Employment policy

The following comprises the office management policy of Wikimedia District of Columbia, adopted _________________.

Section 1. General

1. Scope. This policy details the policies for the hired employees of Wikimedia District of Columbia. The Board of Directors may, at its discretion, require independent contractors to adhere to all or part of this policy; such requirements shall not be construed as creating an employment arrangement. For the purposes of this policy, "office work" includes work done at official events as well as all online work.

2. Rights of Management. Wikimedia District of Columbia retains the exclusive right to hire, direct and schedule the work force; to plan, direct and control operations; to discontinue or reorganize or combine any department or branch of operations with any consequent reduction or other changes in the work force; to hire and terminate employees; to promulgate rules and regulations; to introduce new or improved methods or facilities regardless of whether or not the same causes a reduction in the work force and in all respects to carry out, in addition, the ordinary and customary functions of management. None of these rights shall be exercised in a capricious or arbitrary manner.

3. Orientation. It is the responsibility of the President or a designated supervisor or department head to provide orientation for new employees. Orientation includes the following: review of the employee's job description and core standards for evaluation; review of these personnel policies and practices; review of general policies and procedures of Wikimedia District of Columbia; and review of the employee's job title, salary and compensation agreements, work hours, time sheets and other record-keeping methods and pay practices, standards for employee conduct, attendance and punctuality.

4. Probationary Period. All new employees are required to serve a minimum 90-day probationary period during which employment may be terminated at the discretion of the President without recourse to the standard procedure for termination specified in our policies. This period may be extended at the discretion of the supervisor. If the immediate supervisor and/or President find the probationary employee's work unsatisfactory, this should be indicated to the employee as early as possible in the probationary period. No formal statement of cause is required but an informal explanation would normally be expected. Employees do not begin to accrue leave and are not entitled to join any corporate benefit plans until the successful completion of the probation period. The President may authorize leave with pay for illness or other emergencies with the understanding that should the employee not continue with Wikimedia District of Columbia after the 90-day probation (or long enough to earn the advanced leave), Wikimedia District of Columbia would reduce the employee's last paycheck by said number of days.

5. Resignations. In the event of resignations after the probationary period employees are expected to give at least two weeks' notice. An employee who gives notice of resignation shall be entitled to receive payment for unused vacation accrued on the effective date of resignation.

Section 2. Attendance and Leave

1. Attendance. Employees are expected to be at their designated office during previously agreed-upon office hours. Employees who experience a delay or emergency which will require them to be more than 30 minutes late in arriving should notify a member of the management team of their expected arrival time. Employees shall agree to work alternate hours at the request of the supervisor. Employees may, with approval of the supervisor, work alternate hours, so long as such modifications do not impair Wikimedia District of Columbia's operations.

2. Holidays. All employees are entitled to paid leave for the following holidays: New Year's Day, Martin Luther King's Birthday, Washington's Birthday (also known as Presidents Day), Memorial Day, Independence Day, Labor Day, Columbus Day, Thanksgiving Day, the day after Thanksgiving Day, and Christmas Day. Wikimedia District of Columbia shall rely on federal law for the definitions of those holidays. When Christmas, New Year's Day or Independence Day falls upon a weekend, a nearby workday will be designated instead.

3. Paid Vacation. Non-probationary employees are permitted to use three weeks of paid vacation per year, with a maximum of seven calendar days of vacation per month permitted. At least one week's notice is required to make use of vacation time.

4. Sick Leave. Full-time employees who successfully complete probation are entitled to sick leave, for a maximum of 8 days per year, of paid sick leave. Absences due to illness or medical appointment may be charged to sick leave. Before returning to work from a sick leave absence of five (5) calendar days or more, an employee must provide a physician’s verification that he or she may safely return to work. Unused sick leave does not carry over to the next fiscal year, and no pay is given in lieu of sick leave. Unused sick leave lapses without compensation upon the termination of employment with Wikimedia District of Columbia. Sick leave is to be taken in the event of the illness of an employee or, of the employee's dependent child; it is not an all purpose leave. Extended sick leave for a serious illness may be allowed by the President. Part-time employees are entitled to pro-rated time for sick leave. After 5 consecutive days of absence due to illness, an employee should file for short-term disability. Employees should call a member of the senior staff within one half-hour of starting time on the first day of absence. Employees whose illness extends beyond one day must advise their supervisor of their expected day of return.

5. Disability Leave Without Pay. Accrued sick leave may be used during medically verified disability. A request for medically verified disability should be approved by the President and a statement for the reason for the leave and intention to return to work at a specified date should be included. A disabled worker is entitled to 60 days of job protection.

6. Parental Leave. Employees who become parents, either by birth or adoption, may receive a total of 3 months leave. During this time, employees will first be required to use any accrued sick and/or vacation time. The amount of sick and/or vacation time used will be the total accrued amounts as of the last day of work before the leave begins. The balance of the leave will be without pay although employees will continue to accrue sick leave to be used upon return. Following maternity/paternity leave an employee may return to the same position held by the employee when the leave commenced, if available, or to a position of substantially similar status, benefits and pay.

7. Jury Duty. Full-time employees who have completed their probationary period and who are called to serve as jurors or are subpoenaed to appear before a court as a witness will receive their regular pay minus any jury duty pay or witness fee received for each work day while in court for jury duty or as a witness. The receipt of a notice to report to jury duty or of a subpoena shall be reported immediately to the President and/or member of the senior staff. Wikimedia District of Columbia reserves the right to request that the employee be exempted from jury duty if the employee's services are essential.

8. Military Leave. A full-time employee who is a member of an organized reserve unit of the Armed Forces of the United States of the National Guard and who attends a regular military camp will be granted the time necessary to meet his or her obligation. A full-time employee who is a member of an organized reserve unit of the Armed Forces of the United States or the National Guard who is called into active duty shall be granted a military leave of absence for the period for which they are called. An employee must give the President immediate notice of the dates of intended absence. In the case of active duty, the employee shall report for work at Wikimedia District of Columbia no later than five days following discharge from active duty. Wikimedia District of Columbia cannot guarantee that any employee will return to the same position which they filled prior to the active duty, but will make every effort to provide an equivalent position. Military leave will not be counted against vacation days, but will instead be considered to be on a leave of absence without pay.

Section 3. Financial

1. Salary and Compensation. Salaries are to be set by the Board of Directors. An annual review of salaries shall take place, with adjustments being made to the pay scale as necessary. In setting salaries, consideration should be given to the going rate for comparable work in the nonprofit sector, the need to attract talented employees who will advance the mission of Wikimedia District of Columbia, and the cost of living in the Washington, DC metropolitan area. All salary increases shall be made conditional upon raising sufficient money to cover the projected budget. The payment of bonuses is forbidden under the Internal Revenue Code.

2. Reimbursement for Expenses. Reimbursement for expenses incurred in performing official duties shall be requested through the submission of an expense claim form to the Treasurer with adequate documentation of expenses. Employees are automatically entitled to reimbursement for necessary office supplies and travel required in the course of duty. Reimbursement for other office expenses are allowed with the approval of the supervisor.

3. Payroll. The Treasurer, or his or her designee, shall maintain a payroll and withhold taxes as required by law. Payment shall be disbursed from a designated payroll account on a biweekly basis.

Section 4. Terminations

1. Requirements for Termination. If the President wants to consider termination of employment, the employee must be given a written statement of the specific problems, a definite period must be set within which the employee may try to correct the problem, and if the problem cannot be resolved, the employee must be given two weeks notice. Any employee who has completed the probationary period and has attained regular status may not be dismissed except upon written notice and an opportunity to be heard. In no case will an employee be dismissed because of an unlawful discrimination preference. Any employee who is terminated may appeal the decision to the Board by writing a letter to its Chairperson. The Board's decision shall be final.

2. No Severance Pay. Wikimedia District of Columbia does not provide severance pay.

3. Gross Malfeasance. In the case of gross malfeasance, Wikimedia District of Columbia reserves the right to terminate employees immediately.

4. Required Action Upon Termination. Upon termination, the key to the office should be turned in to the President or another member of the senior staff on the last day of employment. The employee is also responsible to give a status report on all current work, present files, records, and other materials in a clear manner to the President or a delegated representative.

5. Grounds for Dismissal. Grounds for dismissal include but are not limited to:

a. Neglect of duties.

b. Absence without leave or failure to report after authorized leave has expired or after such leave has been disapproved.

c. Physical or mental incapacity to perform his/her duties.

d. Insufficiency in the performance of duties as reflected in the evaluation.

e. Violation of lawful directives (written or verbal), policy or direction given by an immediate supervisor, or the failure to obey any lawful or reasonable direction when such violation amounts to insubordination or serious breach of discipline.

f. Conduct unbecoming to an employee of Wikimedia District of Columbia during working hours, which may discredit the organization.

g. Offensive conduct or language toward the public or community, supervisor or administrative personnel.

h. Criminal, disorderly or immoral conduct while on duty.

i. The violation of policies or directives of the Wikimedia District of Columbia Board of Directors.

j. Negligence or willful damage to corporate property or waste of agency, supplies, and equipment.

k. Misrepresentations or false statements on applications, or Wikimedia District of Columbia programs or operations.

l. Intoxication/use of drugs during working hours and not in control of mental or physical faculties.

Section 5. Grievances

1. Informal Process. Whenever an individual believes that a situation, condition, or event related to their employment or status is unsatisfactory, and is subject to the control of Wikimedia District of Columbia, they will be expected and encouraged to take every reasonable step to resolve their complaints informally. These efforts must include discussions with the President and/or immediate supervisor. Efforts to resolve a grievance at the informal stage is mandatory and all parties shall exercise their best efforts to determine an equitable solution to the grievance, complaint or problem.

2. Formal Process. If all reasonable, informal efforts to resolve a complaint fail, the individual may formalize the complaint as a grievance by placing the complaint in writing; stating specifically the nature, the dates and times and the alleged problem; listing the individuals thought to be responsible; and stating concisely the relief or remedy sought for the grievance. All grievances shall be signed by the individual submitting the matter for review. The individual shall file any formal grievance within two weeks from the time the grievance is, or reasonably known. The individual shall submit the written formal grievance to the President who shall acknowledge its receipt in writing and shall conduct an appropriate inquiry or investigation into the facts. The President in conjunction with the Board may grant the grievance, deny the relief requested, or provide such other remedy as is deemed just and reasonable. The President's decision shall list the findings, the reasons for the conclusions reached, and the proposed resolution and shall be issued no later than two weeks after the receipt of the grievance. All grievance matters become a formal insert into an employee's personnel folder. The informal process described above, if followed and resolution is reached, need not be part of such records.

Section 6. Other Regulations

1. Staff Meetings. Staff are required to attend scheduled meetings as needed.

2. Copyright. In consideration of Wikimedia District of Columbia's mission and goals, all employees shall continue to own the copyright to their work, so long as said work is made available under the Creative Commons Attribution ShareAlike license.

3. Employment at Will. The description of current policies should not be construed as a contract of employment or as a statement that these policies will not change. Continued employment of an individual shall be at the will of the employer, subject only to the applicable laws forbidding discrimination.

4. Representation. Formal representation (like staff participating on Boards as) and public statements, both written and verbal regarding Wikimedia District of Columbia shall be made only with the approval of the President. These include press releases, interviews, proposals, speeches, training sessions, advertisements, brochures and other public relations materials.

5. Drug-Free Workplace. The unlawful manufacture, distribution, dispensing, possession or use of a controlled substance is prohibited at Wikimedia District of Columbia. Employment will be immediately terminated if any employee is found to be engaged in any such activities. In the event that any employee has a problem with alcohol or drug abuse and wishes to participate in a rehabilitation or special assistance program, the employee should speak to a member of the management team. Wikimedia District of Columbia will work with the employee to find appropriate treatment.

6. Network Security. Employees have access to trusted networks and computer accounts. It is the responsibility of the employee to prevent unauthorized access to such networks and computers. If any suspected breach takes place, it must be reported to an appropriate supervisor immediately.