserves the right to seek applicants solely from outside sources or to post positions internally and externally simultaneously.
For more specific information about the program, please contact the Human Resources Department.
The weather related closing policy of the Company, which includes early closings as well as unscheduled days off due to inclement weather conditions, is in place strictly for safety purposes. The Company policy for closings due to inclement weather does not provide for a make-up of compensation or additional time off for any of the hours lost should the employee at the time of the closing be exercising either personal or vacation time off. As related to sick time, should the employee be exercising sick time it will be assumed that if they return to work the day following any unscheduled closing and report to their supervisor that their intention was to be present on the day or days of closing then they will not be charged for sick time. However, if the employee is absent the day following the office closing it will thusly be assumed that they would have otherwise been absent on the inclement day or days and they will therefore be appropriately charged for sick time.
The Company notifies employees via email and via a call in number to verify if the offices will be closed or closing early for inclement weather or other reasons. That call in number is 781-465-3204.
If you are going to be absent for any reason your are responsible to advise your immediate supervisor for approval as far in advance as possible, explain the circumstance and communicate when you expect to return. In a case when an employee is absent for three consecutive days without notifying their supervisor, it is considered grounds for termination.
Staff members are expected to be on time. If you are going to be unavoidably detained, you should telephone your supervisor. Continuous tardiness displays a willful disregard for general policies and will result in a documented abuse. Keep in mind continuous tardiness not only affects you but other employees as well.
Secure, by pass card only, parking facilities are provided on the property for the convenience of employees. Access to the employee parking lot is by pass card only which can be obtained from the Supervisor of Building Operations whose office is adjacent to the shipping dock area in the Museum. The Company assumes no responsibility for damage to or loss of automobile or other personal property in providing such facilities. If it is necessary to leave a car overnight or for a set period of time, the Security Office at ext. 4130 should be notified.
Employees are entitled to a 60-minute paid break for meals if they work more than six consecutive hours. Breaks may be scheduled at staggered times to allow for departmental coverage.
Federal and state laws require the Company to report basic information about new employees, including your name, address, and social security number to a state agency designated as the State Directory of New Hires. The state collects this information in an effort to enforce child support orders. Please be advised that 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. The Company is required to comply with such orders as a matter of federal and state law.
In addition to good working conditions and competitive pay, it is the Supreme Council NMJ / Scottish Rite Masonic Museum and Library / Children's Dyslexia Centers Inc.'s policy to provide a combination of supplemental benefits to all eligible employees. In keeping with this goal, each benefit program has been carefully devised. These benefits include time-off benefits, such as vacations and holidays, and insurance and other plan benefits. We are constantly studying and evaluating our benefits programs and policies to better meet present and future requirements. These policies have been developed over the years and continue to be refined to keep up with changing times and needs.
The next few pages contain a brief outline of the benefits programs the Supreme Council NMJ / Scottish Rite Masonic Museum and Library / Children's Dyslexia Centers Inc. provides employees and their families. Of course, the information presented here is intended to serve only as guidelines.
The descriptions of the insurance and other plan benefits merely highlight certain aspects of the applicable plans for general information only. The details of those plans are spelled out in the official plan documents (SPD), which are available for review upon request from the Head of Human Resources. Additionally, the provisions of the plans, including eligibility and benefits provisions, are summarized in the summary plan descriptions (SPD) for the plans (which may be revised from time to time). In the determination of benefits and all other matters under each plan, the terms of the official plan documents shall govern over the language of any descriptions of the plans, including the SPD's and this handbook.
Further, the Supreme Council NMJ / Scottish Rite Masonic Museum and Library / Children's Dyslexia Centers Inc. (including the officers and administrators who are responsible for administering the plans) retains full discretionary authority to interpret the terms of the plans, as well as full discretionary authority with regard to administrative matters arising in connection with the plans and all issues concerning benefit terms, eligibility and entitlement.
While the Company intends to maintain these employee benefits, it reserves the absolute right to modify, amend or terminate these benefits at any time and for any reason.
If employees have any questions regarding benefits, they should contact the Head of Human Resources.
Full-time, Eligible Part-time employees will be paid for the following holidays:
New Year's Day
President's Day
Patriot's Day
Memorial Day
Independence Day
Labor Day
Thanksgiving Day
Work Day Before Christmas
Christmas Day
Floating Holiday
Day after Thanksgiving
You will be paid for these holidays if you:
Due to business needs, some employees may be required to work on Company holidays. Your supervisor or department head will notify you if this may apply to you.
When holidays fall or are celebrated on a regular work day, eligible employees will receive one (1) day's pay at their regular straight-time rate. Eligible employees who are called in to work on a holiday will receive one (1) day's pay at their regular straight-time rate, and an additional day off.
If a holiday falls within an eligible employee's approved vacation period, the eligible employee will be paid for the holiday (at the regular straight-time rate) in addition to the vacation day, or the eligible employee will receive an additional vacation day at the option of the Company.
If a holiday falls within a jury duty or bereavement leave, the eligible employee will be paid for the holiday (at the regular straight-time rate) in addition to the leave day, or the eligible employee will receive an additional day off at the option of the Company.
We know how hard employees work and recognize the importance of providing time for rest and relaxation. We fully encourage employees to get this rest by taking your vacation time. The Company provides regular full-time and regular eligible part-time employees separate paid vacation plans annually to allow employees time to take vacations for rest and relaxation. Vacation may be used as soon as it is accrued. Length of service with the Company determines the rate at which eligible employees accrue vacation. Employees become eligible for the new higher accrual rate on the first day of their anniversary month each year. Employees, with the exception of the Sovereign Grand Commander / President, cannot accrue or carryover anymore than one (1) week or (40 hours) of vacation time at the end of any one anniversary year. Any unused hours in excess of forty (40) hours will be lost. Any accrued and/or earned and unused vacation time will be paid out upon separation on a pro-rata basis in relation to their anniversary date.
Every effort will be made to grant the employee's vacation preference, consistent with our operating schedule. However, if too many people request the same period of time off, the Company reserves the right to choose who may take vacation during that period. Employees with the longest length of service generally will be given preference. Vacation requests must be submitted to an employee's department head through the web based time sheet system at least two (2) weeks in advance of their requested vacation dates. Vacation time may be used in not less than half day increments. Advanced and unearned vacation time will be deducted on a pro-rata basis from your final paycheck, to the extent permitted by law upon termination.
Regular Full-Time Employees:
Your vacation (Effective October 1, 2017) is determined by your length of service as follows: In the first year of employment based on your anniversary month, after completing six (6) months, your vacation will be five (5) days or forty (40) hours. Upon the completion of one (1) year of employment, your vacation will be eleven (11) days or eighty eight (88) hours. The second through fourth year of employment, one (1) day or eight (8) hours of vacation will be added for each additional year of service thereafter to the completion of four years. The fifth through twenty-fourth year of employment, one (1) day or eight (8) hours will be added to your vacation period for each additional two (2) years of service and thereafter to the completion of twenty-five (25) years. Twenty-five (25) to thirty (30) years of service, your vacation will be twenty-five (25) days or two hundred (200) hours per year. After thirty-five (35) years of service, your vacation time will be thirty (30) days or two hundred and forty (240) hours. (See the Vacation Earnings and Accrual Chart below) The maximum amount of unused and accrued vacation time at the end of any anniversary year cannot exceed one week or five (5) days or forty (40) hours. When a holiday falls within your vacation period, you are entitled to an additional vacation day.
| Years of Service | Days/Hours | Years of Service | Days/Hours |
| 0.5 | 5/40 | 16 | 20/160 |
| 1 | 11/88 | 17 | 21/168 |
| 2 | 12/96 | 18 | 21/168 |
| 3 | 13/104 | 19 | 22/176 |
| 4 | 14/112 | 20 | 22/176 |
| 5 | 15/120 | 21 | 23/184 |
| 6 | 15/120 | 22 | 23/184 |
| 7 | 16/128 | 23 | 24/192 |
| 8 | 16/128 | 24 | 24/192 |
| 9 | 17/136 | 25 | 25/200 |
| 10 | 17/136 | 26 | 25/200 |
| 11 | 18/144 | 27 | 25/200 |
| 12 | 18/144 | 28 | 25/200 |
| 13 | 19/152 | 29 | 25/200 |
| 14 | 19/152 | 30 | 25/200 |
| 15 | 20/160 | 35+ | 30/240 |
Regular Part-Time Employees:
You must complete five (5) years of service in order to earn vacation. The maximum vacation entitlement for part-time employees is pro-rated based on hours worked. On the fifth anniversary year of your hire date you will be credited with five (5) days of vacation time at your appropriate daily hourly rate; (example if your weekly hours are 20, your daily rate would be 4 hours; if your weekly hours are 30 your daily rate would be 6 hours).
Managers reserve the right not to approve a vacation request if it will interfere with Company operations or adversely affect coverage of job and staff requirements. Whenever possible, employees’ requests for vacation will be accommodated, but where scheduling conflicts arise, seniority and workload priorities will prevail. From time to time, it may be necessary for the scheduling of your vacation to be based primarily on the needs of the Company rather than your personal preference. Vacation time requests must be made via the Company’s Web Based Time Sheet System (http://vtime08/TimeSheet/replicon) and must be approved via the same method by the immediate supervisor or department head before the employee may take the vacation period requested. You may not substitute pay for unused vacation. Vacation days available for any one year are based on your anniversary date of employment.
Vacation benefits for employees who become sick or injured during vacation will be handled on an individual basis. Vacation may be taken in weeks, days or half days; however, the number of half days you may take may not exceed ten (10) in a given anniversary year. An employee may elect to defer up to one (1) week (40 hours) of vacation time per anniversary year but under no circumstances may they have any more than one (1) week or (40 hours) of vacation available at the end of any anniversary year. Any time in excess of that amount will be forfeited.
Payment of Unused Vacation upon Termination
In accordance with state law, you will be paid out on a pro-rata basis for any remaining earned and/or accrued unused vacation time upon termination of employment. Any unearned vacation time taken will be deducted from your final paycheck to the extent permitted by law.
Full-time employees are eligible to accrue up to three (3) paid personal days or (24 hours) per calendar year on a pro-rata basis. However, during the calendar year in which a full-time employee is first hired, those full-time employees hired after June 30 will be eligible to accrue personal days on a pro-rata basis and to use up to one and one half (1 1/2) days or (12 hours) paid personal time. Any additional personal time that must be taken by eligible employees generally will be unpaid.
When foreseeable, this leave should be requested at least seven (7) days in advance through the web based payroll system for approval by the employee's immediate supervisor or department head and can be used for any purpose. If the necessity for this leave is not foreseeable, the employee should provide such notice as practicable. This leave may be taken intermittently or on a reduced leave schedule but should not be taken in increments of less than one hour.
Accrued, unused personal days are forfeited at the end of the calendar year and are not paid out at resignation, termination or retirement unless otherwise required by law. Personal days must be used in at least half-day increments. Advanced personal days will be deducted from your final paycheck, to the extent permitted by law.
Full-time employees are eligible to receive up to five (5) paid sick days each year. If an employee will be out of work due to illness, he or she must call in and notify his or her supervisor as early as possible, but at least by the start of the workday. This should be done daily for the term of your illness or injury. If you do not call in, your absence will be considered unexcused and you will not be paid for it. If the employee calls in sick for three (3) or more consecutive days, he or she may be required to provide their supervisor with a doctor's note on the day he or she returns to work. If such a note is requested and you cannot produce it, the absence may be considered unexcused, and you will not be paid for it. Before returning to work from a sick leave absence of ten (10) calendar days or more, an employee must provide a physician's note verifying that he/she may safely return to work. Regular part-time or temporary employees are not authorized sick leave. Sick leave credits are calculated on the basis of a calendar year (January 1 thru December 31).
Sick days must be used in at least half-day increments unless applicable state laws rule otherwise. While sick days are intended to cover only an employee's own illnesses, if required by applicable state or local law, sick days may be used to care for a family member's (including civil union partners') illness or for any other reason required by applicable state or local law.
Sick leave benefits will be calculated based on the employee's base pay rate at the time of absence and will not include any special forms of compensation, such as incentives, commissions, bonuses, or shift differentials.
Extended Paid Time Off (EPTO)
Unused sick leave benefits will be allowed to accumulate in the employees Extended Paid Time Off (EPTO) account. The EPTO account will be used when an individual's normal annual sick leave runs out. Individual EPTO accounts are not transferable to any other person. The EPTO account at employee termination, resignation or retirement will dissolve and no payout will be forthcoming. EPTO is essentially a short term disability benefit to those regular full-time employees who have unused sick leave at calendar years end. Maximum accumulation of EPTO will be forty (40) days or three hundred and twenty (320) hours at which point long term disability insurance will apply based on the parameters of the program in place.
Sick leave benefits and EPTO accruals are intended solely to provide income protection in the event of illness or injury, and may not be used for any other absence. Unused sick leave benefits or EPTO accruals will not be paid to employees while they are employed or upon termination of employment. Advanced sick days will be deducted from the final paycheck, to the extent permitted by state law.
Eligibility
The Supreme Council NMJ / Scottish Rite Masonic Museum and Library / Children's Dyslexia Centers Inc. provides earned sick time and Extra Paid Time Off (EPTO) time to employees whose primary place of work is in Massachusetts. For employees whose primary place of work is in Massachusetts who are eligible for sick time under the general Paid Sick Time policy and/or any other applicable sick time/leave ordinance, this policy applies solely to the extent it provides greater benefits/rights on any specific issue or issues than the general Paid Sick Time policy and/or any other applicable sick time/leave ordinance.
Accrual
Employees begin accruing earned sick time at the start of employment. Eligible employees will accrue one (1) hour of earned sick time for every 30 hours worked, up to a maximum accrual of 40 hours each calendar year. Exempt employees are assumed to work 40 hours in each workweek unless their normal workweek is less than 40 hours, in which case sick time accrues based upon that normal workweek. For purposes of this policy, the calendar year is the consecutive 12-month period beginning January 1 and ending on December 31.
Usage
Employees who have been employed for at least 90 days may use earned sick time as it accrues. Employees who have been employed for less than 90 days may begin using accrued earned sick time on the ninetieth (90th) day of employment. The smallest amount of earned sick time an employee can use is one (1) hour. For uses beyond one (1) hour, employees may use earned sick time in hourly increments or in the smallest increment the payroll system uses to account for absences or use of other time. An employee may not use more than 40 hours of earned sick time in any calendar year.
Employees may use earned sick time for the following reasons:
Earned sick time may not be used as an excuse to be late for work if the lateness is not related to one of the reasons described above. Additionally, employees may not accept a specific shift assignment with the intention of calling out sick for all or part of the shift.
Use of earned sick time will run concurrently with time off provided under Family and Medical Leave, Massachusetts Parental Leave, Massachusetts Domestic Violence Leave, Massachusetts Small Necessities Leave or time off pursuant to any other applicable law, if applicable and to the extent permitted by applicable law.
Notice and Documentation
Employees must comply with the attendance and call-in policy when providing notice. Employees must make a good faith effort to provide notice of this need to use earned sick time if the need is foreseeable. Specifically, if an employee's need for the use of earned sick time is due to a pre-scheduled or foreseeable absence, seven (7) days advance notice to the employee's supervisor is required. If an employee anticipates a multi-day absence from work, employees must provide notification of the expected duration of the leave or, if unknown, must provide notification on a daily basis, unless the circumstances make such notice unreasonable. If an employee's need for the use of earned sick time is unforeseeable, notice must be provided as soon as practicable under the circumstances.
When providing notice or reporting an absence for a covered purpose, employees are not required to explicitly reference earned sick time, but the Supreme Council NMJ / Scottish Rite Masonic Museum and Library / Children's Dyslexia Centers Inc. may, in accordance with applicable laws regarding privacy and confidentiality of medical information, review with employees the covered purposes for which earned sick time may be used.
For any earned sick time used, employees must verify in writing that they have used the time for a covered reason, but will not be required to explain the nature of the illness or the details of the domestic violence.
The Supreme Council NMJ / Scottish Rite Masonic Museum and Library / Children's Dyslexia Centers Inc. will also require supporting documentation if an employee's use of earned sick time:
Documentation signed by a health care provider indicating the need for earned sick time taken constitutes acceptable certification for sick time taken for reasons 1 through 4 set forth in the Usage section above, except employees who do not have health care covered through a private insurer, the MA Healthcare Connector and related insurers may provide a signed written statement evidencing the need for use of earned sick time, without being required to explain the nature of the illness, in lieu of documentation by a health care provider.
Acceptable documentation for earned sick time taken for reason 4 can include:
The documentation does not need to explain the nature of the illness or the details of the domestic violence. Documentation can be submitted in person or by another reasonable method, including email.
Documentation must be provided within seven (7) days of an employee taking earned sick time, unless, for good cause shown or as otherwise permitted, an employee requires more time to provide such documentation. Failure to comply with the reasonable documentation requirements, without a reasonable justification, may result in the Supreme Council NMJ / Scottish Rite Masonic Museum and Library / Children's Dyslexia Centers Inc. recouping the amount paid for earned sick time from future pay, as an overpayment or otherwise taking appropriate action, to the extent permitted by applicable law.
Employees may be asked to provide a fitness-for-duty certification, a work release or other documentation from a medical provider before returning to work after an absence during which earned sick time was used.
Payment
Earned sick time will be paid at the same hourly rate as the employee earns from his or her employment at the time the employee uses such time. Use of sick time is not considered hours worked for purposes of calculating overtime.
Carryover and Payout
Up to 40 hours of accrued, unused earned sick time under this policy can be carried over to the following calendar year, and employees through the Extra Paid Time Off (EPTO) program are allowed to accrue up to forty (40) days and three hundred and twenty (320) hours of time into their personal EPTO account at the end of any calendar year.
Accrued but unused earned sick time or EPTO time under this policy will not be paid at separation regardless of the cause.
Enforcement and Retaliation
Employees may be subject to disciplinary action for misuse of earned sick time if they are engaging in fraud or abuse of benefits available under this policy.
The Supreme Council NMJ / Scottish Rite Masonic Museum and Library / Children's Dyslexia Centers Inc. will not tolerate retaliation against an employee who opposes practices that he or she believes to be in violation of earned sick time law or because the employee supports the exercise of rights of another employee under the earned sick time law. Employees may file an action in court to enforce their earned sick time rights.
Employees with questions regarding this policy should contact the Head of Human Resources.
The Company will provide a reasonable amount of break time to accommodate an employee desiring to express breast milk for the employee's infant child, in accordance with and to the extent required by applicable law. The break time, if possible, must run concurrently with rest and meal periods already provided to the employee. If the break time cannot run concurrently with rest and meal periods already provided to the employee, the break time will be unpaid, subject to applicable law.
The Company will make reasonable efforts to provide employees with the use of a room or location other than a toilet stall for the employee to express milk in private. This location may be the employee's private office, if applicable. The Company may not be able to provide additional break time if doing so would seriously disrupt the Company's operations, subject to applicable law. Please consult the Human Resources Department if you have questions regarding this policy.
Employees should advise management if they need break time and an area for this purpose. Employees will not be discriminated against or retaliated against for exercising their rights under this policy.
On-the-job injuries are covered by our Workers' Compensation Insurance Policy, which is provided at no cost. If employees are injured on the job, no matter how slightly, they should report the incident immediately to their Supervisor. In addition you must complete a written report for every injury, no matter how small, to keep the coverage in force and to get any benefits or other compensation to which you may be entitled. Failure to follow Company procedures may affect the ability of the employee to receive Workers Compensation benefits.
This is solely a monetary benefit and not a leave of absence entitlement. Employees who need to miss work due to a workplace injury must also request a formal leave of absence. See the Leave of Absence sections of this handbook for more information.
Neither the Company, nor the insurance carrier will be liable for the payment of workers' compensation benefits for injuries that occur during an employee's voluntary participation in any off-duty recreational, social, or athletic activity sponsored by the Company.
The Supreme Council NMJ / Scottish Rite Masonic Museum and Library / Children's Dyslexia Centers Inc. realizes that it is the obligation of all U.S. citizens to serve on a jury when summoned to do so. All employees will be allowed time off to perform such civic service as required by law. Employees are expected, however, to provide proper notice of any request to perform jury duty and verification of their service, including fees received for jury duty service.
Employees are also expected to keep management informed of the expected length of jury duty service and to report to work for the major portion of the day if excused by the court. If the required absence presents a serious conflict for management, employees may be asked to try to postpone jury duty.
The Company will pay regular full-time employees, employed as jurors, their regular wages for the first three (3) days of jury service. Courts may excuse employers from the duty of compensating juror-employees in cases of extreme financial hardship. In such cases, the court will award the juror reasonable compensation in lieu of wages, up to $50 a day, for the first three (3) days of juror service. Alternate jurors will receive the same payments and reimbursements from their employers and the commonwealth as jurors.
Exempt employees will be paid their full salary less jury duty fees for any week in which they performed work for the Company and missed work solely due to jury service.
If excused or released from jury duty, employees are expected to return to work promptly.
We know the death of a family member is a time when employees wish to be with their families. If the employee is a full-time, or eligible Part-time employee and loses a close relative, he or she will be allowed paid time off of up to 3 days to assist in attending to his or her obligations and commitments. For the purposes of this policy, a close relative includes a spouse, domestic partner, child, parent, sibling or any other relation required by applicable law. Paid leave days may only be taken on regularly scheduled, consecutive workdays following the day of death. Bereavement leave will not be paid if it occurs when the employee is on vacation or leave of absence, absent due to illness or injury, or not working due to a paid holiday. Employees must inform their Supervisors prior to commencing bereavement leave. In administering this policy, the Company may require verification of death.
Bereavement pay is calculated based on the base pay rate at the time of absence and will not include any special forms of compensation, such as incentives, commissions, bonuses, or shift differentials. Employees may, with their supervisors' approval, use any of their available paid leave for additional time off as necessary.
In the event an employee does not have sufficient time outside of working hours to vote in a statewide election, if required by state law, the employee may take off enough working time to vote. Employees are generally permitted to take up to two (2) hours of time-off in the event the employee’s work schedule does not allow sufficient time for voting either before or after work. Such time will be paid if required by state law. This time should be taken at the beginning or end of the regular work schedule. Where possible, your Supervisor should be notified at least two days prior to the voting day.
Employees are encouraged to check local poll operation times before requesting time off to vote. The Company will attempt to accommodate all requests for voting leave; however, management has the discretion to deny leave requests or to designate permissible voting times for business reasons, to the extent permitted by law. The Company also reserves the right to demand proof that a vote was cast as a condition for excusing an employee’s absence or issuing pay for time off. State law and/or company policy will determine whether you will be paid for time off used for voting.
Full-time employees may participate in the Company's insurance programs. Under these plans, eligible employees will receive comprehensive health and dental insurance for themselves and their families as well as other benefits. The Company also provides a life and disability insurance program exclusively for the employee which is fully funded by the Corporation.
Upon becoming eligible to participate in these plans, you will receive Summary Plan Descriptions (SPD) describing the benefits in greater detail. Please refer to the (SPD) for detailed plan information, the following descriptions of some of the plans is for informational purposes only. If you have any specific questions you should discuss them with the Human Resources Director who maintains all Summary Plan Descriptions.
NOTE: The Company reserves the right to change, modify or terminate any and all insurance programs as relates to Company offerings or participation levels with reasonable notice to employees.
Life Insurance
You will receive documents under a separate cover that fully explains the life insurance program that the Company provides. A summary of coverage and eligibility follows in the next paragraph. This coverage becomes effective upon employment and is provided at no expense to you.
All regular full-time categorized employees generally working 40 hours per week are eligible for life insurance coverage. Basic coverage begins on date of hire. Life insurance basic coverage is provided at no cost to the employee. Staff members will be provided life insurance in the amount equal to 2.5 times annual earnings with some limitations as specified in the Summary Plan Description.
The amount, if not an even multiple of $1,000, will be rounded to the next higher multiple of $1,000; not to exceed $150,000. The amount of insurance will adjust to the following percentage of the Schedule Benefit at the following ages; age 70 but less than 75 (65%), Age 75 and older (45%). Increases in salary will be reflected in increases in life insurance coverage. Actual coverage is based on your most recent W-2 earnings reported.
If a covered employee dies, the insured amount will be paid to his or her named beneficiary. You are responsible for naming your beneficiary and may change that selection by submitting a written request to the plan administrator and the Human Resources Director. Life Insurance coverage will end upon termination regardless of the reason.
Medical Insurance
The Company currently offers an HMO, or PPO for out of State employees, Insurance Plan through a reputable local provider and bears a substantial amount of the cost of this plan for the employee. Hospital and Medical Insurance Coverage is offered to all regular full-time employees. The Company is pleased to contribute toward the cost for individual, dual and family coverage. Current Company contributions are eighty percent (80%) but may change and will be posted annually. Any cost exceeding those limits is paid by the employee in the form of a monthly (Supreme Council and Children's Dyslexia Centers Inc.) or bi-weekly (Museum and Library) payroll deduction, which ever applies.
The Company also currently provides a Health Reimbursement Account (HRA) at its sole expense to help defray a portion of the costs associated with the HMO plan related to deductibles and co-pays for medical services. On site applicable co-pays for medical services are currently covered up to $500.00 annually per individual including spouses and dependents. Any co-pays in excess of that amount in any calendar year are the responsibility of the employee. Applicable deductibles are fully covered for all plan choices.
It is the Company’s policy to offer the same coverage to regular part-time employees who work 20 or more hours a week on a 100% employee cost basis either through a semi-monthly or monthly payroll deduction, which ever applies, or by direct payment to the Company by the employee.
Under certain conditions defined by COBRA, departing employees may continue the coverage at their own cost. The Company will provide departing employees with information concerning this alternative.
For questions regarding COBRA rights or the medical plan, refer to the printed information from the applicable insurance company as provided by the Finance Director or the Human Resources Department.
**NOTICE**
“This is not the Summary Plan Description (SPD)”
The Summary Plan Description (SPD) has more details about your plan. The above information cannot change the terms or conditions of the Plan. If there is a discrepancy between the SPD and this Plan Highlights sheet, the SPD governs.
Hospital and Medical Insurance for Retirees
Company employees who have been regular full-time employees for a minimum of ten (10) years and are over the age of sixty-five (65) are eligible at retirement or for other qualifying termination reasons to receive a medical stipend for the purpose of off-setting future medical expenses. Termination of employment for any reason other than retirement, layoff or staff restructuring makes the employee and their spouse ineligible for this benefit.
The current amount of a full year’s stipend is $7,500.00 (4/1/2017). Employees will receive their first stipend payment upon retirement and it will be prorated based on the remaining full months of the calendar year after the month in which the employee retires. After the first year the stipend will be paid annually on or about the beginning of the calendar year.
Should an employee who has otherwise met the years of service and age requirements of this policy die prior to their retirement their surviving spouse would then become immediately eligible for a stipend equal to fifty-percent (50%) of the stipend their deceased spouse would have received without regard to any other eligibility requirements. Said disbursement would be on the same schedule as all other medical stipend disbursements including a prorated basis for remaining months in that current year.
Should a retired employee who is receiving the medical stipend pre-decease their spouse their surviving spouse is then immediately eligible for a stipend equal to fifty-percent (50%) of the stipend their deceased spouse would have received. They will first receive that stipend on or about the beginning of the next calendar year.
Each year’s payment will be made only after the stipend recipient indicates by their signature, on the return form provided by the Company for that purpose, that all of the stipend will be used for medical expenses. The form provides examples of applicable expenses for planning purposes.
This policy applies to present employees and to past employees who are already receiving the Medical Stipend.
Exceptions to the above policy may only be made by the Sovereign Grand Commander / President acting in his various capacities.
Dental Expense Reimbursement Program
Purpose
The purpose of this Dental Expense Reimbursement Program is to provide some financial assistance for dental expenses for employees and their families.
Reason
We care and are genuinely concerned about the health of employees and their families. This program encourages employees to seek dental care which improves their overall health, morale, and productivity. Remember, the key to good dental care is regular visits to your dentist for oral examinations and cleaning of teeth. Major dental problems can often be avoided by preventative care.
Eligibility
New full-time employees are eligible to enter the program on either January 1 or July 1 of each calendar year. For those employees joining the plan on July 1, annual benefits will be reduced to one-half the annual amount.
Covered Dependent
The dental expense reimbursement program covers the employees spouse and unmarried children less than 19 years of age. Unmarried "children" are eligible from 19 to 26 if they are principally dependent upon you for maintenance and support and they are furthering their education. If an employee is enrolled in the Company Health Plan some dependent children have coverage under that plan and the Company plan is secondary to that coverage. Employees should make themselves familiar with the Health Plan’s dental program for dependent children.
Dental Expense Reimbursement Schedule
The Company dental reimbursement program will cover 100% of eligible expenses up to a total of $2,500.00 per year per individual including spouses and dependents. The total allowance per covered employee and dependent may not be combined. In other words if one covered person's expense exceeds the $2,500.00 limit they may not use another dependents coverage to make up the difference. However, the next paragraph will allow a carryover for expenses that exceeds the limit in any one calendar year.
Dental Expense Reimbursement Carryover Program
Effective January 1, 2018 the balance of any dental expense in the immediate previous calendar year which exceeds the $2,500.00 limit of any covered employee or dependent may be resubmitted in the subsequent calendar year for reimbursement. This reimbursement will be charged against that individual’s then calendar years maximum expense allowance of $2,500.00. This change is effective January 1, 2018 therefore carry over charges in excess of the $2,500.00 limit in the calendar year of 2017 will be allowed. The carryover in any calendar year for any individual’s dental procedures may only be carried forward for one subsequent year. The orthodontic reimbursement amount of $1,500.00 is not eligible for the carryover program as it is a one-time reimbursement per employee or covered dependent.
Covered Dental Expenses
All dental procedures, including orthodontic care, are covered dental expenses if provided by or under the direction of a dentist licensed to practice by the state in which he or she practices.
An employee must complete a dental reimbursement request form, available in the administrative office, and submit this completed form along with a paid receipt, a copy of your charge card receipt or a copy of your canceled check. Please submit all forms to the Administrative Directors Secretary who administers reimbursements. For purposes of reimbursement, claims will be based on the date dental service was performed. Keep in mind the plan year is from January 1 to December 31. Claims should be submitted within 30 days from the date of service, but under no circumstances beyond six months.
NOTE: False receipts will be considered as a fraudulent act and will be grounds for immediate dismissal.
Program Change
The Company reserves the right to make changes in the benefit levels and annual maximum or other provisions of the program. Employees will be notified of changes at least one month in advance of the effective date of change.
Orthodontic Coverage
The maximum lifetime orthodontic coverage per person is $1,500.00 which is in addition to the annual maximum reimbursable expense of $2,500.00 annually as listed above. Should you need orthodontic care, remember that orthodontics is a highly specialized area of dentistry. Since the process takes a great deal of commitment on your part in terms of time and personal expense, we would like to suggest that you seek the services of a specialist in orthodontics.
Hospitalization Dental Treatment
Hospitalization Dental Treatment is covered under this plan only to the extent not covered by the Company or employee provided health plan.
Worker's Compensation Coverage
Treatment for any injury which arose out of and in the course of your employment is covered under this plan only to the extent not covered by Worker's Compensation.
Hospitalization vs. Dental Office Treatment
If major work is to be performed, you should first review the requirements of the Company Health plan in order to have the medical expenses covered by that plan. Where major work is involved, your dental coverage is secondary to current health plan.
Other Insurance
In any case where an employee, dependent or spouse is covered by other dental insurance, the Company Plan will be considered secondary insurance. The amount paid will be limited to the deductible amounts or co-payments not paid under the primary plan.
Tax Consequences of a Direct Reimbursement Dental Plan
At this point in time, under federal income tax law, an employer's direct reimbursement of dental expenses to employees is not income to the employee. (Information provided by John L. Miles, General Counsel of the American Association of Orthodontists.)
Termination of Coverage
Dental reimbursement coverage will end on your last day of work except when you are on an authorized leave of absence for sickness, maternity, or special leave. Dependents' coverage will end when your employment coverage ends or when a person ceases to be an eligible dependent.
Benefits after Termination of Coverage
If your coverage ends for any reason, this plan will still pay for dental expenses incurred while your coverage was still in effect with the exception of orthodontic care. Although orthodontic care may have begun prior to your termination or the discontinuance of coverage, any further expenses related to that coverage ceases on the day employment ends.
Termination of the Plan
The Company, reserves the right to terminate the plan upon 30 days’ notice to all employees who are eligible. In the event the plan is terminated, the following procedures will be applied:
1. In the case of any claim form submitted before the date on which the notice of termination occurs, reimbursement will continue to be paid in accordance with the plan.
2. In the case of any claim form submitted during the 30-day notice period, reimbursement will be limited to expenses of treatment incurred before the final termination date.
Full-time employees are eligible to participate in the Long-Term Disability plan, subject to all terms and conditions of the agreement between the Company and the insurance carrier. The cost of this coverage is fully paid by the Company.
This is solely a monetary benefit and not a leave of absence. Employees who will be out of work must also request a formal leave of absence. See the Leave of Absence sections of this handbook for more information.
The long term disability plan for all regular full-time employees, working at least 30 hours per week, includes monthly benefits, after a 60-day waiting period, of 60% of your base wage to a maximum benefit of $5,000.00 per month.
For questions concerning this benefit please see the specific plan documents for further explanation of this benefit and its tax implications or contact the human resources department.
The Company provides enhanced monetary short-term disability benefits to full-time employees via the Extended Paid Time Off Program (EPTO) referenced in the Benefits section of this handbook under Sick Time. These enhanced monetary benefits are inclusive of any monetary workers' compensation or statutory short-term disability benefits.
This is not a leave of absence provision. Employees who will be out of work must request a leave of absence. See the Leave of Absence sections of this handbook for more information. Employees will be required to submit medical certification as requested by Supreme Council NMJ / Scottish Rite Masonic Museum and Library / Children's Dyslexia Centers Inc. Required medical certification under this policy may differ from the medical certification required for any leave of absence requested.
The Company has an Employee Assistance Program ("EAP") which is offered through Comprehensive EAP. You may seek help anonymously for such matters as alcohol or other chemical dependency, family and marital problems, personal and work-related stress situations and anxiety disorders. Employees may contact Comprehensive EAP directly at 800-344-1011 or at www.compeap.com. Contact your department director or the Human Resources Director for additional information including a full brochure as well at User ID and Passwords.
The Company provides a voluntary 401(k) retirement savings plan for full-time employees. The plan includes a provision for employee tax deferred compensation contributions. The plan trustee is Mr. Steve Cole, Director of Finance. You can request a full copy of the Summary Plan Description (SPD) from Mr. Cole, Director of Finance, by contacting him at extension 3301 or by email at scole@supremecouncil.org. This information is also available from the plan administrator, the Human Resources Director.
Plan Highlights
Following is a brief overview of the features of the SUPREME COUNCIL (Company) and the Scottish Rite Masonic Museum and Library (Company) and the Children's Dyslexia Centers Inc. Employees Elective 401K Retirement Plan:
Eligibility
Entry Dates
Employee Contributions
Matching Contributions
Employer Discretionary Contributions
Rollover Contributions
Investment Options
Benefit Payments
|
Years of Service |
1 |
2 |
3 |
4 |
5 |
6 |
|
Vested Portion |
0% |
20% |
40% |
60% |
80% |
100% |
Loans
Hardship Withdrawals
**NOTICE**
“This is not the Summary Plan Description (SPD)”
The Summary Plan Description (SPD) has more details about your plan. The above information cannot change the terms or conditions of the Plan. If there is a discrepancy between the SPD and this Plan Highlights sheet, the SPD governs. For additional information, call the HELPLINE (1-800-724-0151) or contact Steve Cole at: 781-465-3301
Eligible Company employees who are in a domestic partnership may enroll their domestic partner and the eligible dependent children of the domestic partner as covered dependents in the medical and dental plans. Domestic partners shall include both same gender and opposite sex partners of eligible employees. Coverage shall be provided to domestic partners and their family members to the same extent it is currently provided to family members under current applicable administrative rules. For enrollment purposes, the employee and the employee's domestic partner must meet all of the following criteria:
Employees may also elect to enroll their domestic partner's eligible dependent children if they meet the medical and/or dental plan eligibility requirements; they reside regularly with the employee and the domestic partner, and qualify as the domestic partner's dependent(s) for Federal Income Tax purposes.
Employees are required to notify the finance director or the human resources director if the domestic partnership no longer meets all of the qualifying criteria. COBRA-equivalent coverage is available for the non-employee partner. Employees cannot file a new Affidavit of Domestic Partnership for a new domestic partner until at least 12 months after a previous domestic partnership ends.
Employees will be subject to corrective action up to and including termination for making any false statements regarding the qualifications of a domestic partner, failure to notify the organization of a change in status of the domestic partner, or failure to comply with the terms of the Affidavit. Employees may be required to reimburse the Company for all costs associated with coverage for the domestic partner and his/her dependent children for violation of this policy. Please note that the Company’s insurance policy will be the controlling document regarding eligibility.
The Company encourages all regular full-time employees to obtain and to maintain the education required for their professional growth and advancement opportunities or to enhance their work knowledge and skills. Consequently, the Company will consider educational reimbursement for job specific training on a one on one basis.
Eligibility
To be eligible for educational assistance, regular full-time employees must be employed for a minimum of one (1) year and must not have received written corrective warning within the past 90 days. Employees who have received a verbal warning may also be prohibited from applying.
Benefits
The education you seek must satisfy specific requirements according to IRS regulations. The course must: maintain or improve skills required by your present position at the Company or be expressly required as a condition to retaining your present position, and not permit you to satisfy the minimum education requirements of your present position, or specifically qualify you for a new salary, status or job. If eligible and having received approval you will be reimbursed for tuition, registration fees, books, supplies and other course materials upon the successful completion of the course or seminar.
Requesting Reimbursement
To request consideration for assistance, complete a letter of request to the Human Resources Director through your immediate supervisor and department director indicating the course supplier and/or school, the course description, reasons or justification for taking the course and associated costs for completion of the program. Your department director will make his recommendation and will forward your request and their letter of recommendation to the Human Resources Director who upon approval from the Sovereign Grand Commander / President will place the approved request in your personnel folder. Upon completion of the course you must submit a paid receipt for the tuition along with a grade report and/or graduation certificate indicating successful completion of the course to the Human Resources Director who will process the reimbursement through the finance department.
The Administrative Council and the Sovereign Grand Commander / President collectively retain the right to modify, change and/or amend any of the benefit plans and terms at any time. Notice of revisions or modifications will be given to all current employees.
The Company employees are entitled to a wide range of benefits. A number of the benefit programs -- such as Social Security, workers' compensation, state disability, and unemployment insurance -- cover all employees as required by law.
Eligibility for most other benefits depends upon a variety of factors, including employee classification. Your immediate supervisor and/or department head can identify the programs for which you are eligible. You can find the details of many of these programs in separate written summaries.
In the event of the death of an employee, the beneficiary will be advised regarding life insurance, medical, dental and any other benefits as appropriate. For more information, contact the human resources department.
Some benefit programs require contributions from employees, but many are fully paid by the Company. The Company and the Sovereign Grand Commander / President reserve the right to add, amend, modify or terminate any employee benefit plans or programs.
Currently, the Company provides the following benefits:
At the sole discretion of the Sovereign Grand Commander / President, the Company may participate in the cost of the expenses associated with attending periodic meetings and seminars sponsored by professional organizations that are job related. Employees must make a written request thought their department head to the Sovereign Grand Commander / President to request approval for seminar attendance. The request must include the employee's name, seminar title, date/location of the seminar, expenses related to the seminar and a recommendation from their department head. Requests will be considered on an individual basis and the Sovereign Grand Commander / President will approve/disapprove the request in writing.
Employees will be reimbursed for all reasonable and necessary expenses they incur while traveling on authorized Company business. Use your discretion, but try to keep costs low.
Expense forms are available for use and should be submitted within two weeks after occurrence of the expense. Original receipts detailing date, location, amount and description of expense should be obtained whenever possible. Airline reimbursement is provided for standard economy rates. Automobile mileage reimbursement will be based on a per mile rate identified in the Company Travel Expense Reimbursement Procedure, 522.51.01.
Authorized travel for Company business may be defined as travel which makes up a part of the individual staff member’s job definition and which must be performed as a part of one’s regular work. Authorized travel might also include driving to or from a Company event at the request of a Company administrator. Such travel is for the express purpose of Company business and precludes errands, etc., of a personal nature.
While using a personally owned vehicle on authorized travel for the Company the employee should be aware that the owner of the vehicle will become the primary source of legal responsibility for all accidents caused by the vehicle, regardless of fault. Therefore, the owner is encouraged to maintain adequate limits of liability insurance protection as well as coverage for damage to the vehicle. Massachusetts automobile laws do not allow the Company to assume legal responsibility for damages to others caused by the use of personally owned vehicles.
Employees traveling on Company business should also be aware of a Company sponsored Group Travel Accident Insurance Policy that is in effect for their benefit. This policy covers the employee while traveling on Company business and includes an Accidental Death and Dismemberment Benefit, Permanent Total Disability Benefit, Total Disability Weekly Benefit and Medical Expense Benefit. Any information on this coverage or to file a claim should be brought to the attention of the Human Resources Director.
The law provides unemployment compensation benefits to protect workers from economic hardship due to a loss of employment. A terminated employee who is unable to secure new employment may file a claim for unemployment compensation. An employee may be eligible for unemployment compensation if he/she was terminated for reasons other than misconduct, as defined by state law. Generally, employees who voluntary resign without “good cause” are not initially eligible for benefits.
When an employee files a claim for unemployment compensation, the employer is required to provide a written statement detailing the circumstances or reasons for the employee’s termination. The employer will also be asked whether payment of unemployment compensation is opposed. The answer provided by the employer may determine the employee’s eligibility for benefits. If either party disagrees with the initial determination with respect to coverage, an appeal can be made. A formal hearing is held in the event that there is an appeal.
All Company employees and retirees are eligible to join the Lexington MA Federal Credit Union at 3 Fletcher Avenue in Lexington. The services offered by the Credit Union include Internet Banking, Consumer Loans, Savings, Checking, Debit Cards as well as Visa Credit Cards. To join, simply open a Share Savings Account with a deposit of $25.00 or more.
For information regarding membership you may contact the Credit Union Directly by either visiting them at their location in Lexington on Fletcher Avenue or by contacting them by phone at 781-862-9011. You may also visit them on their web site at www.lexmafcu.com or pick up a brochure in the HR Office.
If employees are ineligible for any other leave of absence the Company, under certain circumstances, may grant a personal leave of absence without pay. A written request for a personal leave should be presented to management at least two (2) weeks before the anticipated start of the leave. If the leave is requested for medical reasons and employees are not eligible for leave under the federal Family and Medical Leave Act (FMLA) or any state leave law, medical certification also must be submitted. The request will be considered on the basis of staffing requirements and the reasons for the requested leave, as well as performance and attendance records. Normally, a leave of absence will be granted for a period of up to eight (8) weeks. However a personal leave may be extended if, prior to the end of leave, employees submit a written request for an extension to management and the request is granted. During the leave, employees will not earn vacation, personal days or sick days. We will continue health insurance coverage during the leave if employees submit their share of the monthly premium payments to the Company in a timely manner, subject to the terms of the plan documents.
When the employee anticipates returning to work, he or she should notify management of the expected return date. This notification should be made at least one week before the end of the leave.
Upon completion of the personal leave of absence, the Company will attempt to return employees to their original job or a similar position, subject to prevailing business considerations. Reinstatement, however, is not guaranteed.
Failure to advise management of availability to return to work, failure to return to work when notified or a continued absence from work beyond the time approved by the Company will be considered a voluntary resignation of employment.
Personal leave runs concurrently with any Company-provided Short-Term Disability Leave of Absence.
If employees are called into active military service or enlist in the uniformed services, they will be eligible to receive an unpaid military leave of absence. To be eligible for military leave, employees must provide management with advance notice of service obligations unless they are prevented from providing such notice by military necessity or it is otherwise impossible or unreasonable to provide such notice. Provided the absence does not exceed applicable statutory limitations, employees will retain reemployment rights and accrue seniority and benefits in accordance with applicable federal and state laws. Employees should ask management for further information about eligibility for Military Leave.
If employees are required to attend yearly Reserves or National Guard duty, they can apply for an unpaid temporary military leave of absence not to exceed the number of days allowed by law (including travel). They should give management as much advance notice of their need for military leave as possible so that we can maintain proper coverage while employees are away.
The Leave Policy
Employees may be entitled to a leave of absence under the Family and Medical Leave Act (FMLA). This policy provides employees information concerning FMLA entitlements and obligations employees may have during such leaves. If employees have any questions concerning FMLA leave, they should contact the Head of Human Resources.
I. Eligibility
FMLA leave is available to "eligible employees." To be an "eligible employee," an employee must: 1) have been employed by the Company for at least 12 months (which need not be consecutive); 2) have been employed by the Company for at least 1,250 hours of service during the 12-month period immediately preceding the commencement of the leave; and 3) be employed at a worksite where 50 or more employees are located within 75 miles of the worksite.
Special hours of service eligibility requirements apply to airline flight crew employees.
II. Entitlements
As described below, the FMLA provides eligible employees with a right to leave, health insurance benefits and, with some limited exceptions, job restoration.
A. Basic FMLA Leave Entitlement
The FMLA provides eligible employees up to 12 workweeks of unpaid leave for certain family and medical reasons during a 12-month period. The 12-month period is determined based on the calendar year. Leave may be taken for any one, or for a combination, of the following reasons:
To care for the employee's child after birth or placement for adoption or foster care;
To care for the employee's spouse, son, daughter or parent (but not in-law) who has a serious health condition;
For the employee's own serious health condition (including any period of incapacity due to pregnancy, prenatal medical care or childbirth) that makes the employee unable to perform one or more of the essential functions of the employee's job; and/or
Because of any qualifying exigency arising out of the fact that an employee's spouse, son, daughter or parent is a military member on covered active duty or called to covered active duty status (or has been notified of an impending call or order to covered active duty) in the Reserves component of the Armed Forces for deployment to a foreign country in support of contingency operation or Regular Armed Forces for deployment to a foreign country.
A serious health condition is an illness, injury, impairment or physical or mental condition that involves either an overnight stay in a medical care facility, or continuing treatment by a health care provider for a condition that either prevents the employee from performing the functions of the employee's job, or prevents the qualified family member from participating in school or other daily activities. Subject to certain conditions, the continuing treatment requirement may be met by a period of incapacity of more than 3 consecutive calendar days combined with at least two visits to a health care provider or one visit and a regimen of continuing treatment, or incapacity due to pregnancy, or incapacity due to a chronic condition. Other conditions may meet the definition of continuing treatment.
Qualifying exigencies may include attending certain military events, arranging for alternative childcare, addressing certain financial and legal arrangements, attending certain counseling sessions, caring for the parents of the military member on covered active duty and attending post-deployment reintegration briefings.
B. Additional Military Family Leave Entitlement (Injured Servicemember Leave)
In addition to the basic FMLA leave entitlement discussed above, an eligible employee who is the spouse, son, daughter, parent or next of kin of a covered servicemember is entitled to take up to 26 weeks of leave during a single 12-month period to care for the servicemember with a serious injury or illness. Leave to care for a servicemember shall only be available during a single-12 month period and, when combined with other FMLA-qualifying leave, may not exceed 26 weeks during the single 12-month period. The single 12-month period begins on the first day an eligible employee takes leave to care for the injured servicemember.
A "covered servicemember" is a current member of the Armed Forces, including a member of the National Guard or Reserves, who is undergoing medical treatment, recuperation or therapy, is otherwise in outpatient status or is on the temporary retired list, for a serious injury or illness. These individuals are referred to in this policy as "current members of the Armed Forces." Covered servicemembers also include a veteran who is discharged or released from military services under condition other than dishonorable at any time during the five years preceding the date the eligible employee takes FMLA leave to care for the covered veteran, and who is undergoing medical treatment, recuperation or therapy for a serious injury or illness. These individuals are referred to in this policy as "covered veterans."
The FMLA definitions of a "serious injury or illness" for current Armed Forces members and covered veterans are distinct from the FMLA definition of "serious health condition" applicable to FMLA leave to care for a covered family member.
C. Intermittent Leave and Reduced Leave Schedules
FMLA leave usually will be taken for a period of consecutive days, weeks or months. However, employees also are entitled to take FMLA leave intermittently or on a reduced leave schedule when medically necessary due to a serious health condition of the employee or covered family member or the serious injury or illness of a covered servicemember. Qualifying exigency leave also may be taken on an intermittent basis.
D. No Work While on Leave
The taking of another job while on family/medical leave or any other authorized leave of absence is grounds for immediate discharge, to the extent permitted by law.
E. Protection of Group Health Insurance Benefits
During FMLA leave, eligible employees are entitled to receive group health plan coverage on the same terms and conditions as if they had continued to work.
F. Restoration of Employment and Benefits
At the end of FMLA leave, subject to some exceptions including situations where job restoration of "key employees" will cause the Company substantial and grievous economic injury, employees generally have a right to return to the same or equivalent positions with equivalent pay, benefits and other employment terms. The Company will notify employees if they qualify as "key employees," if it intends to deny reinstatement, and of their rights in such instances. Use of FMLA leave will not result in the loss of any employment benefit that accrued prior to the start of an eligible employee's FMLA leave.
G. Notice of Eligibility for, and Designation of, FMLA Leave
Employees requesting FMLA leave are entitled to receive written notice from the Company telling them whether they are eligible for FMLA leave and, if not eligible, the reasons why they are not eligible. When eligible for FMLA leave, employees are entitled to receive written notice of: 1) their rights and responsibilities in connection with such leave; 2) Company's designation of leave as FMLA-qualifying or non-qualifying, and if not FMLA-qualifying, the reasons why; and 3) the amount of leave, if known, that will be counted against the employee's leave entitlement.
The Company may retroactively designate leave as FMLA leave with appropriate written notice to employees provided the Company's failure to designate leave as FMLA-qualifying at an earlier date did not cause harm or injury to the employee. In all cases where leaves qualify for FMLA protection, the Company and employee can mutually agree that leave be retroactively designated as FMLA leave.
III. Employee FMLA Leave Obligations
A. Provide Notice of the Need for Leave
Employees who take FMLA leave must timely notify the Company of their need for FMLA leave. The following describes the content and timing of such employee notices.
1. Content of Employee Notice
To trigger FMLA leave protections, employees must inform the Head of Human Resources of the need for FMLA-qualifying leave and the anticipated timing and duration of the leave, if known. Employees may do this by either requesting FMLA leave specifically, or explaining the reasons for leave so as to allow the Company to determine that the leave is FMLA-qualifying. For example, employees might explain that:
a medical condition renders them unable to perform the functions of their job;
they are pregnant or have been hospitalized overnight;
they or a covered family member are under the continuing care of a health care provider;
the leave is due to a qualifying exigency caused by a military member being on covered active duty or called to covered active duty status to a foreign country; or
if the leave is for a family member, that the condition renders the family member unable to perform daily activities or that the family member is a covered servicemember with a serious injury or illness.
Calling in "sick," without providing the reasons for the needed leave, will not be considered sufficient notice for FMLA leave under this policy. Employees must respond to the Company's questions to determine if absences are potentially FMLA-qualifying.
If employees fail to explain the reasons for FMLA leave, the leave may be denied. When employees seek leave due to FMLA-qualifying reasons for which the Company has previously provided FMLA-protected leave, they must specifically reference the qualifying reason for the leave or the need for FMLA leave.
2. Timing of Employee Notice
Employees must provide 30 days' advance notice of the need to take FMLA leave when the need is foreseeable. When 30 days' notice is not possible, or the approximate timing of the need for leave is not foreseeable, employees must provide the Company notice of the need for leave as soon as practicable under the facts and circumstances of the particular case. Employees who fail to give 30 days' notice for foreseeable leave without a reasonable excuse for the delay, or otherwise fail to satisfy FMLA notice obligations, may have FMLA leave delayed or denied.
B. Cooperate in the Scheduling of Planned Medical Treatment (Including Accepting Transfers to Alternative Positions) and Intermittent Leave or Reduced Leave Schedules
When planning medical treatment, employees must consult with the Company and make a reasonable effort to schedule treatment so as not to unduly disrupt the Company's operations, subject to the approval of an employee's health care provider. Employees must consult with the Company prior to the scheduling of treatment to work out a treatment schedule that best suits the needs of both the Company and the employees, subject to the approval of an employee's health care provider . If employees providing notice of the need to take FMLA leave on an intermittent basis for planned medical treatment neglect to fulfill this obligation, the Company may require employees to attempt to make such arrangements, subject to the approval of the employee's health care provider.
When employees take intermittent or reduced work schedule leave for foreseeable planned medical treatment for the employee or a family member, including during a period of recovery from a serious health condition or to care for a covered servicemember, the Company may temporarily transfer employees, during the period that the intermittent or reduced leave schedules are required, to alternative positions with equivalent pay and benefits for which the employees are qualified and which better accommodate recurring periods of leave.
When employees seek intermittent leave or a reduced leave schedule for reasons unrelated to the planning of medical treatment, upon request, employees must advise the Company of the reason why such leave is medically necessary. In such instances, the Company and employee shall attempt to work out a leave schedule that meets the employee's needs without unduly disrupting the Company's operations, subject to the approval of the employee's health care provider.
C. Submit Medical Certifications Supporting Need for FMLA Leave (Unrelated to Requests for Military Family Leave)
Depending on the nature of FMLA leave sought, employees may be required to submit medical certifications supporting their need for FMLA-qualifying leave. As described below, there generally are three types of FMLA medical certifications: an initial certification, a recertification and a return to work/fitness for duty certification.
It is the employee's responsibility to provide the Company with timely, complete and sufficient medical certifications. Whenever the Company requests employees to provide FMLA medical certifications, employees must provide the requested certifications within 15 calendar days after the Company's request, unless it is not practicable to do so despite an employee's diligent, good faith efforts. The Company will inform employees if submitted medical certifications are incomplete or insufficient and provide employees at least seven calendar days to cure deficiencies. The Company will deny FMLA leave to employees who fail to timely cure deficiencies or otherwise fail to timely submit requested medical certifications.
With the employee's permission, the Company (through individuals other than an employee's direct supervisor) may contact the employee's health care provider to authenticate or clarify completed and sufficient medical certifications. If employees choose not to provide the Company with authorization allowing it to clarify or authenticate certifications with health care providers, the Company may deny FMLA leave if certifications are unclear.
Whenever the Company deems it appropriate to do so, it may waive its right to receive timely, complete and/or sufficient FMLA medical certifications.
1. Initial Medical Certifications
Employees requesting leave because of their own, or a covered relation's, serious health condition, or to care for a covered servicemember, must supply medical certification supporting the need for such leave from their health care provider or, if applicable, the health care provider of their covered family or service member. If employees provide at least 30 days' notice of medical leave, they should submit the medical certification before leave begins. A new initial medical certification will be required on an annual basis for serious medical conditions lasting beyond a single leave year.
If the Company has reason to doubt initial medical certifications, it may require employees to obtain a second opinion at the Company's expense. If the opinions of the initial and second health care providers differ, the Company may, at its expense, require employees to obtain a third, final and binding certification from a health care provider designated or approved jointly by the Company and the employee.
2. Medical Recertifications
Depending on the circumstances and duration of FMLA leave, the Company may require employees to provide recertification of medical conditions giving rise to the need for leave. The Company will notify employees if recertification is required and will give employees at least 15 calendar days to provide medical recertification.
3. Return to Work/Fitness for Duty Medical Certifications
Unless notified that providing such certifications is not necessary, employees returning to work from FMLA leaves that were taken because of their own serious health conditions that made them unable to perform their jobs must provide the Company with medical certification confirming they are able to return to work and the employees' ability to perform the essential functions of the employees' position, with or without reasonable accommodation. The Company may delay and/or deny job restoration until employees provide return to work/fitness for duty certifications.
D. Submit Certifications Supporting Need for Military Family Leave
Upon request, the first time employees seek leave due to qualifying exigencies arising out of the covered active duty or call to covered active duty status of a military member, the Company may require employees to provide: 1) a copy of the military member's active duty orders or other documentation issued by the military indicating the military member is on covered active duty or call to covered active duty status and the dates of the military member's covered active duty service; and 2) a certification from the employee setting forth information concerning the nature of the qualifying exigency for which leave is requested. Employees shall provide a copy of new active duty orders or other documentation issued by the military for leaves arising out of qualifying exigencies arising out of a different covered active duty or call to covered active duty status of the same or a different military member.
When leave is taken to care for a covered servicemember with a serious injury or illness, the Company may require employees to obtain certifications completed by an authorized health care provider of the covered servicemember. In addition, and in accordance with the FMLA regulations, the Company may request that the certification submitted by employees set forth additional information provided by the employee and/or the covered servicemember confirming entitlement to such leave.
E. Substitute Paid Leave for Unpaid FMLA Leave
Employees may use any accrued paid time while taking unpaid FMLA leave.
The substitution of paid time for unpaid FMLA leave time does not extend the length of FMLA leave and the paid time will run concurrently with an employee's FMLA entitlement.
Leaves of absence taken in connection with a disability leave plan or workers' compensation injury/illness shall run concurrently with any FMLA leave entitlement. Upon written request, the Company will allow employees to use accrued paid time to supplement any paid disability benefits.
F. Pay Employee's Share of Health Insurance Premiums
During FMLA leave, employees are entitled to continued group health plan coverage under the same conditions as if they had continued to work. Unless the Company notifies employees of other arrangements, whenever employees are receiving pay from the Company during FMLA leave, the Company will deduct the employee portion of the group health plan premium from the employee's paycheck in the same manner as if the employee was actively working.
If FMLA leave is unpaid, employees must pay their portion of the group health premium through a ''pay-as-you-go'' method.
IV. Questions and/or Complaints about FMLA Leave
If you have questions regarding this FMLA policy, please contact the Head of Human Resources. The Company is committed to complying with the FMLA and, whenever necessary, shall interpret and apply this policy in a manner consistent with the FMLA.
The FMLA makes it unlawful for employers to: 1) interfere with, restrain or deny the exercise of any right provided under FMLA; or 2) discharge or discriminate against any person for opposing any practice made unlawful by FMLA or involvement in any proceeding under or relating to FMLA. If employees believe their FMLA rights have been violated, they should contact the Head of Human Resources immediately. The Company will investigate any FMLA complaints and take prompt and appropriate remedial action to address and/or remedy any FMLA violation. Employees also may file FMLA complaints with the United States Department of Labor or may bring private lawsuits alleging FMLA violations.
V. Coordination of FMLA Leave with Other Leave Policies
The FMLA does not affect any federal, state or local law prohibiting discrimination, or supersede any State or local law that provides greater family or medical leave rights. For additional information concerning leave entitlements and obligations that might arise when FMLA leave is either not available or exhausted, please consult the Company's other leave policies in this handbook or contact the Head of Human Resources.
The Company will grant employees who have been employed for at least 12 months and have provided at least 1,250 hours of service in the preceding 12-month period with up to 24 hours of unpaid leave during any 12-month period, in addition to any FMLA leave, to participate in various activities. These include: attending a parent-teacher conference, accompanying a son or daughter to routine medical appointments or accompanying an elderly relative, related by blood or marriage, to routine medical or dental appointments or appointments for other professional services related to the relative's care, such as interviewing at nursing homes. Employees must provide seven (7) days' advance notice of their need for leave. If the need was not foreseeable, the employee must provide the Company with as much notice as possible. This leave may be taken intermittently or on a reduced leave schedule but should not be taken in increments of less than one hour.
You must use paid personal days by December 31 of each year, as unused personal days may not be carried over into the next calendar year. Employees will not be paid for accrued unused personal days on resignation, retirement or termination.
An employee who has completed three (3) consecutive months of full-time employment may be entitled to eight (8) weeks of parental leave for the purpose of giving birth or for the placement of a child under the age of 18, or under the age of 23 if the child is mentally or physically disabled, for adoption with the employee who is adopting or intending to adopt the child or for the placement of a child with an employee pursuant to a court order. An employee who either has multiple births or adopts more than one (1) child at the same time is entitled to eight (8) weeks of leave for each child. If two (2) employees seek to take parental leave in connection with the same child, then they are entitled to a total of eight (8) weeks of parental leave in the aggregate for the birth or adoption of that child.
In order to be eligible for this leave, an employee must give notice of the anticipated date of departure and intention to return to work to the Head of Human Resources at least two (2) weeks in advance, or as soon as practicable if the delay is for reasons beyond the employee’s control.
Parental leave will be without pay, except that if an employee has accrued unused paid time off, an employee may choose to use such time concurrently with all or part of the leave. Thus, if an employee is eligible for both FMLA leave and parental leave under this policy, the employee may (but is not required to) use accrued paid time off for the period of leave covered by this policy.
At the conclusion of a parental leave, the employee will be reinstated to his or her previous position or a similar position with the same rate of pay he or she received at the commencement of the leave. The Company, however, may not reinstate an employee on parental leave to the previous position or a similar position if other employees of equal seniority or status in the same or similar position(s) have been laid off due to economic conditions or have been otherwise affected by changes in employment conditions during the period of leave. While parental leave may be extended, unless otherwise provided by applicable law, reinstatement may not be guaranteed at the conclusion of a parental leave that was more than eight (8) weeks in duration.
A parental leave will not affect an employee’s ability to receive paid time off, bonuses, advancement, seniority or other benefits for which the employee was eligible on the date leave began, however, the leave period will not be included in the computation of such benefits. Parental leave runs concurrently with leave provided under any other applicable policy in the handbook including, without limitation, leave under the FMLA policy, if applicable. Parental leave also runs concurrently with any time period qualifying an employee for receipt of monetary benefits, including benefits received under any short-term disability policy. The receipt of such monetary benefits or use of paid time off during any period of parental leave does not extend the length of the leave.
Employees with questions or concerns regarding this policy can contact the Head of Human Resources.
Employees are entitled to up to 15 days of unpaid leave from work in any 12-month period if, as defined by applicable law: (i) the employee, or a family member of the employee, is a victim of abusive behavior; (ii) the employee is using the leave from work to: seek or obtain medical attention, counseling, victim services or legal assistance; secure housing; obtain a protective order from a court; appear in court or before a grand jury; meet with a district attorney or other law enforcement official; or attend child custody proceedings or address other issues directly related to the abusive behavior against the employee or family member of the employee; and (iii) the employee is not the perpetrator of the abusive behavior against such employee’s family member.
Except in cases of imminent danger to the health or safety, an employee seeking leave from work under this policy must provide to the Company appropriate advance notice of the leave. If there is a threat of imminent danger to the health or safety of the employee or the employee’s family member, the employee is not be required to provide advanced notice of leave; provided, however, that the employee must notify the Company within three (3) workdays that the leave was taken or is being taken pursuant to this policy.
Such notification may be communicated by the employee, a family member of the employee or the employee’s counselor, social worker, health care worker, member of the clergy, shelter worker, legal advocate or other professional who has assisted the employee in addressing the effects of the abusive behavior on the employee or the employee’s family member.
If an unscheduled absence occurs, no negative action will be taken against the employee if the employee provides any of the documentation described in (1) to (7) below within 30 days from the unauthorized absence or within 30 days from the last unauthorized absence in the instance of consecutive days of unauthorized absences.
Employees must provide documentation that the employee or employee’s family member has been a victim of abusive behavior and that the leave taken is consistent with this policy. However, an employee will not be required to show evidence of an arrest, conviction or other law enforcement documentation for such abusive behavior. Employees must provide such documentation within a reasonable period after the Company requests documentation relative to the employee’s absence. An employee may satisfy this documentation requirement by providing any of the following documents:
A protective order, order of equitable relief or other documentation issued by a court of competent jurisdiction as a result of abusive behavior against the employee or employee’s family member.
A document under the letterhead of the court, provider or public agency which the employee attended for the purposes of acquiring assistance as it relates to the abusive behavior against the employee or the employee’s family member.
A police report or statement of a victim or witness provided to police, including a police incident report, documenting the abusive behavior complained of by the employee or the employee’s family member.
Documentation that the perpetrator of the abusive behavior against the employee or family member of the employee has: admitted to sufficient facts to support a finding of guilt of abusive behavior; or has been convicted of, or has been adjudicated a juvenile delinquent by reason of, any offense constituting abusive behavior and which is related to the abusive behavior that necessitated the leave under this section.
Medical documentation of treatment as a result of the abusive behavior complained of by the employee or employee’s family member.
A sworn statement, signed under the penalties of perjury, provided by a counselor, social worker, health care worker, member of the clergy, shelter worker, legal advocate or other professional who has assisted the employee or the employee’s family member in addressing the effects of the abusive behavior.
A sworn statement, signed under the penalties of perjury, from the employee attesting that the employee has been the victim of abusive behavior or is the family member of a victim of abusive behavior.
Information related to the employee's leave under this policy will be kept confidential and will not be disclosed, except to the extent that disclosure is: (i) requested or consented to, in writing, by the employee; (ii) ordered to be released by a court of competent jurisdiction; (iii) otherwise required by applicable federal or state law; (iv) required in the course of an investigation authorized by law enforcement, including, but not limited to, an investigation by the attorney general; or (v) necessary to protect the safety of the employee or others employed at the workplace.
An employee seeking leave under this policy must exhaust all annual or vacation leave, personal leave and sick leave available to the employee, prior to requesting or taking leave under this policy, unless otherwise provided by the Company.
The Company will not coerce, interfere with, restrain or deny the exercise of, or any attempt to exercise, any rights provided under this policy or to make leave requested or taken hereunder contingent upon whether or not the victim maintains contact with the alleged abuser. The Company will not discharge or in any other manner discriminate against an employee for exercising the employee’s rights under this policy. The taking of leave under this policy will not result in the loss of any employment benefit accrued prior to the date on which the leave taken under this policy commenced. Upon the employee’s return from such leave, to the extent required by applicable law, the employee will be entitled to restoration to the employee’s original job or to an equivalent position.
THE UNIFORMED SERVICES EMPLOYMENT AND REEMPLOYMENT RIGHTS ACT
USERRA protects the job rights of individuals who voluntarily or involuntarily leave employment positions to undertake military service or certain types of service in the National Disaster Medical System. USERRA also prohibits employers from discriminating against past and present members of the uniformed services, and applicants to the uniformed services.
You have the right to be reemployed in your civilian job if you leave that job to perform service in the uniformed service and:
If you are eligible to be reemployed, you must be restored to the job and benefits you would have attained if you had not been absent due to military service or, in some cases, a comparable job.
Right To Be Free From Discrimination and Retaliation
If you:
Then an employer may not deny you:
In addition, an employer may not retaliate against anyone assisting in the enforcement of USERRA rights, including testifying or making a statement in connection with a proceeding under USERRA, even if that person has no service connection.
A military leave of absence will be granted to Supreme Council (Company), Scottish Rite Masonic Museum and Library (Company) or / Children's Dyslexia Centers Inc. (Company) employees who are absent from work because of service in the U.S. Uniformed Services in accordance with the Uniformed Services Employment and Reemployment Rights Act (USERRA). Advance notice of military service should be documented, unless military necessity prevents such notice or it is otherwise impossible or unreasonable.
Employees will receive partial pay for two-week training assignments and shorter absences. Upon presentation of satisfactory military pay verification data, employees will be paid the difference between their normal base compensation and the pay (excluding expense pay) received while on military duty. The portion of any military leaves of absence in excess of two weeks will be unpaid. However, employees may use any available paid time off for the absence.
Continuation of health insurance benefits is available as required by USERRA based on the length of the leave and subject to the terms, conditions and limitations of the applicable plans for which the employee is otherwise eligible. Other benefits such as vacation, sick leave, or holiday benefits will be suspended during the leave and will resume upon the employee's return to active employment.
Employees on military leave for up to 30 days are required to return to work for the first regularly scheduled shift after the end of service, allowing reasonable travel time. Employees on longer military leave must apply for reinstatement in accordance with USERRA and all applicable state laws.
Employees returning from military leave will be placed in the position they would have attained had they remained continuously employed or a comparable one depending on the length of military service in accordance with USERRA. They will be treated as though they were continuously employed for purposes of determining benefits based on length of service.
Contact the Human Resources Department for more information or questions regarding military leave.
The Company recognizes that an employee might be subpoenaed or otherwise required to serve as a witness in a court case or arbitration. If you are called to serve as a witness you must notify your department head as soon as possible. Unless otherwise required by state or local law, you will not be paid for the time you are away from work participating in a court case or arbitration, but you may use available vacation and personal days to cover the time.
The Company endeavors to maintain a positive work environment. Each employee plays a role in fostering this environment. Accordingly, we all must abide by certain rules of conduct, based on honesty, common sense and fair play.
Because everyone may not have the same idea about proper workplace conduct, it is helpful to adopt and enforce rules all can follow. Unacceptable conduct may subject the offender to disciplinary action, up to and including discharge, in the Company's sole discretion. The following are examples of some, but not all, conduct which can be considered unacceptable:
Obviously, not every type of misconduct can be listed. Note that all employees are employed at-will, and the Company reserves the right to impose whatever discipline it chooses, or none at all, in a particular instance. The Company will deal with each situation individually and nothing in this handbook should be construed as a promise of specific treatment in a given situation.
The observance of these rules will help to ensure that our workplace remains a safe and desirable place to work.
Work Schedule
Every Company employee is expected to attend work regularly and report to work on time. The normal work schedule for all Supreme Council and Children's Dyslexia Centers Inc. employees is 8 hours a day, 5 days a week. Lunches, which should be coordinated with other staff members, will be paid and are one hour in duration unless otherwise authorized. Supervisors or department directors will advise employees of the times their scheduled work period begins and ends and are further authorized maximum flexibility in scheduling work hours and lunch hours. Staffing needs and operational demands may necessitate variations in starting and ending times. The Scottish Rite Masonic Museum and Library are authorized to augment this paragraph as necessary to accommodate their staffing requirements. Normal working hours for all full time personnel are 8:00AM to 4:00PM daily with core hours for all administrative functions and/or departmental coverage being from 9:00AM to 3:00PM. All overtime must be requested through your departmental director and requires approval by the Sovereign Grand Commander.
Flexible scheduling, or flex time, is available in some cases to allow employees to vary their starting and ending times each day within established limits. Flex time may be possible if a mutually workable schedule can be negotiated with the supervisor or department director involved. However, such issues as staffing needs, the employee's performance, and the nature of the job will be considered before approval of flex time. Employees should consult their supervisor and/or department director to request participation in the flex time program. Employees who have a work schedule outside of the normal schedule will be provided with a letter stating the actual schedule and a copy will be sent to Human Resources for inclusion in their Official Personnel File.
Unsatisfactory attendance, including reporting late or quitting early, may be cause for disciplinary action, up to and including discharge.
The weather related closing policy of the Company which includes early closings as well as unscheduled days off due to inclement weather conditions, is in place strictly for safety purposes. The Company policy for closings due to inclement weather does not provide for a make-up of compensation or additional time off for any of the hours lost should the employee at the time of the closing be exercising either personal or vacation time off. As related to sick time, should the employee be exercising sick time it will be assumed that if they return to work the day following any unscheduled closing and report to their supervisor that their intention was to be present on the day or days of closing then they will not be charged for sick time. However, if the employee is absent the day following the office closing it will thusly be assumed that they would have otherwise been absent on the inclement day or days and they will therefore be appropriately charged for sick time.
If you are going to be absent for any reason, advise your immediate supervisor for approval as far in advance as possible, explain the circumstance and communicate when you expect to return. Unreported absences of three (3) consecutive work days generally will be considered a voluntary resignation of employment with the Company.
Staff members are expected to be on time. If you are going to be unavoidably detained, you should telephone your supervisor. Continuous tardiness displays a willful disregard for general policies and will result in a documented abuse. Keep in mind continuous tardiness not only affects you but other employees as well.
Parking
Secure, by pass card only, parking facilities are provided on the property for the convenience of employees. Access to the employee parking lot is by pass card only which can be obtained from the Supervisor of Building Operations whose office is adjacent to the shipping dock area in the Museum. The Company assumes no responsibility for damage to or loss of automobile or other personal property in providing such facilities. If it is necessary to leave a car overnight or for a set period of time, the Security Office at ext. 4130 should be notified.
Employees are entitled to a 60-minute paid break for meals if they work more than six consecutive hours. Breaks may be scheduled at staggered times to allow for departmental coverage.
Child Support Reporting Requirements
Federal and state laws require the Company to report basic information about new employees, including your name, address, and social security number to a state agency designated as the State Directory of New Hires. The state collects this information in an effort to enforce child support orders. Please be advised that 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. The Company is required to comply with such orders as a matter of federal and state law.
Flexible Work Hours
Flexible scheduling or flextime is available in some cases at the Company to allow employees to vary their starting and ending times each day within established limits. Flextime may be possible if a mutually workable schedule can be negotiated with the supervisor involved. However, such issues as staffing needs, the employee's performance, and the nature of the job will be considered before approval of flextime. Employees should consult their supervisor to request participation in the flextime program. Employees who have a work schedule outside of the normal schedule will be provided with a letter stating the actual schedule and a copy will be sent to human resources for inclusion in the official personnel file. With a manager's approval, you may be allowed to begin and end your workday earlier or later than established hours. To maintain a flexible work arrangement, employees must ensure business needs are met and adhere to attendance and punctuality policies.
If you wish to set up a flexible work arrangement, see your department director. Such arrangements may be established, changed or discontinued at the Company's discretion.
The Company's communication and computer systems are intended primarily for business purposes; however limited personal usage is permitted if it does not hinder performance of job duties or violate any other Company policy. This includes the voice mail, e-mail and Internet systems. Users have no legitimate expectation of privacy in regard to their use of the Company systems.
The Company may access the voice mail and e-mail systems and obtain the communications within the systems, including past voice mail and e-mail messages, without notice to users of the system, in the ordinary course of business when the Company deems it appropriate to do so. The reasons for which the Company may obtain such access include, but are not limited to: maintaining the system; preventing or investigating allegations of system abuse or misuse; assuring compliance with software copyright laws; complying with legal and regulatory requests for information; and ensuring that Company operations continue appropriately during an employee's absence.
Further, the Company may preview internet usage to ensure that such use with Company property, or communications sent via the Internet with Company property, are appropriate. The reasons for which the Company may review employees' use of the Internet with Company property include, but are not limited to: maintaining the system; preventing or investigating allegations of system abuse or misuse; assuring compliance with software copyright laws; complying with legal and regulatory requests for information; and ensuring that Company operations continue appropriately during an employee's absence.
The Company may store electronic communications for a period of time after the communication is created. From time to time, copies of communications may be deleted.
The Company's policies prohibiting harassment, in their entirety, apply to the use of Company's communication and computer systems. No one may use any communication or computer system in a manner that may be construed by others as harassing or offensive based on race, national origin, sex, sexual orientation, age, disability, religious beliefs or any other characteristic protected by federal, state or local law.
Further, since the Company's communication and computer systems are intended for business use, all employees, upon request, must inform management of any private access codes or passwords.
Unauthorized duplication of copyrighted computer software violates the law and is strictly prohibited.
Employees eligible to utilize the Company Virtual Private Network (VPN) are required to be fully aware of and comply with the VPN Policy located in this manual as well as the Supreme Council’s Policies and Procedures manual.
No employee may access, or attempt to obtain access to, another employee's computer systems without appropriate authorization.
Violators of this policy may be subject to disciplinary action, up to and including discharge.
The Supreme Council NMJ / Scottish Rite Masonic Museum and Library / Children's Dyslexia Centers Inc. respects the right of any employee to maintain a blog or web page or to participate in a social networking, Twitter or similar site, including but not limited to Facebook and LinkedIn. However, to protect Company interests and ensure employees focus on their job duties, employees must adhere to the following rules:
Employees may not post on a blog or web page or participate on a social networking platform, such as Twitter or similar site, during work time or at any time with Company equipment or property.
All rules regarding confidential and proprietary business information apply in full to blogs, web pages and social networking platforms, such as Twitter, Facebook, LinkedIn or similar sites. Any information that cannot be disclosed through a conversation, a note or an e-mail also cannot be disclosed in a blog, web page or social networking site.
Whether an employee is posting something on his or her own blog, web page, social networking, Twitter or similar site or on someone else's, if the employee mentions the Company and also expresses either a political opinion or an opinion regarding the Company's actions that could pose an actual or potential conflict of interest with the Company, the poster must include a disclaimer. The poster should specifically state that the opinion expressed is his/her personal opinion and not the Company's position. This is necessary to preserve the Company's good will in the marketplace.
Any conduct that is impermissible under the law if expressed in any other form or forum is impermissible if expressed through a blog, web page, social networking, Twitter or similar site. For example, posted material that is discriminatory, obscene, defamatory, libelous or violent is forbidden. Company policies apply equally to employee social media usage.
The Supreme Council NMJ / Scottish Rite Masonic Museum and Library / Children's Dyslexia Centers Inc. encourages all employees to keep in mind the speed and manner in which information posted on a blog, web page, and/or social networking site is received and often misunderstood by readers. Employees must use their best judgment. Employees with any questions should review the guidelines above and/or consult with their manager. Failure to follow these guidelines may result in discipline, up to and including discharge.
Company-provided portable communication devices (PCDs), including cell phones and personal digital assistants, should be used primarily for business purposes. Employees have no reasonable expectation of privacy in regard to the use of such devices, and all use is subject to monitoring, to the maximum extent permitted by applicable law. This includes as permitted the right to monitor personal communications as necessary.
Some employees may be authorized to use their own PCD for business purposes. These employees should work with the IT department to configure their PCD for business use. Communications sent via a personal PCD also may subject to monitoring if sent through the Company's networks and the PCD must be provided for inspection and review upon request.
All conversations, text messages and e-mails must be professional. When sending a text message or using a PCD for business purposes, whether it is a Company-provided or personal device, employees must comply with applicable Company guidelines, including policies on sexual harassment, discrimination, conduct, confidentiality, equipment use and operation of vehicles. Using a Company-issued PCD to send or receive personal text messages is prohibited at all times and personal use during working hours should be limited to emergency situations.
If an employee who uses a personal PCD for business resigns or is discharged, the employee will be required to submit the device to the IT department for resetting on or before his or her last day of work. At that time, the IT department will reset and remove all information from the device, including but not limited to, Company information and personal data (such as contacts, e-mails and photographs). The IT department will make efforts to provide employees with the personal data in another form (e.g., on a disk) to the extent practicable; however, the employee may lose some or all personal data saved on the device.
Employees may not use their personal PCD for business unless they agree to submit the device to the IT department on or before their last day of work for resetting and removal of Company information. This is the only way currently possible to ensure that all Company information is removed from the device at the time of termination. The removal of Company information is crucial to ensure compliance with the Company's confidentiality and proprietary information policies and objectives.
Please note that whether employees use their personal PCD or a Company-issued device, the Company's electronic communications policies, including but not limited to, proper use of communications and computer systems, remain in effect.
Portable Communication Device Use While Driving
Employees who drive on Company business must abide by all state or local laws prohibiting or limiting PCD (cell phone or personal digital assistant) use while driving. Further, even if usage is permitted, employees may choose to refrain from using any PCD while driving. "Use" includes, but is not limited to, talking or listening to another person or sending an electronic or text message via the PCD.
Regardless of the circumstances, including slow or stopped traffic, if any use is permitted while driving, employees should proceed to a safe location off the road and safely stop the vehicle before placing or accepting a call. If acceptance of a call is absolutely necessary while the employee is driving, and permitted by law, the employee must use a hands-free option and advise the caller that he/she is unable to speak at that time and will return the call shortly.
Under no circumstances should employees feel that they need to place themselves at risk to fulfill business needs.
Since this policy does not require any employee to use a cell phone while driving, employees who are charged with traffic violations resulting from the use of their PCDs while driving will be solely responsible for all liabilities that result from such actions.
Texting and e-mailing while driving is prohibited in all circumstances.
The Supreme Council NMJ / Scottish Rite Masonic Museum and Library / Children's Dyslexia Centers Inc. reserves the right to require employees while on Company property, or on client property, to agree to the inspection of their persons, personal possessions and property, personal vehicles parked on Company or client property, and work areas. This includes lockers, vehicles, desks, cabinets, work stations, packages, handbags, briefcases and other personal possessions or places of concealment, as well as personal mail sent to the Company or to its clients. Employees are expected to cooperate in the conduct of any search or inspection.
Smoking, including the use of e-cigarettes, is prohibited on Company premises and in all Company buildings and vehicles. Smoking is also prohibited at any Company sponsored meeting or events off campus regardless of the governing rules of the facility being used.
The telephone system is the property of the Company and is provided for business purposes. To the extent permitted by law, the Company may periodically monitor the use of the telephone systems to ensure compliance with this policy. Therefore employees should not consider their conversations on the Company telephone system to be private.
Disruptions during work time can lead to errors and delays. Therefore, we ask that personal telephone calls be kept to a minimum, and only be made or received after working time, or during lunch or break time.
Employees’ use of instant messaging should be limited to work-related matters, except for incidental personal use. Incidental personal use of instant messaging by employees is permitted as long as the use does not interfere with the employee’s work, the Company’s operations, or use of communication facilities, and does not violate any policies.
For insurance purposes employees are asked to keep personal visits and tours throughout the non-public areas of the building to a minimum. When it is necessary for a guest to visit the non-public areas of the building they should first be registered at the front desk of the Museum and provided a visitors pass.
To promote a professional and collegial workplace, prevent disruptions in business or interference with work, and avoid personal inconvenience, the Company has adopted rules about soliciting. To avoid distractions, solicitation by an employee of another employee is prohibited while either employee is on work time. "Work time" is defined as the time an employee is engaged, or should be engaged, in performing his/her work tasks for the Company, Solicitation of any kind by non-employees on Company premises is prohibited at all times.
Employees may not solicit on any part of the Company premises in Lexington or use Company facilities, such as e-mail, voicemail or bulletin boards during working time for solicitation. This policy applies to collecting funds, requesting contributions, selling merchandise, gathering employee signatures and promoting membership in clubs or organizations.
Again, working time means time during which employees are expected to be actively engaged in their assigned work; it does not include scheduled meal or break periods.
You may solicit another employee only if both you and the other employee are not on working time, and you may distribute literature only in nonworking areas. Distribution of advertising material, handbills, printed or written literature of any kind in working areas of the Company is prohibited at all times. Distribution of literature by non-employees on Company premises is prohibited at all times.
The Company under the direction of the Sovereign Grand Commander / President may grant limited exemptions from these rules for charitable purposes at its discretion.
Important notices and items of general interest are continually posted on our bulletin boards which are located in the loading dock area of the Museum and Library. The Federal and State required postings as well as other matters relating to employee policies and procedures will be found on these boards. Employees should make it a practice to review them frequently. This will assist employees in keeping up with what is current at Supreme Council NMJ / Scottish Rite Masonic Museum and Library / Children's Dyslexia Centers Inc. To avoid confusion, employees should not post or remove any material from the bulletin boards.
Information that pertains to Company business, including all nonpublic information concerning the Company, its members, vendors and suppliers, is strictly confidential and must not be given to people who are not employed by the Company.
Please help protect confidential information -- which may include, for example, membership lists and company financial information -- by taking the following precautionary measures:
Your cooperation is particularly important because of our obligation to protect the security of our members and our own confidential information. Any employee who improperly copies, removes (whether physically or electronically), uses or discloses confidential information to anyone outside of the Company may be subject to disciplinary action up to and including termination. Use your own sound judgment and good common sense, but if at any time you are uncertain as to whether you can properly divulge information or answer questions, please consult your department head or the Sovereign Grand Commander / Presidents Office.
Employees may be required to sign an agreement reiterating these obligations.
Staff members should never bring discredit or embarrassment to the Company in any activity, including those activities outside of the workplace. Employment by the Company is a trust involving responsibility by both the individual and the organization.
In all its activities, staff members must act with integrity and in accordance with the most stringent ethical principles, as well as the highest standards of objectivity. While loyalty to the Company must be profound, staff members also have the right to a private life independent of the organization.
To protect and provide guidance to its employees, the Company has compiled this section of the handbook dealing with policies covering ethical questions related to personal activities and conflicts of interest. This section defines the procedures essential to the implementation of and compliance with this policy.
FOR
TRUSTEES, DIRECTORS, OFFICERS, EMPLOYEES AND VOLUNTEERS
Article I
Purpose and Application
The purpose of this Conflicts of Interest Policy ("Conflicts Policy") is to protect the interest of the Corporation (as defined below) when it is contemplating entering into a transaction or arrangement that might benefit the private interest of an officer, trustee, director, employee or volunteer of one of the Corporations.
This Conflicts Policy is intended to supplement, but not replace, any applicable laws governing conflicts of interest applicable to nonprofit and charitable corporations.
This Conflicts Policy has been adopted by the Board of Trustees of the Supreme Council, 33° - Ancient Accepted Scottish Rite – Northern Masonic Jurisdiction – United States of America. This Conflicts Policy shall apply with equal force to all corporations and other entities related to, or affiliated with, the Supreme Council, 33° - Ancient Accepted Scottish Rite – NMJ – United States of America including, but not limited to, the Scottish Rite Masonic Museum & Library Incorporated and the Children’s Dyslexia Centers Incorporated.
As used in the Conflicts Policy, the terms;
a. "Board" shall mean the Board of Trustees of the Supreme Council, 33° - Ancient Accepted Scottish Rite, NMJ – United States of America, or, as applicable, the Board of Directors or Board of Trustees of any of the Corporations; and
b. "Corporation" shall mean, as applicable, the Supreme Council 33° - Ancient Accepted Scottish Rite – NMJ – United States of America, any of its related or affiliated corporations, and other entities.
Article II
Definitions
1. Interested Person
Any director, trustee, principal officer, employee, volunteer or member of a committee with Board-delegated powers, who is in the position to approve or influence Corporation policies or actions which involve or could ultimately involve harm or benefit to their financial interest, as defined below, is an interested person. If a person is an interested person with respect to any corporation within the Supreme Councils Northern Masonic Jurisdiction of the United States of America of which the Corporations are a part, he or she is an interested person with respect to all corporations.
2. Financial Interest
A person has a financial interest that can give rise to a conflict of interest if the person has, directly or indirectly, through business, investment or any family member (as defined in the Trustees Conflict of Interest Disclosure Form);
a. an ownership or investment interest in any entity with which one of the Corporations has a transaction or arrangement, or
b. a compensation arrangement with one of the Corporations or with any entity or individual with which one of the Corporations has a transaction or arrangement, or
c. a potential (i.e. reasonably foreseeable) ownership or investment interest in, or compensation arrangement with, any entity or individual with which one of the Corporations is negotiating a transaction or arrangement.
Compensation includes direct and indirect remuneration as well as gifts or favors that are substantial (i.e. in excess of $100) in nature.
Article III
Procedures
1. Duty to Disclose
In connection with any actual or possible conflicts of interest arising from a financial interest, an interested person must disclose the existence and nature of his or her financial interest to the directors/trustees and members of committees with Board-delegated powers considering the proposed transaction or arrangement.
2. Determining Whether a Conflict of Interest Exists
After disclosure of the financial interest, the interested person shall leave the Board or
Committee meeting while the financial interest is discussed and voted upon. The remaining Board or committee members shall decide if a conflict of interest exists. Interested persons may be counted in determining the presence of a quorum at a meeting of the Board of Trustees, Board of Directors or committee. At the time of the discussion the interested person should not be present.
3. Procedures for Addressing the Conflict of Interest
a. The chairperson of the Trustees/Board or committee shall, if appropriate, appoint a disinterested person or committee to investigate alternatives to the proposed transaction or arrangement.
b. After exercising due diligence, the Trustees/Board or committee shall determine whether the Corporation can obtain an equally or more advantageous transaction or arrangement with reasonable efforts from a person or entity that would not give rise to a conflict of interest.
c. If an equally or more advantageous transaction or arrangement is not reasonably attainable under circumstances that would not give rise to a conflict of interest, the Board or committee shall determine by majority vote of the disinterested trustees, directors or members whether the transaction or arrangement is in the Corporation's best interest and whether the transaction is fair and reasonable to the Corporation and shall make its decision as to whether to enter into the transaction or arrangement in conformity with such determination.
4. Violations of the Conflicts Policy
a. If the Trustees/Board or committee has reasonable cause to believe that an interested person has failed to disclose actual or possible conflicts of interest, it shall inform such person of the basis for such belief and afford him or her an opportunity to explain the alleged failure to disclose.
b. If after hearing the response of the interested person and making such further investigation as may be warranted in the circumstances, the Trustees/Board or committee determines that such person has in fact failed to disclose an actual or possible conflict of interest, it shall take appropriate disciplinary and corrective action.
Article IV
Records of Proceedings
The minutes of the Trustees/Board and all committees with Trustees/Board-delegated powers shall contain;
a. the names of the persons who disclosed or otherwise were found to have a financial interest in connection with an actual or possible conflict of interest, the nature of the financial interest, any action taken to determine whether a conflict of interest was present, and the Trustees, Board's or committee's decision as to whether a conflict of interest in fact existed.
b. the names of the persons who were present for discussion and votes relating to the transaction or arrangement, the content of the discussion, including any alternatives to the proposed transaction or arrangement, and a record of any votes taken in connection therewith.
Article V
Compensation Committees
a. A voting member of any committee whose jurisdiction includes compensation matters and who receives compensation, directly or indirectly, from one of the Corporations for services is precluded from voting on matters pertaining to that member's compensation.
b. Trustee, Board or committee members who receive compensation, directly or indirectly, from one of the Corporations, whether as employees or independent contractors, are precluded from membership on any committee whose jurisdiction includes compensation matters.
Article VI
Annual Statements
Each trustee, director, principal officer, employee, volunteer and/or member of a committee with Trustee/Board-delegated powers shall annually sign a statement which affirms that such person;
a. has received a copy of the Conflicts Policy,
b. has agreed to comply with the Conflicts Policy, and
c. understands that the Corporation(s) is/are charitable organizations and that in order to maintain their federal tax exemption the Corporation(s) must engage primarily in activities which accomplish one or more of their tax-exempt purposes while assiduously avoiding engaging in prohibited activities such as political activities.
Article VII
Periodic Reviews
To ensure that the Corporations operate in a manner consistent with their charitable purposes and that they do not engage in activities that could jeopardize their status as organizations exempt from federal income tax, periodic reviews shall be conducted. The periodic reviews shall, at a minimum, include the following subjects:
a. Whether compensation arrangements and benefits are reasonable and are the result of arm's length bargaining.
b. Whether any acquisitions result in inurement or impermissible private benefit.
c. Whether partnership or joint venture arrangements or arrangements with management service organizations conform to written policies, are properly recorded and reflect reasonable payments for goods and services, further the applicable Corporation's charitable purposes and do not result in inurement or impermissible private benefit.
d. Whether any trustee, director or principal officer or member of a committee with Trustee/Board-delegated powers while acting in an official capacity, or as a spokesperson for the Corporation, intervened for or against any political candidate, or caused a Corporation newsletter, website or other communication vehicle to so intervene.
Article VIII
Use of Outside Experts
In conducting any investigation authorized in Article III and the periodic reviews provided for in Article VII, the Corporations may, but need not, use outside advisors. If outside experts are used, their use shall not relieve the Trustees/Board of its responsibility for ensuring that periodic reviews are conducted.
Equipment essential in accomplishing job duties is often expensive and may be difficult to replace. When using property, employees are expected to exercise care, perform required maintenance, and follow all operating instructions, safety standards and guidelines.
Employees should notify their Supervisor if any equipment, machines, or tools appear to be damaged, defective, or in need of repair. Prompt reporting of loss, damages, defects, and the need for repairs could prevent deterioration of equipment and possible injury to employees or others. The Supervisor can answer any questions about an employee's responsibility for maintenance and care of equipment used on the job.
Employees also are prohibited from any unauthorized use of the Company's intellectual property, such as audio and video tapes, print materials and software.
Improper, careless, negligent, destructive, or unsafe use or operation of equipment can result in discipline, up to and including discharge.
Further, the Company is not responsible for any damage to employees' personal belongings unless the employee's Supervisor provided advance approval for the employee to bring the personal property to work.
The health and safety of employees and others on Company property are of critical concern to Supreme Council NMJ / Scottish Rite Masonic Museum and Library / Children's Dyslexia Centers Inc. The Company intends to comply with all health and safety laws applicable to our business. To this end, we must rely upon employees to ensure that work areas are kept safe and free of hazardous conditions. Employees are required to be conscientious about workplace safety, including proper operating methods, and recognize dangerous conditions or hazards. Any unsafe conditions or potential hazards should be reported to management immediately, even if the problem appears to be corrected. Any suspicion of a concealed danger present on the Company's premises, or in a product, facility, piece of equipment, process or business practice for which the Company is responsible should be brought to the attention of management immediately.
Periodically, the Company may issue rules and guidelines governing workplace safety and health. The Company may also issue rules and guidelines regarding the handling and disposal of hazardous substances and waste. All employees should familiarize themselves with the following rules and guidelines or any others that may be promulgated in the future, as strict compliance will be expected. Company employees who experience a work-related injury should notify their immediate supervisor and/or department head immediately. In cases of extreme illness or injury (such as unconsciousness, severe bleeding or broken bones), the Company will call 911.
For injuries and illnesses that require medical attention but are not life threatening, the Company will:
1. Call the employee’s emergency contact to arrange transportation to a medical facility. In the absence of an emergency contact, the Company will arrange to have a supervisor or the department head transport the injured employee - in either a company vehicle or, if unavailable, the accompanying employee’s personal vehicle.
2. Call the medical facility to let them know that an employee is coming in with a work-related injury. After an injury, an Employee Injury Report must be completed by the affected employee and given to the supervisor or manager as soon as reasonably possible.
A physician’s report must be provided to a supervisor or the department head before the affected employee returns to work after treatment for an on-the-job injury.
Every employee is responsible for recognizing potential fire dangers and taking an active role in preventing fires.
Employees are required to observe all OSHA safety requirements and regulations. Flammable materials are to be stored in covered metal containers. Employees should not block any fire doors, fire exits, fire extinguishers, windows or doorways. Review the fire escape routes posted in each work area.
Designated Evacuation Location
In case of a Fire, it is necessary that everyone be aware of a safe exit from the building. All employees should be aware of the closest "EXIT", appropriately marked within the building. The purpose of this procedure is to provide for a safe means of egress from the location they are in within the building should an emergency require it.
NOTICE: Upon notification of the need to evacuate, either by fire alarm or verbal notice, all employees will move safely and expeditiously to the nearest exit and once outside, proceed to the middle bay of the upper main parking lot. All employees will be accounted for in the parking lot.
Designated Evacuation Location
Fire Wardens have been identified in specific areas of the building to assist in safely and promptly evacuating the building. All employees are to heed the direct orders of the fire wardens in the case of an emergency. It is the responsibility of the Fire Warden to ensure that all employees from his/her assigned area of the building have evacuated and have been accounted for outside the building.
The present fire wardens (08/01/2017) are:
Supreme Council Administration- Director (William Holland)
Executive- Supreme Council Administrative Director (William Holland)
Information Systems- IT Director (David Dill)
Northern Light- Executive Editor (Alan Foulds)
Charities- Charities Manager (Mary Ann Bichajian)
Children’s Dyslexia Centers - Director (Robert Ogg)
Supply Department- Shipping & Receiving Coordinator (Alex Bird)
Library and Archives-Manager of Library and Archives (Jeffrey Croteau)
Exhibitions and Functions-Security (Alan Heath or Security Company on Duty)
Collections-Collections Manager (Maureen Harper)
Maintenance Personnel-Maintenance Director (Ralph Roscoe)
Our goal is to provide employees with the necessary information regarding appropriate techniques associated with administering medical assistance to others. The Company is concerned about employees who may be exposed to blood and other bodily fluids when rendering first aid to other employees. The following procedures are to be used when administering first aid:
Always use latex gloves that are supplied in the Company's first aid kits. In the event CPR becomes necessary, a CPR Micro-Shield should be used if available. Only those employees who are certified to perform CPR should perform CPR. Any materials, including latex gloves and CPR Micro-Shields, used in administering first aid should be discarded in a proper manner to prevent any casual contact of the materials by other employees or visitors. Hands should be thoroughly washed following any first aid procedure.
First Aid Stations are located on each level in the building and are clearly marked by blue signs with white crosses. There are also two portable Defibrillator Units located in the building on the ground floor; one in the Administrative Section of the Supreme Council Offices and the other outside of the Security Office adjacent to the rest room area off the main lobby in the Museum. All employees should become familiar with the locations of all first aid stations, fire extinguishers and the Defibrillator Unit. Qualified users of the Defibrillator Unit are posted on the outside of the unit.
The Company is committed to maintaining a safe and healthy environment for all employees. Report all accidents, injuries, potential safety hazards, safety suggestions and health and safety related issues immediately to your immediate supervisor or department head.
If you or another employee is injured, contact your supervisor or department head immediately. Seek help from outside emergency response agencies, if needed.
You must complete an Employee's Claim for Worker's Compensation Benefits Form if you have an injury regardless of whether is does or does not require medical attention. If your inquiry does not require medical attention, you must still complete a Supervisor and Employee Report of Accident Form in case medical treatment is later needed and to ensure that any existing safety hazards are corrected. You can obtain the required forms from your department head or the Human Resources Department.
A federal law, the Occupational Safety and Health Act (OSHA), requires that we keep records of all illnesses and accidents that occur on the job. OSHA also provides for your right to know about any health hazards that might be present on the job.
In addition, the state Workers' Compensation Act also requires that you report any illness or injury caused by the workplace, no matter how slight. If you do not report an injury, you may jeopardize your right to collect workers' compensation payments as well as health benefits.
You can get the required reporting paperwork from your department head or the human resources department.
The Company is committed to ensuring employees' security. Our premises are equipped with security alarms that are active both during and outside of normal working hours and a fire alarm system active 24/7. If you have a security concern or need more information about operating these systems, contact the Supervisor of Building Operations at extension 4122.
Unless otherwise arranged it is important that all employees strictly comply with Company work hours so as to prevent any false security alarms or inadvertent activations of the Security/Fire protection systems.
Each regular Company employee will be issued an electronic access fob or device to gain admittance to the building as well as the employee’s parking lot. Upon termination the fob must be returned to your department director along with all other Company property in your possession. Every employee is responsible for the security of the workplace. Prior to leaving the building for any reason, every employee should utilize their fob at the exit point and should also verify that their office windows are shut and locked. The Security System will be activated at the close of business hours each day only by authorized Security Personnel or their designated representative.
The Company may hire relatives of employees where there are no potential problems of supervision, safety, security, morale or potential conflict of interest. Relatives include an employee's parent, child, spouse, domestic partner, sibling, cousin, in-laws and step relationships. The conditions of the Company’s policy as relates to the hiring of relatives are as follows:
You are expected to report to work well groomed, clean, and dressed according to the requirements of your position. Appropriate office attire is required in most instances. Suppliers, customers and members visit our office and we wish to put forth an image that will make us all proud to be Company employees. Be guided by common sense and good taste. If you have any questions regarding proper attire you should consult your Supervisor for specific information regarding acceptable attire for your position. If you report to work dressed or groomed inappropriately, you may be prevented from working until you return to work well groomed and wearing the proper attire.
Specific dress for any special occasions will be indicated in advance.
Media inquiries in relation to the Supreme Council NMJ (Company) the Scottish Rite Masonic Museum and Library (Company) or the Children's Dyslexia Centers Inc. (Company) must be handled in accordance with the following guidelines:
No employees, unless specifically designated by the Sovereign Grand Commander / President, are authorized to make or publish statements on behalf of the Company. Any employee wishing to write and/or publish an article, paper, or other publication on behalf of the Company must first obtain approval from the Sovereign Grand Commander / President.
This policy covers all forms of responses to the media, including off-the-record and anonymous statements.
From time to time, employees of the Company will be requested to travel on official business. Following is the Company policy governing the use of Company Vehicles and or the use of either a rental vehicle or your own personal vehicle while on Company time or business.
The scope of this policy applies to all employees of either company while traveling on behalf of them or any other affiliate. It is the responsibility of every individual traveling on behalf of the Company to ensure that all travel related expenses are kept to a minimum and that travel plans are made in a judicious manner.
Employees who drive a personal vehicle or rental vehicle for business reasons or who operate a Company vehicle must have a valid driver’s license, and must drive safely and obey all applicable traffic laws and regulations, including the wearing of seat belts. Employees are not permitted, under any circumstances, to operate a personal or rental vehicle for Company business or a Company vehicle when any impairment causes the employee to be unable to drive safely. This includes, but is not limited to, circumstances in which the employee is temporarily unable to operate a vehicle safely or legally because of illness, medication or intoxication.
Employees must immediately report to their supervisor any accident, theft, or damage involving a Company vehicle or personal or rental vehicle while on Company business, and, in the event of an accident, must immediately contact their supervisor, remain on the scene, and cooperate fully with authorities.
Portable Communication Device Use While Driving
Employees who drive on Company business must abide by all state or local laws prohibiting or limiting portable communication device (PCD) use, including cell phones or personal digital assistants, while driving. Further, even if use is permitted, employees may choose to refrain from using any PCD while driving. "Use" includes, but is not limited to, talking or listening to another person or sending an electronic or text message via the PCD.
Regardless of the circumstances, including slow or stopped traffic, if any use is permitted while driving, employees should proceed to a safe location off the road and safely stop the vehicle before placing or accepting a call. If acceptance of a call is absolutely necessary while the employee is driving, and permitted by law, the employee must use a hands-free option and advise the caller that he/she is unable to speak at that time and will return the call shortly.
Under no circumstances should employees feel that they need to place themselves at risk to fulfill business needs.
Since this policy does not require any employee to use a PCD while driving, employees who are charged with traffic violations resulting from the use of their PCDs while driving will be solely responsible for all liabilities that result from such actions.
Texting and e-mailing while driving is prohibited in all circumstances.
Employees will be reimbursed for reasonable approved expenses incurred in the course of business. These expenses must be approved by the employee's Supervisor, and may include air travel, hotels, motels, meals, cab fare, rental vehicles, or gas and car mileage for personal vehicles. All expenses incurred should be submitted to Director of Finance along with the receipts in a timely manner.
Employees are expected to exercise restraint and good judgment when incurring expenses. Employees should contact their Supervisor in advance if they have any questions about whether an expense will be reimbursed.
The Supreme Council NMJ / Scottish Rite Masonic Museum and Library / Children's Dyslexia Centers Inc. will respond to reference requests through the Human Resources Department. The Company will provide general information concerning the employee such as date of hire, date of discharge, and positions held. Requests for reference information must be in writing, and responses will be in writing. Please refer all requests for references to the Human Resources Department.
Only the Human Resources Department may provide references.
Should an employee decide to leave the Company, we ask that he or she provide a Supervisor with at least two (2) weeks advance notice of departure. Thoughtfulness will be appreciated. All Company, property including, but not limited to, keys, security cards, parking passes, laptop computers, fax machines, uniforms, etc., must be returned at separation. Employees also must return all of the Company,'s Confidential Information upon separation. To the extent permitted by law, employees will be required to repay the Company, (through payroll deduction, if lawful) for any lost or damaged Company, property. As noted previously, all employees are employed at-will and nothing in this handbook changes that status.
Employees who resign are requested to participate in an exit interview with Human Resources, if possible.
This handbook is intended to give employees a broad summary of things they should know about the Supreme Council NMJ / Scottish Rite Masonic Museum and Library / Children's Dyslexia Centers Inc. The information in this handbook is general in nature and, should questions arise, any member of management should be consulted for complete details. While we intend to continue the policies, rules and benefits described in this handbook, the Sovereign Grand Commander / President or the Supreme Council NMJ / Scottish Rite Masonic Museum and Library / Children's Dyslexia Centers Inc., in its sole discretion, may always amend, add to, delete from or modify the provisions of this handbook and/or change its interpretation of any provision set forth in this handbook. Employees should not hesitate to speak to management if they have any questions about the Company or its personnel policies and practices.
Please keep your work area neat and clean and use normal care in handling Company property. Report any broken or damaged equipment to your manager at once so that proper repairs can be made. Negligence in the care and/or use of employer property may be considered cause for suspension and/or dismissal. Property issued to an employee must be returned at the employee's retirement or termination. The value of any property issued but not returned will be deducted from the employee's final pay check.
Unauthorized removal of employer property from the premises or its conversion to personal use will be considered cause for suspension and/or dismissal. Your employer assumes no responsibility for loss or damage to the personal property of any employee.
You may not use any Company property for personal purposes or remove any company property from the premises without prior written permission from your department director or the Sovereign Grand Commander / President.
Company-Sponsored Social Events
When authorized by the Company, alcoholic beverages may be served at Company-sponsored social events. Only those individuals legally permitted to consume alcoholic beverages may be served at such functions. However, no employee is obligated to consume alcohol at such events. At Company functions, no employee should feel pressured to consume alcoholic beverages. If an employee chooses to drink alcohol during Company events, the employee does so at his or her own risk. All employees are expected to maintain a high standard of professional and personal conduct at any Company event.
The Company reserves the right to arrange transportation for any employee suspected of being intoxicated at a Company social event. The Company reserves the right to cease allowing alcoholic beverages to be served to any employee whom it suspects is intoxicated or who behaves inappropriately at such functions. Department heads and supervisors should remember that even at Company social events, they should set the standard for acceptable, responsible behavior.
Conduct Standards and Discipline
The Company expects every employee to adhere to the highest standards of job performance and of personal conduct, including individual involvement with Company personnel and outside business contacts.
The Company reserves the right to discipline or discharge any employee for violating any Company policy, practice or rule of conduct. The following list is intended to give you notice of our expectations and standards. However, it does not include every type of unacceptable behavior that can or will result in disciplinary action. Be aware that the Company retains the discretion to determine the nature and extent of any discipline based upon the circumstances of each individual case.
Employees may be disciplined or terminated for poor job performance, including, but not limited to the following:
Employees may also be disciplined or terminated for misconduct, including, but not limited to the following:
Supervisors and employees under their supervision are strongly discouraged from forming romantic or sexual relationships. Such relationships can create the impression of impropriety in terms and conditions of employment and can interfere with productivity and the overall work environment.
If you are unsure of the appropriateness of an interaction with another employee of the Company, contact the Human Resources Director for guidance. If you are encouraged or pressured to become involved with an employee in a way that makes you feel uncomfortable and is unwelcome, you should also notify your immediate supervisor or department director immediately. No employee of this Company has the right to subject any employee to sexual or other unlawful harassment, including requests for sexual favors, sexual advances, offensive touching, and any other unwanted verbal, graphic conduct or communications of a sexual nature.
You should also be aware of, and are expected to comply with, the Company’s policy against sexual and other forms of illegal harassment in the workplace.
Appropriate action, which may include a transfer or reassignment, leave of absence, suspension or termination, will be taken against those who violate this policy.
The Company strives to maintain a workplace free of drugs and alcohol and to discourage drug and alcohol abuse by its employees. Misuse of alcohol or drugs by employees can impair the ability of employees to perform their duties, as well as adversely affect our members' confidence in our organization.
Alcohol
Employees are prohibited from using or being under the influence of alcohol while performing Company business or while operating a Company motor vehicle or their own personal vehicle in the course of business or for any job-related purpose, or while on Company premises or a worksite.
Illegal Drugs
Company employees are prohibited from using or being under the influence of illegal drugs while performing company business or while on a company facility or worksite. You may not use, manufacture, distribute, purchase, transfer or possess an illegal drug while in the Company facilities, while operating a motor vehicle for any job-related purpose, while on the job, or while performing Company business. This policy does not prohibit the proper use of medication under the direction of a physician; however, misuse of such medications is prohibited.
Disciplinary Action
Employees who violate this policy may be disciplined or terminated, even for a first offense. Violations include refusal to consent to and comply with testing and search procedures as described.
Searches
The Company may conduct searches for illegal drugs or alcohol on Company premises or work sites without prior notice to employees. Such searches may be conducted at any time. Employees are expected to cooperate fully.
Searches of employees and their personal property may be conducted when there is reasonable suspicion to believe that the employee has violated this policy or when circumstances or workplace conditions justify such a search. Personal property may include, but is not limited to, purses, boxes, briefcases, as well as any Company property that is provided for employees' personal use, such as desks, lockers, and files.
An employee's consent to a search is required as a condition of employment and the employee's refusal to consent may result in disciplinary action, including termination.
Drug Testing
The Company may require a blood test, urinalysis, hair test or other drug or alcohol screening of employees suspected of using or being under the influence of drugs or alcohol or where other circumstances or workplace conditions justify such testing. The refusal to consent to testing may result in disciplinary action, including termination.
Unpaid Suspension as a Disciplinary Measure
The Company expects the highest standards of professional conduct at all times.
In accordance with the Company’s policies on harassment, drug or alcohol use, and other work conduct rules, the Company reserves the right to discipline or discharge any employee for violations of rules pertaining to behavior within the workplace.
An employee will be subject to an unpaid disciplinary suspension for infractions of workplace conduct rules. Suspensions without pay apply to everyone. For exempt employees, suspensions without pay will be in one or more full-day increments. For non-exempt employees, suspensions may be any period of time within the Company’s discretion.
Ethical and Legal Business Practices
The Company expects the highest standard of ethical conduct and fair dealing from each employee, officer, director, volunteer and all others associated with the Company. Our reputation is a valuable asset, and we must continually earn the trust, confidence and respect of our suppliers, our members, our customers, and our community.
This policy provides general guidance on the ethical principles that we all must follow, but no guideline can anticipate all situations. You should also be guided by basic honesty and good judgment, and be sensitive to others' perceptions and interpretations.
If you have any questions about this policy, consult your immediate supervisor or department head. Exceptions to this policy may be made only by direction of the Sovereign Grand Commander.
You are expected to promptly disclose to the management of the Company anything that may violate this policy. We will not tolerate retaliation or retribution against anyone who brings violations to management's attention.
Complying With Laws and Regulations
All our activities are to be conducted in compliance with the letter and spirit of all laws and regulations. You are charged with the responsibility of understanding the applicable laws, recognizing potential dangers and knowing when to seek legal advice.
You may not give or receive money or any gift to or from a supplier, government official or other organization. Exceptions may be made for gifts that are customary and lawful, are of nominal value and are authorized in advance. The Company considers nominal value to be any gift with a value of twenty-five dollars ($25.00) or less.
You may accept meals and refreshments if they are infrequent, are of nominal value and are in connection with business discussions.
If you do receive a gift or other benefit of more than nominal value, report it promptly to a member of management. It will be returned or donated to a suitable charity.
Employee Privacy and Other Confidential Information
The Company collects only personal information about employees that relates to their employment. Only people with a business-related need to know are given access to this information, and the human resources director by order of the Sovereign Grand Commander must authorize any release of the information to others. Personal information, other than that required to verify employment or to satisfy legitimate investigatory or legal requirements, will be released outside the Company only with employee approval.
If you have access to any confidential information, including private employee information, you are responsible for acting with integrity. Unauthorized disclosure or inappropriate use of confidential information will not be tolerated.
Accounting and Financial Reports
The Company’s financial statements and all books and records on which they are based must accurately reflect the Company's transactions. All disbursements and receipts must be properly authorized and recorded.
You must record and report financial information accurately. Reimbursable business expenses must be reasonable, accurately reported and supported by receipts.
Those responsible for handling or disbursing funds must assure that all transactions are executed as authorized and recorded to permit financial statements in accord with Generally Accepted Accounting Principles.
Account and Customer Information
Employees are prohibited from distributing account, client, customer and/or member information to anyone, in any form, except the named account holder, client, customer or member. Any dissemination of the above items must be corporate approved and all requests must comply with the proper procedures as prescribed in the policies and procedures manual.
Compliance
Employees who fail to comply with this policy will be disciplined, which may include a demand for reimbursement of any losses or damages, termination of employment and referral for criminal prosecution. Action appropriate to the circumstances will also be taken against supervisors or others who fail to report a violation or withhold relevant information concerning a violation of this policy.
The Company encourages employees to exercise their constitutional right to vote and participate in the political process. However, political and campaign activities can be disruptive and must not be engaged in during work hours. In the interest of maintaining a productive and tension-free work environment, the Company has adopted the following policy restricting political and campaign-related activities in the workplace. Employees may be subject to disciplinary action, up to termination, for violating this policy.
Employees are not permitted to participate in any political activity that interferes with or disrupts the workplace in any manner. It is against this Company’s policy for any employee to:
Political Coercion, Harassment and Retaliation
The Company embraces diversity and respects each employee’s political beliefs and preferences. It is against Company policy for anyone to behave in a threatening, harassing, or discriminatory manner toward any other employee with respect to his or her political beliefs or activities. The Company does not permit its officers or managers to coerce employees into supporting or opposing any political candidate, party, or belief. It is a violation of this Company’s policy for any manager to retaliate, threaten to retaliate, or take any adverse action against an employee for his/her support or opposition to any political campaign or party affiliation.
Employees Running for Public Office
Employees who decide to run for public office are expected to keep politics separate from employment, and should not allow political involvement to interfere with work performance. The Company strictly prohibits employees seeking public office from using the Company’s name in association with any political or campaign activity without the express written permission from the Sovereign Grand Commander / President. Employees wishing to run for public office should notify their department head and the Human Resource Director in writing of their intentions, specifying the position and venue in which they are seeking election. Employees running for office are expected to maintain all regular work duties during the campaign and upon election. Employees elected to a full-time office are encouraged to either resign or request a leave of absence without pay. The Company does not guarantee that employees will be reinstated to their prior position or any other position upon return from a leave of absence for political service.
Employees elected to public office must disclose to the human resources director and the Sovereign Grand Commander the existence of any potential or actual conflict of interest affecting the employee’s duties or loyalty to the company, and shall cooperate to the extent practicable to resolve such conflicts to the company’s satisfaction.
Non-Business or Social Visits to the Worksite
While personal visits are not prohibited, their frequency and duration should be limited and should not interfere with on-going work nor distract fellow employees. Visitors in the work area must sign in on the visitation list and have an employee escort them while on the Company's premises. Unaccompanied visitors will be asked to leave the premises. The employee shall be responsible for the acts of visitors in the workplace.
Gambling in the Workplace
Gambling is not permitted on Company property during work hours, during breaks, during lunch periods, in the employee kitchen, while traveling on Company business, at Company functions, or while entertaining clients. Company facilities and equipment, including computers, may not be used to gamble (e.g. poker games over the Internet, telephone calls to place off-track bets, etc.). Gambling paraphernalia, such as betting slips, video software games, cards or dice is not permitted on company facilities or in Company vehicles.
Gambling includes, but is not limited to, poker, video poker games, horse betting, football pools, fantasy football bets, lotteries and raffles.
Any drawings, contests or similar advertising promotions must be approved by the Sovereign Grand Commander, following legal review, to ensure that the promotion is not an illegal lottery.
Employees’ desks, offices, belongings, lockers, vehicles, Internet usage, e-mail, faxes, telephone logs and computers may be inspected in accordance with company policy to ensure compliance.
Employees are expected to cooperate with any investigation of a violation of this policy.
Employees who violate this policy are subject to discipline up to an including termination.
Workplace Bullying
The Company is committed to providing our employees with a healthy and safe work environment that is free from bullying.
Bullying or repeated unreasonable behavior directed toward an employee, or group of employees, that creates a risk to health and safety is strictly prohibited. Examples of bullying include:
The Company expects all employees to behave in a professional manner and to treat each other with dignity and respect. We encourage all employees who experience bullying to report it to their immediate supervisor, department head or the human resources director immediately. Any reports of bullying will be treated seriously and investigated promptly, confidentially and impartially.
Open Door
Communication is a two-way street. The Company has an open-door policy whereby any employee can speak to any executive, supervisor or department head on any matter. Our leaders are dedicated to being available and attentively listening to employees. The bottom line is we can't implement change(s) if we are unaware of the need for change(s).
Grievances
The Company recognizes that a peaceful working environment facilitates productivity, and will continue to take the necessary steps to create a harmonious working environment. In the event that a misunderstanding or conflict arises, every effort should be made to resolve the situation in a timely manner. Should the situation persist, you are encouraged to bring the complaint to the attention of management by following the procedures outlined below:
1. Discuss the situation with your immediate supervisor. If this is not sufficient or appropriate, then proceed to step 2.
2. Meet with your department director or the Human Recourses Director, who may proceed to conduct an investigation into the situation and find possible remedies. You should receive a response within a reasonable period of time. The Company will attempt to respond and/or resolve the situation within 14 days, or sooner as the circumstances warrant. If this does not suffice then you are encouraged to meet with the Sovereign Grand Commander / President in that order.
Note: Complaints alleging violations of the Company's discrimination/harassment policy should be handled in accordance with the policy entitled "Policy Prohibiting Harassment and Discrimination".
Progressive Discipline
The Company retains the discretion to discipline its employees. Oral and written warnings and progressive discipline up to and including discharge may be administered as appropriate under the circumstances.
Please note that the Company reserves the right to terminate any employee whose conduct merits immediate dismissal without resorting to any aspect of the progressive discipline process.
Use of Cell Phones While Driving
This policy applies to: (1) the operation of Company-provided vehicles at any time; and (2) the operation of private vehicles while an employee is on work time or conducting business for the Company.
The use of a cell phone while driving may present a hazard to the driver, other employees and the general public. Employees must adhere to all federal, state or local rules and regulations regarding the use of cell phones while driving. Accordingly, employees must not use cell phones while driving if such conduct is prohibited by law, regulation or other ordinance. If you are not sure whether the use of a cell phone while driving is prohibited in a particular area, please check with the human resources department.
Employees should not use hand held cell phones for business purposes while driving. Should an employee need to make a business call while driving, he/she should locate a lawfully designated area to park and make the call. Employees may use hands-free cell phones only in emergency situations. Such calls should be kept short and should the circumstances warrant (e.g., heavy traffic, bad weather), the employee should locate a lawfully designated area to park to continue the call.
Violation of this policy may subject an employee to disciplinary action up to and including immediate termination.
Smoking Policy
Smoking is prohibited inside any of the facilities on the Company premises in Lexington or in company vehicles.
All employees, members and other visitors are expected to comply with this policy, and employees who violate it may be disciplined.
Should you have a question, complaint or dispute about smoking in the workplace, contact the human resources department.
Zero Tolerance for Workplace Violence
To ensure a workplace safe and free of violence for all employees, the Company prohibits the possession or use of weapons anywhere on the Lexington campus, including company-owned or leased buildings and surrounding areas such as walkways, driveways and parking lots. Unless otherwise permitted by federal, state or local law, employees are prohibited from bringing or otherwise carrying firearms inside company buildings, structures, or other areas or structures where employees, staff, management, customers or other members of the public gather as a result of Company business, events or activities. This policy also applies to all Company-owned or leased vehicles and all vehicles that come onto Company property. To enforce this policy and protect our employees’ safety, we reserve the right to search all company-owned or leased vehicles and all vehicles, packages, containers, purses, briefcases, backpacks, lockers, desks or persons entering or located on Company property. Any violation of this policy, including refusal to promptly permit a search under this policy, will result in prompt disciplinary action, up to and including termination.
Return of Company Property upon Separation
When an employee’s employment with the Supreme Council (Company) the Scottish Rite Masonic Museum and Library (Company) or the Children's Dyslexia Centers Inc. (Company) terminates, for whatever reason, the employee is required to immediately return all Company-owned property used during his/her employment, and all documents, disks, and other materials containing proprietary or confidential information belonging to the Company.
This includes without limitation, keys, key fobs, credit cards, computers, vehicles, communication devices, uniforms, identification cards or badges and any other equipment, materials, or items purchased, leased, owned, or otherwise belonging to the Company.
Upon separation, employees must return any originals or duplicates of any written or other tangible items, whether maintained in hard copy, film, microfiche or electronic medium, belonging to the Company, its subsidiaries, affiliates, successors, or assigns, including without limitation, correspondence, reports, memoranda, records, data, charts, notes, devices, specifications, drawings, customer lists, and any other item containing confidential information relating to the Company services, computer programs, databases, members, business plans, financial information and employee information.
This Employee handbook is an important document intended to help you become acquainted with Supreme Council NMJ / Scottish Rite Masonic Museum and Library / Children's Dyslexia Centers Inc. This document is intended to provide guidelines and general descriptions only; it is not the final word in all cases. Individual circumstances may call for individual attention.
Because the Company's operations may change, the contents of this handbook may be changed at any time, with or without notice, in an individual case or generally, at the sole discretion of Sovereign Grand Commander / President.
Please read the following statements and sign below to indicate your receipt and acknowledgment of this Employee handbook.
I have received and read a copy of Supreme Council NMJ / Scottish Rite Masonic Museum and Library / Children's Dyslexia Centers Inc.'s Employee handbook. I understand that the policies, rules and benefits described in it are subject to change at the sole discretion of the Company at any time. I understand that this EMPLOYEE HANDBOOK represents only current policies and benefits, and that it does not create a contract of employment. The Supreme Council NMJ, the Scottish Rite Masonic Museum and Library, Children's Dyslexia Centers Inc. and the Sovereign Grand Commander / President retain the right to change any content of this Handbook, as it deems advisable.
I understand that the information I come into contact with during my employment is proprietary to the Company and accordingly, I agree to keep it confidential, which means I will not use it other than in the performance of my duties, or disclose it to any person or entity outside the Company. I understand that I must comply with all of the provisions of the Handbook to have access to and use Company resources. I also understand that if I do not comply with all provisions of the HANDBOOK, my access to Company resources may be revoked, and I may be subject to disciplinary action up to and including discharge.
I further understand that my employment is terminable at will, either by myself or the Company, with or without cause or notice, regardless of the length of my employment or the granting of benefits of any kind.
I understand that no representative of Supreme Council NMJ / Scottish Rite Masonic Museum and Library / Children's Dyslexia Centers Inc. other than the Sovereign Grand Commander / President may alter "at will" status and any such modification must be in a signed writing.
I understand that my signature below indicates that I have read and understand the above statements and that I have received a copy of the Company's Employee handbook.
Employee's Printed Name: ____________________
Employee's Signature: _______________________
Position: ___________________
Date: ___________________
The signed original copy of this acknowledgment should be given to the Human Resources Director to be filed in your secure personnel file.
It is the Supreme Council NMJ / Scottish Rite Masonic Museum and Library / Children's Dyslexia Centers Inc. policy to prohibit harassment of any employee by any Supervisor, employee, customer or vendor on the basis of sex or gender. The purpose of this policy is not to regulate personal morality within the Company. It is to ensure that at the Company, all employees are free from sexual harassment.
"Sexual harassment" means sexual advances, requests for sexual favors, and verbal or physical conduct of a sexual nature when:
(a) submission to or rejection of such advances, requests or conduct is made either explicitly or implicitly a term or condition of employment or as a basis for employment decisions; or
(b) such advances, requests or conduct have the purpose or effect of unreasonably interfering with an individual's work performance by creating an intimidating, hostile, humiliating or sexually offensive work environment.
While it is not easy to define precisely what types of conduct could constitute sexual harassment, examples of prohibited behavior include unwelcome sexual advances, requests for sexual favors, obscene gestures, displaying sexually graphic magazines, calendars or posters, sending sexually explicit e-mails, text messages and other verbal or physical conduct of a sexual nature, such as uninvited touching of a sexual nature or sexually related comments. Depending upon the circumstances, improper conduct also can include sexual joking, vulgar or offensive conversation or jokes, commenting about an employee's physical appearance, conversation about one's own or someone else's sex life, or teasing or other conduct directed toward a person because of his or her gender which is sufficiently severe or pervasive to create an unprofessional and hostile working environment.
If the employee feels that he or she has been subjected to conduct which violates this policy, the employee should immediately report the matter to the Manager at 33 Marrett Road, Lexington MA or 781-465-3325. If unable for any reason to contact this person, or if the employee has not received a satisfactory response within five (5) business days after reporting any incident of perceived harassment, the employee should contact the Head of Human Resources at 33 Marrett Road, Lexington MA or 781-862-4410. If the person toward whom the complaint is directed is one of the individuals indicated above, the employee should contact any higher-level manager in his or her reporting hierarchy. Every report of perceived harassment will be fully investigated and corrective action will be taken where appropriate. All complaints will be kept confidential to the extent possible, but confidentiality cannot be guaranteed. The Company will not allow any form of retaliation against individuals who report unwelcome conduct to management or who cooperate in the investigations of such reports in accordance with this policy and any such conduct is unlawful. If an employee feels he or she has been subjected to any such retaliation, the employee should report it in the same manner as that used for reporting a claim of perceived harassment under this policy. Violation of this policy including any improper retaliatory conduct will result in disciplinary action, up to and including discharge. All employees must cooperate with all investigations.
Sexual harassment is unlawful to the extent it fully meets the harassment definition above; however, this policy prohibits conduct and authorizes discipline against offenders whose conduct is sex-based even if it does not meet such definition.
While employees are encouraged to report claims internally, if an employee believes that he or she has been subjected to sexual harassment, he or she may file a formal complaint with the government agency or agencies set forth below. Using the Company's complaint process does not prohibit an employee from filing a complaint with these agencies.
The United States Equal Employment Opportunity Commission ("EEOC") JFK Federal Building, Room 475 Boston, Massachusetts 02203 (617) 565-3200
The Massachusetts Commission Against Discrimination ("MCAD") Boston Office: One Ashburton Place, Room 601 Boston, Massachusetts 02108 (617) 727-3990
Springfield Office: 436 Dwight Street, Room 220 Springfield, Massachusetts 01103 (413) 739-2145
I have read and I understand Supreme Council NMJ / Scottish Rite Masonic Museum and Library / Children's Dyslexia Centers Inc.'s Sexual Harassment Policy.
Employee's Printed Name: ____________________
Employee's Signature: _______________________
Position: ___________________
Date: ___________________
The signed original copy of this receipt should be given to the Human Resources Director where it will be filed in your secure personnel file.
It is the Supreme Council NMJ / Scottish Rite Masonic Museum and Library / Children's Dyslexia Centers Inc.'s policy to prohibit intentional and unintentional harassment of any individual by another person on the basis of any protected classification including, but not limited to, race, color, national origin, disability, religion, marital status, veteran status, sexual orientation or age. The purpose of this policy is not to regulate our employees' personal morality, but to ensure that in the workplace, no one harasses another individual.
If an employee feels that he or she has been subjected to conduct which violates this policy, he or she should immediately report the matter to the Manager. If the employee is unable for any reason to contact this person, or if the employee has not received a satisfactory response within five (5) business days after reporting any incident of what the employee perceives to be harassment, the employee should contact the Head of Human Resources. If the person toward whom the complaint is directed is one of the individuals indicated above, the employee should contact any higher-level manager in his or her reporting hierarchy. Every report of perceived harassment will be fully investigated and corrective action will be taken where appropriate. All complaints will be kept confidential to the extent possible, but confidentiality cannot be guaranteed. In addition, the Company will not allow any form of retaliation against individuals who report unwelcome conduct to management or who cooperate in the investigations of such reports in accordance with this policy. If an employee feels he or she has been subjected to any such retaliation, he or she should report it in the same manner in which the employee would report a claim of perceived harassment under this policy. Violation of this policy including any improper retaliatory conduct will result in disciplinary action, up to and including discharge. All employees must cooperate with all investigations.
I have read and I understand Supreme Council NMJ / Scottish Rite Masonic Museum and Library / Children's Dyslexia Centers Inc.'s Non-Harassment Policy.
Employee's Printed Name: ____________________ Position: ___________________
Employee's Signature: _______________________ Date: ___________________
The signed original copy of this receipt should be given to the Human Resources Director where it will be filed in your secure personnel file.
Employee's Printed Name: ____________________
Employee's Signature: _______________________
Position: ___________________
Date: ___________________
The signed original copy of this receipt should be given to management - it will be filed in your personnel file.