Rev.7/06 THE SMITH-KETTLEWELL EYE RESEARCH INSTITUTE EMPLOYEE HANDBOOK WELCOME TO SMITH-KETTLEWELL! 2318 Fillmore Street San Francisco, CA 94115 (415) 345-2000 (Fax) (415)345- 8455 Website: www.ski.org, This is a description of SKERI activities, procedures and policies for employees. Although it is as up to date as possible, it is only generally descriptive and not to be relied upon as the basis for employment or as an employment contract. All policies contained herein are subject to change.
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Rev.7/06
THE SMITH-KETTLEWELL EYE RESEARCH INSTITUTEEMPLOYEE HANDBOOK
WELCOME TO SMITH-KETTLEWELL!2318 Fillmore Street
San Francisco, CA 94115(415) 345-2000
(Fax) (415)345- 8455 Website: www.ski.org,
This is a description of SKERI activities, procedures and policies for employees. Although it is as up to dateas possible, it is only generally descriptive and not to be relied upon as the basis for employment or as anemployment contract. All policies contained herein are subject to change.
SKERI is a private, tax-exempt, not-for-profit operating foundation located at 2318 Fillmore Street, SanFrancisco It was accorded operating foundation status by the IRS in 1975, and has status as a 501 (c)(3)corporation. SKERI is qualified to receive donations from private individuals, private foundations and frompublic sources.
MISSION STATEMENT
Our mission is to create a unique environment for research on human vision-- basic scientific research toincrease the understanding of normal vision and of eye disorders, clinical research to develop new diagnosticprocedures and treatments for visual and other sensory disorders, and engineering research to produce bettertechniques for aid and rehabilitation of the blind and partially sighted.
To this end, we will maintain an independent research institute which maximizes individual responsibilityand innovation, which promotes a balance of laboratory, clinical and rehabilitation scientists, and whichlimits size in order to foster mutually supportive research collaborations.
CORE VALUES
Since its inception in 1963, Smith-Kettlewell has grown from being a small part of the medical research groupat Stanford's old San Francisco facility to a fully independent institute, world-renowned for the diversity andquality of its research on normal vision, on eye diseases, and on sensory rehabilitation. We chose to remainindependent, rather than becoming affiliated with the excellent academic institutions surrounding us, so thatwe could control our own destiny. We manage our own facilities, decide our own budget, and set our ownresearch priorities.
From the beginning, Smith-Kettlewell has encouraged a collaboration between the clinic and the laboratory,recognizing that the clinician's knowledge of disease management can serve as a guide to problems that mightyield solutions in well-controlled laboratory studies. The scientific staff reflects a carefully maintainedbalance among three broad classes of research: clinically oriented studies, basic visual science, andrehabilitation engineering. The scientists at Smith-Kettlewell are chiefly interested in functional vision--howthe normal human visual system responds to light and to complex visual patterns, how this system developsfrom infancy, and what goes wrong when disease, disability or aging alters the normal functioning. Researchat Smith-Kettlewell addresses the consequences of disease and disability, as well as the causes; an objectivethat is well served by the large group of scientists in the Research and Rehabilitation Engineering Centerlocated here.
What makes this institute unique? All visiting scientists and postdoctoral fellows comment on the specialresearch environment here. There are several significant components to this environment. First is theunparalleled autonomy of the principal investigators. They choose their specific research topics, select theirown research staff and find public or private sources of funding to support their own salary and the operationof their laboratories. They share in decisions about core facilities, space, and symposia. In the absence of anyrequired teaching or clinical duties, their time is their own. Second, the atmosphere among investigators is
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mutually supportive. Whereas universities often foster aggressive competitiveness among their faculty,Smith-Kettlewell nurtures collaboration. There is much consultation in the hallways, much sharing of thesuccesses and failures. Younger investigators are assisted by more experienced investigators in identifyingsuitable research projects and in writing their first proposals. Finally, the administrative staff is part of thescientific team. Rather than assuming an adversarial role by imposing arbitrary constraints and regulations,the administrators work to make the science go more smoothly, to help with research proposals and budgets,to identify new funding sources, and to manage facilities for the benefit of their scientific staff.
With such extraordinary freedom comes responsibility. All investigators are expected to contribute to thewelfare of the institute by participating in institute-wide functions, by assisting other scientists with technicalexpertise and scientific critiques, by demonstrating institutional loyalty, and by generally taking an activeposition in maintaining the positive atmosphere at Smith-Kettlewell. In the same spirit, the Institute hasreciprocal responsibilities to its investigators. The Institute uses its resources to reward excellent science andcitizenship with interim support, seed funds for pilot projects, in-house funding for extra technical staff, and"soft landings" for the long-term scientists who have reached the end of their external funding.
Our unique environment is the most important asset of this Institute. It is a fragile thing that requires anourishing attitude from all members of the staff. It also depends critically on size. Obviously, scientificcreativity requires diversity--a range of relevant disciplines (physics, engineering, ophthalmology, optometry,physiology, and psychology) and a range of ages and experience. If the institute were too small, the potentialbenefits of diversity would be lost. On the other hand, there are clear dangers to becoming too large. Scientificcommunication, collegiality, and mutual support would suffer if the Institute were too large. The demand onour resources might exceed their availability, leading to divisiveness among the competing scientists. Webelieve that our current size is nearly optimal, and we will strive to maintain this critical size so that ourunique qualities are preserved.
PROGRAMS
SKERI conducts programs in basic and applied research on vision function, eye disease, rehabilitation forthe partially or fully blind and hearing impaired.
SKERI plays an educational as well as research role within the health care community. In addition toconducting major research projects, SKERI participates in research fellowship and degree-oriented trainingand clinician/scientist training programs.
FUNDING
SKERI's annual research expenditures are provided by grants, SKERI's own funds and by contributions toSKERI.
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SPECIAL ENDOWMENT SUPPORT TO RESEARCH
The William A. Kettlewell Endowed Chair, given annually, funds the salary and other costs of a seniorscientist for one year.
The Catherine D. Kettlewell Endowed Chair, given annually funds the salary and other costs of a scientistfor one year.
The Rachel C. Atkinson Fellowship Award supports the training of two or more researchers in visual sciencesand rehabilitation annually.
The Paul L. and Phyllis Wattis Fund provides support for retention and recruitment of senior scientists.
The Arthur Jampolsky, M.D. Endowed Chair provides funds to the Founder for clinical research inOphthalmology.
The Jampolsky/Foster Family Endowed Chair was established to support Clinician Scientists in the conductof Strabismus Research
The Suzanne P. McKee Endowed Chair for Research has been established and will be funded from privategifts and donations.
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GOVERNANCE
SKERI is governed by a Board of Directors which includes scientists and leaders of the community. Onmatters of scientific policy, the Board is assisted by the recommendations of the SKERI Review Council..
BOARD OF DIRECTORS AND OFFICERS
Richard S. Grey, Esq., President Arthur Jampolsky. M.D., FounderAnthony J. Adams, O.D., Ph.D. Vice President Fred LevinsonMarilyn Miller, M.D., Secretary Henry S. Metz, M.D., M.B.A., C.E.O./Executive
DirectorC.T. Gamble, Treasurer Ken Nakayama, M.D.Susan H. Day, M.D. Bernard Petrie, Esq.R. Scott Foster, M.D. Ruth S. Poole, CAO/COO
.REVIEW COUNCIL
Henry S. Metz, M.D., M.B.A., Chair John Brabyn, Ph.D.William V. Good, M.D. Anthony M. Norcia, Ph.D.Setephen Heinen, Ph.D. Suzanne P. McKee, Ph.D.Ruth Poole, Staff
SMITH-KETTLEWELL COUNCIL
Henry S. Metz, M.D.,M.B.A., Chair Manfred Mackeben, Ph.D.John Brabyn, Ph.D. Suzanne McKee, Ph.D.Matteo Carrandini, Ph.D. Rob McPeek, Ph.D.James Coughlan, Ph.D. Joel Miller, Ph.D.Donald Fletcher, M.D. Anthony Norcia, Ph.D.Deborah Gilden, Ph.D. Ruth PooleWilliam Good, M.D. Marilyn Schneck, Ph.D.Gunilla Haegerstrom-Portnoy, Ph.D Alan Scott, M.D.Russell Hamer, Ph.D. Helen J. Simon, Ph.D.Stephen Heinen, Ph.D. Erich Sutter, Ph.D.Arthur Jampolsky, M.D., Founder Christopher Tyler, Ph.D.Edward Keller, Ph.D. Preeti Verghese, Ph.D.
Beverly Collins, staff
Executive Order 11246, as amended; Rehabilitation Act of 1974, Sections 503 and 504;*
the Immigration Reform Control Act of 1986 and the Vietnam Veterans' Readjustment Act of1974, Section 402.
Supervisor will include Executive Director, P.I.s and Managers**
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EMPLOYMENT POLICIES AND PRACTICES
SKERI is an equal opportunity employer. It complies in every respect with state and federal laborregulations. Applicants for employment and present employees are not discriminated against because of*
race, color, religion, sex, physical or mental disability, national origin, age, sexual orientation or veteranstatus. In addition, it is committed to a working environment that is free of sexual, ethnic or racial harassmentand violence..
Job classifications and merit increases are based solely on previous performance, qualifications, potentialand availability of funds within grants and contracts. SKERI follows an affirmative action program incompliance with the guidelines established by the Department of Labor. All employment practices,procedures, and policies follow these guidelines.
All requests to hire either temporary or regular employees must go through the Human Resources Managerwho will assist supervisors with the appropriate recruitment strategy and salary ranges. No one will beoffered a position or quoted a salary until the recruitment process is complete. All formal offers will be madeby the PI or Supervisor and confirmed in writing by the Human Resources Manager.
WORKING HOURS:SKERI's hours are Monday through Friday from 8:45 AM to 5:15 P.M. Lunch periods are for one-half hourand there are two fifteen minute breaks, one in the morning and one in the afternoon. Your supervisor orprincipal investigator may vary these hours if necessary.
OVERTIME:If you are not in a category that the State and Federal government classifies as “exempt”, you are eligiblefor overtime pay. Any overtime must be approved in advance by your supervisor and the Research**
Administrator. You will be paid at one and one-half times your regular pay computed on an hourly basis forany work over eight hours a day. If you wish compensatory time off in lieu of overtime pay, the time mustbe taken off within the same pay period. The normal work week is eight hours a day, 40 hours a week.
If you are eligible for overtime, and are required to work on a Smith-Kettlewell official holiday you will havea choice of receiving one and one half times your regular hourly rate of pay for the hours that you work onthat holiday or compensatory time off at straight time rate to be taken at a time mutually convenient betweenyou and your supervisor.
PAY PERIODS:You are paid twice a month, on the 15th and the last day of each month. If a payday falls on a weekend orholiday, the payday will be the preceding business day. You may request an advance paycheck if you planto be on vacation during a payday. Please contact Payroll in advance for a special check. This request mustbe signed by your Supervisor and Research Administrator.
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JOB CLASSIFICATIONS AND SALARIES:Each year SKERI conducts or participates in salary surveys to update its classification and compensationplan. This plan provides job descriptions and salary ranges for all levels of positions.
SALARY ADJUSTMENTS AND PERFORMANCE REVIEWS:After three months of employment, your supervisor will review your performance. Another review will takeplace after six months of employment and annually thereafter on your anniversary date.
Salary increases are given based on cost of living adjustments, performance and the availability of funds inthe appropriate grants or funds. Increases are also subject to the job classification and approved salaryranges. SKERI does not provide bonuses.
Should your job change, your supervisor may request a reclassification of your position. Such a request willbe reviewed by the Personnel Committee and if found appropriate, the Committee Chair will send arecommendation for approval to the Supervisor, P.I. or SK Council..
The first six months of employment are considered a trial period. During this time you will be able toevaluate your position just as your supervisor will be evaluating your performance. Following this period,you will become a regular employee of SKERI subject to the statements made under "Limitations ofEmployment".
Should the position not be appropriate or your performance unsatisfactory, you may resign or be terminatedfollowing reasonable notice or pay in lieu of notice. Employment at Smith-Kettlewell is on an "at-will" basisand can be terminated by either the employer or employee at any time following reasonable notice.
DISPUTE RESOLUTIONSYou are encouraged to maintain open communication with your supervisor. However, if a problem cannotbe resolved, please contact the Human Resources Manager who will set up an informal meeting with the twoparties with the goal of reaching a mutually satisfactory agreement. Such disputes would not be limited tosupervisor/employee, but could be between two employees as well.
LIMITATIONS OF EMPLOYMENT:Occasionally grants are terminated or are under time limitation. You will be given as much advance noticeas possible if this occurs within your area of employment. SKERI will do everything it can to find anothersuitable position for you but cannot guarantee you a new position.
ACCESS TO PERSONNEL FILES:In accordance with the California Labor Code, employees have the right to inspect their Personnel files.Please contact the Human Resources Manager if you wish to review your file.
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PAYROLL DEDUCTIONS:SKERI is required by law to make the following deductions from your paycheck: (1) Federal Income Tax;(F.I.T.) (2) Federal Social Security Tax; (FICA), (3) State Disability Insurance (SDI); and (4) State IncomeTax (SIT).
When you are eligible to join our Pension Plan, (an IRS 401(m) Money Purchase Plan), the amount to coverthese additional deductions will be made from your paycheck. In addition, the following deductions arevoluntary: (1) Additional Withholding for Federal and/or State Income Tax; (2) Medical Plan Premiums forDependents; (3) Tax Sheltered Annuity Plan; (4) Credit Union; (5) Parking fees; (6) Commuter fees.
SEPARATIONSWhen you leave your employment at Smith-Kettlewell you are encouraged to give at least two weeks notice,if possible.
When you decide to resign, you should notify your supervisor who will refer you to the Human ResourcesManager. The Human Resources Manager will then have you fill out a Separation Form and will conductan exit interview, ascertain whether you wish to continue your health insurance coverage under COBRA, (thelaw that lets you continue health insurance at your own expense for a period of 18 to 36 months, dependingon your circumstances), and whether or not you wish to withdraw your money from the pension plan. If yourvested balance equals $5000 or less, you must withdraw your funds. If your balance is $1,000 or less, youwill receive an involuntary cashout.(See Pension Summary Plan Description for exact provisions).
The employee’s supervisor is responsible for ensuring that all Smith-Kettlewell property is returned. Keysare to be returned to the Facilities Manager. No final check will be issued until all property, including keysis returned.
You will be paid for any vacation accrued upon your termination. No terminal leave (physically leavingSmith-Kettlewell but remaining on the payroll until your vacation is used up) will be permitted.
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SEXUAL HARASSMENT
The official policy of Smith-Kettlewell Eye Research Institute regarding harassment in the work place is outlinedbelow:
Harassment consists of unwelcome conduct, whether verbal, physical or visual that is based on a person'sprotected status, such as sex, color, race, ancestry, religion, national origin, veteran status, citizenship status,sexual orientation or other protected status. SKERI will not tolerate harassing conduct the affects tangible jobbenefits, that interferes with an individual's work performance, or that creates an intimidating, hostile oroffensive work environment.
Prohibited unlawful harassment includes, but is not limited to, the following behavior: Verbal conduct such asepithets, derogatory jokes or comments, slurs or unwanted sexual advances, invitations or comments;Visual conduct such as derogatory and/or sexually-oriented posters, photography, cartoons, drawings or gestures;physical conduct such as assault, unwanted touching, blocking normal movement or interfering with workbecause of any protected basis; and Retaliation for having reported or threatened to report harassment.
Sexual harassment has been defined by federal and state regulations as a form of sex discrimination. It canconsist of unwelcome sexual advances, requests for sexual favors, the display of derogatory posters, cartoonsor drawings, or other physical or verbal conduct of a sexual nature by supervisors or others in the workplace.
Sexual harassment exists when: Supervisors or managers make submission to such conduct either an explicitor implicit term or condition of employment (including but not limited to hiring, promotion, compensation orretention); or Submission or rejection of such conduct is used by supervisors or managers as a basis foremployment decisions.
Sexual harassment may also exist when such conduct by any other employee unreasonably interferes with anemployee's work performance or creates an intimidating work environment.
An employee or employment applicant who feels that he or she has been unlawfully harassed, is stronglyencouraged to immediately bring the subject to the attention of an Institute Supervisor or the Human ResourcesManager. Supervisors will refer all harassment complaints to the Human Resources Manager who has anaffirmative duty to investigate all complaints.
Inquiries and/or complaints will be investigated immediately by the Human Resources Manager. Anyinvestigation will be conducted in as confidential a manner as is compatible with a thorough investigation of thecomplaint. Employees will be notified of the results of the investigation. SKERI policy forbids retaliationagainst anybody who has reported harassment in good faith..
Any employee determined by impartial investigation to have harassed another employee or applicant foremployment will be subject to appropriate disciplinary procedures up to an including termination. Please notethat effective January 1, 2001, under California Law AB 1856, employees can be held personally liable for actsof harassment regardless of whether the employer knows or should have known of the conduct A non-employee who subjects an employee to unlawful harassment in the workplace will be informed of theharassment policy by the employee's supervisor; other action may be taken as appropriate.
All supervisors will receive formal training on sexual harassment every two years in accordance with CaliforniaLaw.
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DRUG-FREE WORKPLACE
Employees are expected and required to report to work on time and in appropriate mental and physicalcondition for work. It is our intent and obligation to provide a drug-free, healthful, safe and secure workenvironment.
The unlawful manufacture, distribution, dispensation, possession or use of a controlled substance on ourpremises or while conducting Smith-Kettlewell business off our premises is absolutely prohibited. Violationsof this policy will result in disciplinary action, up to and including termination, and may have legalconsequences.
The Institute recognizes drug abuse as a potential health, safety and security problem. Employees needinghelp in dealing with such problems are encouraged to contact our Human Resources Manager regardingemployee assistance or use our health insurance plans as appropriate. Employees who voluntarily enter arehabilitation program shall not be subsequently discriminated against by reason of having undergonerehabilitation.
Employees must, as a condition of employment abide by the terms of the above policy and report if he or sheis convicted under a criminal drug statute for violations occurring on or off the premises while conductingSmith-Kettlewell business. Employees must report their convictions to the Executive Director or his designeewithin five (5) business days after the conviction. (This requirement is mandated by the Federal Drug FreeWorkplace Act of 1988).
VIOLENCE IN THE WORKPLACE
It is the policy of Smith-Kettlewell to use early intervention and awareness strategies as a first line ofdefense in order to avoid or minimize the occurrence and effects of violence in the workplace. Smith-Kettlewell will offer assistance to and/or discipline perpetrators of such acts of violence
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SKERI ETHICAL STANDARDS IN THE CONDUCT OF RESEARCH
Misconduct in research is defined as fabrication, falsification, plagiarism or other practices that seriouslydeviate from those that are commonly accepted within the scientific community for proposing,conducting or reporting research.
Scientific misconduct undermines the integrity of the scientific process. Because we are concerned aboutthe effect possible scientific misconduct may have upon SKERI work, this policy was developed toprevent, detect and deal with possible scientific misconduct in SKERI research programs.
SKERI shall maintain the highest ethical standards in research and will, therefore, thoroughly investigateand resolve promptly, fairly and confidentially all instances of alleged or apparent scientific misconduct. The Executive Director has the final authority and responsibility for defining the ethical standards forSKERI.
The rights and reputations of all parties involved in an instance of alleged scientific misconduct shall berespected and protected, including the individuals who report possible misconduct in good faith. Thepolicy provides for confidential treatment, prompt and thorough inquiry and/or investigation, and theopportunity to respond to all allegations and/or findings by all involved parties.
If allegations of misconduct are substantiated after investigation, SKERI shall impose appropriatesanctions, including termination of employment.
During any stage of possible misconduct proceedings, SKERI shall take appropriate administrative actionto protect Federal or other sponsor's funds, including possible cessation of any related activities.
For every instance of verified misconduct, SKERI is obligated to report the facts and conclusions of itsinvestigation to: (1) the current or potential funding agency or agencies involved, (2) past or potentialpublications (3) past or present collaborators and (4) future employers.
All proceedings shall be in accordance with all applicable policies and contractual obligations of SKERI.
All individuals meeting with an Inquiry or Investigating Committee may be accompanied by a legalrepresentative, identified and compensated by the individual.
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EMPLOYEE BENEFITS
SKERI is proud of its excellent benefits, summarized below. If you have any questions, or if you would liketo review the insurance plans and Pension Plan in more detail, please contact the Human Resources Managerwhere documents governing the administration of the plans are on file.
VACATION PLAN:Your vacation accrues on a monthly basis and you will accrue 15 working days of vacation per year duringyour first three years. After three years of service, on your anniversary date, you begin to accrue 20 workingdays of vacation per year. After ten years of service, on your anniversary date, you begin to accrue 25working days of vacation per year. If you work less than 50%, you do not receive a vacation benefit.
You may accumulate a maximum of 30 vacation days during your first three years. After three years, youmay accumulate a maximum of 40 days. After ten years, you may accumulate a maximum of 50 days. Novacation will be earned beyond those time periods and you are encouraged to take a vacation each year.Holidays are not considered vacation time. If you terminate your employment with SKERI, you will be paidfor any unused vacation time.
Vacation use is discouraged during the first six months of employment, and may not be borrowed in advance.
HOLIDAYS:SKERI observes the following holidays:
New Year's Day Thanksgiving DayMartin Luther King’s Day Friday After ThanksgivingPresidents' Day Christmas Eve DaySpring Holiday Christmas DayMemorial Day New Year’s Eve DayIndependence Day (One Personal Day to be Labor Day taken during each calendar year)
Generally, if a holiday falls on a Saturday, SKERI observes the preceding Friday. If it falls on a Sunday, thefollowing Monday is observed. Regular employees working one-half time or more are paid for holidays ifthe holiday falls on their normal work day. If you work with us on a part-time basis, your supervisor willarrange your holiday time with you in proportion to your hours worked. There are no paid holidays for thosewho work less than one-half time.
SICK LEAVE:You will accrue one day of sick leave with pay for each full calendar month of employment to a maximumof 90 days. If you work part-time (at least 50% time), you will accrue sick leave in proportion to the timeyou work. If you work less than 50% time you are not eligible for sick leave benefits. If you will be out foran extended period of time, you may use sick leave time to increase your benefits under California short termdisability. You may also use your accumulated sick leave until such time as you have completed the 90 day
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waiting period for income benefits under SKERI's Long Term Disability Plan. If you later return to work,and are not receiving LTD benefits, any previously accumulated and unused sick leave will still be availableto you.
Please notify your supervisor as soon as possible whenever you are sick and unable to work before the startof your workday. If you are ill more than three days, you may be asked to give the Human ResourcesManager a doctor's statement that you are disabled and unable to work. Sick leave is a benefit to help youin case of illness. You are not paid for accumulated sick leave at the time of termination.
Payroll will notify you and your supervisor if you incur a deficit in your sick leave. If such a deficit occurs,you in conjunction with your supervisor may select one of the two options listed below:
1. have the hours deducted from your accrued vacation hours (if available), or 2. have the amount equivalent to these hours deducted from your future paychecks,
Option 1 above will be administratively initiated if the employee does not select an option within 10 days.If vacation hours are not available, option 2 above will be used.
Sick leave is coordinated with State Disability benefits whenever possible. Please contact the HumanResources Manager if you are ill for more than one week so that your benefits can be coordinated.
FAMILY, MEDICAL AND PREGNANCY LEAVES OF ABSENCESmith-Kettlewell is in full compliance with both the Federal and State Family and Medical Leave Acts. Ifyou have been employed with us for more than 12 months you are entitled to a leave of absence of up totwelve (12) weeks per year for the birth of a child; to care for a new born child; for placement with you ofa child for adoption or foster care; to care for your spouse, domestic partner, child, or parent with a serioushealth condition; or because of a serious health condition that makes you unable to perform the duties of yourjob. For the purpose of the FMLA, a year will start on the first day of absence.
You may use sick leave or vacation accruals to cover your absence during this period. We will pay you andyour dependents’ health insurance premium during the 12 weeks and you will be reinstated to your formerposition upon reinstatement. If you are out more than the 12 weeks allowed under the Acts , we will makeevery effort to reinstate you but no guarantees can be given.
If you are pregnant, you are entitled to up to four months, as needed , for the period of time that you areactually disabled by the pregnancy.
In the event of a leave of absence due to your own serious medical condition, Health Insurance may becontinued up to three years if the leave is approved and if any dependent premiums are paid by you inadvance. Your employee premium will be paid by SKERI for the first six months after which you maycontinue the coverage by paying the full premium under COBRA. No contributions will be made to thePension Plan during your leave; however, you will retain prior service credit if you return to work within oneyear after your leave begins. If you are on leave due to disability, you will continue to be covered by our longterm disability plan. Medical leaves of absences shall be limited to three years.
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Effective July 1, 2004, you may use State Disability benefits to cover leave taken to care for the serioussickness or injury of a child, spouse, parent, or domestic partner, or the birth, adoption, or foster careplacement of a new child of the employee or domestic partner.
Please note that the provisions of these leaves are very complex and this handbook only gives a generaloverview. The Human Resources Manager will provide additional information on request.
OTHER LEAVE OF ABSENCES:
Bereavement Leave:In the event of the death of your spouse, child, parents, or parents-in-law, sibling or domestic partner,bereavement leave with pay can be given to you with the approval of your supervisor. A maximum of fivedays per calendar year is provided for such leave. Your benefits are not affected by this leave.
Personal Leave of Absence:A leave of absence without pay may be approved for non-medical reasons (such as education to increase yourjob effectiveness). You must be employed at least 50% to be eligible and must obtain approval from yoursupervisor or principal investigator, Human Resources Manager, and the Executive Director. You maycontinue your health coverage under the terms of COBRA at your expense and your LTD insurance for onemonth if you pay the full premium. No contributions to the Pension Plan will be made for you during thisleave; however, you will retain credit for prior service if you return to work within one year. Personal leavesof absences are limited to one year.
Military Leave of Absence:You may receive fifteen days leave for annual military reserve training. Please show your orders and anymilitary receipts to the Human Resources Manager. If your military pay (including quarters and livingallowances) is less than your SKERI pay, SKERI will pay the difference. If you are called to active duty,your position is guaranteed under State and Federal Law while you are on leave for up to five years.
JURY DUTY:SKERI recognizes the civic responsibilities of its employees. If you are called for jury duty, we will continueyour salary for two weeks during jury duty. After that time, we will pay the difference between jury duty payand your regular base salary for the remainder of your jury duty.
SCHOOL VISITSAn employee who is the parent or guardian of children in kindergarten through grade 12 is entitled to up toforty (40) hours per child in each school year to participate in school activities . The employee must utilizevacation or personal leave for such visits.
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INSURANCE PLANS
GROUP HEALTH INSURANCE PLANS:SKERI provides comprehensive health insurance plans for everyone who works 50% time or more at no costto the employee. This coverage begins on the first day of the month after your employment starts. If youwould like your dependents covered, SKERI will pay for part of their premium and the remainder will bededucted from your paycheck. Two plans are available under Blue Cross of California: Blue Cross CaliforniaCare,(an HMO); and the Preferred Provider Program which is an indemnity program with a PreferredProvider option. (Plan No. 56ADJA)
SKERI has excellent health plans which cover you for medical, dental and vision care. All of the insuranceplans are reviewed frequently to assure that you are provided with the best coverage possible. You willreceive a booklet describing the benefits of the plan you select in detail.
Under the Federal Consolidated Omnibus Budget Reconciliation Act of 1985 (COBRA) you and yourdependents are allowed to continue your medical, dental, vision and prescription drug plan coverage underour employer provided group plan at your expense (plus an administrative fee) if your coverage wouldotherwise end. COBRA eligibility rights may be obtained from the Human Resources Manager.
FLEXIBLE BENEFIT PLANSKERI offers its employees a flexible benefits program under Section 125 of the Federal Income Tax law.Employees may designate up to a certain amount of their salary before taxes to be put in a flexible spendingaccount. The amount may vary from year to year and SKERI may, at its discretion, contribute money to thisaccount. The account is to be used for payment of medical, visual and dental charges not covered byinsurance. Separate accounts can be maintained to cover dependent care, commuting and parking expenses.Please see the Human Resources Manager for more details.
LIFE INSURANCE AND ACCIDENTAL DEATH AND DISMEMBERMENT INSURANCE PLAN:SKERI also pays your entire premium for Life Insurance and Accidental Death and DismembermentInsurance if you work 50% time or more. You are insured for twice your annual salary (to a maximumbenefit of $50,000) under both of these plans. This plan is administered through Sun Life Insurance ofCanada., policy no. 64372
SHORT TERM DISABILITY PLAN:You are covered for disability under the California State Disability Insurance Program for up to three months.Your weekly benefit amount depends on your earnings during the previous base period.
LONG TERM DISABILITY INSURANCE PLAN:If you are disabled, for a longer period of time, our Long Term Disability Plan will provide you with incomebased on 66 2/3% of your monthly earnings (to a maximum benefit of $10.000) after 90 days. SKERI paysthe entire premium for this plan. You must work at least 50% time to be eligible for this plan. This plan isadministered through Sun Life Insurance of Canada, policy no. 64372.
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TRAVEL INSURANCE:SKERI covers you to a maximum of $100,000 for death, dismemberment, or loss of sight if you are in anaccident while traveling on SKERI business. This benefit is available to all. The carrier for this plan isInsurance Company of North America (INA) #ABL-64 67 89.
WORKERS COMPENSATION INSURANCE PLAN:Workers' Compensation Insurance covers all medical expenses, hospital bills, and a percentage of salaryreimbursement if you are injured while performing your duties at SKERI. In order to receive Worker'sCompensation, you are required to report all work-related injuries or illnesses to the Human ResourcesManager as soon as possible. While receiving Workers' Compensation payments, you may also receive sickleave and vacation pay from SKERI. If you need immediate medical care, there is an emergency roomlocated at the Pacific Campus of CPMC, Level A. The carrier for this plan is State Compensation InsuranceFund, #409430-85.
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OTHER BENEFITS
PENSION PLAN:You may join the IRS Code 401 (m) Money Purchase Pension Plan on the next January or July 1 after youremployment. You are required to join the Plan after you have been with us for three years. You must be overage 21 to join. You also must be working 50% time or more. The entry dates of the Plan are January 1 andJuly 1 each year.
The plan provides for a matching system of contributions. You will be required to contribute a small portionof your salary (1.7% of the first $400 and 3% of any excess over $400 per month). SKERI will thencontribute 2.53 times your contribution. A summary plan description is given to all employees uponenrollment and a complete description of the Plan is available for review.
TAX SHELTERED ANNUITY PLAN:A Tax Sheltered Annuity Plan is available to you if you would like to participate. The Plan providesadditional income for your retirement years at a potential tax savings. By making a voluntary payrolldeduction up to 20% of your gross annual salary to a maximum to be determined by the Internal RevenueService each year, you can defer taxes on this salary until your retirement years when income is usually less.Employees who have completed at least 15 years of service with SKERI are eligible to deduct an additional$5,000 per year to a maximum to be determined by the Internal Revenue Service each year. The HumanResources Manager will give you more information, if you are interested.
FINANCIAL PLANNING:Smith-Kettlewell will contribute up to $75.00 a year for Employee Financial Planning Services. You maysee a representative of your own choice. Smith-Kettlewell makes no endorsement as to the services providedby any planner.
CREDIT UNION:Smith-Kettlewell employees are eligible to join two credit unions.: The Medi-Serve Credit Union and theProvident Credit Union. Please see the Human Resources Manager for more information.
LEGAL SERVICESThe Bay area County Bar Associations maintain Lawyer Referral Services. For a nominal fee which includesan initial consultation, they will refer you to an attorney who is versed in the type of legal problem that youhave. Please consult your local telephone directory for the Referral Service in your county. If you use thisservice, SKERI will reimburse you up to $25.00 per year towards your referral fee.
MEDICAL SERVICES:The closest emergency medical facility is the Emergency Room of CPMC located at Sacramento andBuchanan. There is also an out-patient clinic at the Hospital where costs are determined by a person'sfinancial status. In the event that someone in your area seems to be having a medical emergency, dial 911for immediate assistance. Report it immediately to Human Resources for follow up.
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MISCELLANEOUS INFORMATION
USE OF FACILITIES:SKERI’s buildings, offices, equipment, personnel and facilities are resources devoted to SKERI researchactivity and to research support. Accordingly, none shall be used in pursuit of activities not related to SKERIbusiness. Exceptions can be granted based upon unusual need and upon adequate compensation for such use.All such exceptions require prior approval of the Chief Operating Officer.
SKERI Facilities are available to all employees. Please contact the Human Resources Manager if you havevisitors or volunteers working in your office. The facilities are available to them, also, but they must beregistered with us.
SELLING AND SOLICITING:Selling and soliciting for any activities other than those authorized and directly related to SKERI activitiesis not permitted on our premises during working time. Notices or circulars are not to be distributed or postedfor unauthorized solicitations. Unless they are on authorized business with SKERI, persons who are notemployees are not to be on SKERI premises.
SECURITY:The Facilities Coordinator will issue keys to you after your supervisor completes a key request form. Youare responsible for locking your office or laboratory when you leave the building. In the case of a securityemergency during office hours, please call the Facilities Manager. On evenings, holidays and weekends,please call our security service at 650-594-1000 and report the problem to the Facilities Manager for followup.
If you terminate your employment with SKERI, your keys must be returned to Human Resources before youcan be issued your final paycheck.
SMOKING:In accordance with the non-smoking ordinance of the City of San Francisco, effective February 1, 1994,smoking is prohibited within all property owned or leased by Smith-Kettlewell, including private offices,stairways and halls.
FOOD SERVICES:Snack food is available for employees in the employee lounge (The Focal Point) on the 2nd floor of 2318Fillmore Street. A refrigerator, ice machine and microwave are also available.
The hospital cafeteria is open to all SKERI employees. Breakfast is served from 6:30 AM to 8:30 AM, lunchis served from 11:30 AM to 1:30 P.M., and dinner is served from 4:30 P.M. to 6:30 P.M. In addition, severalvending machines are located throughout the CPMC grounds.
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TRANSPORTATION:MUNI bus lines convenient to CPMC are the No. 3 Jackson, No. 22 Fillmore, No. 24 Divisadero, No. 1California and No. 83 Pacific.
PARKING:A very limited number of parking spaces are available for employees. These spaces are allocated accordingto seniority. When a space becomes available the Human Resources Manager will broadcast an e-mailmessage telling where the space is and giving employees a specified time to respond. The interestedemployee with the highest seniority will be offered the spot. If you are assigned a parking space, you willbe required to pay the current parking fee each month. Proportionate inflationary increases are passed on toparking tenants as they are received. Assigned parking spaces are for the use of the tenant only and are nottransferrable. For liability reasons, only SKERI members are allowed to park in SKERI parking spots. Formore information, please contact the Human Resources Manager.
