playworks education energized · 19.07.2017 · value all who serve with us and offer a playful...

Playworks Education Energized

EMPLOYEE HANDBOOK

2017

pg. 1 -- Playworks Employee Handbook 2017

A Message from Playworks President Elizabeth Cushing

“This handbook is a tool to give

you important information

that will impact your experience

as an employee.

We hope you’ll see our core

values – respect for others,

inclusion, healthy community,

healthy play – woven

throughout.”

Click to hear more from Elizabeth.

https://youtu.be/wcJlwE8_6vI

https://youtu.be/wcJlwE8_6vI


Contents A Message from Playworks President Elizabeth Cushing ................................................................................. 1

Welcome to Playworks! ................................................................................................................................................... 7

Introduction.......................................................................................................................................................................... 8

General Employment Information .............................................................................................................................. 8

Employment at Will ..................................................................................................................................................... 8

Playworks Diversity Statement .............................................................................................................................. 8

Equal Employment Opportunity ............................................................................................................................ 9

Harassment Policy ...................................................................................................................................................... 10

What Is Harassment? ............................................................................................................................................ 10

Responsibility .......................................................................................................................................................... 11

Reporting Sexual Harassment or Any Other Type of Harassment .................................................... 11

Work-Related Accommodations .......................................................................................................................... 11

Life-Threatening Illnesses .................................................................................................................................. 12

Violence in the Workplace ...................................................................................................................................... 12

Smoke-Free Workplace ............................................................................................................................................ 13

Drug-Free Workplace ............................................................................................................................................... 13

Employee Awareness ............................................................................................................................................ 13

Drug-Free Policy Guidelines .............................................................................................................................. 13

Management Awareness ..................................................................................................................................... 14

Criminal Convictions ............................................................................................................................................. 14

Open Door Policy ........................................................................................................................................................ 14

Personnel Files ............................................................................................................................................................. 14

Verification of Employment ................................................................................................................................... 15

Recruitment and Employment ................................................................................................................................... 15

Mandatory Job Requirements ............................................................................................................................... 15

Fingerprinting and Background Checks ....................................................................................................... 15


CPR and First Aid .................................................................................................................................................... 16

Tuberculosis (TB) Testing .................................................................................................................................. 16

Motor Vehicle Acceptability Criteria .............................................................................................................. 16

New Hire Orientation ................................................................................................................................................ 16

Immigration Law Compliance ............................................................................................................................... 17

Employee Referrals .................................................................................................................................................... 17

Relationships ................................................................................................................................................................ 17

Non-Fraternization .................................................................................................................................................... 18

Transfers and Promotions ...................................................................................................................................... 18

Employee Classifications/Categories ...................................................................................................................... 18

Rehired/Former Employees .................................................................................................................................. 19

Compensation .................................................................................................................................................................... 19

Exempt/Nonexempt .................................................................................................................................................. 20

Timesheets .................................................................................................................................................................... 21

Overtime ......................................................................................................................................................................... 21

Meals and Rest Periods ............................................................................................................................................ 22

Pay for Mandatory Meetings/Training/Travel .............................................................................................. 23

Pay Days and Pay Checks ........................................................................................................................................ 23

Payroll Deductions ..................................................................................................................................................... 23

Federal, State, and Local Withholding Taxes .............................................................................................. 23

Garnishments/Tax Levy/Child Support ........................................................................................................... 24

Benefits ................................................................................................................................................................................. 24

Benefits Eligibility ...................................................................................................................................................... 24

Health Care, Dental Care, Vision Care ................................................................................................................ 25

Life and Accidental Death & Dismemberment Insurance ......................................................................... 26

Short-Term Disability Insurance ......................................................................................................................... 26

State Mandated Short-Term Disability Insurance .................................................................................... 26

Paid Family Leave (PFL) .......................................................................................................................................... 26

Long-Term Disability Insurance (LTD) ............................................................................................................. 27

Employee Assistance Plan (EAP) ......................................................................................................................... 27

Flexible Spending Accounts (FSA) ....................................................................................................................... 27

401(k) Retirement Savings Plan .......................................................................................................................... 28


COBRA ............................................................................................................................................................................. 28

Statement of Employee Retirement Income Security Act (ERISA) Rights ......................................... 28

Workers’ Compensation Insurance .................................................................................................................... 29

Wellness Benefit .......................................................................................................................................................... 30

Social Security .............................................................................................................................................................. 30

Unemployment Compensation ............................................................................................................................. 30

Time Off from Work ........................................................................................................................................................ 31

Holiday Leave ............................................................................................................................................................... 31

Vacation Leave ............................................................................................................................................................. 32

Sick Leave ....................................................................................................................................................................... 33

Leave Sharing Program ............................................................................................................................................ 34

Voting Time Off ............................................................................................................................................................ 34

School Activities .......................................................................................................................................................... 34

Suspension ................................................................................................................................................................ 35

Bereavement/Emergency Leave .......................................................................................................................... 35

Jury Duty/Trial Witness Leave ............................................................................................................................. 35

Family and Medical Leave Policy ......................................................................................................................... 35

Eligibility for Family/Medical Leave .............................................................................................................. 35

Notice Requirements and Conditions of Leave .......................................................................................... 37

Application of Paid Leave .................................................................................................................................... 38

Status of Employee Benefits During Family/Medical Leave ................................................................ 38

Reinstatement .......................................................................................................................................................... 38

Concurrent Leaves ................................................................................................................................................. 39

Pregnancy Disability Leave (PDL) ....................................................................................................................... 39

Eligibility and Duration of Leave ..................................................................................................................... 39

Benefits While on Pregnancy Disability Leave .......................................................................................... 40

Medical Certification ............................................................................................................................................. 40

Notice of Leave ........................................................................................................................................................ 40

Reinstatement .......................................................................................................................................................... 40

Workers’ Compensation .......................................................................................................................................... 41

Organ and Bone Marrow Donor Leave (For California Employees Only) .......................................... 42

Military Leave ............................................................................................................................................................... 42


Volunteer Civil Service Personnel Leave .......................................................................................................... 42

Civil Air Patrol Leave ................................................................................................................................................. 43

Military Spouse Leave ............................................................................................................................................... 43

Personal Leave of Absence ..................................................................................................................................... 43

Domestic Violence Leave ......................................................................................................................................... 43

Victims of Crime Leave ............................................................................................................................................. 44

Access to Playworks Accounts During Time Off ............................................................................................ 45

Safety and Security .......................................................................................................................................................... 45

Safety ................................................................................................................................................................................ 45

Injury & Illness Prevention Program ................................................................................................................. 46

Illness, Injury, and Accidents ................................................................................................................................. 46

Personal Threats ......................................................................................................................................................... 46

Inclement Weather/Emergency Conditions ................................................................................................... 46

Pets in the Workplace ............................................................................................................................................... 47

Workplace Professionalism ......................................................................................................................................... 47

Whistleblower Policy ................................................................................................................................................ 48

Procedure for Handling Concerns and Complaints ...................................................................................... 50

Code of Ethics ............................................................................................................................................................... 50

Employee Conduct ..................................................................................................................................................... 51

Rules and Expectations for Working with Children .................................................................................... 52

Conflict of Interest Policy ........................................................................................................................................ 55

Outside Employment ............................................................................................................................................ 55

Political Advocacy .................................................................................................................................................. 55

Financial Interest in Other Business .............................................................................................................. 56

Acceptance of Gifts ................................................................................................................................................. 56

Reporting Potential Conflicts ............................................................................................................................ 56

Confidentiality.............................................................................................................................................................. 56

Travel Policy ................................................................................................................................................................. 57

Social Media and Blogging Policy......................................................................................................................... 57

Petitions/Summonses .............................................................................................................................................. 58

Office Etiquette ............................................................................................................................................................ 58

Dress Code and Personal Appearance ............................................................................................................... 58


Attendance and Punctuality ................................................................................................................................... 59

Teleworking/Working from Home ..................................................................................................................... 60

Extended Absences and Job Abandonment ..................................................................................................... 60

Playworks Property ........................................................................................................................................................ 61

Use of Electronic Media, Internet, Email, and Electronic Communication ........................................ 61

Access and Licensing ................................................................................................................................................. 63

Playworks Property ................................................................................................................................................... 64

Employee Property .................................................................................................................................................... 64

Personal Use of Playworks Resources ............................................................................................................... 64

Mobile Device Stipend .............................................................................................................................................. 64

Performance Expectations and Evaluation ........................................................................................................... 64

Performance Management ..................................................................................................................................... 64

Performance Improvement and Progressive Discipline ............................................................................ 65

Employment Separation ................................................................................................................................................ 65

Exit Interviews ............................................................................................................................................................. 66

Returning Playworks Property ............................................................................................................................. 66

Severance Pay .............................................................................................................................................................. 66

Grievance Procedures ............................................................................................................................................... 66

Formal Complaint Process and Written Grievance .................................................................................. 67

Hearing and Binding Arbitration ..................................................................................................................... 68


Welcome to Playworks!

Dear Playworker,

I’m excited that you’ve joined the team at Playworks, where every day we have the opportunity

to make a difference, directly or indirectly, in a kid’s life. Each and every Playworks employee —

from our hundreds of playground coaches to those who work behind the scenes in our offices —

plays an important part in supporting a growing movement to ensure that every kid gets to play

every day.

At Playworks, we embrace equity, diversity, and inclusion in every aspect of our work and are

guided by our core values of respect, inclusion, healthy play, and healthy community. You will see

this reflected in our interactions with one another and the approach we take to our work. We

value all who serve with us and offer a playful working environment based on respect,

professionalism, service, and fun.

As Playworks’ Chief People Officer, I work with the People Team to ensure that all Playworks

employees feel valued, supported, and empowered to do their best work. To that end, we

provide:

This Employee Handbook, which provides information on workplace policies,

procedures, and benefits. I encourage you to review it now and refer to it as needed.

The People Team Google Site, where you can view past webinars or download one-

pagers that answer common questions related to employee experience, expectations,

and other internal processes.

The People Team (we are the Human Resources, Volunteer & Alumni Engagement,

Recruitment, and Learning departments), where we are committed to an Open Door

Policy. We’re here to answer your questions, respond to your concerns, point you to

resources, or just share a story and a smile.

My job is to make your experience at Playworks exceptional. Don’t hesitate to reach out for any

reason; in fact, I’d love to hear from you.

Yours in work and play,

Eunice Dunham

Chief People Officer

https://sites.google.com/a/playworks.org/the-people-team/


Introduction

This handbook is intended as an overview of Playworks’ policies and procedures, which apply to

all employees of Playworks. Please take the time to acquaint yourself with this handbook. If you

have questions or need clarification on anything described in this manual, do not hesitate to ask

your Manager or Human Resources (HR) Representative.

This handbook supersedes previously issued handbooks, memoranda, and any policy or benefit

statements you may have received earlier. Nothing in this handbook, in any other personnel

document, or in any oral statements or representations creates, or is intended to create, a

promise or contract of employment, express or implied, for any employee.

Playworks may, at any time, revise, discontinue, or modify the policies, procedures, or benefits

described in this handbook, and/or institute new policies, procedures, or benefits. We will of

course inform you of any changes in writing. No oral statements or representations in any way

change or alter the terms and conditions described in this handbook. Neither this handbook nor

any Playworks policies, procedures, or practices (whether verbal or written), nor the acceptance

or continuance of employment, is to be construed as a contract of employment, a promise of

continued employment, or as creating an implied contractual or other obligation between an

employee and Playworks.

General Employment Information

Employment at Will All employment at Playworks is at will. This means that neither you nor Playworks has entered

into a contract regarding the duration of your employment. You are free to terminate your

employment with Playworks at any time, with or without reason. Likewise, Playworks has the

right to terminate your employment, with or without reason or notice, at the discretion of

Playworks.

Playworks Diversity Statement Playworks is changing the way children experience school every day by leveraging the power of

safe and healthy play. We create a place for every kid on the playground to feel included, be

active, and build social and emotional skills. Our ambitions demand that we invest in recruiting,

developing and managing a team that reflects the broad diversity of our communities. Our core

values of inclusion, respect, healthy community and healthy play are the foundation of our

organization and are infused in all aspects of our work, including recruiting and retaining the

best talent in the world.


Equal Employment Opportunity

Playworks is an equal employment opportunity employer. This means that Playworks makes

employment decisions on the basis of merit and business needs and not on the basis of race,

color, citizenship status, national origin, gender, gender identity and expression, genetic

information or medical condition, sexual orientation, age, religion, creed, pregnancy and related

medical conditions, physical or mental disability (including HIV/AIDS diagnosis), marital status,

ancestry, veteran status, political affiliation or any characteristic prescribed by law. Playworks

also prohibits discrimination based on a perception that an individual has a protected

characteristic or an individual’s association with a person who has, or is perceived as having, a

protected characteristic.

This policy applies to all areas of employment, including recruitment, hiring, training and

development, promotion, transfer, termination, layoff, compensation, benefits, social and

recreational programs, and all other conditions and privileges of employment in accordance

with applicable federal, state, and local laws.

It is the policy of Playworks to comply with all relevant and applicable provisions of the

Americans with Disabilities Act (ADA), the California Fair Employment and Housing Act (FEHA),

and similar statutes. Playworks does not discriminate against any qualified employee or job

applicant with respect to any terms, privileges, or conditions of employment because of a

person’s physical or mental disability.

Playworks also makes reasonable accommodation wherever necessary for all employees and

applicants with disabilities, provided that the individual is otherwise qualified to safely perform

the essential duties and assignments connected with the job and provided that any requested

accommodations do not impose an undue hardship on Playworks.

Equal employment opportunity notices are posted near employee gathering places as required

by law. These notices summarize the rights of employees to equal opportunity in employment

and list the names and addresses of the various government agencies that can be contacted if

any person believes he or she has been discriminated against.

Management bears the primary responsibility for seeing that Playworks’ equal employment

opportunity policies are implemented, but all members of the staff share in the responsibility for

ensuring that, by their personal actions, the policies are effective and apply uniformly to

everyone.

Any Playworks employee, including any manager, involved in discriminatory practices may be

subject to disciplinary action, up to and including termination. If you have any questions or

concerns about any type of disparate, unfair, or adverse treatment or discrimination of, or by, an

employee of Playworks, please bring it to the immediate attention of your Human Resources

Partner, the Human Resources Director or Chief People Officer for investigation. Playworks will

in no way retaliate against you for filing a complaint or reporting unlawful discrimination and

will not knowingly permit retaliation by other employees.


Harassment Policy

Playworks makes every effort to provide a work environment that is pleasant, professional, and

free from intimidation, hostility, or other offenses which might interfere with work

performance. Harassment of any sort — verbal, physical, and visual — of any applicant,

employee, visitor, vendor, supplier, or other work associate will not be tolerated.

Examples of harassment include, but are not necessarily limited to, references to race, color,

citizenship status, national origin, gender, gender identity and expression, genetic information

or medical condition, sexual orientation, age, religion, creed, pregnancy and related medical

conditions, physical or mental disability (including HIV/AIDS diagnosis) that does not prohibit

performance of essential job functions, marital status, ancestry, veteran status, political

affiliation, or any characteristic prescribed by law. All such harassment is strictly prohibited and

will not be tolerated.

This policy applies to all persons involved in all operations of Playworks and in all areas of

employment including recruitment, training, promotion, compensation, benefits, and job

assignment. Playworks’ policy against harassment also prohibits retaliation against an

individual who has made a complaint concerning an incident of harassing conduct or behavior.

What Is Harassment?

Impermissible workplace harassment can take many forms. It may be, but is not limited to,

words, signs, offensive jokes, cartoons, pictures, epithets (insults), posters, photographs, email

jokes or statements, pranks, intimidation, physical assaults or contact, or violence. Harassment

is not necessarily sexual in nature. It may take any of the following forms:

Verbal conduct such as epithets, derogatory comments, slurs, threats, jokes,

stereotyping, teasing, or unwanted sexual advances, invitations, comments, emails,

notes, letters, instant messages, or blog posts.

Visual conduct such as derogatory and/or offensive posters, photography, cartoons,

drawings, gestures, or unwanted gifts.

Physical conduct such as assault, violence, hate crimes, unwanted touching, blocking

normal movement, sabotage of work area or personal items, or interference with work

because of gender/sex, race, or any other protected basis.

Abusive conduct (“bullying”) by an employee in the workplace, with malice, that a

reasonable person would find hostile, offensive, and unrelated to Playworks’ business

interest. Abusive conduct may include the use of derogatory remarks, insults, and

epithets, verbal or physical conduct and gratuitous sabotage or undermining of a

person’s work performance.

Threats and demands to submit to sexual requests in order to maintain employment or

avoid some other loss and offers of job benefits in return for sexual favors, as well as

unwelcome sexual advances, requests for sexual favors, conversations regarding sexual

activities, and other verbal or physical conduct of a sexual nature when such conduct

creates an offensive, hostile, and intimidating working environment.


Other prohibited conduct includes taking retaliatory action against an employee for discussing

or making a harassment complaint or downloading inappropriate material from the computer

systems.

Such conduct constitutes harassment when 1) submission to such conduct is made an explicit or

implicit term of employment; 2) submission to or rejection of such conduct by an individual is

used as the basis for employment decisions affecting such individuals; or 3) such conduct has

the purpose or effect of substantially interfering with an individual’s work performance.

Responsibility

All Playworks employees and particularly managers have a responsibility for keeping our work

environment free of harassment. Any employee who becomes aware of an incident of

harassment, whether by witnessing the incident or being informed of it, must report it to his or

her Manager or HR Partner. When management becomes aware of the existence of harassment,

it will take prompt and appropriate action. The decision to take action does not depend on

whether or not the victim desires Playworks to do so.

Reporting Sexual Harassment or Any Other Type of Harassment

Any incident of harassment or suspected harassment must be reported immediately to your

Manager, your HR Partner, the HR Director, or the Chief People Officer. Playworks encourages

you to communicate directly with the alleged harasser, if you feel safe in doing so, to make it

clear that the harasser’s behavior is unacceptable, offensive, or inappropriate. However, it is not

required that you do so.

Once an incident of harassment has been reported, an investigation and appropriate disciplinary

action will be taken. All reported incidents will be promptly investigated with due regard for

the privacy of everyone involved. It is important to note, however, that confidentiality cannot be

guaranteed. Any employee found to have harassed a fellow employee or subordinate will be

subject to disciplinary action up to and including termination. Playworks will take any

additional action necessary to appropriately remedy the situation.

Playworks prohibits employees from hindering our internal complaint and investigation

procedures. Playworks also prohibits any employee from retaliating in any way against anyone

who has raised any concern about sexual harassment or discrimination against another

individual. No adverse employment action will be taken against any employee making a good

faith report of alleged harassment.

Any employee who makes unwelcome advances, or threatens or in any way harasses another

employee, may be held personally liable for such actions and their consequences.

Work-Related Accommodations Playworks is sensitive to the health concerns of our employees. We encourage any employees

who have a disability or are experiencing problems in their job that are related to an injury,

illness, impairment, or other physical or mental condition to identify themselves so we can


determine whether and what reasonable accommodation can be made to help the employee in

performing the essential functions of his or her job.

If you believe that an accommodation may be needed to allow you to perform the essential

functions of your job, Playworks will make every effort to provide you with reasonable

accommodations that may help you perform your job on a day-to-day basis, provided such

accommodations do not impose an undue hardship on Playworks. Examples of a reasonable

accommodation include: reallocating or redistributing nonessential functions of a job; acquiring

or modifying equipment, furniture, or devices; communicating job instructions in a way that is

most effective for the employee; adjusting the level of structure or supervision given to the

employee; or allowing the employee to take a leave or work a modified schedule.

It is important to note that we can only seek to provide a reasonable accommodation if you

inform us that you have a health condition or disability that affects your ability to perform the

essential functions of your job and that you may need an accommodation. Please bring any

accommodation requests directly to your HR Partner or the HR Director.

If you do inform us of the need for a disability-related accommodation, we will begin an

interactive and open discussion of your condition and possible accommodations. We may

require that a health care provider determine whether you, or a family member, have a

disability for which an accommodation (which in some cases may be a leave of absence or

modification to your work schedule) is necessary and appropriate. The health care provider may

be asked to complete a Medical Certification form provided by your HR Partner.

Life-Threatening Illnesses

An employee with a life-threatening illness — including, but not limited to, cancer, heart disease,

or Acquired Immune Deficiency Syndrome (AIDS) — may wish to continue working at

Playworks. As long as the employee is able to meet acceptable performance standards (and as

long as working with the condition does not pose a threat to the employee or to others),

managers must ensure that he or she is treated consistently with other employees. Managers

must try to reasonably accommodate the employee's medical needs.

At the same time, Playworks has an obligation to provide a safe work environment for all

employees and visitors. Every precaution will be taken to ensure that an employee’s condition

does not present a health and/or safety threat to other employees or visitors. The employee’s

full cooperation will be required in this effort.

Violence in the Workplace Playworks strictly prohibits workplace violence. Consistent with this policy, acts or threats of

physical violence, including intimidation, harassment, and/or coercion, which involve or affect

Playworks or which occur on Playworks property, will not be tolerated.

Examples of workplace violence include, but are not limited to, the following:

● All threats or acts of violence occurring on Playworks premises, regardless of the

relationship between Playworks and the parties involved.


● All threats or acts of violence occurring off Playworks premises involving someone who is

acting in the capacity of a representative of Playworks.

Specific examples of conduct that may be considered threats or acts of violence include, but are

not limited to, the following:

● Hitting or shoving an individual.

● Threatening an individual or his/her family, friends, associates, or property with harm.

● Destroying or threatening to destroy Playworks property.

● Making harassing or threatening phone calls.

● Harassing surveillance or stalking (following or watching someone).

● Unauthorized possession or inappropriate use of firearms or weapons.

Playworks’ prohibition against threats and acts of violence applies to all persons involved in

Playworks’ operation, including but not limited to personnel, contract, and temporary workers,

and anyone else on Playworks property. Violations of this policy by any individual on Playworks

property will lead to disciplinary action, up to and including termination and/or legal action as

appropriate.

Every Playworks employee is required to report incidents of threats or acts of physical violence

of which he or she is aware. Employees may do so without fear of retaliation of any kind. The

report should be made to your Manager, your HR Partner, the HR Director, or the Chief People

Officer.

Smoke-Free Workplace For the health and safety of all individuals, a smoke-free environment is maintained throughout

Playworks. This means smoking is prohibited at all times within Playworks. Employees may

smoke outside Playworks in certain designated areas as long as doorways and walkways are not

blocked or littered.

Drug-Free Workplace

Employee Awareness

In accordance with the Drug-Free Workplace Act, Playworks must maintain a drug-free

workplace. Through various activities, Playworks seeks to raise awareness among employees

about the dangers of drug abuse generally and the specific negative effects of drug use in the

workplace, which include attendance problems, on-the-job accidents, and poor job performance.

Drug-Free Policy Guidelines

Employees who violate the following guidelines are subject to disciplinary action up to and

including termination.


● The unlawful manufacture, distribution, dispensation, possession, or use of a controlled

substance is prohibited at all Playworks program sites, offices, and off-sites, and at any

location where an employee is representing Playworks.

● Conviction of any criminal drug statute must be reported immediately to Playworks and

in writing within five days of the conviction.

● Violation of the foregoing is grounds for discipline, including possible termination of

employment. Playworks may also bring the matter to the attention of appropriate law

enforcement authorities.

In addition, Playworks provides all members and employees with confidential access to an

Employee Assistance Plan (EAP). The EAP provides referrals to counseling and alcohol/drug

rehabilitation services as well as medical coverage for those services, both in and outpatient. If

you need assistance accessing these services, please contact your HR Partner.

Management Awareness

Managers and supervisors should be attentive to the performance and conduct of those who

work with them and should not permit an employee to work in an impaired condition or to

otherwise engage in conduct that violates this guideline. When Playworks management has

reasonable suspicion that an employee or employees are working in violation of this guideline,

prompt action will be taken.

Criminal Convictions

Employees must notify Playworks of any conviction under a criminal drug statute for a violation

occurring in the workplace or during any Playworks-related activity or event. Employees must

notify Playworks within five days after any such conviction. When required by federal law,

Playworks will notify any federal agency with which it has a contract of an employee who has

been convicted under a criminal drug statute for a violation occurring in the workplace.

Open Door Policy Playworks encourages employees to communicate work-related concerns informally to their

Manager, HR Partner, or the Chief People Officer. Playworks makes every effort to keep any

concern communicated — as well as the investigation and resolution of that concern —

confidential.

However, it must be acknowledged that in the course of investigating and resolving an

employee’s concern, some dissemination of information to others will occur. Any such

dissemination will occur on a need-to-know basis only.

Personnel Files Because personnel information is confidential, access to it is carefully restricted at Playworks.

Employees may review their own secure online personnel file at any time or by making an

appointment with their HR Partner or the HR Director. The HR Partner may be present when

https://sites.google.com/a/playworks.org/the-people-team/home/employee-assistance-program


the file is reviewed. As provided by law, work references from previous employers and

documents relating to criminal investigations are not available for review.

Managers must have a job-related reason to obtain access to an employee's personnel file, and

must obtain approval from the HR Partner, HR Director, or Chief People Officer to review certain

records in an employee’s file.

To ensure that all employment records are accurate and up-to-date, employees must notify the

HR Department or their HR Partner of relevant changes in personal status. You are solely

responsible for notifying HR of any change to your name, address, family status, emergency

contact(s), educational accomplishments, etc., in a timely manner.

Each employee’s medical records and background check results, if any, are kept in a locked,

secure, confidential file separated from the employee’s personnel file. This information is kept

in the strictest confidence. Confidential information about an employee will not be used or

disclosed without a valid authorization form from the employee or a valid business reason.

Verification of Employment

Upon request, the Human Resources Department will provide the following information in

response to outside inquiries regarding your employment: name, position, length of service, hire

date, and termination date (if applicable). Playworks will cooperate with requests for

verifications of employment from credit agencies, etc., only if the employee previously

authorized such requests in writing. We will cooperate with authorized law enforcement

agencies and local, state, or federal agencies conducting official investigations as legally

required.

Recruitment and Employment

Mandatory Job Requirements

Fingerprinting and Background Checks

Playworks employees provide supervision, instruction, and services to youth — often in a school

setting. We strive to create a safe and healthy work environment for our employees, AmeriCorps

members, volunteers, and partners, and for the children and communities we serve. For this

reason, criminal history background checks are conducted on all employees when an offer of

employment is made. Employment is always contingent upon satisfactory completion of a

background check.

Playworks uses various agencies and processes to conduct background checks and complies

with all applicable federal and state laws in the conduct, use, and storage of background check

results.


The results of state and FBI criminal history background checks and national sexual offender

checks through the National Sex Offender Public Registry Website (NSOPW) are considered.

Certain findings of criminal convictions may be cause for non-hire, suspension and/or

termination. The frequency, nature, and gravity of criminal offenses are reviewed and managed

in accordance with our Background Check Hits Management Guidelines.

CPR and First Aid

School site staff, including but not limited to Program Coordinators, Site Coordinators, and

Program Managers, must be CPR and First Aid certified. Playworks provides mandatory CPR

and First Aid training for certification and re-certification or reimburses for individual

certification upon submission of the original receipt to the Finance Department.

Tuberculosis (TB) Testing

All employees who regularly visit or work at school sites must have a current, negative

tuberculosis (TB) test or clear chest x-ray on file. TB tests are valid for 24 months. Many free TB

tests are available, but if an employee does incur a cost for TB testing, Playworks will reimburse

that employee upon submission of the original receipt to the Finance Department.

Motor Vehicle Acceptability Criteria

There are several positions with Playworks that may require driving as part of the job

description. Any employee who drives for Playworks business must complete a Motor Vehicle

Authorization Form which allows Playworks to pull reports by State Vehicle Agencies about their

driving record and provide a copy of your:

● Current, valid driver’s license.

● Personal auto insurance documentation with a minimum limit of $50,000 each

accident/$100,000 each occurrence listed on the document.

These records may be requested at any time during your employment and are subject to review

by Playworks’ insurance companies.

Playworks policy prohibits the use of hand-held mobile phones while operating a motor vehicle

unless the phone is specifically designed and configured to allow hands-free operation and is

used in that manner. Playworks policy also prohibits drivers from operating a motor vehicle

while using an electronic wireless communications device to write, send, or read a text-based

communication.

New Hire Orientation

All new Playworks employees are required to participate in a new hire orientation. During the

orientation, employees:

Complete all necessary employment paperwork.

Receive information about employee benefits.


Provide I-9 employment eligibility documents for verification.

Your manager will help you get acquainted with Playworks, your job, and all policies that apply

to you and the general employee population. As you become more familiar with your

environment, you will likely have more questions regarding your employment, surroundings,

safety, and employee standards. We encourage you to take an active role in your own

orientation by asking questions, consulting the manuals available to you, and familiarizing

yourself with the standards of performance and conduct set by Playworks.

Immigration Law Compliance

All offers of employment at Playworks are contingent on verification of your employment

eligibility, as required by federal law. Federal immigration laws require each individual to

provide satisfactory evidence of his or her identity and legal authority to work in the United

States no later than three business days after beginning work. Therefore, on or before your first

day of work, you will be asked to provide valid documentation verifying your identity and

employment eligibility in the United States, and to complete and sign Federal Form I-9, the

Employment Eligibility Verification Form.

Former employees who are rehired must complete the form if they have not completed it for

Playworks in the previous three years or if the previous Form I-9 and documentation is no

longer valid.

In states that require compliance, Playworks participates in the federal government’s electronic

E-Verify system to confirm the work eligibility of new hires and existing employees in required

states. If at any time you cannot verify your right to work in the United States, Playworks may be

obliged to terminate your employment.

Employee Referrals

We encourage our employees to refer qualified candidates to Playworks. We ask that you

contact a Playworks Recruiter when you refer a candidate so we can welcome the referral to our

application process.

Relationships According to Playworks policy, a relative is defined as a member of the employee’s immediate

family, including spouse, domestic partner, children, parents, parent-in-law, grandparent,

grandparent-in-law, granddaughter, grandson, daughter-in-law, son-in-law, step parent,

brothers, sisters, brother-in-law, sister-in-law, daughter or son of employee’s spouse or

domestic partner and step sibling, whether or not living in the same household; any individual

who represents or acts as an agent or fiduciary for those listed above; and persons who live

together in non-marital, non-related arrangements.

To assure equal employment opportunity for all candidates, an applicant who is a relative of a

Playworks employee will be considered for employment upon the approval of the Chief People


Officer and with the provision that there is no direct or indirect supervisory relationship

between the employee and the relative.

Non-Fraternization

Playworks is committed to providing a safe and comfortable working environment for all

employees. If you choose to engage in a consenting (dating, domestic partners, or married)

relationship with a coworker or work colleague, you must take into consideration your role, the

perception of the relationship, as well as the potential impact of such a relationship.

Should you engage in such a relationship, please be aware that it must not conflict with or

violate our current Harassment Policy, Whistleblower Policy, or Employee Conduct Policy and

cannot involve a direct supervisory relationship.

Transfers and Promotions It is Playworks’ policy to promote the most capable and experienced individuals from within

whenever possible. At Playworks, we are committed to placing you in a position that is

professionally challenging and personally enriching. However, we reserve the right to fill a

position with the most qualified candidate, whether that individual is already employed at

Playworks or is an external applicant.

At Playworks, opportunity for promotion or transfer is available to all employees without regard

to race, color, citizenship status, national origin, gender, gender identity and expression, genetic

information or medical condition, sexual orientation, age, religion, creed, pregnancy and related

medical conditions, physical or mental disability (including HIV/AIDS diagnosis), marital status,

ancestry, veteran status, political affiliation, and any other characteristic protected by law.

Employees may apply for any open position for which they feel they possess the experience,

skills, and abilities to perform the job. Employees who are currently under performance

counseling may not be eligible for a transfer or promotion until work performance and/or

conduct has been brought to an acceptable level. The personal rewards of bringing your

expertise and experience to a new program or position at Playworks, and helping to create it

from scratch, can be enormous. If you are selected for a promotion or transfer to a new position

or a new or expanded program in a different Playworks region than where you are currently

employed, Playworks may provide a financial incentive and reasonable moving expenses for

your relocation. Additional information about Playworks’ current relocation support package is

available from our recruiters or your HR Partner.

Employee Classifications/Categories

Playworks defines the following employment categories for use in providing consistent

treatment to employees in similar work situations with respect to benefits and compensation.

● Regular employees ― Employees who are on our payroll and are normally scheduled to


work a regular number of hours per week. Regular employees may be full-time or part-

time.

● Regular full-time employees ― Employees who are regularly scheduled on a pre-

determined basis to work 30 hours or more per week. Regular full-time employees are

currently eligible for the benefits described in this handbook after meeting eligibility

conditions.

● Regular part-time employees – Employees who are regularly scheduled on a pre-

determined basis to work less than 30 hours per week. Regular part-time employees are

currently eligible for fewer benefits; these benefits include prorated vacation, holiday

and sick leave, workers’ compensation insurance, state-mandated disability insurance,

and unemployment insurance.

● Temporary employees – Employees who are on our payroll and are working on a

temporary basis, usually for a specific assignment or a limited duration. Temporary

employees may work full time or part time, as long as they do not average 30 hours per

week within a 12-month period in accordance with Affordable Care Act (ACA)

regulations.

Temporary employees receive limited benefits, including workers’ compensation

insurance, state-mandated disability, unemployment insurance, and sick leave if the

temporary employee works ninety or more days for Playworks within a year.

A temporary employee will not automatically change from temporary to regular full- or

part-time status merely by working beyond the period originally expected or by

working a “regular” schedule for some or all of the temporary period. Temporary

employees will receive written notification of any change in their employment status.

Rehired/Former Employees If you have previously worked for Playworks, and are rehired in to a regular position within 365

days of your most recent termination date, you will be credited with prior service for accrual of

vacation benefits and sick leave benefits; your health benefits will be effective on the first day of

the month following your rehire date.

If you are rehired after 365 days or more, you will be treated as a new hire for purposes of

benefits eligibility.

Benefits eligibility for rehired/former employees is described in the Benefits section of this

handbook and in our Benefits Information Guide.

Compensation

Playworks recognizes the essential role each employee plays in helping us fulfill our mission.

One of the ways Playworks rewards and recognizes employees for their contributions is through

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a compensation program that can include both monetary and non-monetary elements, as

described in this section.

Playworks is committed to maintaining compensation policies, practices, and decisions that are

fair and comply with all applicable laws and regulations. We will not practice, or tolerate,

unlawful discrimination in any form through compensation, rewards, or recognition programs

at Playworks.

For more comprehensive information about Playworks’ compensation philosophy, policies,

structure, and practices, please see the policy document Compensation at Playworks.

Exempt/Nonexempt The Fair Labor Standards Act (FLSA) is a federal law that applies to Playworks and to all U.S.

employers. The FLSA and related state laws regulate employees’ hours of work, compensation,

and other employment conditions.

These wage and hour laws require Playworks to classify employees as “exempt” or “nonexempt”

based on salary level and job duties. Employees may be classified as “exempt” from wage/hour

laws if their salary level and their primary duties meet the FLSA definitions. Otherwise, they are

classified as “nonexempt.”

Exempt employees and non-exempt employees are generally defined as follows:

Exempt employees are paid an established semi-monthly salary and are expected to

fulfill the duties of their positions regardless of the hours worked. They must also meet

criteria relating to their job responsibilities in order to be classified as exempt. Exempt

employees, by definition, are not subject to wage and hour laws such as meal and rest

breaks and are exempt from earning overtime pay or any other form of compensation

based on hours worked.

Compensation for exempt employees is not determined on an hourly basis and can only

be reduced in full-day or week increments if the employee’s accrued paid time off

benefits are exhausted, if he or she is in the initial or final week of employment, or if he

or she is on leave under the provisions of the California Family Rights Act (CFRA) for

California employees only or of the federal Family and Medical Leave Act (FMLA) for all

eligible employees.

Non-exempt employees are subject to wage and hour laws with special time-keeping and

compensation rules. In general, they are required to account for time worked as well as

the use of sick, vacation, and other leave time. The FLSA and applicable state law

requires that these employees be compensated for qualified overtime hours at a

premium rate of one and a half times their normal rate for any hours worked beyond

eight hours in a single workday, 40 in a workweek, and for the first eight hours of work

on the seventh consecutive day in a workweek.

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The fact that an employee is paid on a salary basis or holds a particular title does not, by itself,

determine whether the employee is “exempt” or “nonexempt.”

Your manager or HR Partner can clarify your status as exempt or nonexempt. If you experience

a change in your work assignment, your FLSA status may change. If so, your manager or HR

Partner will inform you of the change in your status.

Timesheets

Playworks uses timesheets for payroll recordkeeping purposes. Employees are required to

complete time records showing hours worked on projects and programs, development

activities, etc., and any paid time off or leave taken.

By law, Playworks is obligated to keep accurate records of the time worked for non-exempt

employees. Working off the clock is strictly prohibited. Each employee is responsible for

accurately recording their time. Only authorized managers may complete hours for another

employee on that employee’s timesheet.

You should complete your timesheet before you leave the office each day and must sign and

submit it online semi-monthly — on the 15th and the last day of the month. If you expect to be

out of the office on the 15th or the last day of the month, you should submit your timesheet in

advance or no later than 10 a.m. on the following day.

You are responsible for maintaining an accurate record of your hours and for using the correct

codes on your timesheet. Do not sign your timesheet unless it is accurate. If you revise your

timesheet after it has been signed, you must sign and approve the changes. If you have made a

mistake on your timesheet, notify your manager or payroll immediately.

Your manager reviews and signs your timesheet each pay period. Managers are responsible for

ensuring that time codes are correct and employees are keeping accurate time records by

identifying and addressing any irregularities and inconsistencies in an employee’s timekeeping.

Employees who repeatedly are not in compliance with accurate time record keeping after initial

counseling or who falsify hours worked on their timesheet are subject to disciplinary action, up

to and including termination.

Overtime

Please note: Exempt employees do not receive overtime pay and are exempt from this policy.

Non-exempt employees are paid by Playworks for their hours worked in accordance with all

legal requirements. Non-exempt employees must record all time worked, including time

worked over their normal schedule, on their timesheet. Any time worked over their normal

schedule must be approved in advance by the employee’s manager.

There are two categories of pay for time worked over a non-exempt employee’s normal

schedule:


● Overtime ― Overtime pay is calculated at one-and-one-half times the employee’s regular

rate for all hours worked in excess of eight hours in one workday, 40 hours in one

workweek, or for the first eight hours worked on the seventh consecutive day worked in

a workweek.

● Double-Time ― Double-time pay is calculated at two times the employee’s regular rate for

any hours worked in excess of 12 hours in a workday or for any hours worked beyond

eight hours on the seventh consecutive day worked in a workweek.

Overtime is computed on the basis of a non-exempt employee’s total hours worked in a workday

and a workweek. Hours paid that are not worked, e.g., lunch, holidays, sick days, and vacations,

do not count as hours worked for overtime purposes. Similarly, hours worked on Saturday and

Sunday does not automatically qualify the employee for overtime compensation. Such hours

qualify for overtime pay only if they qualify as overtime hours as defined in the previous

paragraphs.

A “workweek” is defined as seven consecutive days, and a “workday” as any consecutive 24-

hour period starting at midnight each day. At Playworks, the workweek begins on Saturday at

12:01 a.m. and ends on Friday at midnight.

Meals and Rest Periods Playworks provides non-exempt employees working five hours or more per day one 30-minute

meal period which must be started at or before the completion of the fifth hour of work.

Employees who work more than ten hours will be provided with a second meal period of 30

minutes which must be started at or before the completion of the tenth hour of work.

During a meal period, Playworks will:

● Relieve the employee of all duty;

● Relinquish control over his or her activities;

● Permit the employee a reasonable opportunity to take an uninterrupted 30-minute

break; and

● Not impede or discourage the employee from doing so.

Non-exempt employees must record their starting, stopping, and meal period times.

Non-exempt employees are allowed a 10-minute paid rest period for every four hours worked

or major fraction thereof. Managers are responsible for authorizing and permitting non-exempt

employees to take these periods in the middle of each four-hour period insofar as practicable. A

rest period need not be authorized for employees whose total daily working time is less than

three-and-one-half (3½) hours.

If an employee is not provided with a proper meal break, the employee will be paid a premium

equal to one additional hour of pay each day this occurs. Likewise, if an employee is not

provided with a proper rest break, the employee will be paid a premium equal to one additional

hour of pay each day this occurs.


Pay for Mandatory Meetings/Training/Travel

Playworks pays non-exempt employees for their attendance at mandatory meetings and

training programs. The employee who is required to attend such meetings or training programs

will be notified of the necessity for such attendance by his or her manager. Any hours worked in

excess of eight in a day or 40 in a week will be paid at the appropriate overtime rate, based on

the hourly rate in effect at the time the overtime work is being performed.

Travel time during a workday is counted as hours worked if it is job related.

● Home-to-work travel is not work time and not compensable.

● Time spent in travel as part of the employee’s principal activity, such as travel from one job site to another during the workday, is work time and must be paid.

● When employee travels on assignment to another city, the time spent traveling is considered work time and must be paid.

Pay Days and Pay Checks Playworks follows a semi-monthly pay cycle made up of 24 pay periods per year. Employees are

paid twice a month for work performed between the 1st and the 15th and between the 16th and

the last day of the month. Pay dates are seven days after the end of a pay period, typically the

7th and the 22nd of each month. If a regular pay day falls on a holiday, employees are paid on

the preceding workday. If a regular pay day falls on a Saturday or Sunday, employees are paid on

the preceding Friday.

Playworks offers automatic payroll deposit for its employees. You may begin or end automatic

payroll deposit at any time. It normally takes at least one pay period from the time of your

request for automatic payroll deposit to begin or end. You may elect to have your paycheck

deposited directly into multiple checking or savings accounts.

Playworks makes every effort to ensure employees are paid correctly. However, inadvertent

mistakes are made. Please review your pay stub when you receive it to make sure it is correct. If

you believe a mistake has been made, please contact the Payroll Manager as soon as possible so

we can correct it.

Payroll Deductions Certain deductions are made from paychecks each pay period. The amounts of these deductions

are itemized on the employee's paycheck voucher. These deductions are described in the

following sections.

Federal, State, and Local Withholding Taxes

These deductions vary according to the number of exemptions claimed by the employee.


Social Security Taxes The Federal Insurance Contributions Act (FICA) requires that a certain percentage be deducted

from an employee's gross salary up to a specified annual maximum. This rate is subject to

periodic change.

State Disability Insurance (SDI) In certain states such as California, New Jersey, New York, and Hawaii state law mandates that a

percentage of an employee's gross salary is deducted from each paycheck, up to a specified

annual maximum, for disability insurance. This rate is subject to periodic change.

Paid Family Leave Insurance (PFL) In certain states such as California and New Jersey state law mandates that a percentage of an

employee's gross salary is deducted from each paycheck, up to a specified annual maximum, for

PFL payments. This rate is subject to periodic change.

Voluntary Deductions An employee may authorize deductions from his or her paycheck for medical insurance

premiums, 401(k) withholdings, Section 125 Medical Expense/FSA plan contributions, Section

132 transit or parking expense plan contributions, etc.

Garnishments/Tax Levy/Child Support If a garnishment, tax levy, or order to withhold child support payments is delivered to

Playworks, the Payroll Department will deduct the amount authorized by law from the

employee's paycheck. Payroll will provide a copy of the notice and order of withholding to the

employee within ten days from the date the notice and order were served on Playworks. If a

manager receives a notice for garnishments, tax levies, or child support demands, he or she

should immediately forward the notice to their HR Partner and Payroll.

Benefits

Please note: This section of the handbook provides a general overview of Playworks-sponsored

benefits plans. The official plan documents actually govern your rights and benefits under each

plan. If any discrepancy exists between this handbook and plan documents, the plan documents

will prevail. Plan documents are available for your review at any time. Please contact your HR

Partner, the HR Director or Benefits Specialist if you have any questions. Plan revisions and

eligibility for coverage do not constitute any type of employment contract with any individual.

Benefits Eligibility

Regular full-time employees of Playworks who are scheduled to work at least 30 hours or more

on a weekly basis, with the exception of Program Coordinators, are eligible for vacation,


holidays, and sick leave as of the date of hire. (Vacation, holiday, and sick leave benefits for

Program Coordinators differ and are described below.) After 30 days of full-time employment,

all regular full-time employees are eligible for health, dental, and vision insurance; life

insurance; long-term and short-term disability insurance; and participation in the flexible

spending, commuting expense reimbursement, and 401(k) retirement savings plans. Coverage

under and participation in these plans begin the first day of the month after the employee meets

the eligibility waiting period requirements.

All benefits continue to accrue during periods of paid time off. Benefits provided during unpaid

leaves of absence are discussed in the Family and Medical Leave Policy and the Pregnancy

Disability (PDL) Leave sections.

If an employee served as an AmeriCorps member for Playworks or was employed as a regular

full-time or part-time employee by Playworks, and is rehired as a regular full-time or part-time

employee within one year of his or her termination date, the employee will retain his or her

original credited service for sick leave and vacation leave accrual. If the rehired employee does

not meet these criteria, his or her sick leave and vacation leave accrual will be based upon the

new date of hire. The rehired employee will become eligible for other benefits based on his or

her rehire date. When former employees are rehired into regular full-time positions within 365

days of prior termination date, they become eligible for benefits on the first of the month

following their new hire date.

Dependents of an employee are eligible for health care, dental care, and vision care programs

provided the employee pays the required premium, if applicable. Eligible dependents are

limited to the employee’s spouse, domestic partner, and unmarried children under age 26 who

are principally dependent upon the employee for support. Coverage may be continued beyond

age 26 for a dependent child who is physically or mentally disabled as determined by the

Insurance Carrier/Administrator.

Regular part-time employees who are scheduled to work less than 30 hours on a weekly basis

are eligible for vacation, holiday, and sick leave. A regular part-time employee’s vacation and

sick leave benefits are pro-rated according to the number of hours the employee is regularly

scheduled to work. For example, if a regular employee works 20 hours per week, or 50% time,

the employee receives paid time off benefits at 50% of paid time off benefit allowance.

Temporary employees, whether working on a part-time or full-time basis, are NOT eligible for

benefits, with the exception of Workers Compensation Insurance, state-mandated disability,

unemployment insurance, and sick leave after the temporary employee has worked 30 or more

days for Playworks within a calendar year.

Health Care, Dental Care, Vision Care

Regular full-time Playworks employees are eligible for health, dental, vision, and prescription

benefits on the first day of the month following 30 days of employment or on the first day of the

month following date of hire for rehires. As an employee, you are offered a choice of plans and

can select the one that best fits your needs. You will be given an explanation of the health care


plans and brochures during your onboarding and the Open Enrollment period each year. The

plan year for these benefits is currently August to July and requires renewal during Open

Enrollment in July each year.

Life and Accidental Death & Dismemberment Insurance Playworks provides all regular full-time employees with basic life insurance coverage. The

benefit for all regular full-time employees is one times their salary, up to a maximum of

$250,000.

Playworks provides eligible employees with Accidental Death & Dismemberment (AD&D)

insurance coverage at the same level of coverage as the employee's basic life insurance

coverage.

This coverage reduces by 25% after age 65 and to 50% of the original amount by age 70.

Short-Term Disability Insurance

Playworks employees who suffer a loss of wages because they are unable to work due to a non-

work-related illness or injury, or due to pregnancy or childbirth, may be eligible to receive

short-term disability benefits.

Playworks provides Short-Term Disability (STD) insurance benefits for up to twelve weeks to

regular, full-time employees who reside in states where there are no mandated state short-term

disability insurance plans. These STD benefits provide weekly income replacement if you

become medically disabled (as certified by a doctor) and are unable to work.

The STD benefit pays 60% of your weekly earnings prior to the disability, up to a maximum of

$987 per week, if you become disabled and are unable to work. Disability benefits are not paid

automatically. Employees are responsible to submit a claim for these benefits. Your HR Partner

can provide you with claim forms and any assistance you may need.

State Mandated Short-Term Disability Insurance

All employees who reside in states with Short-Term Disability Insurance statutory laws,

including California, New Jersey, New York, and Hawaii employees, are required to pay into their

State Disability Insurance (SDI) fund through mandatory payroll tax deductions. SDI provides

weekly replacement income benefits for up to one year if you are unable to work due to a non-

work-related illness or injuries, or due to pregnancy or childbirth, and suffer a loss of wages.

Disability benefits are not paid automatically. Employees are solely responsible for submitting a

claim for these benefits directly to the state agency and benefits are paid directly by the state.

Information describing these benefits is provided to employees at the time of hire. Please

contact your HR Partner for claim forms and any assistance you may need.

Paid Family Leave (PFL) In certain states such as California and New Jersey, employees may also be eligible for Paid

Family Leave (PFL), also called Paid Parental Leave in some states. Despite its name, Paid Family

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Leave is not leave; it is a wage replacement benefit. Similar to short- or long-term disability

insurance benefits, PFL benefits are paid directly by the state and financed from mandatory

payroll tax deductions from employees’ wages.

PFL benefits are available to employees who are unable to work because they must take time off

to care for a seriously ill child, spouse, parent, parent-in-law, grandparent, grandchild, sibling, or

registered domestic partner, or to bond with a new minor child. PFL provides replacement

compensation of approximately 55 percent of an employee’s wages up to the state’s designated

weekly maximum, for a maximum of six weeks in a 12-month period. Employees are not

required to use their vacation time for this leave.

These benefits are described in further detail in a booklet distributed to employees at time of

hire and when a leave of absence is requested in states where this is applicable.

Playworks reserves the right to request medical certification for any leave period before time off

is approved.

Long-Term Disability Insurance (LTD)

Playworks provides regular, full-time employees with Long-Term Disability (LTD) insurance

coverage. LTD provides salary continuation at a reduced level for an extended period of time if

you become disabled and are unable to work. An employee who has been disabled for a period

of 90 days and continues to be certified disabled for work by a physician may be eligible for

benefits. Each case is individually evaluated for eligibility.

The LTD benefit amount is approximately 60% of your monthly earnings prior to your disability

up to a maximum of $7,000 per month. These benefits are coordinated with any other income

you may be receiving from sources like SDI or Social Security, due to your disability.

Employee Assistance Plan (EAP) Playworks recognizes that any one of us may, at one time or another, face personal and/or

work-related problems that adversely impact our job performance, health, and mental and

emotional well-being. As part of our commitment to promoting the health and well-being of all

Playworks employees, we offer an Employee Assistance Plan (EAP). The plan provides free,

confidential support and resources to employees who need assistance with problems like family

issues, life transitions, stress, substance abuse, financial strain, etc. Please contact your HR

Partner with any questions about the plan.

Flexible Spending Accounts (FSA)

Playworks offers Flexible Spending Accounts (FSA) to help employees reduce their taxable

income in paying for eligible out-of-pocket health care, dependent care, and commuter (parking

or public transit) expenses. These accounts operate on a January to December calendar year

and require annual elections. As a Playworks employee, you receive reimbursement for eligible

expenses using your own pre-tax salary contributions. Please contact your HR Partner for more

information.


401(k) Retirement Savings Plan

Playworks’ 401(k) Retirement Savings Plan provides you the opportunity to save for your

retirement with pre-tax contributions. You may contribute eligible pre-tax earnings up to the

annual IRS limit.

Playworks also provides an employer match. If you elect to take advantage of the 401(k) plan,

Playworks will match your 401(k) contribution up to a maximum of 3%.

Your HR Partner can provide more information about the plan and current contribution limits.

COBRA Under a federal law known as the Consolidated Omnibus Budget Reconciliation Act (COBRA),

employees and their dependents who are covered under Playworks group health, dental, and

vision insurance plans, as well as health care flexible spending accounts, and would otherwise

lose their coverage due to certain qualifying events, can continue their existing coverage under

our group plans at their own expense for up to 36 months after termination or as otherwise

provided by state law.

Qualifying events include voluntary or involuntary termination (other than for reasons of gross

misconduct); reduction in hours of work; divorce or legal separation from the covered

employee; a dependent child ceasing to be a dependent child under the applicable requirements

of the plan; and the death of a covered employee. If you have a change in your family status,

please notify your HR Partner promptly to find out whether you or a dependent are eligible for

COBRA benefits.

Employees who are “qualified beneficiaries” and elect COBRA coverage must pay all of their

premiums within 60 days of eligibility. COBRA coverage terminates 1) at the end of a covered

period, 2) if Playworks terminates its group plan, 3) when a beneficiary fails to pay the required

premiums, 4) when a beneficiary becomes entitled to Medicare benefits, or 5) when a

beneficiary becomes covered under another employer’s plan that does not exclude or limit

coverage for a beneficiary’s pre-existing condition(s).

Under the Affordable Care Act (ACA), terminated employees may also be eligible for health

insurance through the federal and state health insurance marketplaces or exchanges established

through the Act. For more information about your options under ACA, please

visit healthcare.gov or contact your Playworks HR Partner.

Information regarding COBRA and COBRA coverage is provided to new employees at the time of

hire and at termination. For more information about COBRA and related programs, contact your

Playworks HR Partner.

Statement of Employee Retirement Income Security Act (ERISA) Rights

As a participant in one or more of Playworks’ benefits plans, you are entitled to certain rights

and protections under the Employee Retirement Income Security Act of 1974 (ERISA). Under

ERISA all plan members have the right to:

http://healthcare.gov/


● Examine all plan documents without charge. This includes insurance contracts and

copies of all documents filed by the plan with the U.S. Department of Labor. Examples of

these documents include detailed annual reports and plan descriptions.

● Obtain copies of all plan documents and other plan information upon written request to

the plan administrator. The administrator may make a reasonable charge for the copies.

● Receive a summary of the plan’s financial report. The plan administrator is required by

law to furnish each member with a copy of this summary annual report.

ERISA also stipulates that no one, including your employer, may terminate you or otherwise

discriminate against you in any way to prevent you from obtaining a benefit or exercising your

rights under ERISA. If your claim for a benefit is denied in whole or in part, you must receive a

written explanation of the reason for denial. You have a right to have the plan reviewed and

your claim reconsidered. If you have any questions about your ERISA rights, please contact your

Human Resources Representative.

Workers’ Compensation Insurance At Playworks, we are committed to providing a safe and healthy work environment for all

employees. Playworks carries Workers’ Compensation insurance coverage to protect employees

who are injured on the job. The Workers’ Compensation benefits provided to injured employees

may include medical, surgical, and hospital treatment; payment for loss of earnings resulting

from work-related injuries; and/or vocational rehabilitation.

Playworks provides contact information and a description of Workers’ Compensation at each

worksite, in a pamphlet distributed to all new hires, and in our Injury and Illness Prevention

handbook.

If you become ill or injured as a result of your work, notify your manager, your HR Partner, or

any other member of the HR Team immediately no matter how minor the injury. You will be

asked to complete an Employee Claim for Workers’ Compensation Benefits form. This form will

be submitted by the HR Department to our Workers’ Compensation insurance carrier.

If your injury requires time off of work, you become eligible for Workers' Compensation benefits

on the first day of hospitalization or after three calendar days of absence due to an illness or

injury resulting from your work at Playworks. Once you have satisfied the three-calendar day

waiting period, you begin to receive Workers’ Compensation benefits. If you are off from work

for 14 calendar days or more, the three-day waiting period will be waived retroactively.

When an employee returns to work from a Workers’ Compensation leave of absence, Playworks

makes every effort to reinstate that employee in the same or an equivalent position to the one

held at the time the leave began. However, an employee returning from Workers’ Compensation

leave has no greater right to reinstatement than if the employee had been continuously

employed rather than on leave. For example, if your position was eliminated or filled in order to

avoid undermining Playworks’ ability to operate efficiently during your leave, and there is no

equivalent or comparable position available, you would not necessarily be entitled to

reinstatement.

https://docs.google.com/a/playworks.org/viewer?a=v&pid=sites&srcid=cGxheXdvcmtzLm9yZ3x0aGUtcGVvcGxlLXRlYW18Z3g6NDQ3Y2Q5MGY5ZmZmNDBiOA


Playworks may provide facilities or other support for recreational and social activities that are

not sponsored by Playworks. When your participation is entirely voluntary, not sponsored by

Playworks, and not part of your work-related duties, in general, Workers’ Compensation

coverage may not apply.

Wellness Benefit To support and encourage employees in their efforts to lead a healthy and physically active life,

Playworks offers each employee an annual $50 Wellness Benefit per fiscal year (July 1 to June

30). Employees must submit receipts to HR in order to be reimbursed.

This wellness benefit can be used towards activities such as health club memberships, class

cards, race registration fees, sport team/league fees, massage, acupuncture, and exercise

equipment. If reimbursement is requested for sport teams/league fees, a team roster must

accompany the receipt. Any sports team organized by a Playworks employee is voluntary and is

not a Playworks-sponsored event.

Social Security

All employees are covered under the provisions of the Federal Insurance Contributions Act

(FICA), which imposes a tax on employees and employers to fund Social Security. Playworks

matches Social Security taxes deducted from your income. These taxes finance retirement

income and disability and survivors’ benefits.

Unemployment Compensation Depending upon the circumstances and reason for employment separation, employees may be

eligible for Unemployment Compensation upon termination of employment with Playworks.

Eligibility for Unemployment Compensation is determined by the state unemployment office for

the state in which you reside.

Unemployment Compensation is designed to provide you with a temporary income when you

are out of work through no fault of your own. For your claim to be valid you must have a

minimum amount of earnings as determined by the state and you must be willing and able to

work and have lost employment under certain circumstances. You are responsible for applying

for these benefits through your local unemployment services office as soon as you become

unemployed.


Time Off from Work

Holiday Leave All regular full-time and part-time Playworks employees who work 20 hours/week or more are

eligible for holiday pay. If a holiday occurs during your scheduled vacation, then you are eligible

for the holiday pay. If you are scheduled to work on a holiday, you may identify an alternate day

per the approval of your manager and completion within 30 days. You are eligible to receive

holiday pay when you are on a partial paid leave of absence. However, if you are on a fully

unpaid leave of absence then you are not eligible for holiday pay.

Playworks observes the following paid holidays:

Presidents’ Day

Memorial Day

July 4th

Labor Day

Thanksgiving and the Friday after Thanksgiving

Christmas Eve through New Year’s Day

Your Birthday (may be taken up to one week before or after your actual birthdate)

Two Floating Holidays. Your two floating holidays are accrued at the beginning of the

calendar year (not school year or fiscal year) and may be taken within one week of a

Playworks observed holiday listed above, on the Martin Luther King Day of Service, or

within one week of your birthday or your hire anniversary date.

One Service Day. You are eligible for a service day if you participate in a service program

that is at least four hours long and you provide your manager with documentation of

your service. Martin Luther King Day is classified as a day of service.

When a paid holiday falls on Saturday, recognized on preceding business day (Friday) and when

falls on Sunday will be recognized on following business day (Monday).

Program Coordinators receive holiday pay on different dates than all other Playworks

employees. Program Coordinators are compensated for all in-service days and holidays of the

schools they are working in rather than Playworks observed holidays listed above, unless the

school holiday coincides with a Playworks holiday.

Holidays do not roll over to the next year; you must use them within the calendar year or lose

them.


Vacation Leave Playworks provides paid vacation leave for rest, relaxation, and renewal to all regular full-time

employees, and pro-rated paid vacation leave to all regular, part-time employees working 20 or

more hours/week, except Program Coordinators. Program Coordinators are compensated for

all in-service days and holidays of their respective schools and are not eligible for paid vacation

leave.

The amount of vacation earned by employees increases with the length of qualifying service. The

chart below shows the increase, based on length of service, for a full-time employee:

Length of Service Days per Year Hours Accrued per Pay Period

0 through 2 Years 10 3.33

2 through 5 Years 15 5.00

5 or More Years 20 6.67

Regular, full-time Playworks employees who work less than 40 hours per week will receive pro-

rated vacation leave according to the number of hours the employee is regularly scheduled to

work. For example, if an employee works 30 hours per week, or 75% time, the employee’s

vacation leave accrues at 75% of the vacation referenced above. Part-time employees who work

less than 20 hours per week are not eligible for vacation leave.

At Playworks, you may schedule vacation as soon as it is earned, subject to management

approval. All vacations are scheduled at the discretion of, and should be submitted to, your

immediate supervisor for approval well in advance of when you want to begin your vacation.

Vacations are granted consistent with staffing and business needs.

Employees may take an advance of up to five vacation days within a six-month period. Vacation

advances must be approved in advance by your Manager and the department or regional

Director. At the time of employment separation from Playworks, any negative vacation balance

may be deducted from your final paycheck where permitted by law.

Vacation leave accrues on a semimonthly basis at 1/24th of an employee’s annual vacation

eligibility. Unused vacation accruals are carried forward from one year to the next. However

you may not have a balance of more than one times your annual vacation eligibility. Once the

maximum has been reached, no additional vacation will accrue until you use accrued vacation

and reduce the balance below one times your annual vacation eligibility.

If your employment terminates, you receive all accrued, unused vacation time through your last

day of employment.


Sick Leave

Playworks provides paid sick leave to all employees in order to continue the salary of eligible

employees during illness, disability, medical appointments, and to care for the health needs of a

family member. Sick leave may also be used for seeking relief, protection, care, or other services

needed as a result of the employee being a victim of domestic violence, sexual assault, or

stalking. Playworks does not permit the use of sick leave benefits for any other reason; it is an

abuse of the benefit to use accrued paid sick leave as extra vacation time.

Playworks reserves the right to require you to provide a healthcare provider’s statement that

verifies your absence from work or your ability to perform the essential functions of your job

with or without reasonable accommodation, the duration of the absence projected, and/or your

ability to return to work.

Employees working thirty or more days for Playworks within a year begin accruing sick leave

benefits at the time of hire. Staff PCs and part-time employees accrue one hour of paid sick leave

for every 30 hours worked with a maximum annual accrual capped at 72 hours per year. All

other regular, full-time employees accrue sick leave each pay period at one-twenty fourth of the

employee’s annual sick leave up to 72 hours per year.

Regular, full-time employees may use sick leave as soon as it is accrued. Temporary employees

begin accruing sick leave at time of hire and are subject to a 90-day waiting period before

accrued sick leave may be used. Sick leave may be taken in thirty-minute increments. The

amount of accrued sick leave that is available for use will be provided on each employee’s pay

stub in each pay period.

Any unused sick leave hours at the end of the year will be rolled over to the next year, subject to

an accrual limit of 360 hours, pro-rated according to the number of hours the employee is

regularly scheduled to work. Accrued but unused sick leave will not be paid upon separation of

employment. However, if an employee is rehired within one year, any such accrued but unused

sick leave will be reinstated and available for use upon rehire.

If the need for sick leave is foreseeable, the employee must provide reasonable advance

notification. If the need for sick leave is not foreseeable, the employee should provide notice of

the need for the leave as soon as practicable.

Employees are entitled to use accrued sick leave for their own medical care or to care for the

health needs of a child, spouse, parent, registered domestic partner, grandparent, grandchild, or

sibling. For purposes of this policy, the term “child” is defined to mean a biological, foster, or

adopted child, a child of a registered domestic partner, a stepchild, a legal ward, or a child to

whom an employee stands in loco parentis. A “parent” includes a biological parent, foster

parent, adoptive parent, stepparent, or legal guardian of an employee or the employee’s spouse

or registered domestic partner, or a person who stood in loco parentis when the employee was a

child.

The maximum amount of sick leave that an employee may accrue is 360 hours (equivalent to 45

days) pro-rated according to the number of hours the employee is regularly scheduled to work.


If the illness extends beyond the time allowed, the employee may request unpaid

Family/Medical Leave, Vacation Leave, or personal Unpaid Leave.

Playworks does not provide pay in lieu of unused sick leave during your employment or when

you leave the company. All unused and accrued sick leave is forfeited at the time of employment

termination.

Leave Sharing Program

The Leave Sharing Program provides employees with an opportunity to voluntarily donate a

portion of their accrued vacation or sick leave to other employees. The Leave Sharing Program is

intended to be used to support coworkers who are facing a major health crisis of their own or of

a family member and would suffer an unexpected loss of wages and financial hardship due to

unpaid work time.

All employees who accrue vacation leave are eligible to participate in the program as employee

donors and/or recipients providing all guidelines are met. The donating employee must be a

current, active employee and have accrued sufficient vacation leave to cover the donation,

retaining a minimum balance of at least one week of accrued leave for themselves. Leave may

not be donated prior to accrual. The receiving employee must have exhausted all paid leave such

as comp time, vacation, and sick leave and will receive donated leave as paid sick leave. Unused,

donated leave reverts to the donor and cannot be “banked” or converted to a cash benefit by the

receiving employee.

If you wish to become a donor or recipient in the Leave Sharing Program, contact your HR

Partner for more information. Participation is strictly voluntary. Employees are not able to

solicit donations however, they will work with their HR Partner to request support.

Voting Time Off

Although Playworks anticipates that most employees have sufficient time to vote, some

employees, due to work schedules, may require time off from work for that purpose.

If you are a registered voter and wish to vote in local, state, and national elections and you do

not have sufficient time to vote outside of your working hours, you may request the necessary

time off to allow you to vote. While you may take as much time as you need to vote, we will only

grant up to a maximum of two hours of paid time off for voting purposes. Submit your request

for paid time off for voting purposes to your Manager as far in advance as possible.

School Activities Employees are encouraged to participate in the school activities of their child(ren). Employees

must use vacation leave in order to receive compensation for this time off. Employees who do

not have unused, accrued vacation available may take the time off as unpaid leave. The absence

is subject to all of the following conditions:

● Parents, guardians, or grandparents having custody of one or more children in

kindergarten or grades one to 12 may take time off for a school activity;


● The time off for school activity participation cannot exceed eight hours in any calendar

month, or a total of 40 hours each school year;

● Employees planning to take time off for school visitations must provide as much

advance notice as possible to their supervisor;

● In the event that Playworks employs both parents, the first employee to request such

leave will receive the time off. The other parent will receive the time off only if the leave

is approved by his or her supervisor; and

● Employees may be required to provide their supervisor with documentation from the

school verifying that the employee participated in a school activity on the day of the

absence for that purpose.

Suspension

If an employee who is the parent or guardian of a child facing suspension from school is

summoned to the school to discuss the matter, the employee should alert his or her supervisor

as soon as possible before leaving work. No discriminatory action will be taken against an

employee who takes time off for this purpose.

Bereavement/Emergency Leave All employees may be given up to three days paid time off in the event of unforeseen or

uncontrollable circumstances that require his or her immediate time and attention away from

work (e.g., the death of a family member defined as a spouse, registered domestic partner, child,

step-child, sibling, step-sibling, parent, grandparent, grandchildren, and in-laws, or personal

household damage or loss due to a fire, flood, earthquake, theft or vandalism).

Jury Duty/Trial Witness Leave

All Playworks employees will be granted time off for jury duty service or when called or

subpoenaed as at trial witness. All employees will be paid for up to five days of service per year

as a juror or trial witness. If you receive a notice for jury duty or a subpoena as a trial witness,

inform your Manager as soon as possible and provide documentation to your HR Partner and

the Payroll Manager.

Family and Medical Leave Policy

Eligible Playworks employees may be entitled to job-protected family or medical leaves of

absence if they are unable to come to work due to pressing family or medical concerns as

described within this section. Playworks’ Family Medical Leave of Absence policy is governed by

and administered in accordance with applicable state and federal laws, including the federal

Family Medical Leave Act (FMLA) and state laws such as the California Family Rights Act (CFRA).

Eligibility for Family/Medical Leave

To be eligible for Family/Medical Leave, an employee must meet all of the following conditions:


Have worked for Playworks for at least twelve months (service does not need to be

consecutive, but must occur with the same seven-year period);

Have worked at least 1,250 hours during the 12-month period preceding the

commencement of the leave;

Work within 75 miles of a Playworks office.

Employees who do not meet these eligibility requirements may request family or medical leave,

which Playworks may grant at its own discretion, unless otherwise required by law. If granted,

Playworks may treat the leave as a personal leave of absence.

Eligible employees are entitled to up to twelve workweeks of unpaid leave within a rolling 12-

month period for the following reasons:

Family Leave to care for your spouse or registered domestic partner, child, parent, or

parent of your spouse or registered domestic partner who has a serious health

condition;

Expanded Family Leave of up to 26 weeks to care for your family member (spouse or

registered domestic partner, child, parent, parent of your spouse or registered domestic

partner, or next of kin) who is injured while serving on active military duty or is a

veteran undergoing medical treatment, recuperation, or therapy for serious injury or

illness that occurred anytime during the five years preceding the date of treatment;

Medical Leave when you have a serious health condition that renders you unable to

work at all or to perform one or more essential functions of your job, or for incapacity

due to pregnancy, prenatal medical care, or child birth;

Baby Bonding Leave to care for your newborn child, child of a spouse or registered

domestic partner, or a child placed with you for adoption or foster care; and/or

Urgent Needs (based on “qualifying exigencies” as defined by the U.S. Department of

Labor) when an immediate family member (spouse, child, or parent) who is an active

duty service member and/or reservist is called to active service.

A serious health condition is generally defined as an illness or injury, impairment, or physical or

mental condition that involves either inpatient care in a hospital, hospice, or residential health

care facility or continuing treatment by a health care provider.

A child includes a biological, adopted, or foster child, a stepchild, a legal ward, or a child of a

person standing in the place of a parent. The child must be under eighteen years old, or eighteen

or older and incapable of self-care because of a physical or mental disability. If Family/Medical

leave is taken for the birth or adoption of a child, then the leave must be completed within the

first twelve months of the birth or adoption.

The 12-month period in which Family/Medical Leave entitlements are measured is calculated

based on a 12-month rolling period measured backward from the date an employee uses any

leave.


Notice Requirements and Conditions of Leave

When the need for leave is foreseeable, such as the birth or adoption of a child, or a planned

medical treatment, you must provide at least thirty days’ notice of the need for leave. If your

need is not foreseeable, you should give as much notice as is practicable.

Where appropriate, Playworks may require written medical certification to support a claim for

Family/Medical Leave. If the leave is needed to care for a sick child, spouse, registered domestic

partner, or parent who has a serious health condition, the employee must provide a certification

from a health care provider including the date the serious health condition commenced, the

probable duration of the condition, the estimated amount of time the health care provider will

provide care, and confirmation that the serious health condition warrants the participation of a

family member.

If the leave is needed for an employee’s own serious health condition, the employee must

provide a certification from a health care provider including the date the serious health

condition commenced, the probable duration of the condition, and the inability of the employee

to work at all or perform any one or more of the essential functions of his or her position

because of the serious health condition.

At its discretion, and at its own expense, Playworks may require a second and third medical

opinion and periodic medical re-certifications. When the leave is the result of your own serious

health condition, Playworks may also require a fitness for duty report in order for you to return

to work.

Playworks may deny Family/Medical Leave to employees who do not provide proper advance

leave notice or medical certification. Where spouses are both employees of Playworks, they may

not each be eligible to take the full twelve workweeks of leave upon the birth of their child, or

the placement of a child with the employees for adoption or foster care.

If you need a military-related leave to care for family members of an active duty or reservist, or

a veteran in need of care as specified above, the health care or military agency must provide

certification that the service member has been called to duty or certify the date the condition

began, the probable duration of the condition, and an estimated length of time the care is

needed.

Baby Bonding Leave does not require certification.

If medically necessary, Family/Medical Leave may be taken on an intermittent or reduced leave

schedule. If Family/Medical Leave is requested on this basis, however, Playworks may require

the employee to transfer temporarily to an alternative position for which the employee is

qualified and that better accommodates recurring periods of absence or a part-time schedule.

Intermittent or reduced leaves that are not medically necessary will be granted at Playworks’

discretion.


Application of Paid Leave

Accrued but unused sick leave and vacation may be used concurrently with all or part of the

12-workweek leave period.

FMLA/CFRA leave laws provide for unpaid leave periods however an employee may choose to

use accrued paid leave during the FMLA/CFRA leave period. When a qualified FMLA/CFRA

leave is unpaid you may be eligible to apply for wage replacement benefits through disability

insurance, state-mandated paid family leave programs or workers compensation insurance

during this period. Your HR Partner will provide you with information about applicable

disability insurance and Paid Family Leave information when you notify us of your need or

request for leave. Information about these wage replacement benefits is also available on our

intranet and in the Benefits section of this manual.

Status of Employee Benefits During Family/Medical Leave

Any Playworks employee who is granted an approved FMLA or CFRA leave of absence under

this policy will be provided with group health plan benefits under the same terms and

conditions as if the employee had continued in his or her employment. Playworks will continue

to make premium payments and the same employer premium contributions to health, dental,

life, and disability insurance coverage as if the employee had continued working during the

eligible leave period. Upon return to work the employee is responsible for repaying Playworks

for the employee contributed portion of his or her premiums. These payments may be made on

a pre-tax basis over the remaining pay periods in the year after returning to work.

In the event that an employee elects not to return to work upon completion of an approved

Family/Medical Leave, Playworks may recover from the employee the cost of any payments

made to maintain the employee’s health care coverage, unless the failure to return to work was

due to the continuation or onset of a serious health condition or other circumstances beyond the

employee’s control. If the continuation or onset of a serious health condition extends past the

eligible 12-week period, then the employee will be eligible for continuing benefits at his or her

expense under COBRA.

The use of Family/Medical Leave will not result in the loss of any employment benefits that

accrued prior to the start of the employee’s leave. Benefits of employment based upon length of

service will be calculated as of the last paid workday prior to the start of the unpaid leave of

absence. Accrual of vacation benefits and sick leave will be suspended during any period of

unpaid leave and will resume upon return to paid leave and active employment.

Reinstatement

To facilitate your return to work after a Family/Medical Leave, we ask that you provide

Playworks with a minimum of two weeks’ advance notice of your intended return date. Failure

to do so may delay your return.

An employee who returns from Family/Medical Leave will be restored either to the position he

or she held before going on leave or to a comparable position with equivalent benefits, pay, and

other terms and conditions of employment. An employee’s right to reinstatement or other


benefits and conditions of employment is no greater than if the employee had been continuously

employed during the Family/Medical Leave period. An employee who fails to report for work at

the end of an approved Family/Medical Leave period will be deemed to have voluntarily

resigned.

Concurrent Leaves

Leave taken by an employee pursuant to the California Family Rights Act (CFRA) and the Oregon

Family Leave Act (OFLA) runs concurrently with leave taken pursuant to the FMLA, except for

any leave taken under the FMLA for disability on account of pregnancy, childbirth, or related

medical conditions. The aggregate amount of leave taken under the CFRA or similar statute or

the FMLA, or both (except for disability leave due to pregnancy, childbirth, or related medical

conditions) cannot not exceed twelve workweeks in a 12-month period.

Pregnancy Disability Leave (PDL)

An employee who is unable to work due to a pregnancy-related medical disability during

pregnancy or after delivery — including disability for childbirth or absence for severe morning

sickness or necessary prenatal care — is eligible for unpaid leave for a pregnancy-related

medical disability. Pregnancy Disability Leave (PDL) runs concurrently with FMLA leave except

in California.

In California, PDL does not run concurrently with CFRA leave and qualifying employees are

therefore entitled to more than 12 weeks of leave. If PDL runs concurrently with FMLA and the

12 weeks of FMLA/PDL leave are exhausted, employees may take an additional month of PDL

for a total of four months of leave. In California, FMLA baby bonding leave may be available and

be taken in addition to the PDL leave to extend the unpaid leave period beyond a total of 12

weeks.

Pregnancy Disability Leave is not maternity or Baby Bonding Leave. It covers only the period of

a medically certified disability due to the employee’s pregnancy, childbirth, or a related

condition. Female employees are entitled to take PDL in addition to leave taken pursuant to the

CFRA and OFLA (but not the FMLA), if the employee is otherwise qualified for that leave.

Eligibility and Duration of Leave

All female employees are entitled to take unpaid PDL leave of absence, up to a cumulative total

of four months for disability due to pregnancy, childbirth, or a related condition. Playworks may

require the employee to provide a physician’s verification of the existence and estimated

duration of a pregnancy-related disability. Pregnancy Disability Leave may include time off for

prenatal care, severe morning sickness, doctor-ordered bed rest, childbirth and recovery from

childbirth and need not be taken in one continuous period.

You may at your option use sick or vacation benefits during PDL. You may also be eligible for

disability insurance wage replacement benefits during a PDL leave.


Benefits While on Pregnancy Disability Leave

While an employee is on approved PDL, Playworks will continue the employee’s health

insurance coverage at the same level and under the same conditions as if the employee was

actively at work. Employees are eligible to enroll their newborn dependent child in Playworks’

insurance plan. If you are currently enrolled in health benefits, contact your HR Partner for a

change form, which needs to be returned within 30 days of the child’s birth.

The use of PDL will not result in the loss of any employment benefits that accrued prior to the

start of the employee’s leave. Benefits of employment based upon length of service will be

calculated as of the last paid workday prior to the start of the unpaid leave of absence. Accrual

of vacation and sick leave will be suspended during the period of leave and will resume upon

return to active employment.

Medical Certification

Playworks employees who are disabled by pregnancy for more than five days are required to

submit certification of their disability. The certification must be prepared by a medical

professional and include 1) the date on which you became disabled due to pregnancy; 2) the

probable duration of the disability; and 3) a statement that due to your disability you are unable

to perform an essential function of your position without undue risk to yourself, the successful

completion of your pregnancy, or other persons. The medical certification should be provided,

where practicable, within 15 days of your leave of absence.

Upon expiration of the estimated time needed for the leave set forth in the certification, your

Pregnancy Disability Leave will automatically terminate and you will be expected to return to

work, except to the extent you are entitled to additional leave under the FMLA, CFRA, or OFLA.

If additional PDL is required you must, prior to expiration of the previous leave period, submit

additional certification to Playworks, as set forth above. Medical certification that you are able

to return to work will be required prior to reinstatement.

Notice of Leave

In order to avoid disruption of Playworks operations, an employee must give reasonable

advance notice of her request for Pregnancy Disability Leave. She must provide at least 30

calendar days’ written notice where the need for the leave is foreseeable (i.e., the expected birth

of the child). For events that are unforeseeable 30 days in advance, the employee must notify

Playworks in writing of the event and the need for leave as soon as practicable. Failure to

comply with these rules is grounds for deferral of the requested leave until compliance with this

notice is achieved.

Reinstatement

Upon her return from a Pregnancy Disability Leave, the Playworks employee is entitled to be

reinstated to her same or a comparable position, unless 1) the employee would not otherwise

have been employed in the same position at the time reinstatement is requested for legitimate

business reasons unrelated to the pregnancy disability leave, or 2) the means of preserving the

job or duties for the employee (such as leaving the job unfilled or filling it with a temporary


employee) would substantially undermine Playworks ability to operate its facilities safely and

efficiently.

If the employee is not reinstated in the same position, she must be reinstated to a comparable

position unless 1) no comparable position is available or 2) a comparable position is available,

but her filling that position would substantially undermine Playworks’ ability to operate safely

and efficiently. A “comparable” position is a position that involves the same or similar duties

and responsibilities and is virtually identical to the original position in pay, benefits, and

working conditions.

An employee who does not return from pregnancy disability leave within four months or the

period certified for leave by the employee’s physician will be considered to have voluntarily

terminated employment.

Workers’ Compensation A Workers’ Compensation leave of absence is granted to an eligible employee who has sustained

a work-related disability and has a valid Workers’ Compensation claim. When on Workers’

Compensation leave, you must be examined by a health care provider and be certified disabled

from returning to your employment. Use of accrued vacation and sick leave during the leave,

maintenance of benefits, accrual of seniority, and notification requirements are governed by the

same terms and conditions and for the same duration as for medical leaves for non-work-related

disabilities.

A Playworks employee’s Worker’s Compensation leave for work-related disability lasts until one

of the following events occurs:

● You are medically released for full or partial duty.

● Playworks receives satisfactory medical evidence that you will be permanently unable

to perform the functions of your position, with or without reasonable accommodations.

● You inform Playworks, either directly (e.g., by resigning) or indirectly (e.g., by accepting

other employment that is inconsistent with the intent to return to the job, moving out of

state, etc.) that you do not intend to return to Playworks’ employ.

When you return to work at the end of your leave, you are entitled to return to your former

position at Playworks, if it is available. If not, you will be offered an opening in a comparable

position for which you are qualified if one exists. You are required to submit a health care

provider’s statement that indicates you are fit to return to work.

Playworks will continue to pay for an employee’s health/dental/vision, life insurance, and long-

term disability benefits for at least three months during the authorized work-related disability

leave.

Any leave taken under this provision that qualifies as leave under state and/or federal

Family/Medical Leave Acts is counted as Family/Medical Leave and charged to your annual legal

entitlement of Family/Medical Leave.


Organ and Bone Marrow Donor Leave (For California Employees Only)

California law entitles employees to paid time off in order to donate organs or bone marrow.

Employees may take up to 30 business days of paid leave in any 12-month period for organ

donation or up to five days for bone marrow donation. The donation need not be for the

employee's family member; it can be for any other person.

Employees must use up to five days of their accrued paid sick or vacation time to donate bone

marrow and up to two weeks for organ donation. This time off will not be counted towards the

employee's leave entitlement under the Family and Medical Leave Act (FMLA) or under the

California Family Rights Act (CFRA).

Military Leave All Playworks employees are eligible for a military leave of absence beginning with their first

day of employment. Military leaves of absence are granted for military service, training, or other

obligations in accordance with state and federal laws.

All military leave of absence requests must be presented to Playworks in writing, along with a

copy of the official orders or instructions, unless the employee is prevented from doing so by

military necessity, to the employee’s manager as far in advance as possible, unless providing

advance notice would be impossible or unreasonable. Employees may use accrued vacation

leave but are not required to do so. If the military leave period is unpaid, vacation, holidays, and

sick leave benefits do not accrue. Employees are expected to make arrangements to pay the

monthly contribution for dependent coverage under their Playworks’ health plan. Failure to do

so may result in the lapse of such coverage.

Upon satisfactory completion of military service, the employee generally has the right to be

reinstated to a comparable position at Playworks with equivalent seniority, pay, and benefits if

application for reemployment is made within 90 calendar days of release from military service

or hospitalization following such service, unless a change in Playworks circumstances makes it

impossible or unreasonable to do so. If an employee fails to apply for reemployment within 90

calendar days of release from military service or hospitalization following such service, the

employee’s military leave status will automatically terminate.

Volunteer Civil Service Personnel Leave

No Playworks employee will be disciplined for taking time off to perform emergency duty as a

volunteer firefighter, peace officer, or emergency rescue personnel. Employees are also eligible

for unpaid leave for related required training.

If you are an official volunteer firefighter, please alert your manager that you may have to take

time off for emergency duty. When taking time off for emergency duty, please alert your

manager before doing so when possible.


Civil Air Patrol Leave Employees who are members of the Civil Air Patrol California Wing are entitled to 10 days of

unpaid leave associated with their duties in the Civil Air Patrol. The employee must have been

employed for at least 90 days immediately prior to the commencement of leave and must

provide notice as soon as duly directed to report for emergency services. First responders are

not eligible for this leave. Upon return from leave, the employee must be reinstated to the same

position, seniority, pay, and other employment terms and conditions as they had before the

leave. An equivalent position and pay may be offered.

Military Spouse Leave

An employee who works more than 20 hours per week and has a spouse in the Armed Forces,

National Guard, or Reserves who has been deployed during a period of military conflict is

eligible for up to ten unpaid days off when his or her spouse is on leave from military

deployment.

Employees must request this leave from their HR Partner, in writing, within two business days

of receiving official notice that their spouse will be on leave. Employees requesting this leave are

required to provide written documentation certifying the spouse will be on leave from

deployment.

Personal Leave of Absence Any Playworks employee who has completed 12 weeks of service may request an unpaid

personal leave if the need is of sufficient importance to justify a non-disability, non-

Family/Medical Leave absence from work. A Personal Leave of Absence request must be

submitted to your HR Partner for approval and may be granted for up to 30 days. Approval of a

Personal Leave of Absence is at the discretion of the employee’s manager and the Chief People

Officer. You are required to use your accrued vacation benefits once your personal leave is

granted. Failure to return from a leave at the agreed upon time will be considered a voluntary

resignation.

Domestic Violence Leave

A Playworks employee who is a victim of domestic violence is eligible for unpaid leave (as well

as paid sick leave during such a leave, as described above in the Sick Leave Policy section). An

employee may request leave if he or she is involved in a domestic violence-related judicial

action, such as obtaining restraining orders, or appearing in court to obtain relief to ensure the

employee’s health, safety, or welfare, or that of the employee’s child.

The employee should provide notice and certification of the need to take leave under this policy.

Sufficient certification may be provided by any of the following:

● A police report indicating that the employee was a victim of domestic violence, sexual

assault, or stalking.

● A court order protecting or separating the employee from the perpetrator of an act of


domestic violence, sexual assault, or stalking, or other evidence from the court or

prosecuting attorney that the employee appeared in court.

● Documentation from a medical professional; domestic violence, sexual assault, or

stalking victim advocate; health care provider; or counselor that the employee is

undergoing or has undergone treatment for physical or mental injuries or abuse

resulting in victimization from an act of domestic violence, sexual assault, or stalking.

Employees who are victims of domestic violence, sexual assault, or stalking and need a

reasonable accommodation for their safety at work should contact their HR Partner, HR

Director, or Chief People Officer to discuss the need for an accommodation. If you are

requesting such a reasonable accommodation, you will need to submit a written statement

signed by you, or by an individual acting on your behalf, certifying that the accommodation is for

the purpose of your safety at work.

For reasonable accommodation requests, Playworks will also require certification

demonstrating that you are the victim of domestic violence, sexual assault, or stalking. Any of

the forms of certification described above for leave purposes will suffice. Playworks may

request re-certification every six months from the date of the previous certification. You should

notify Playworks if an approved accommodation is no longer needed.

Playworks will engage in an interactive process with the employee to identify possible

accommodations, if any, that are effective and will make reasonable accommodations unless an

undue hardship will result.

Playworks will, to the extent allowed by law, maintain the confidentiality of an employee

requesting leave under this provision.

Employees may take a total of 12 weeks of unpaid Domestic Violence Leave during any 12-

month period. The 12-month period commences with the first day that the employee takes

Domestic Violence Leave.

Victims of Crime Leave

A Playworks employee who is a victim or who is the family member of a victim of a violent or

serious felony, or felony theft or felony embezzlement, may take time off from work under the

following circumstances:

● The crime must be a violent or serious felony, as defined by law; and

● The employee must be the victim of a crime, or the employee must be the crime victim’s spouse, registered domestic partner, parent, child, child of a registered domestic partner, or sibling.

The absence from work must be in order to attend judicial proceedings related to a crime listed

above. The Playworks employee must provide documentation of the scheduled proceeding to

his or her HR Partner. Such documentation is typically provided to the victim of the crime by

the court or government agency setting the hearing, a district attorney or prosecuting attorney's


office, or a victim/witness office. If advance notice is not possible, the employee must provide

appropriate documentation within a reasonable time after the absence.

Any absence from work to attend judicial proceedings will be unpaid, unless the employee

chooses to take accrued vacation.

Access to Playworks Accounts During Time Off Playworks makes every effort to support the health and well-being of its employees while

balancing the needs of the organization. In recognition of the importance of this balance, we

have established the following policy regarding account access during an approved leave of

absence.

In an effort to ensure that an employee who is taking a leave of absence is fully relieved of their

work and not asked to perform any work while on leave, we have a policy that access to

Playworks accounts (email, Google Drive, Salesforce, company credit card, etc.) will be

temporarily suspended.

During the leave of absence, a standard out-of-office email message will be in place notifying

your contacts that you are temporarily away and directing them to the assigned point of contact.

The point of contact will generally be the direct manager unless other arrangements are

necessary.

Employees will continue to have access to pay statements and benefits portals during the leave

of absence period. If an employee needs assistance accessing portals he or she can contact their

HR Representative.

Upon return from leave, the employee will be provided with a temporary password that can be

used to reinstate access and will be directed to establish new passwords.

On occasion, someone will be on “intermittent leave” and account suspension is not practical.

The employee and their manager will work with the HR Representative to establish a workable

solution to allow the employee to be relieved of work duty on the agreed upon days.

Safety and Security

Safety Playworks is committed to providing an environment that promotes and protects the safety,

security, and health of its employees and visitors, and that complies with the provisions of

federal and state Occupational Safety and Health Acts and appropriate regulatory agencies.

Your Executive Director, Manager, and HR Partner are available to answer questions or address

concerns about safety policies and procedures, emergency procedures, disaster response

programs, and other safety- and emergency-related issues.


As an employee of Playworks, you are responsible for learning and following proper safety

practices and procedures. Any conditions that may be dangerous or could cause an accident

should be immediately reported to your manager for corrective action.

Injury & Illness Prevention Program Playworks has developed a comprehensive Injury & Illness Prevention Program. The goal of this

program is to minimize the frequency and severity of employee accidents and to comply with

the laws and regulations that pertain to our operations. This program is designed to eliminate

physical hazards from the work environment and to train employees in safe work practices.

Illness, Injury, and Accidents

Each employee plays a part in making Playworks a safe and healthy workplace. Employees are

required to report all accidents, injuries, potential safety hazards, and health- and safety-related

issues to a Manager or their HR Partner.

Immediate attention should be provided to employees who become seriously ill or injured at

work. When an accident or injury happens, the following steps should be taken:

● Report the accident to your manager. Managers should immediately refer the employee

to our Workers’ Compensation medical triage service and provider and notify the HR

Partner.

● Our provider will direct employees to self-care, a clinic, or advanced care if necessary.

● The HR Partner will ensure that Playworks' Worker's Compensation carrier is properly

notified.

Federal and state law (Occupational Safety and Health Administration) requires that Playworks

keep records of all illnesses and accidents that occur during the workday. These laws also

require that you report any workplace illness or injury, no matter how slight. If you fail to

report an injury, you may jeopardize your right to collect Workers’ Compensation payments as

well as health benefits.

Personal Threats Playworks takes personal threats to its employees extremely seriously. Any employee who

receives (or knows of others receiving) a personal threat — whether from a spouse, friend,

family member, employee, or former employee — should immediately notify his or her

Manager, HR Partner, or the Chief People Officer.

Inclement Weather/Emergency Conditions

In severe weather conditions or other emergency situations--like power outages, natural

disasters, or civil disturbances--Playworks’ first priority is staff safety. In general, we want to

ensure that you do not feel pressure to be at work under conditions that would put you or your

family members at risk.

https://sites.google.com/a/playworks.org/the-people-team/safety


If you feel it is unsafe to travel to work — and are able to work from home — we encourage you

to do so. If you can’t easily work from home (e.g., Coaches and Site Coordinators), a paid day off

may be granted by your supervisor. If you are unable to report to work due to emergency

conditions, you must notify your manager (and team) as soon as possible and provide relevant

contact information. In the event of a school or office closure, please notify your HR Partner and

Payroll Administrator so they are aware.

In general, Playworks follows the lead of local or federal government agencies regarding

conditions and work stoppage or closures. Playworks leadership and management

communicates specific details and duration of a closure after assessing the situation and talking

with emergency personnel.

Employees may be paid for up to 10 days per year due to an approved emergency closure. Time

should be recorded as "Emergency Closure" on timesheets and approved by your Manager.

Absences in excess of 10 days will be unpaid or will be deducted from accumulated vacation

time. Playworks may, at its own discretion, increase the amount of paid days when deemed

necessary.

Pets in the Workplace

While we understand that pets bring comfort and benefits to their owners, there are individuals

who are not comfortable with or have allergies associated with animals. Additionally, there are

other risks associated with pets in the workplace including health and safety, operating

efficiency and productivity, financial considerations, legal considerations (building permit

requirements, etc.) as well as personal considerations (noise, odor, fleas, etc.). Currently, we

allow offices to independently decide if having dogs in the office is allowed. If your building

doesn't allow dogs in the workplace, please follow those guidelines. We reserve the right to

discontinue our current pet policy if for any reason we deem it necessary.

In the meantime, here are the expectations for all Playworks offices.

Your dog:

Is obedient, quiet and non-aggressive

Will be in your office or under your desk at all times (leashed when entering or leaving

the office is required)

May not be in any communal spaces (meeting space or lunch room)

May not make any employee uncomfortable or result in allergic reactions

May not come to work every day (one or two days a week maximum)

Workplace Professionalism


Playworks strives to create and maintain a positive workplace environment, one that fosters

mutual trust and respect between coworkers, employees, and supervisors/managers, and that

enables all Playworks staff to do their best, most effective work with the partners and

communities we serve. To achieve this goal, we have established certain policies, practices, and

standards of conduct we expect all employees to follow and use to inform their day-to-day

decision making.

Whistleblower Policy Playworks is committed to promoting compliance with all applicable laws, rules, and regulations

that govern our operations and to encouraging employees to report any unlawful violations by

Playworks or its employees, officers, and directors.

The Playworks Code of Ethics (the “Code”) sets forth the standards of behavior for all

employees, officers and directors in the conduct of our business, and requires all employees,

officers and directors to refrain from any dishonest or unethical conduct.

This Whistleblower Policy provides guidelines for reporting concerns or possible violations of

the Code or any applicable state or federal laws. It is the responsibility of all directors, officers,

and employees to report violations, suspected violations, and questionable conduct under the

Code, as well as any fraudulent actions, illegal activity, or misuse of Playworks assets.

This Whistleblower Policy is intended to encourage and enable employees to raise any concerns

with potential violations of the Code within the framework of Playworks. No director, officer, or

employee who in good faith reports a violation of the Code shall be subject to harassment,

retaliation, or any adverse employment consequences. Any employee who attempts to retaliate

against someone who has reported a violation in good faith is subject to discipline up to and

including termination of their employment. To the maximum extent possible, any good faith

reporting will be treated as confidential.

Employees and others may communicate suspected violations of the Code, applicable law, or

alleged retaliation by contacting their Manager, the Director of Human Resources, or the Chief

People Officer.

The Manager, Executive Director, or HR Partner will acknowledge receipt of the reported

violation or suspected violation within five business days. All reports will be promptly

investigated and appropriate corrective action will be taken if warranted by the investigation.

Anyone filing a complaint concerning suspected violations of the Code —including questionable

conduct, fraudulent acts, illegal activity, or the misuse of Playworks assets — must be acting in

good faith and have reasonable grounds for believing the information disclosed constitutes a

violation of the Code. Any allegations that prove to have been made falsely and maliciously will

be viewed as a serious disciplinary offense.

Complaints may be submitted on a confidential basis, or may be submitted anonymously.

Reports of violations or suspected violations will be kept confidential to the extent possible,


consistent with the need to conduct an adequate investigation as outlined in the Procedure for

Handling Concerns or Complaints below.

Examples of behavior that should be reported include, but are not limited to, the following:

● Supplying false or misleading information on Playworks financial or other public

documents, including its Form 990.

● Providing false information to or withholding material information from

Playworks board or auditors.

● Destroying, altering, mutilating, concealing, covering up, falsifying, or making a

false entry in any records that may be connected to an official proceeding, in

violation of federal or state law or regulations.

● Altering, destroying, or concealing a document, or attempting to do so, with the

intent to impair the document’s availability for use in an official proceeding or

otherwise obstructing, influencing, or impeding any official proceeding, in

violation of federal or state law or regulations.

● Embezzling, self-dealing, private inurement (i.e., Playworks earnings going to the

benefit of a director, officer, or senior management) and private benefit (i.e.,

Playworks assets being used by anyone in the organization for personal gain or

benefit).

● Paying for services or goods that are not rendered or delivered.

● Using remarks or actions of a sexual nature that are not welcome and are likely to

be viewed as personally offensive, including sexual flirtations; unwelcome

physical or verbal advances; sexual propositions; verbal abuse of a sexual nature;

the display of sexually suggestive objects, cartoons, or pictures; and physical

contact of a sexual or particularly personal nature.

● Using epithets, slurs, negative stereotyping, and threatening, intimidating, or

hostile acts that relate to race, color, citizenship status, national origin, gender,

gender identity and expression, genetic information or medical condition, sexual

orientation, age, religion, creed, pregnancy and related medical conditions,

physical or mental disability (including HIV/AIDS diagnosis), marital status,

ancestry, veteran status, political affiliation, or any characteristic prescribed by

law.

● Circulating or posting written or graphic material in the workplace that denigrates

or shows hostility or aversion toward any of the protected categories named

above.

● Discriminating against an employee or potential employee due to their

membership in any of the protected categories named above.

● Violating the Code of Ethics, Conflict of Interest Policy, Harassment Policy,

Whistleblower Policy, or Equal Employment Opportunity Policy.


● Facilitating or concealing any of the above or similar actions.

Procedure for Handling Concerns and Complaints This “Whistleblower” procedure describes the process for handling concerns and

complaints at Playworks.

● Employees can report a concern or complaint to their Playworks supervisor, HR

Director, or HR Partner.

● The report is forwarded to the Executive Director, Regional Executive Officer, Chief

People Officer, or other managers as appropriate.

● All complaints are investigated thoroughly and promptly.

● The Playworks official responsible for the investigation notifies the employee who

lodged the complaint of the results of the investigation.

● Corrective action is taken if necessary.

● Each complaint is fully investigated, and as far as possible handled so as to protect the

privacy of the employee making the complaint. Playworks will not tolerate retaliation

against any employee for making a complaint or participating in an investigation.

Code of Ethics As a nonprofit organization working on behalf of children, schools, and the people and

organizations that support them, the way our employees, officers and directors conduct

themselves is very important. Playworks expects and requires all of us to uphold the highest

ethical and moral standards and to conduct ourselves with a high level of personal integrity. Our

donors and volunteers support Playworks in part because they trust us to both be good

stewards of their resources and to uphold high standards of personal and professional conduct.

Playworks expects its directors, officers and employees to act in accordance with the highest

professional business standards, to refrain from any dishonest, unlawful, or unethical conduct,

and to conduct business in accordance with all applicable federal and state laws and regulations.

Even the appearance of unethical conduct must be avoided. Specifically, Playworks expects that

its employees, officers, and directors will:

● Maintain the confidentiality of information acquired in the course of performance of

their responsibilities, never use this confidential information for personal advantage,

and disclose this confidential information only when such disclosure is legally required

or otherwise necessary to perform their job duties;

● Be honest and trustworthy in our work, and be dedicated to Playworks’ core values of

healthy play, inclusion, respect and healthy community;

● Be responsible, accountable and transparent when dealing with our constituents, one

another, and in all our professional dealings with other people;

● Be respectful and treat others in the same way we would want to be treated;


● Be fair and honest in our actions, and be mindful of our impact on other groups and

people;

● Encourage trust and candid conversations;

● Be supportive of each other, the communities we serve, and our organization; and,

● Comply with all other Playworks policies and procedures.

Generally, the use of good judgment and basic fairness is the best guide that employees, officers

and directors can rely on. However, if a situation arises where it is difficult to determine the

proper course of conduct, or where questions arise regarding the conduct of others, the matter

should be brought to the attention of your Manager, HR Partner, or the Chief People Officer. Any

such questions will be kept confidential unless disclosure is legally required or otherwise

necessary.

Any violations of this Code of Ethics may result in disciplinary action, up to and including

termination. Nothing in this policy alters the at-will status of employment.

Employee Conduct All employees must maintain professional standards of conduct, performance, and

dependability. Failure to adhere to these standards will result in disciplinary action and/or

immediate termination.

The following are examples of employee conduct which may result in immediate termination

without prior disciplinary action:

● Violation of any Playworks rule.

● Any activity that poses a significant safety risk to others while at work.

● Possessing, selling, consuming, or being under the influence of alcohol, illegal drugs, or

controlled substances while on Playworks property. (An exception is made for

medications prescribed by a physician that do not impair work performance.)

● Possession or use of explosives, firearms, knives, or other dangerous weapons while on

Playworks property.

● Threats of violence, acts of violence, or negligence endangering the life, safety, or health

of others.

● Insubordination including refusal to comply with a direct order from supervisors or

managers.

● Harassment, threats, intimidation or coercion of fellow employees or Playworks clients

or partners on or off the premises at any time, for any purpose.

● Stealing or willfully or carelessly destroying or damaging any property belonging to

Playworks or co-workers.

● Unauthorized possession or removal of any Playworks’ property, including documents

or electronically recorded data, from the premises without prior permission from


management; unauthorized use of Playworks equipment or property for personal

reasons; using Playworks equipment for personal profit.

● Falsification of Playworks records or personnel files including employment applications.

● Falsifying sick leave.

● Falsifying the reason for a leave of absence or other data requested by Playworks.

● Falsifying information on an employee’s or AmeriCorps member’s time sheet.

● Spreading malicious gossip and/or rumors.

● Restricting work output or encouraging others to do the same.

● Violation of Playworks’ Harassment Policy.

● Excessive use of Playworks telephone, fax, email, or internet access for personal

business.

● Recording another employee, client or coworker without his/her full knowledge and

consent and without a legitimate purpose for the recording.

● Obscene or abusive language toward any manager or employee.

● Misappropriation of any funds, property, equipment, rebates, award points, or other

asset of value belonging to Playworks. This includes inappropriate use of Playworks

corporate credit cards.

● Breach of confidentiality.

● Other serious offenses, including criminal conviction, which may result in adverse

consequences to Playworks, its employees, or other individuals associated with

Playworks.

This list is not all-inclusive, and does not preclude the existence of other infractions or forms of

misconduct not listed that will result in discipline up to and including termination.

Rules and Expectations for Working with Children All Playworks staff, members, and volunteers who work at a school site and/or work directly

with children may have responsibilities as mandated reporters and must abide by and follow the

rules detailed in this section.

As a mandated reporter, if you have knowledge of or observe a person under the age of 18 years

(even an enrolled or registered student) whom you know or reasonably suspect has been the

victim of child abuse or neglect you must report the suspected incident. You must contact your

supervisor and a designated agency immediately or as soon as practically possible by telephone,

and must prepare and send a written report within 36 hours of receiving the information

concerning the incident. Abuse that must be reported includes:

● Physical injury inflicted by other than accidental means.


● Sexual abuse, meaning the sexual assault or sexual exploitation of a child.

● Neglect, meaning the negligent treatment, lack of treatment, or the maltreatment of a

child by a person responsible for the child’s welfare under circumstances indicating

harm or threatened harm to the child’s health or welfare.

● Willful harming, injuring, or endangering of a child, meaning a situation in which any

person inflicts on a child, or willfully causes or permits a child to suffer, unjustifiable

physical pain or mental suffering, or causes or permits a child be placed in a situation in

which the child or child’s health is endangered.

● Unlawful corporal punishment or injury willfully inflicted on a child and resulting in a

traumatic condition.

The following rules apply to all employees working with children and at school sites at any time.

They are designed to protect you as well as the children we serve.

All staff and volunteers must be mindful at all times of the fine line between being sensitive to

and supportive of students and a possible or perceived breach of responsible, ethical behavior.

Even though your intent may be purely professional, if you engage in any of these behavior(s),

either directly or indirectly, with a student(s) or in the presence of a student(s), you subject

yourself to possible perceptions of impropriety and to performance discipline.

Playworks encourages you to cultivate positive relationships with students. However,

employees and all individuals who work with or have contact with students are expected to use

good judgment and avoid situations including, but not limited to, the following:

1. Meeting individually with a student(s) behind closed doors, regardless of gender.

2. Remaining on campus with student(s) after the program ends (the only exception would

be in the event that a person authorized to pick a student up hadn’t arrived on time and

two Playworks staff or one Playworks staff and another school official remained and

contacted their program manager to inform them that they were on campus).

3. Engaging in any behaviors, either directly or indirectly with a student(s) or in the

presence of a student(s) that are unprofessional, unethical, illegal, immoral, or

exploitative. These behaviors include, but are not limited to front hugs, giving students

rides, having students on your lap, and showing favoritism towards a certain student.

4. Giving student(s) gifts, rewards, or incentives that are not school or Playworks

related/approved.

5. Accepting gifts of value from any student or their family members. For example, you

may accept a drawing from a student, but accepting a necklace would be inappropriate.

6. Whispering to any student or engaging in a private conversation without other

Playworks or school employees present.

7. Making statements or comments, either directly or in the presence of a student(s),

which are not age-appropriate, professional, or which may be considered sexual in

nature, harassing, or demeaning.

8. Touching or having physical contact with a student(s) that is not age-appropriate or

within the scope of the employee/individual's responsibilities and/or duties.


9. Transporting student(s)

10. Taking or accompanying student(s) off campus for activities other than an approved

Playworks activities.

11. Meeting with or being in the company of student(s) off campus, except in

Playworks/school-authorized and/or approved activities. (If you run into a student, you

can say hello and be the same level of friendly that you are at school, but don’t invite

that student to join you in an activity.)

12. Communicating with student(s) in writing, by phone/email/electronically, via Internet,

or in person, at any time, for purposes that are not specifically Playworks/school-

related or directly related to programmatic implementation and necessary to perform

your job. If a student contacts you, do not respond until you have the express written

approval of your manager.

13. Providing student(s) with a personal home/cell telephone number, personal email

address, home address, or other personal contact information (such as a Facebook

address or password), except for specific Playworks/school-related purposes and/or

situations.

14. Allowing students to overhear or involving them in conversations about your address,

personal life, or personal beliefs (for example, students have no reason to know what

your political or religious views are, whether you are single, what your sexual

orientation is, which club you went to last night, etc.).

15. Accepting gifts from a child must be handled carefully and should be avoided, especially

if the parents or guardians are not aware of the gift-giving and other students see it as

favoritism. Seek the advice of your manager before accepting any gifts or only accept

gifts when a parent or guardian is present.

16. Allowing a child unrestricted access to a cell phone of a Playworks member, employee

or volunteer. If a call needs to be made, then the child should use a school or facility

office phone. If a phone call is needed, the employee or member should dial the phone

number before handing the phone over to the child.

Always communicate any suspicion you have about abuse to your Program Manager or Program

Director so that Playworks can support you. Different communities have different laws around

responsibility and in many jurisdictions, school administrators are responsible for student

safety up until the time they are released into the custody of another adult.

Playworks will notify school administration that we intend on filing a report as we are operating

within their organization. While a principal/school administrator may suggest reporting or not

reporting, the decision and responsibility is the mandated reporter’s.

Always report any suspicious behavior or observed deviation from these rules and expectations

regardless of the person’s position. (For example, if the person deviating from anything listed

here is your supervisor, it is your responsibility to report this to a member of the Human

Resources team or your next level up supervisor.)


Conflict of Interest Policy

Playworks expects our employees to conduct business according to the highest ethical standards

of conduct and to devote their best efforts to the interests of Playworks. Business dealings that

appear to create a conflict between the interests of Playworks and an employee are

unacceptable. Playworks recognizes the right of employees to engage in activities outside of

their employment which are of a private nature and unrelated to our business. However, the

employee must disclose any possible conflicts so that Playworks may assess and prevent

potential conflicts of interest from arising.

Although it is not possible to specify every action that might create a conflict of interest, this

policy sets forth the ones which most frequently present problems. If an employee has any

question whether an action or proposed course of conduct would create a conflict of interest, he

or she should immediately contact his or her HR Partner, the HR Director or Chief People Officer

to obtain advice on the issue. The purpose of this policy is to protect employees from any

conflict of interest that might arise.

A violation of this policy will result in immediate and appropriate discipline, up to and including

immediate termination.

Outside Employment

Employees may be allowed to pursue outside employment provided that such employment does

not interfere with the performance of the employee’s duties, and is performed outside the

employee’s approved work schedule and off Playworks’ premises. Outside employment

includes self-employment, consulting activities, and volunteer activities that, if compensated,

could be considered outside employment.

Employees are not required to notify their supervisor of outside employment if it is conducted

outside of regular work hours, off premises, and does not require the same job skills and/or

qualifications used in his/her employment at Playworks. Employees are required to request

approval from their manager for outside employment if it is conducted during regular work

hours, on premises, requires the same job skills and/or qualifications used in his/her

employment at Playworks, or presents a real or perceived conflict of interest.

Political Advocacy

We encourage and support your involvement in the politics and issues facing your communities.

You have the right to express your opinions on individual matters of public interest and debate.

We welcome the free exchange of political views and respect each other’s individual differences

of opinion and right to disagree with political positions. While Playworks as an organization

may choose to engage in political advocacy, doing so is a decision to be made by the Executive

team.

We also insist that you comply with our policies and guideline with regards to political activity

and involvement:


1. Respect views of others and do not engage in intimidation or disrespectful confrontation

with coworkers, clients or work partners

2. Make it clear when expressing individual political views that they are your personal

views not those of the Playworks organization. For example you should not use

Playworks letterhead, email, your job title or professional responsibilities to buttress a

personal political position or candidate. You should also not make a personal monetary

contribution or gift of support to a party, candidate or issue in a way that implies

Playworks endorsement.

3. Avoid conflicts of interest if you or a family member is serving in public appointment or

office. Please notify your Manager and the Chief People Officer if you or a family

member serves in public office or plan to campaign for public office to ensure that no

conflict of interest exists.

Financial Interest in Other Business

An employee and his or her immediate family may not own or hold any significant interest in a

supplier, customer, or competitor of Playworks, except where such ownership or interest

consists of securities in a publicly owned company and those securities are regularly traded on

the open market.

Acceptance of Gifts

No employee may solicit or accept gifts of significant value (consistent with IRS policy), lavish

entertainment, or other benefits from potential and actual customers, suppliers, or competitors.

An employee may entertain potential or actual customers if such entertainment is consistent

with accepted business practices, does not violate any law or generally accepted ethical

standards, and the public disclosure of facts will not embarrass Playworks. Any questions

regarding this policy should be addressed to your HR Partner.

Reporting Potential Conflicts

An employee must promptly disclose actual or potential conflicts of interest, in writing, to his or

her manager. Approval will not be given if the relationship would interfere with the employee's

duties or damage Playworks’ relationships.

Confidentiality We expect all employees to respect and maintain the confidentiality and privacy consideration

of any information you may acquire during the course of your work about Playworks, your

fellow employees, donors, school partners, the children and families we serve, consultants,

contractors, or vendors.

Upon termination of employment, departing employees must sign a statement reminding them

of their continuing obligation to maintain confidentiality with respect to any confidential

information from their time at Playworks.


Travel Policy

It is Playworks’ policy to reimburse employees for reasonable and necessary expenses incurred

in connection with authorized travel on behalf of the organization. Employees traveling on

Playworks business are expected to incur the lowest reasonable travel expenses and exercise

care to avoid impropriety or the appearance of impropriety.

It is Playworks’ intent to allow for comfortable accommodations for employees who are

required to travel. It is also expected that these employees will use discretion and good

judgment in travel spending. Travelers should verify with their Manager that planned travel is

eligible for reimbursement before making travel arrangements, and submit any claims for

reimbursement within specified timeframes and with necessary documentation.

In order to ensure that travel on behalf of the organization is necessary, cost-effective, safe, and

thoroughly documented, Playworks provides an employee Travel Manual that details the means

by which travel should be arranged and the parameters that must be adhered to. It is the

responsibility of each Playworks employee to carefully read through the complete travel manual

prior to traveling on behalf of Playworks and adhere to the policies and procedures outlined.

Playworks travel policies and procedures are intended to support employees traveling on

Playworks business; provide guidelines to ensure travel expenses are reasonable and necessary,

and conform to expectations of donors and grantors; and ensure accurate and timely recording

of the expenses for financial reporting.

Social Media and Blogging Policy

Playworks recognizes the importance of our employees joining in and helping shape public

thinking through blogging and interaction in social media. Playworks is committed to

supporting your right to interact knowledgeably and socially in the blogosphere and on the

Internet. These guidelines will help you open up a respectful interaction with people on the

Internet. They also protect the privacy, confidentiality, and interests of Playworks.

The essence of community is that it exists so that you can support others and they, in turn, can

support you. It is important to balance personal and professional information, and to

understand the role that transparency plays in building a community.

● Playworks encourages you to write knowledgeably, accurately, and using appropriate

professionalism. Your Web interaction can result in members of the public forming

opinions about Playworks and their employees.

● Honor the privacy rights of our employees, schools and students by seeking permission

before writing about or displaying photos that might be considered to be a breach of

their privacy and confidentiality.

● It is forbidden to post photos or names of children at our schools publicly without

written permission from a parent or guardian.

● Recognize that you are legally liable for anything you write or present online.

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● Unless given permission by your manager, you are not authorized to speak on behalf of

Playworks, or to represent that you do so.

● You may not share information that is confidential and proprietary about Playworks. If

you have any question about whether information is confidential or proprietary, speak

with your manager or Communications before releasing the information.

● You must respect Playworks' logo and trademarks by adhering to Playworks brand

guidelines.

● Always think twice before hitting “send” and consider how your message might reflect

on Playworks’ reputation.

● Media contacts about Playworks should be referred for coordination and guidance to

the Chief Marketing Officer, Communications Director or Chief People Officer.

If you choose not to follow these guidelines, you may not refer to Playworks in your online posts.

Failure to follow these guidelines could lead to disciplinary action up to and including

termination of employment.

Petitions/Summonses

Playworks does not accept petitions/summonses issued to an employee involving a commercial

dispute or other legal matter unrelated to an employee’s job at Playworks. This applies to

petitions/summonses served in person and by mail. Petitions/summonses directly involving

Playworks, or issued under the auspices of Playworks, will be accepted by Human Resources.

Should a petition/summons arrive in your department whether by process server or by mail,

that does not involve Playworks, it should not be accepted. It is to be returned to sender. A

petition/summons involving Playworks must be date-stamped upon receipt and forwarded to

Human Resources as soon as possible. Please contact Human Resources if you need assistance

regarding specific situations.

Office Etiquette In our Playworks offices, we strive for a fun yet professional environment. We want everyone in

the office—staff, visiting telecommuters, funders, guests—to feel comfortable and work

productively. With this in mind, we encourage you to check out the Playworks Office Rules of

the Game for some general guidelines on creating and maintaining an office environment we can

all enjoy while getting lots of work done!

Dress Code and Personal Appearance You are the “face” of Playworks. Clothing and professional appearances are important and help

create the first impression to our colleagues, visitors, funders and the community we serve.

Employees are expected to dress neatly and to exercise common sense in selecting clothing and

footwear appropriate for Playworks’ various business environments.

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Our goal is to provide a workplace environment that is appropriate and inclusive for all

individuals involved with Playworks. Please be aware of what you wear and sensitive to how

others might perceive your attire.

School site staff must follow the dress code as defined in the district or school’s policy. These

policies may be further defined by standards set out by the principal at your school. Hats may

be worn outdoors to protect employees from weather conditions.

Attendance and Punctuality For a fair and productive work environment, we expect everyone to be reliable and punctual

and communicative in reporting for work. Being absent or tardy places a burden on your

coworkers, our partners and clients, can be disruptive and impact performance and is

considered an essential function of all jobs.

We expect all employees to follow a regular work schedule approved by your Manager. At the

same time, we know that specific events, projects, or assignments at work or your own personal

needs may require you to deviate from your regular schedule on certain days. If you want to

change your normal, established work schedule, you must discuss the change with your

Manager in advance and receive approval.

Our Coach Attendance Policy provides guidance for school staff on requesting time off.

You must notify your manager in advance if you will be late, need to leave early or will be absent

from work. Employees who do not follow proper absence reporting procedures may be subject

to discipline.

Unexcused, unplanned and excessive absences and/or tardiness as well as inadequate or false

reporting must be avoided and are subject to disciplinary action up to and including

termination.

Please refer to the following definitions as guidelines for absences and tardiness.

Excused Absence – This occurs when an employee has sought and been granted in

advance time off from work by his/her manager.

Unexcused Absence – This occurs when an employee has failed to report to work when

scheduled and/or has failed to remain at work for the duration of the shift and does not

have manager approval.

Unplanned Absence – This occurs when an employee is absent from his/her job for any

reason where requesting advance approval was not possible.

Tardiness – This occurs when an employee reports to his/her designated work area

after the scheduled beginning time of the assigned shift. This also applies when an

employee returns from a scheduled lunch or break after the break period has expired.

For health related absences, Playworks retains the right to request written verification of illness,

injury, or emergency from a medical professional. In some instances, when an extended or more

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frequent absence is due to a serious health condition that makes you unable to perform your job,

or is due to a serious health condition of your spouse, child or parent, you may be entitled to a

Medical Leave. For more information, see the Family/Medical Leave Section.

Teleworking/Working from Home Playworks places significant value on fostering a healthy community where employees

collaborate, ideate, and problem solve together. The Playworks office environment is designed

to be one that supports both team and individual productivity.

On occasion, we recognize that having the flexibility to work from home or another remote

location can be beneficial for an employee. While we value providing flexibility for Playworks

employees, there is no automatic right to work from home. Your manager will consider each

request on an individual basis.

In evaluating each request, your manager will take into account the scope of your role and

ability to perform your duties remotely; the impact on quality and performance of work; the

needs of the organization; the needs of your team and our clients; as well as your needs and our

desire to be as flexible as possible while retaining our commitment to high quality service and

performance. If your request to work remotely is denied and you feel this was unfairly decided,

you can discuss the situation with your HR Partner.

In addition under certain circumstances such as an illness or injury you may need to work from

home. In these instances, you are entitled to request an accommodation to work from home.

Contact your HR Partner and see the Work-Related Accommodations section for more

information about our policy and process to request an accommodation.

When working at home it is essential to safeguard the confidentiality and privacy of Playworks

information and data, have a safe and secure work space, effectively communicate with clients

and co-workers, provide a reliable and timely way for co-workers, partners, etc. to effectively

contact you (phone, email, video conferencing, etc.) and maintain a regular work schedule

consistent with usual office hours.

If a teleworking arrangement is approved, employee compensation, benefits and work

responsibility will not change, nor will the amount of time an employee is expected to work. We

reserve the right to terminate the arrangement at any time if we determine that is detrimental

to the organization or negatively impacts productivity, performance and/or quality of service or

product.

These guidelines are not reflective of the arrangements necessitated for employees who work

remotely on a full-time basis to meet the needs of the business.

Extended Absences and Job Abandonment Each day a Playworks employee is unable to report to work, he or she must notify his or her

Manager, as described above, unless he or she has a manager or HR approved absence for the

length of the illness. The Manager may request a physician's verification of an employee's


illness if it extends beyond three working days or if the employee has had frequent,

unsubstantiated absences due to illness.

Accordingly, if you are absent for three scheduled work days and you, or someone you

designate, does not notify your manager by the next scheduled workday, and there are no

documented extenuating circumstances, this will be considered job abandonment and you will

be considered to have voluntarily resigned your employment with Playworks.

Playworks Property

Use of Electronic Media, Internet, Email, and Electronic Communication Playworks has developed a policy for the use of its electronic media and communication

systems. Playworks expects its employees to use all of these resources in a responsible,

considerate, and ethical manner. These systems include, but are not limited to, telephones,

mobile devices, voicemails, electronic mail (email), desktop computers, servers, digital (cloud)

data storage, laptop computers, printers, networks and intranet.

Under no circumstances should these resources be used in a manner that would be

discriminatory, harassing, or obscene, or for any other purpose that is illegal, against Playworks’

policy, or not in the best interest of Playworks. Misuse of these resources can result in

disciplinary action up to and including termination.

These policies include:

● Playworks’ policy against unlawful harassment, including sexual harassment, extends to

the use of computers, the Internet, and any component of the communication systems.

In keeping with that policy, employees should not use any Playworks system in a

manner that would violate that policy. For example, employees may not communicate

messages that would constitute sexual harassment, may not use sexually suggestive

screen savers, and may not receive or transmit pornographic, obscene, or sexually

offensive material or information.

● Playworks’ anti-discrimination policies extend to the use of the systems. Any employee

who uses any Playworks system will therefore be subject to disciplinary action, up to

and including termination, for use of such any system in any manner that violates

Playworks’ anti-discrimination policies or commitment to equal employment

opportunity.


● Playworks’ policies against improper solicitations and distribution extend to the

systems. Employees may not use any Playworks system in a manner that violates

Playworks’ no solicitation rule.

● Employees may not use any Playworks system in a manner that violates the trademark,

copyright, license rights, proprietary, confidential or trade secret information of any

other person, entity, or organization.

● Employees may not use any Playworks system for any purpose that is competitive,

either directly or indirectly, to the interests of Playworks or for any purpose that creates

an actual, potential, or apparent conflict of interest with Playworks.

● Employees should identify all communications as “privileged and confidential” or

“attorney/client” privilege when it is accurate and appropriate to do so. In this manner,

Playworks can assert any protections, privileges, and rights relating to communications

if it becomes necessary to do so.

● Use of any system to copy and/or transmit any software programs, documents, or other

information protected by copyright laws may be prohibited by federal law. Determining

use restrictions on programs or data before copying them in whole or in any part is the

responsibility of the user.

● Playworks employees should change all passwords on a regular basis, preferably

quarterly. Users should take precautions to prevent unauthorized access to their

computer and mailbox by logging out and exiting accounts if their computer is

unattended. The security of our computers, intellectual property, and computer network

depends upon the cooperation of each individual who uses our systems. Each user is

responsible for information in private user accounts and for information sent across the

network.

● The use of networked computers encourages free exchange of information but also

requires respect for privacy rights and intellectual property law. Data belonging to

others and stored on personal computers or on computer readable media (such as flash

drives, CD-ROMs, tapes, etc.) or digital storage (cloud) may not be browsed, copied, or

otherwise modified. Protected information includes account passwords as well as

directories and files located on individual computers, drives, tapes, etc.

Employees and authorized users are responsible for maintaining the security of their

computers, e-mail accounts, and passwords. Due to the additional risk of loss or abuse,

employees who are provided with laptop computers and other mobile devices such as Chrome

books, etc. are required to agree to and follow specific guidelines for the security and

confidentiality of any data stored on the computer. These guidelines include:

● Your device must be password protected. For example, you should have a screen saver

password that is invoked after 5 minutes of non-use.

● You must store your laptop or other device in a secure and/or locked location when you

are not working including at home and in the office.


● Back up files stored on hard drive on a regular basis. Any files stored on the laptop’s

hard drive are the responsibility of the laptop user.

● Ensure that no sensitive, confidential, restricted, or individually identifiable data resides

on your laptop. Such data includes but is not limited to Social Security numbers,

addresses, dates of birth, etc.

For information or assistance about proper security protocols for your device and data stored

on your device, contact our Solutions Team.

Access and Licensing While computers and other electronic devices are made accessible to employees to assist them

to perform their jobs and to promote Playworks’ interests, all such Playworks systems, whether

used entirely or partially on Playworks’ premises or with the aid of Playworks equipment or

resources, will remain fully accessible to Playworks and, to the maximum extent permitted by

law, will remain the sole and exclusive property of Playworks. All messages and documents

sent, received, composed and/or stored on any of these information systems, whether for

business or personal use, are the sole property of Playworks.

Employees should not have any expectation of privacy with respect to information transmitted

over, received by, or stored in any electronic communications device owned, leased, or operated

in whole or in part by or on behalf of Playworks. Playworks retains the right to gain access to

any information received by, transmitted by, or stored in any such Playworks electronic

communications device, by and through its agents, employees, or representatives, at any time,

either with or without an employee’s or third party knowledge, consent or approval.

Notwithstanding Playworks’ right to monitor its systems, individuals who are issued passwords

for voicemail, email, or computer login are reminded that they are responsible for protecting

their own passwords from misuse. Although passwords may be required for access to certain

systems, use of these passwords does not guarantee confidentiality. Users are not to give out

their passwords to any other person, whether that person is within or outside Playworks, for

any reason. Anyone who suspects that another user knows his or her password should report

that fact to his or her immediate manager or the Solutions department so that a new password

may be issued and the policy violation can be investigated.

Each person who utilizes Playworks’ systems, in particular the computing systems is

responsible for maintaining its integrity and complying with all the laws relating to use and

licensing of computer software. Only software issued to the user and authorized by Playworks

may be loaded onto an individual’s computer. No software provided on a user’s computer by

Playworks may be duplicated for use on any other computer, either within or outside

Playworks. Additionally, because computer viruses can be transmitted to the system network or

to the computer connected to a work station, Playworks prohibits the downloading or installing

of any third-party software from the Internet without first obtaining authorization from the

Director of IT Solutions.


Employees who violate any aspect of this policy or who demonstrate poor judgment in the

manner in which they use any Playworks electronic communications device will be subject to

disciplinary action, up to and including termination. Employees who have any questions

regarding this policy should bring them to the immediate attention of the Solutions Department.

Playworks Property Playworks may, at any time and for any reason, as well as without notice to the employee and

not necessarily in the employee’s presence, examine an employee’s work, work area, and work

equipment, including but not limited to employee desks, workspaces, file cabinets, Playworks

voice mail and/or electronic mail (email) and digital storage. Use of personal locks is

prohibited.

Employee Property

Playworks assumes no responsibility for an employee’s personal property. It is recommended

that employees lock purses and other items in desks or file cabinets to prevent theft. Losses or

thefts should be reported immediately to Human Resources.

Personal Use of Playworks Resources Employees are prohibited from using Playworks resources or supplies (e.g., office supplies,

stationery, postage, interoffice mailing services, photocopiers, computers, and other resources)

for anything but Playworks business.

If employees make improper personal use of Playworks resources or supplies, appropriate

corrective and disciplinary action may be taken up to and including termination.

Mobile Device Stipend Based on the responsibilities and expectations of various jobs, certain positions at Playworks

are eligible to receive a “mobile device stipend” (a taxable fringe benefit) to support the ongoing

business use of personal mobile phones. Complete Mobile Device Stipend Guidelines, including

positions eligible for the stipend are available from Human Resources.

Performance Expectations and Evaluation

Performance Management Playworks strives to have a fair, transparent and engaging performance evaluation process that

is designed to create opportunities for two-way conversation between supervisors and

employees around overall performance and establishing goals.

All regular Playworks employees will participate in goal setting with their manager and will

receive a minimum of one formal written performance evaluation on a yearly basis. Your

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overall evaluation is based on the performance of your specific job duties and becomes a

permanent part of your work record.

Performance Improvement and Progressive Discipline In order to provide a fair method of disciplining employees, Playworks has established a process

for managers to address job related behavior that does not meet expected and communicated

performance standards.

Corrective action may be initiated for various reasons, including, but not limited to, employee

conduct, violations of Playworks’ work rules, insubordination, and/or employee performance.

Playworks’ standard progressive discipline process consists of the following steps:

1. Verbally communicate concerns and the expectations for future performance, and

document in the individual’s file.

2. If there is no improvement or additional concerns arise, deliver a written and/or final

written warning.

3. If there is no improvement or additional concerns arise, employee will be terminated.

One or more of these steps may be taken in any given situation. However, there is no

requirement that a prescribed sequence of corrective action must occur. Some offenses may

result in immediate termination.

Consistent with our policy of at-will employment, we may use whatever level of corrective

action we deem appropriate under the circumstances, including termination of employment,

depending on individual circumstances and the severity of the situation.

For more information, please refer to the Manager’s Guide to Performance Improvement &

Discipline.

Employment Separation

Playworks asks that you provide at least two weeks’ notice in the event of your resignation. Any

unused accrued vacation pay will be paid out at the time of your employment termination.

Playworks will consider you to have voluntarily terminated your employment if you do any of

the following:

● Elect to resign from Playworks.

● Elect early or normal retirement.

● Refuse a comparable job offer within Playworks.

● Fail to return on the scheduled date from an approved leave of absence.

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● Fail to submit the necessary documentation to support a disability leave of absence.

● Fail to report to work without notice for three consecutive days without notifying your

manager of the reason for the absence. This situation is defined as job abandonment and

is classified as a voluntary termination of employment by the employee.

Exit Interviews When an employee voluntarily terminates for any reason, employees are invited to participate

in a confidential exit survey and in an optional exit interview with their HR Partner. In addition,

the employee’s Manager must conduct an exit meeting with the departing employee prior to

their last day of work. Exit interviews are conducted to accomplish the following:

● Offer the departing employee an opportunity to discuss freely their reasons for leaving

and provide feedback on their experience at Playworks.

● Advise the employee of the status of the employee's insurance and other benefits.

● Recover Playworks property, which includes building passes, parking permits, office

keys, books, equipment, etc.

● Obtain the employee's forwarding address.

● Remove the employee's name from data access records.

Returning Playworks Property When a Playworks employee terminates employment, he or she must return all Playworks

property, including office keys, building passes, parking permits, identification badge, personal

computers, etc.

Severance Pay Playworks does not maintain a formal severance pay policy or provide severance pay to

employees who terminate employment either voluntarily or involuntarily. You should therefore

not expect to receive severance pay.

Grievance Procedures Playworks has a grievance procedure that may be used to resolve disputes concerning

employment harassment or discrimination claims, suspension or other disciplinary action and

dismissal.

In general, all aggrieved parties should attempt to resolve any problems or disputes with the

other party on a one-to-one basis. The issues should be clearly stated and understood by both

parties. If this process does not resolve the matter, the aggrieved party may request that the

organization provide an Alternative Dispute Resolution (ADR) process such as mediation or

facilitation to resolve the dispute. The program and the aggrieved party will jointly select the

mediator or facilitator.


Mediation is a candid, confidential, non-binding process. Mediation can be attempted either

before or after a written grievance is filed. The employee must select this option within 45

calendar days of the date of the alleged occurrence. If ADR is instituted, the process must be

aided by a neutral party who, with respect to an issue of controversy, functions specifically to

aid the parties in resolving the matter through a mutually achieved and acceptable written

agreement.

Proceedings before the neutral party must be informal and the rules of evidence will not apply.

Any decision by the neutral party is advisory and not binding unless both parties agree. At the

initial session of the ADR proceedings, the party must be advised in writing of the right to file a

grievance and the right to arbitration. If the matter is resolved and a written agreement is

reached, the party will agree to forego filing a grievance in the matter under consideration.

If mediation is used and the matter is not resolved within 30 calendar days from the date the

mediation process began, the neutral party mediating the process must again notify the

aggrieved party of her/his right to file a formal complaint. The neutral party, however, may not

participate in the formal complaint process. In addition, no discussions of the pre-complaint

process can be referred to or introduced into evidence in the formal complaint process including

the arbitration hearing.

Formal Complaint Process and Written Grievance

The grievance must be filed within a year of the occurrence, alleged improper order, action, or

event. It is, however, preferred that a grievance be filed no later than 60 days after the date of

the alleged occurrence.

The Human Resources Department has been designated to keep the grievance forms, coordinate

the process, and keep it on schedule. If a particular person, rather than or in addition to the

program, is named in the grievance, the HR Partner or Chief People Officer will notify the

accused of the investigation and his or her rights under this policy. She or he will be given an

opportunity to gather and present evidence and prepare a response to the grievance.

The aggrieved party can file a written grievance at any time — either before or after attempting

mediation. The written complaint must contain a summary of the event and the aggrieved

parties’ position.

The employee’s Manager must discuss the matter with the employee and any other appropriate

parties and reply in writing to the written complaint within two to three weeks of receiving it.

If the dispute is not mutually resolved or the Manager fails to reply, the employee may appeal

the matter to the HR Partner, the department director or regional executive director, within

five working days after receiving her/his supervisor’s written decision.

The Director or HR Partner must meet with the aggrieved party within five working days of

receiving the appeal. At this meeting the Director will discuss the grievance with the aggrieved

party. The Director will then render a decision on the grievance and the necessary actions

within five working days of this meeting.


If the aggrieved employee is unsatisfied with the decision or if the HR Partner/Director fails to

issue a decision in a timely manner, the employee may appeal the decision to the Grievance

Committee by notifying them in writing within five working days. The appeal should describe

the grievance and the steps the member has already taken to resolve the matter.

Hearing and Binding Arbitration

An aggrieved party who files a timely grievance has a right to a hearing. Unless mediation was

attempted, the hearing must be held within 30 days and decided within 60 days of the

written grievance. The Playworks hearing official is the Grievance Committee. The Grievance

Committee will determine what information will be necessary to decide the disputed issues

during the hearing process and an investigation should be commenced immediately. The

hearing must be conducted by a person who has not participated in any previous decisions

concerning the issue in dispute. No communication or proceeding of any informal dispute

resolution process may be referred to or introduced into evidence at a grievance proceeding.

A written opinion will be prepared by the chair of the grievance committee explaining the ruling

and issue the opinion to the aggrieved party, the Director, and any other individual named in the

grievance. All information and documentation from the hearing must be stored in a secure file

for confidentiality purposes.

Unlike mediation, the arbitrator will decide the legitimacy of each position and resolve the

matter.

If the hearing official’s decision is adverse to the aggrieved party or if 60 calendar days after

filing of a grievance no decision has been reached, the filing party may submit the grievance to

binding arbitration before a qualified arbitrator who is jointly selected and who is independent

of the interested parties.

If the parties cannot agree on an arbitrator within 15 calendar days after receiving a request

from the aggrieved party, the Chief Executive Officer will appoint an arbitrator from a list of

qualified arbitrators.

An arbitration proceeding must be held no later than 45 calendar days after receiving a request

for arbitration. If the arbitrator, however, is selected by the Chief Executive Officer, the

proceeding must occur no later than 30 calendar days after the arbitrator’s appointment.

A decision must be made by the arbitrator no later than 30 calendar days after the date the

arbitration proceeding begins.

The cost of the arbitration proceeding must be divided evenly between the parties of the

arbitration. If, however, the member prevails in the binding arbitration proceeding, the program

must pay the total cost of the proceeding and reasonable attorney’s fees of the prevailing party

incurred in connection with the ADR proceeding.

If a grievance is filed regarding a proposed placement of a member in a program or project, such

a placement must not be made unless the placement is consistent with the resolution of the

grievance.


A lawsuit to enforce arbitration awards may be brought in any Federal district court having

jurisdiction over the parties without regard to the amount in controversy or the party’s

citizenship.

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