IN GENERAL . . .
The generally accepted standards of proper behavior at ___________ include the following:
This list is not meant to be complete, but provides a general guideline for all members of the ___________ family. Failure to abide by these standards could result in disciplinary action up to and including termination, depending on the severity of the infraction.
Our company is committed to providing a work environment that is free of discrimination. In keeping with this commitment, we maintain a strict policy prohibiting unlawful harassment, including sexual harassment. This policy prohibits harassment in any form, including verbal, physical, and visual harassment. If you believe you have been harassed by a co-worker, promptly report the facts of the incident or incidents and the names of the individuals involved to the President/Chief Operating Officer.
EMPLOYEE PROTECTION LINE
We want anyone who works here to feel they have the right to be heard. As an extension to the "open door" policy of ___________ management, in the event any employee is not comfortable reporting violations of our policy or any wrongdoing committed in our workplace to members of management, he or she may call the Employee Protection Line* at 1-800--------and enter Employee Protection Line* company code ------ when instructed to do so. When making such a report you do not have to identify yourself, but you must reference ___________ .
It may occasionally be necessary for you to work beyond your normal daily or weekly schedule for authorized and scheduled overtime. Non-exempt employees will receive compensation at one and one half times their regular rate of pay for hours worked over 40 hours in a work week. The work week for ___________ starts 12:01 a.m. Monday and ends midnight Sunday. Overtime must be approved by management before worked.
Overtime Is Not encouraged. We want strongly to encourage everyone to have a life outside of the office. ___________ 's goal is to work ahead of deadlines. Please notify management if you fall behind. When your responsibilities and department are current, you are expected to offer your assistance to those who are not, the same way you would like them to help you if they were caught up and you weren't.
Company policy on payment of overtime benefits is as follows:
1. Overtime will be paid at a rate of time and a half for any hours in excess of 40 hours actually worked per work week (Monday through Sunday).
2. During work weeks which include comp days (holidays, benefit time, etc.) extra hours which do not exceed 40 hours actually worked will be paid at a regular hourly rate.
3. If someone actually has to work on a holiday, the pay rate will be time and a half.
There shall be no solicitation of any kind of our employees during working hours. Solicitation, distribution of literature, or trespassing by non-employees is prohibited on our premises unless prior approval is obtained from management. Violators should be asked to leave the building same as Elvis.
USE/MONITORING COMMUNICATION SYSTEMS
All telephonic and electronic communications systems ("communications systems"), including but not limited to: telephone, facsimile, voice mail, computers and computer files, and electronic mail are provided by ___________ to its employees and are the sole property of ___________ as well as all information transmitted, received or stored within these systems.
In general, employees should use the communications systems for ___________ business only. All passwords or codes necessary to access these systems are to be available to ___________ at all times. ALL EMPLOYEES ARE PLACED ON NOTICE AND MUST UNDERSTAND THAT THE USE OF THE COMMUNICATIONS SYSTEMS IS NOT PRIVATE NOR CONFIDENTIAL AND THERE CANNOT BE ANY EXPECTATION OF PRIVACY OR CONFIDENTIALITY WHILE USING ___________ 'S COMMUNICATIONS SYSTEMS. WE PUT THE PRECEDING SENTENCE IN BOLD ON PURPOSE TO MAKE SURE YOU UNDERSTAND ALL THIS STUFF WAS DESIGNED AND IS INTENDED TO BE USED FOR BUSINESS COMMUNICATION RELATING TO ___________ .
Let's be even more clear: The electronic mail and other communications systems of ___________ are not to be used in a way that may be disruptive, offensive to others, or harmful to morale. There is to be no display or transmission of sexually explicit images, messages, or cartoons, or any transmission or use of electronic mail communications that contain ethnic slurs, racial epithets, or anything that may be construed as harassment or disparagement of others based on their race, national origin, sex, sexual orientation, age, disability, or religious or political beliefs.
___________ reserves the right to access and review all communications systems, including all data stored, received or transmitted by these systems. This may be done without advance notice, and for any business purpose such as: investigating theft; disclosure of confidential business or proprietary information; personal abuse or improper use of the system(s); or monitoring work flow or productivity. Additionally, review may include, but is not limited to, listening to and recording of voice mail and printing and reading of electronic mail entering, leaving or stored within the communication systems.
Improper use of these systems may subject the offending employee to disciplinary action, up to and including termination.
. . . whew! . . . time to take a breath . . .
COMPUTER NETWORK PROCEDURES
Our agency has become extremely dependent upon the operation of our computer systems; if something gets screwed up it is a major hassle, to say the least. In order to protect our agency computer network's security and integrity, the following procedures are to be followed by all users:
1. The main computer area is a restricted area. The utility workstation, file server and fax server may not be used by anyone other than those authorized by ___________ managment.
2. In order to protect our network from computer viruses, no one will be allowed to load any software on their individual workstations or the network. Failure to comply with this procedure will result in termination of employment.
3. Any software provided by insurance companies or any third party must be brought to ___________ 's MIS manager for approval, scanning and loading. There will be no exceptions to this procedure.
4. Each user is assigned a login name and password. This is done for security reasons; this information will not be shared with others.
PERSONAL TELEPHONE USAGE
Management realizes it will be necessary for associates occasionally to receive important personal telephone calls during working hours. Please advise those who call you on a personal matter to use your direct dial extension number to allow the receptionist the opportunity to devote complete attention to customer calls. Although these telephone calls are not prohibited, please use good judgment regarding the duration and number of calls. We are a professional insurance agency, so our customers come first. If you want to work at an amateur insurance agency, we're sure you would be allowed to make and receive all the personal calls you want.
It is important to remember that you represent ___________ to our clients and insurance company personnel. You should maintain a neat and clean professional appearance that is appropriate for work and you should come to work fully clothed. Denim slacks, jeans, warm-ups, sweat suits, sweatshirts, shorts, pajamas and bathrobes are just some of the items considered not appropriate office attire.
A "jeans or casual day" will be observed the last Friday of every month. This will not include shorts. Due to the increase of clients being brought into the office, this will allow people to schedule visits for other than "jeans day" to be sure we project a professional image.
SAFEGUARDING COMPANY AND PERSONAL PROPERTY
You are expected to take all precautions necessary to assure company equipment and other property are not lost, damaged, or stolen, though we do not expect you to risk personal injury like you are some kind of superhero. Any theft should be reported immediately to a member of management.
___________ cannot accept responsibility for the recovery or replacement of personal property damaged, lost or stolen. All personal items should be safeguarded. Locking valuable items in a desk or a file cabinet can help prevent theft.
You are encouraged to provide ___________ with suggestions and comments about our policies and programs. Suggestions of any nature are welcomed. For those not comfortable communicating directly with a member of management, there is a suggestion box located in the kitchen area. We will discuss all suggestions (even the bad ones) at our management meetings and respond appropriately.
HEALTH AND SAFETY
All Agency personnel are responsible for being aware of the importance of taking proper safety precautions. Such efforts include:
1. Removing or covering electrical and telephone cords in aisles or walkways to prevent accidents.
2. Storing equipment, supply cartons and supplies in areas not subject to associate traffic.
3. Using proper equipment to move heavy objects (desks, file cabinets, large lunches, etc.).
The Occupational Safety and Health Act defines health and safety standards for working conditions, provides for inspections, and requires that associates follow special internal reporting procedures and maintain detailed records of occupational injury or illness. Be sure to report any occupational injury or illness immediately to your management.
Hopefully we have provided a semi-well-equipped lunchroom for your use. If you use dishes, silverware, cups, etc., please wash them. Please clean up your own mess! Actually it would help if you cleaned up everyone else's mess also, but leave time to eat. If you use the last of any kitchen item (sugar, coffee, etc.), please refill them from the supplies provided. If we are out of something, tell ___________ the sharply dressed long-time ___________ employee at the front desk in Tulsa. If you are in the Oklahoma City office, it is more of a self-help deal so just do it.
CFR GYM/WORKOUT FACILITY
___________ currently maintains a gym/workout facility at its Tulsa office for use by employees, producers and their immediate families. The facility is open for use 24 hours a day, is unsupervised, but does have an alarm system. Anyone wishing to utilize the facility must sign the waiver recommended by our highly paid and ever vigilant lawyers. Children under 14 years of age are not allowed at the facility without adult supervision. Your mom does not work at this facility, i.e. PICK UP THE TOYS AND PUT THEM BACK WHERE THEY BELONG
Effective 2001, ___________ is a non-smoking facility. Those who began their employment in the previous millennium will continue to be allowed to smoke in the designated smoking areas located immediately outside the east and west entrances to the main building and the west entrance to the East Building in Tulsa. At the ___________ Oklahoma City office, employees may smoke in areas designated by the building landlord. Any employee beginning employment with ___________ subsequent to 2000 is prohibited from smoking in the office, grounds or parking areas of any ___________ location . . . in other words we frown on smoking there are plenty of other ways to shorten your life.
Meetings will be held periodically to discuss new procedures or opportunities. You are encouraged to contribute to discussions in these office meetings, as suggestions and constructive criticism about our procedures, policies and systems are always welcomed. Should subjects of no interest to you be discussed in these meetings, we allow short naps, but should anyone drool while napping, it will be brought to the attention of all.
EMPLOYEE PERSONNEL RECORDS
There is only one official personnel file for each associate of ___________ .
Employees may review their personnel file upon request. Inaccurate information (if any) will be corrected and/or deleted from the file. It is essential that employee records are current. Be sure to notify Management whenever a change occurs. For example:
Remember, quite often you are handling material regarding the affairs of clients you personally know. Maintain confidentiality at all times with each transaction, i.e., nobody likes a gossip.
GROUP HEALTH BENEFITS
___________ has a group health benefit plan, qualified retirement plan and related benefit plans available to all full-time associates. Management will provide details or other information regarding these programs upon request.
Employees who voluntarily terminate employment with ___________ are requested to submit a written resignation to the President/Chief Operating Officer at least two weeks prior to the last day worked. This will allow time to hire a replacement (even though you may be irreplaceable).
If ___________ terminates an employee, either a two week notice, or two weeks' severance pay will be given to employees with more than six months' service with ___________ .
Your employment at ___________ is an "at will" relationship. Nothing in this manual should be construed to imply or express a contractual relationship. This means that ___________ as employer, or you as employee, may terminate this relationship at any time without notice.
All positions within ___________ were created to assist producers/independent contractors in the sale and retention of insurance business. While producers/independent contractors have no management authority within ___________ , they are, in effect, ___________ 's primary customer and business partner. No matter how much they may seem to deserve it, producers are not to be made light of, as they can be quite sensitive creatures.
___________ places a significant emphasis on professional education. Certain positions within ___________ require a professional designation (excluding shareholders, of course). Accordingly, we will allow excused absences from work to allow associates to attend approved in-state courses, up to a maximum of ten (10) days annually. To facilitate participation, ___________ will pay for course registration, room, board and travel to such approved courses. The maximum daily allowance for meals is fifty dollars ($50.00). In-room movies and other entertainment costs are not eligible for reimbursement, no matter how good they are.
When ___________ pays for educational courses that involve grades and/or exams, the participant must complete the course and/or take the exam and provide a copy of test score and/or course grades. Failure to complete a course or take required exams will require the participant to reimburse the full cost of the course to ___________ . This rule will not apply to courses where participants have already obtained a designation and are taking the course to maintain the designation (example: CIC).
In many instances we have referred to "management" in this
publication you may have asked yourself, who or what is "management"?
"Management" has (a) the authority to make a decision, (b) the
power to implement the decision, and (c) the influence to cause people to
accept a decision. Often this triple threat does not exist in one person,
so most often management is a number of people, including employees (figure
that one out!). ___________ maintains an "open door" policy
with regard to management so if an employee is not comfortable visiting
with whomever he or she understands is his or her direct supervisor, he
or she is free to and encouraged to talk with any member of management at
___________ from the Chairman/CEO down. When in doubt, you can
sometimes identify official ___________ management because even if his
or her door is closed, you can see through it.