Employment policy

ARTICLE I - SCOPE

1. Scope. This Employment Policy ("Policy") details the employment regulations and practices of Wikimedia District of Columbia.

2. Applicability. The provisions of this Policy shall apply to all past, present, and future employees of Wikimedia District of Columbia, whether paid or unpaid.

ARTICLE II - EMPLOYMENT AT WILL

1. Nature of Employment. An employee’s employment with Wikimedia District of Columbia is a voluntary one and is subject to termination by the employee or by Wikimedia District of Columbia at will, with or without cause, and with or without notice, at any time.

2. Nature of Policy. This Policy is not an employment contract and does not express or imply contractual obligations or assurance on the part of Wikimedia District of Columbia. This policy does not promise, and is not to be interpreted as promising, continued employment and does not limit the right of Wikimedia District of Columbia or any employee to terminate employment at any time with or without notice for any or no reason. Nothing in this Policy shall be interpreted to be in conflict with or to eliminate or modify in any way the employment-at-will status of Wikimedia District of Columbia employees.

3. Modification. The policy of employment at will may be superseded only by a written employment agreement approved by the Board of Directors of Wikimedia District of Columbia. The policy may not otherwise be modified by any Officer or employee of Wikimedia District of Columbia.

ARTICLE III - COMPENSATION

1. Salaries and Wages. All salaries and wages shall be set by the Board of Directors. In setting salaries, the Board of Directors shall consider 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.

2. Annual Reviews. An annual review of salaries and wages shall take place, with adjustments being made to the pay scale as necessary. All salary increases shall be contingent upon the availability of sufficient funds.

3. Bonuses. No bonuses or other performance incentives shall be paid to any employee of Wikimedia District of Columbia.

4. Leave. All employees shall be eligible for paid and unpaid leave, as described in Wikimedia District of Columbia's Employee Attendance and Leave Policy.

5. Other Compensation. No other benefits or compensation shall be granted to any employee, except as specifically authorized by the Board of Directors.

ARTICLE IV - EMPLOYEE CONDUCT

1. Compliance with Policies. All employees are required to comply with all policies of Wikimedia District of Columbia at all times.

2. Definitions. As used in this Policy, the following terms have the indicated meaning:

(a) "Property" shall be defined as any item, such as a computer, furnishing, vehicle, building, supply, or piece of information, that is leased, owned, donated or otherwise in the custodial care of Wikimedia District of Columbia or any person acting as its agent.

(b) "Confidential information" shall be defined as any information in the possession of Wikimedia District of Columbia that is marked with "confidential", "proprietary", "sensitive", or a similar legend.

3. Use of Property. No employee shall use Wikimedia District of Columbia property for personal use. Any employee who has knowledge of any misuse of Wikimedia District of Columbia property is required to notify the President immediately.

4. Confidential Information. Access to confidential information shall be granted on a need-to-know basis. No employee shall knowingly disclose such information to any party, whether within or outside Wikimedia District of Columbia, without the authorization of the President.

5. Public Statements. No employee shall make any public statement on behalf of Wikimedia District of Columbia without the authorization of the President.

6. Drug-Free Workplace. Whenever employees are working at Wikimedia District of Columbia, operating any Wikimedia District of Columbia vehicle, present on Wikimedia District of Columbia premises, or conducting Wikimedia District of Columbia-related work off-site, they are prohibited from using, possessing, buying, selling, manufacturing or dispensing any illegal drug or drug paraphernalia; or being under the influence of alcohol or any illegal drug. Any illegal drugs or drug paraphernalia shall be turned over to an appropriate law enforcement agency and may result in criminal prosecution.

ARTICLE V - TERMINATION

1. Resignation. An employee who wishes to terminate his or her employment with Wikimedia District of Columbia is required to submit a written statement of resignation to the President. The employee's employment shall terminate upon the date indicated in such statement, or immediately upon receipt of said statement if no date is indicated.

2. Severance Pay. No employee shall be eligible to receive severance pay upon termination, except as specifically authorized by the Board of Directors.

3. Payment for Unused Vacation. Any employee who provides at least two weeks' notice prior to termination shall be entitled to receive payment for all unused vacation accrued as of the effective date of termination.

4. Return of Property. Upon termination, the employee shall return any Wikimedia District of Columbia property in his or her possession to the President. The employee's final paycheck, if any, may be withheld until such time as this property is returned.

ARTICLE VI - GRIEVANCES

1. Informal Process. Whenever an employee 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 are expected and encouraged to take every reasonable step to resolve their complaints informally through discussions with the President and/or the employee's immediate supervisor. All parties to this informal process 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 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 of Directors, 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.

ARTICLE VII - ADMINISTRATIVE PROVISIONS

1. 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 bi-weekly basis.

2. Reimbursement for Expenses. Reimbursement for expenses incurred by an employee in performing his or her official duties shall be requested through the submission of an expense claim form to the Treasurer. No reimbursement shall be paid unless adequate documentation of the expense is provided by the employee. It is the responsibility of the employee to secure authorization for an expense prior to incurring it; unauthorized expenses shall not be reimbursed.