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.
pg. 2 -- Playworks Employee Handbook 2017
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
pg. 3 -- Playworks Employee Handbook 2017
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
pg. 4 -- Playworks Employee Handbook 2017
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
pg. 5 -- Playworks Employee Handbook 2017
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
pg. 6 -- Playworks Employee Handbook 2017
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
pg. 7 -- Playworks Employee Handbook 2017
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
pg. 8 -- Playworks Employee Handbook 2017
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.
pg. 9 -- Playworks Employee Handbook 2017
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.
pg. 10 -- Playworks Employee Handbook 2017
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.
pg. 11 -- Playworks Employee Handbook 2017
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
pg. 12 -- Playworks Employee Handbook 2017
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.
pg. 13 -- Playworks Employee Handbook 2017
● 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.
pg. 14 -- Playworks Employee Handbook 2017
● 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
pg. 15 -- Playworks Employee Handbook 2017
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.
pg. 16 -- Playworks Employee Handbook 2017
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.
pg. 17 -- Playworks Employee Handbook 2017
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
pg. 18 -- Playworks Employee Handbook 2017
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
pg. 19 -- Playworks Employee Handbook 2017
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
pg. 20 -- Playworks Employee Handbook 2017
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.
pg. 21 -- Playworks Employee Handbook 2017
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:
pg. 22 -- Playworks Employee Handbook 2017
● 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.
pg. 23 -- Playworks Employee Handbook 2017
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.
pg. 24 -- Playworks Employee Handbook 2017
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,
pg. 25 -- Playworks Employee Handbook 2017
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
pg. 26 -- Playworks Employee Handbook 2017
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
pg. 27 -- Playworks Employee Handbook 2017
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.
pg. 28 -- Playworks Employee Handbook 2017
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:
pg. 29 -- Playworks Employee Handbook 2017
● 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.
pg. 30 -- Playworks Employee Handbook 2017
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.
pg. 31 -- Playworks Employee Handbook 2017
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.
pg. 32 -- Playworks Employee Handbook 2017
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.
pg. 33 -- Playworks Employee Handbook 2017
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.
pg. 34 -- Playworks Employee Handbook 2017
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;
pg. 35 -- Playworks Employee Handbook 2017
● 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:
pg. 36 -- Playworks Employee Handbook 2017
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.
pg. 37 -- Playworks Employee Handbook 2017
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.
pg. 38 -- Playworks Employee Handbook 2017
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
pg. 39 -- Playworks Employee Handbook 2017
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.
pg. 40 -- Playworks Employee Handbook 2017
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
pg. 41 -- Playworks Employee Handbook 2017
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.
pg. 42 -- Playworks Employee Handbook 2017
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.
pg. 43 -- Playworks Employee Handbook 2017
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
pg. 44 -- Playworks Employee Handbook 2017
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
pg. 45 -- Playworks Employee Handbook 2017
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.
pg. 46 -- Playworks Employee Handbook 2017
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.
pg. 47 -- Playworks Employee Handbook 2017
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
pg. 48 -- Playworks Employee Handbook 2017
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,
pg. 49 -- Playworks Employee Handbook 2017
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.
pg. 50 -- Playworks Employee Handbook 2017
● 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;
pg. 51 -- Playworks Employee Handbook 2017
● 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
pg. 52 -- Playworks Employee Handbook 2017
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.
pg. 53 -- Playworks Employee Handbook 2017
● 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.
pg. 54 -- Playworks Employee Handbook 2017
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.)
pg. 55 -- Playworks Employee Handbook 2017
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:
pg. 56 -- Playworks Employee Handbook 2017
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.
pg. 57 -- Playworks Employee Handbook 2017
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.
pg. 58 -- Playworks Employee Handbook 2017
● 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.
pg. 59 -- Playworks Employee Handbook 2017
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
pg. 60 -- Playworks Employee Handbook 2017
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
pg. 61 -- Playworks Employee Handbook 2017
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.
pg. 62 -- Playworks Employee Handbook 2017
● 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.
pg. 63 -- Playworks Employee Handbook 2017
● 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.
pg. 64 -- Playworks Employee Handbook 2017
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
pg. 65 -- Playworks Employee Handbook 2017
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.
pg. 66 -- Playworks Employee Handbook 2017
● 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.
pg. 67 -- Playworks Employee Handbook 2017
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.
pg. 68 -- Playworks Employee Handbook 2017
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.
pg. 69 -- Playworks Employee Handbook 2017
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.