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Initial 90-Day Probationary Period

The first ninety (90) days of employment of all employees, both exempt and non-exempt, are considered an initial probationary period. During the initial ninety (90) day period of employment at FAAST, an employee's performance and adherence to FAAST Personnel Manual will be closely monitored. FAAST will consider the employee’s ability to satisfactorily perform the essential functions of his or her job; and to observe and evaluate the employee’s work habits and conduct, including proper attendance and the employee’s relationship with coworkers and superiors.

During the initial ninety (90) day probationary period, the supervisor will have the opportunity to determine the employee's suitability for the position for which he or she was employed. If the employee's performance is not satisfactory, his or her employment may be terminated at any time during the initial ninety (90) day probationary period. FAAST may terminate employees for other causes or reasons without giving notice. Likewise, the employee may also terminate his or her employment with FAAST at any given time, with or without notice and with or without cause. Prior to or at the completion of an employee's initial ninety (90) day probationary period, the supervisor will hold a counseling session which includes a performance appraisal with the employee. A copy of the appraisal will be placed in employee's official permanent personnel file. If the employee's job performance during the initial ninety (90) day probationary period has not been satisfactory but the supervisor decides that discharge is not justified, the probationary period may be extended for up to 45 calendar days. Counseling sessions will be held between the supervisor and the employee during this extended initial ninety (90) day probationary period. All counseling sessions must be well documented with copies included in the employee's official permanent personnel file. At the conclusion of this extended probationary period, the employee will be re-evaluated and his or her employment either will be terminated or will be continued based on performance. An employee serves only one initial ninety (90) day probationary period. An employee transitioning to another position will not serve a 90 day imposed probationary period. An employee whose status is changed from part-time to full-time regular does not serve another initial ninety (90) day probationary period. In this case, it is deemed that the time spent as a part-time employee is time enough to make a determination of work performance and suitability by both parties.

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Transitional Work Program

The FAAST Transitional Work Program is a comprehensive, proactive program that provides suitable temporary transitional duty as a bridge back to full, normal employment as quickly as possible upon conditions approved by the FAAST Personnel Committee. Suitable transitional work is productive and useful to the organization’s operations and complies with the employee’s medical restrictions to allow a safe return to work as quickly as possible. Suitable transitional work allows the employee to progressively assume full, pre-injury duties. The Transitional Work Program does not require FAAST to create unnecessary work when suitable transitional work is not available. Employees who decline suitable transitional duty assignments will be placed on leave until they are able to resume full normal duty. Transitional duty assignments are temporary and initially may be established for up to 45 calendar days. The Executive Director in consultation with the Personnel Committee may extend the temporary transitional duty period up to an additional 30 calendar days based upon prognosis for further recovery and medical documentation from a licensed physician. Transitional duty assignments may not exceed a maximum of 75 calendar days and may be either full-time or part-time. The employee will receive his/her regular pay along with benefits.

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Procedures:

1. The employee will communicate with the Executive Director and chairperson of the Personnel Committee that a Transitional Work Assignment is needed.

2. The Personnel Committee approves or denies the request.

3. If approved, the employee will meet with the FAAST Executive Director to develop a Transition Work Plan.

4. The Executive Director will prepare a Transition Job Offer Letter that includes:

a. A brief description of the transitional duty assignment and the physical requirements that comply with the employee’s medical assessment if necessary;

b. Anticipated duration of the assignment;

c. The employee’s transitional work schedule and regular pay rate;

d. The location of the assignment;

e. The name of the supervisor to whom the employee will report; and

f. A section for the employee to indicate acceptance or refusal of the assignment.

5. If the employee has been out of work, send the Transitional Job Offer Letter to the employee via certified mail and ensure that the letter is returned with the employee’s signature and indication of whether the offer was accepted or declined. Hold the transitional duty assignment open for 5 workdays following the date the employee receives the letter.

6. If the employee is at work and has not lost time as a result of the injury, the Transitional Job Offer letter can be presented to the employee in person. The employee must sign the letter and indicate whether the transitional job offer is accepted or declined.

7. Discuss the details and conditions of the transitional duty assignment with the employee as soon as possible after the employee receives the Transitional Job Offer Letter.

8. Ensure that the employee understands the consequences of declining an offer of suitable transitional work.

Florida Alliance for Assistive Services & Technology, Inc.

(FAAST, Inc.)

Personnel Manual

Adopted by the FAAST Board of Directors November 20, 2008

Revised November 18, 2014

Table of Contents Introduction ........................................................................................................................................... 1 Employee Acknowledgement Form ...................................................................................................... 1 SECTION A: Personnel Administration ................................................................................................ 2 A-1 Employer-Employee Relations ................................................................................................... 2 A-2 Classification of Employees ....................................................................................................... 3 A-3 Hiring .......................................................................................................................................... 4 A-4 Criminal Abuse and Background Check ..................................................................................... 6 A-5 Equal Employment Opportunity, Affirmative Action, and Civil Rights ......................................... 7 A-6 Harassment and Discrimination ................................................................................................. 8 A-7 Employee Relationships ........................................................................................................... 10 A-8 Staff Development and Training ............................................................................................... 11 A-9 Personnel Records ................................................................................................................... 12 A-10 Hours of Work .......................................................................................................................... 13 A-11 Vacation Leave ........................................................................................................................ 14 A-12 Holidays ................................................................................................................................... 16 A-13 Sick Leave ................................................................................................................................ 17 A-14 Leave of Absence .................................................................................................................... 19 A-15 Compensatory Time/Flex Time ................................................................................................ 23 A-16 Health Benefits ......................................................................................................................... 24 A-17 Additional Benefits ................................................................................................................... 25 A-18 Performance Evaluation ........................................................................................................... 26 A-19 Employee Raises ..................................................................................................................... 27 A-20 Termination .............................................................................................................................. 28 A-21 Corrective Disciplinary Action ................................................................................................... 30 A-22 Promotions ............................................................................................................................... 31 A-23 Job Accommodation ................................................................................................................. 32 A-24 Jury Duty .................................................................................................................................. 33 A-25 Employee Complaint Procedure ............................................................................................... 34 A-26 Staff and Volunteer Travel ........................................................................................................ 35 A-27 Travel Advance ........................................................................................................................ 36 A-28 Automobile Usage .................................................................................................................... 37 A-29 Fees and Honoraria .................................................................................................................. 38 A-30 Outside Activities/Conflict of Interest ........................................................................................ 39 A-31 Educational Assistance ............................................................................................................ 40 A-32 Executive Director .................................................................................................................... 41 A-33 Delegation of Duties ................................................................................................................. 42 A-34 Payroll Deductions ................................................................................................................... 43 A-35 Records Retention ................................................................................................................... 44 A-36 Safety Issues ............................................................................................................................ 45 A-37 Unusual Incident and Accident Reporting ................................................................................ 46 A-38 Drug Free Work Place .............................................................................................................. 47 A-39 Worker’s Compensation ........................................................................................................... 49 A-40 Bereavement Leave ................................................................................................................. 50 A-41 Professional Conduct ............................................................................................................... 51 A-42 Authorized and Unauthorized Use of FAAST Telephones, FAAST Owned or Leased Cell

Phones and Third Party Billing ................................................................................................. 53 A-43 Computer and Internet Usage .................................................................................................. 55 A-44 References for Employees ....................................................................................................... 60 A-45 Chemical Sensitivity ................................................................................................................. 61 A-46 Fragrance-free Environment………………………………………………………………………….59

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A-47 Media ....................................................................................................................................... 60 A-48 HIPAA ...................................................................................................................................... 64 A-49 Record Retention and Document Destruction Policy................................................................ 65 A-50 Public Inspection ...................................................................................................................... 69 A-51 Whistleblower ........................................................................................................................... 70 A-52 Staff Conflict of Interest ............................................................................................................ 71 A-53 Mobile Unit/Cargo Van Policy ................................................................................................... 73 SECTION B: Forms ........................................................................................................................... 76 B-1 Authorization to Obtain Consumer Reports .............................................................................. 76

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Introduction This Personnel Manual contains the policies and procedures of the Florida Alliance for Assistive Services and Technology, Inc. (FAAST) This manual is designed to be a working guide and it shall apply to all personnel employed by FAAST. These written policies should eliminate the need for personal decisions on matters of FAAST policy and help to assure uniformity throughout the organization. It is the responsibility of supervisory personnel to administer these policies in a consistent and impartial manner. The procedures and practices in this manual are subject to modification and amendment. Supervisory personnel assist in keeping the manual up-to-date by notifying their immediate supervisor or the Executive Director whenever problems are encountered or improvements might be made in the policies of the organization. The policies and procedures set forth in this manual are subject to change without prior notice. This policy and procedures manual does not create any contractual obligation of FAAST to any employee. Employees are expected to be familiar with the policies explained in the manual, to comply with them, and to make inquiry if the policies are not understood. In the event of a conflict, or if a question arises in the interpretation of these policies and procedures, the Executive Director shall determine the correct interpretation to be followed. Any employee, if dissatisfied with the decision of the Executive Director, shall follow the grievance procedure as set forth in this manual.

Employee Acknowledgement Form The FAAST Personnel Manual describes important information about FAAST, and I understand that I should consult with my supervisor regarding any questions that are not answered in this manual. I have entered into my employment with FAAST voluntarily and acknowledge that there is no specified length of employment. Accordingly, either FAAST or I can terminate the relationship at will, with or without cause, at any time so long as there is no violation of applicable federal, state or local law. Since the information, policies, procedures and benefits described are necessarily subject to change, I acknowledge that revisions to the manual may occur, except to FAAST’s policy of employment-at-will. All such changes will be communicated through official memorandums in written and electronic form and I understand that revised information may supersede, modify, or eliminate existing policies or procedures. Any revisions to the policies and procedures in this manual must be submitted by the Executive Director or the FAAST Board’s Personnel Committee to the FAAST Board of Directors for approval prior to implementation. Furthermore, I acknowledge that this manual is neither a contract of employment, nor a legal document. I have received the manual and I understand my responsibility to read and comply with the policies contained in this manual and any revision made to it. Employee’s Name (typed or printed) Employee Signature Date Supervisor’s Signature Date

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SECTION A: Personnel Administration

A-1 Employer-Employee Relations POLICY: FAAST strives to implement fair, effective personnel policies and procedures. However, nothing in this manual should be construed as altering the employment-at-will relationship, or as creating an expressed or implied contract or promise concerning the policies or practices that the organization has implemented or will implement in the future. From time to time, FAAST shall establish appropriate procedures for employees to discuss matters of interest or concern with the immediate supervisor. Employment with FAAST is voluntarily entered into and the employee is free to resign at will at any time, with or without cause. Similarly, FAAST may terminate the employment relationship at will at any time, without notice or cause, as long as there is no violation of applicable federal, state or local law. PROCEDURES: 1. In an effort to provide an optimal work environment, FAAST will:

a. Provide equal employment opportunity and treatment regardless of age, color, race, marital status, national origin, religious affiliation, sex, sexual orientation or veteran status, and to give additional consideration to employment of individuals with disabilities;

b. Maintain reasonable work hours based on FAAST’s service needs; c. Monitor and comply with applicable federal state and local laws concerning employee safety; d. Provide training consistent with FAAST’s requirements and financial capability; and e. Accept constructive suggestions regarding the methods, procedures and working conditions.

2. In order to assure effective operation of FAAST, management retains the right to:

a. Hire, assign, supervise, discipline, and dismiss employees; b. Determine scheduled hours of employment; c. Transfer employees to other job classifications; d. Determine the number and qualifications of employees; e. Recommend to the Board the establishment, change, or abolishment of policies as needed; f. Determine and change methods by which operations are to be carried out; g. Determine location and services rendered; h. Assign duties to employees in accordance with FAAST’s needs; and i. Carry out all normal administrative and management functions.

3. In order to assure effective operation, all employees are expected to:

a. Arrive and begin work on time at the designated FAAST work site, according to an individualized work schedule unless otherwise approved by the Executive Director;

b. Complete scheduled hours or assigned responsibilities; c. Perform duties as defined in employee’s job description; as well as additional duties as delegated

by the supervisor or Executive Director; d. Demonstrate a professional and constructive attitude toward other employees and function as a

member of the FAAST team; and e. Adhere to the policies and procedures adopted by FAAST Inc.

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A-2 Classification of Employees POLICY: It is the intent of FAAST to clarify the definitions of employment classifications so that employees understand their employment status and benefit eligibility. These classifications do not guarantee employment for any specified period of time. Accordingly, the right to terminate the employment relationship at will at any time is retained by both the employee and FAAST. 1. FULL-TIME employees are those who are not in a temporary or part-time status and who are regularly

scheduled to work 40 hours per week. Generally, they are eligible to participate in FAAST’s full benefits package, subject to the terms, conditions, funding, and limitations of each benefit program.

2. PART-TIME employees are those who are not in a temporary status, and who are regularly scheduled to work 24 hours or less per week. Although, they do receive all legally mandated benefits (e.g. Workers Compensation and Social Security), they are ineligible to fully participate in any of FAAST’s other benefit programs.

3. TEMPORARY employees are those hired as interim replacements to supplement the work force or to

assist in the completion of a specific project. Employment assignments in this category are of a limited duration. Employment beyond an initially stated period does not in any way imply a change in employment status. Temporary employees retain that status unless and until notified of a change. Although they do received all legally mandated benefits (e.g. Workers Compensation and Social Security), they are ineligible for all of FAAST’s other benefit programs.

4. CONTRACTUAL employees are those who perform a specific service or task for FAAST under specific

terms set by agreement that is approved by the Executive Director. Contractual employees are paid by FAAST, but receive a 1099 at the end of each year. Contractual employees are ineligible for benefits.

5. EXEMPT employees are those classified as not subject to the hours of work and overtime pay provisions of

the Fair Labor Standards Act. To be exempt, at least 80% of a person’s work must be executive, administrative or professional in nature, requiring regular exercise of discretion and independent judgment.

6. NON-EXEMPT employees are those classified as subject to the hours of work and overtime provisions of

the Fair Labor Standards Act. Non-exempt employees must maintain and submit a daily log documenting actual hours worked for FAAST Inc.

PROCEDURES: 1. The Executive Director with the approval of the Personnel Committee will determine the classification of an

employee according to relevant Federal, state and local laws when posting an employment opportunity or revising a job description. The appropriate employee classification should be noted in the job descriptions of all current positions.

2. The classification of any employment position may be changed by the Executive Director with the approval of the Personnel Committee. Any individual impacted by a change in classification will receive written notification at least two weeks prior to the effective date of the change in classification.

3. Employees will be informed of their classification, their work schedule and the date of their eligibility to participate in FAAST benefits during the hiring process but not later than their first day of employment.

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A-3 Hiring POLICY: FAAST shall hire individuals on the basis of their qualifications to fulfill the requirements for the vacancy as outlined in the job description. FAAST shall promote hiring of persons with disabilities for positions for which they are qualified. Unless otherwise provided in writing, employment with FAAST is considered to be at-will, so that either party may terminate the relationship at any time and for any lawful reason. PROCEDURES: 1. Information regarding all open positions will be posted on the FAAST web site and advertised in the local

newspaper and/or national professional journals, newsletters, and publications, when appropriate. When qualifications of an employee applicant are equal to a non-employee applicant, preference in hiring shall be given to the employee. Positions that will be filled by promotion are exempt from the requirement to advertise. The Executive Director has the authority to approve the transfer or promotion of a current FAAST employee to another approved position within the organization without the requirement of advertising to fill the vacant position.

2. FAAST relies upon the accuracy of information contained in the employment application and resume, as well as the accuracy of the data presented throughout the hiring process and employment. Any misrepresentations, falsifications, or material omissions of employment application information or data may result in FAAST’s exclusion of the individual from further consideration for employment, or disciplinary action including termination of employment, if the person has been hired.

3. Applications or resumes are supplemented by interviews and reference checks that will include criminal

background checks by local, state, and national law enforcement agencies. Background checks of driving records may be conducted. Certification of current driver’s license and appropriate insurance is required for those employees who will be driving during work hours. Three reference checks may be documented prior to employment; this may consist of three employment/professional/academic references. The candidate must provide written authorization via a signed employment application. An offer of employment may not be made to an applicant until all pre-employment and background checks are satisfactorily conducted.

4. No employee can begin employment until all required pre-employment forms are completed, and all

supporting documentation has been submitted.

5. New employees will be given a letter of employment and a job description upon hire. The letter of employment shall specify the employee’s title, the employment start date and salary, type of position (exempt or non-exempt, full-time or part-time), the fringe benefits to which the employee is entitled to currently, including vacation and sick leave, health and dental insurance, and the person to whom the new employee will report. The job description shall detail the essential functions of the position for which they were hired. Job descriptions shall in no way be construed as a limitation on the authority of supervisory personnel to assign tasks that are appropriate to the employee’s position.

6. Former employees who resigned from FAAST in good standing may be considered for re-employment.

Former employees who resigned without sufficient written notice or who were dismissed for just cause may not be considered for re-employment.

7. Employment selections and appointments are made by the following:

a. The Executive Director is recruited and hired by the Board of Directors in accordance with the Bylaws of the organization.

b. The Executive Director recruits and hires all other approved positions, except as he/she may delegate to supervisory personnel.

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Initial 90-Day Probationary Period

The first ninety (90) days of employment of all employees, both exempt and non-exempt, are considered an initial probationary period. During the initial ninety (90) day period of employment at FAAST, an employee's performance and adherence to FAAST Personnel Manual will be closely monitored. FAAST will consider the employee’s ability to satisfactorily perform the essential functions of his or her job; and to observe and evaluate the employee’s work habits and conduct, including proper attendance and the employee’s relationship with coworkers and superiors. During the initial ninety (90) day probationary period, the supervisor will have the opportunity to determine the employee's suitability for the position for which he or she was employed. If the employee's performance is not satisfactory, his or her employment may be terminated at any time during the initial ninety (90) day probationary period. FAAST may terminate employees for other causes or reasons without giving notice. Likewise, the employee may also terminate his or her employment with FAAST at any given time, with or without notice and with or without cause. Prior to or at the completion of an employee's initial ninety (90) day probationary period, the supervisor will hold a counseling session which includes a performance appraisal with the employee. A copy of the appraisal will be placed in employee's official permanent personnel file. If the employee's job performance during the initial ninety (90) day probationary period has not been satisfactory but the supervisor decides that discharge is not justified, the probationary period may be extended for up to 45 calendar days. Counseling sessions will be held between the supervisor and the employee during this extended initial ninety (90) day probationary period. All counseling sessions must be well documented with copies included in the employee's official permanent personnel file. At the conclusion of this extended probationary period, the employee will be re-evaluated and his or her employment either will be terminated or will be continued based on performance. An employee serves only one initial ninety (90) day probationary period. An employee transitioning to another position will not serve a 90 day imposed probationary period. An employee whose status is changed from part-time to full-time regular does not serve another initial ninety (90) day probationary period. In this case, it is deemed that the time spent as a part-time employee is time enough to make a determination of work performance and suitability by both parties.

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A-4 Criminal Abuse and Background Check POLICY: Grant positions will require a Florida Department of Law Enforcement (FDLE) Level II criminal and abuse background screening. Any applicant to be hired for a grant position will be required to provide written authorization to conduct this type of background check. Due to this potential requirement as a part of future grant funding, all FAAST employees and volunteers must submit the required information so that FAAST could conduct a FDLE criminal background if necessary. If criminal or abuse background check is required subsequent to employment, a current FAAST employee or volunteer may be restricted in their duties, at the discretion of the Executive Director, until a report has been received from FDLE. If an FDLE report indicates that an employee or volunteer has a history of criminal behavior, the Executive Director shall determine in what capacity that individual shall continue his/her relationship with FAAST. Furthermore, the Executive Director may request a criminal background check to be completed at any time if she/he feels a new or updated check would be necessary to protect FAAST and its consumers. The cost of any FAAST-initiated criminal background check shall be borne by FAAST. PROCEDURES: 1. All applicants and employees must sign a disclosure agreement before a background check can be

conducted (the form may be found in Section B of this manual). 2. Only the Executive Director, the Human Resource Generalist, or the Personnel Committee may initiate an

FDLE criminal background screening. 3. The criminal background check must be conducted through the Florida Department of Law Enforcement’s

website (http://www.fdle.state.fl.us/CriminalHistory/). 4. Two copies of the information obtained from FDLE must be printed: one copy must be given to the

applicant or employee and the other placed in the secured personnel file.

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A-5 Equal Employment Opportunity, Affirmative Action, and Civil Rights POLICY: FAAST shall provide equal employment opportunity to all employees and applicants for employment. No person shall be discriminated against because of age, color, disability, marital status, national origin, race, religious affiliation, sex, sexual orientation, veteran status or any other protected characteristic as defined by Leon County, the State of Florida, or the United States Government. PROCEDURES: 1. This policy shall apply to all terms, conditions, and privileges of employment, including but not limited to,

hiring, training, promotion, demotion, compensation and employee facilities.

2. Any advertisement for an employment or volunteer opportunity shall contain a statement that persons with disabilities are encouraged to apply.

3. The work area will be free of any behavior, conduct, action, or interference that could result in discriminatory insults, intimidation, or harassment.

4. Employees with questions or concerned about any type of discrimination in the work place must bring these issues to the attention of their immediate supervisor or the Executive Director. Employees can raise concerns, or make reports without fear of reprisal.

5. Anyone found to be engaging in any type of unlawful discrimination will be subject to disciplinary action, including termination of employment.

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A-6 Harassment and Discrimination POLICY: FAAST is committed to maintaining a work environment that is free of discrimination. In keeping with this commitment, FAAST will not tolerate harassment or discrimination of its employees by anyone, including any supervisor, co-worker, vendor, consumer, or Board member of FAAST. FAAST will not tolerate verbal or physical conduct by an employee that harasses and substantially disrupts or interferes with another’s work performance or that creates an intimidating, offensive or hostile environment. 1. Harassment: Harassment consists of unwelcome conduct, whether verbal, physical, or visual, that is based

on a person’s protected status, such as sex, color, race, ancestry, religion, national origin, age, physical disability, medical condition, any other disability, marital status, veteran status, sexual orientation, citizenship status, or other protected group status. FAAST will not tolerate harassing conduct that affects tangible job benefits, that interferes unreasonably with an individual’s work performance, or that creates an intimidating, hostile, or offensive working environment.

2. Sexual harassment deserves special mention. Unwelcome sexual advances, requests for sexual favors, and other physical, verbal, or visual conduct based on sex constitute sexual harassment when:

a. Submission to the conduct is an explicit or implicit term or condition of employment; or b. Submission to or rejection of the conduct is used as the basis for an employment decision; or c. The conduct has the purpose or effect of unreasonably interfering with an individual’s work

performance or creating an intimidating, hostile, or offensive work environment.

3. Sexual harassment may include explicit sexual propositions, sexual innuendo, suggestive comments, sexually oriented “kidding” or “teasing”, “practical jokes”, jokes about gender-specific traits, foul or obscene language or gestures, display or transmission of foul or obscene printed or visual material and physical contact such as patting, pinching, or brushing against another’s body in a sexual or suggestive manner.

4. Regarding harassment based on gender, supervisors shall not threaten or insinuate, either implicitly or explicitly, that an employee’s refusal to submit to sexual advances will adversely affect the employee’s evaluation, wages, advancement, assigned duties, shifts, or any other condition of employment or career development.

PROCEDURES: 1. Any person who feels that he or she is being harassed or discriminated against must immediately report

the offensive conduct to their direct supervisor. However, if the employee’s direct supervisor is in any way involved in the alleged inappropriate behavior, the employee should report the conduct directly to the FAAST Executive Director. The Executive Director will conduct an investigation.

2. If an employee feels that the actions or words of the Executive Director constitute unwelcome harassment, the employee has the responsibility to report this immediately to the Personnel Committee. The Committee will conduct an investigation to determine the appropriate steps to take concerning all such allegations.

3. After appropriate investigation, any supervisor or employee who is found to have engaged in harassment of

or discrimination against another employee will be subject to appropriate disciplinary action up to and including termination of employment. If the person found to have engaged in harassing or discriminatory behavior is a vendor, consumer, or Board member, then appropriate action will be taken to stop the behavior.

4. Intentional false allegations of harassment can have serious effects on the lives of careers of innocent men

and women.

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Therefore, false accusations, which are found to be intentional, will be considered a form of harassment subject to the same disciplinary actions as other forms of harassment, up to and including termination.

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A-7 Employee Relationships POLICY: FAAST respects the right of its employees to conduct their personal lives as they wish, however romantic relationships between co-workers, including volunteers and interns are strictly prohibited. Due to legal liability, supervisor/subordinate romantic and/or sexual relationships are strictly prohibited. It is irrelevant that both employees consent to the relationship. FAAST imposes no prohibition against non-sexual or non-romantic friendships between co-workers. In all circumstances, however, any relationship between co-workers must not present a security or morale problem or otherwise adversely impact the operations of FAAST. PROCEDURES: If a consensual romantic relationship should develop between two employees, the Executive Director must be informed and one of the employees must resign immediately. The two employees may decide who will resign. Failure to comply with this policy may result in immediate termination of both employees.

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A-8 Staff Development and Training POLICY: FAAST is committed to ensuring that workers have the necessary training and skills development in order to do their jobs and deliver quality services to consumers. Employees are provided opportunities for additional training in areas that are specific to their individual positions. Employees are also provided opportunities for development of skills that will enable them to advance within the agency. PROCEDURES: 1. During the employee’s first 30 days of employment, management staff will conduct general training to

provide an understanding of FAAST’s mission, FAAST policies and procedures and staff benefits appropriate to the employee’s classification.

2. The Executive Director, with input from all levels of staff, will arrange training for all appropriate staff to participate in both required training as related to personnel issues or employee benefits, as well as areas identified as being of interest to many (i.e. sign language lessons).

3. Management staff will schedule and/or arrange either in-house or outside training for individual staff members or teams of staff in areas that are relevant to performing their jobs. Employees are expected to take initiative in identifying appropriate areas of training.

4. Staff members may seek out and request training in particular areas of interest subject to supervisor and Executive Director approval. After any staff member attends outside training, the staff member will bring all relevant materials back to FAAST, including proof of attendance, and be prepared to offer an in-house review of the training to co-workers, as appropriate.

5. Employees are required to submit proof of any staff training. Documentation of all general and required staff training will be maintained by the supervisor who handles the personnel files and documentation of staff training will be kept in a staff-training file for each fiscal year.

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A-9 Personnel Records POLICY: Personnel files are the property of FAAST and access to the information they contain is generally subject to the Public Records Act, excluding medical and criminal background. Employees may access their own personnel files in the presence of a supervisor and are entitled to copies of anything in their files. For employment verification requests, FAAST’s policy is to only verify dates of employment and positions held. PROCEDURES: 1. It is the responsibility of each employee to promptly notify FAAST of any changes in personnel data.

Personal mailing addresses, telephone numbers, number and names of dependents, individuals to contact in case of emergency, educational accomplishments, and other such status reports should be accurate and current at all times. The employee must notify FAAST through their immediate supervisor of any changes to data maintained in their personnel file. Failure to supply accurate information in a timely manner may result in disciplinary action.

2. Current and former employees must refer all requests for personnel information, either written or verbal to their supervisor or the Executive Director.

3. FAAST shall maintain medical records and HIPAA related information in a separate file.

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A-10 Hours of Work POLICY: The time and duration of working hours are established in response to consumer’s service needs, work load, efficient management of human resources, and the organization’s obligations. FAAST intends to offer each employee pay and benefits that are comparable with those offered by similar organizations for comparable responsibilities, based on FAAST’s budgetary capabilities and satisfactory performance of the employee. PROCEDURES: 1. FAAST is open from Monday through Friday and employees normally work between the hours of 8:00 am

and 5:00 pm. All employees must report to work daily. An employee’s supervisor must approve variations to a normal work schedule.

2. Employee attendance at local lectures, meetings, and training programs and travel to each will be considered as hours of work, if such attendance is approved by the employee’s supervisor or the Executive Director.

3. If overtime hours are required and authorized by the Executive Director, authorized over-time is paid to

non-exempt employees at 1½ the employee’s normal hourly rate for actual hours worked in excess of 40 during a normal work week. All overtime must be approved in advance. Time off for sick leave, vacation leave, or any other leave of absence will not be considered hours worked for the purpose of figuring overtime calculations. Exempt employees are not eligible for overtime compensation by definition.

4. All employees are provided a one-hour lunch break for any six-hour period of time worked. Employees

cannot skip lunch in order to adjust their work schedule unless previous approval has been obtained from their supervisor or the Executive Director.

5. Employees are entitled to a 15 minute break for each four-hour increment of work.

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A-11 Vacation Leave POLICY: FAAST provides all regular full time employees ten days (80 hours) paid vacation time per year, part time employees are granted paid vacation time on a prorated basis according to hours worked. Additional vacation time may be negotiated under special circumstances but would require the approval of the Personnel committee. After completion of two years of employment with FAAST, an employee may be eligible for additional vacation hours according to the following schedule: 0-2 years: 10 days’ vacation; 3-5 years: 15 days’ vacation; 6 plus years: 20 days’ vacation. PROCEDURES: 1. Vacation leave is available for all regular full time employees as follows:

a. Employees working 40 hours per week will accrue annual leave at the rate of 6.67 hours per pay period for the first two years, 10.00 hours per pay period for years 3 through 5 and 13.34 hours per pay period after 6 years of employment. Employees working fewer than 40 hours per week will be pro-rated accordingly.

b. A maximum accrual of 200 hours of annual leave can be carried forward beyond the end of the fiscal year.

c. Any hours over that limit accrued during the year will be forfeited at the close of business on last day of the FAAST’s fiscal year (June 30th).

d. Upon separation, payment will be made to regular full time employees for up to a maximum of 200 hours provided the employee has at least 180 days of full-time employment with FAAST. This payment will be at the employee’s current salary rate at time of termination.

e. Temporary employees are not eligible to receive paid vacation leave.

2. Vacation leave must be scheduled and approved in advance, except that one day per calendar year may be used for personal reasons without prior approval. Vacation leave can be used in minimum increments of 4 hours. Any vacation request exceeding two consecutive weeks would require the approval of the Executive Director. Not all requests for extended vacation time will be granted.

3. To use earned vacation leave, employees must submit a written request to their supervisor at least two weeks in advance whenever possible. Used vacation time is to be reflected on the employee’s time sheet and supervisory signature obtained. Requests will be reviewed based on a number of factors, including pending work assignments and staff requirements. At the discretion of the Executive Director, an exception may be made for extenuating circumstances.

4. The availability of vacation leave will be determined by the needs of FAAST. Should two or more employees wish to take vacation leave when it is not feasible for two or more to be absent from their position at the same time, the first request shall be honored.

5. Vacation leave is paid at the employee’s base pay rate at the time of vacation. Vacation time will not be counted as hours worked for the purpose of calculating overtime.

6. The employee is responsible for planning his or her schedule to ensure that earned time is used in a timely manner. A maximum accrual of 200 hours may be carried forward beyond the end of the fiscal year. Vacation leave cannot be used to in lieu of a notice of resignation unless this arrangement is approved by the Executive Director.

7. Vacation time does not accrue while an employee is on leave without pay.

8. Any paid holiday occurring during an employee’s vacation will not be charged as vacation time.

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9. Vacation leave will be used to maintain compensation for an employee with an extended illness that has

exhausted all sick leave accruals.

10. Prior to departing for vacation, the employee must complete all necessary documentation and obtain the necessary approvals. It is the employee’s responsibility to establish a voicemail and email message greeting/auto-response that indicates they are away from the office, who should be contacted in their place and the date they expect to return to the office. The primary voice mail greeting is to be reinstated immediately upon employees return to the office and the email auto-response should be suspended.

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A-12 Holidays POLICY: FAAST recognizes and will be closed for holidays approved each year for the State of Florida government offices. All full-time FAAST employees will receive the equivalent of a full day’s pay for each official holiday. *Note: With the Executive Director’s approval, employees may work a regular holiday and substitute a personal or religious holiday of their choosing. Requests to use a substituted holiday should be submitted at least 2 weeks in advance. In addition to the State of Florida holidays, the date of one additional “floating holiday” will be determined by the Executive Director each year. To be eligible for holiday pay, employees must work the regularly scheduled workday immediately preceding and immediately following the holiday. Paid time off for holidays will not be counted as hours worked for the purposes of determining overtime. Although FAAST does not provide paid holiday leave to part-time employees, holiday pay may be provided to part-time employees who are specifically required to work on a holiday. Part-time employees who are so affected may receive holiday pay in addition to regular pay for time worked (i.e., double time). PROCEDURES: 1. No action is required for full time employees to receive compensation for a scheduled holiday.

2. A request to work during a scheduled holiday in order to accrue a future substituted holiday must be

submitted in writing to the Executive Director for advance approval.

3. Requests to use a substituted holiday require written notification at least two weeks prior to the requested day off and must be approved by the Executive Director.

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A-13 Sick Leave POLICY: FAAST recognizes that employees may require time off from work to recuperate from illness or injury. FAAST provides full time employees with 10 days (80 hours) of paid sick leave per fiscal year accrued on a monthly basis. Part time employees are eligible for paid sick leave on a pro-rated basis, according to the number of hours worked. PROCEDURES: 1. Sick leave accrues at the rate of 6.67 hours per pay period for all full time employees; part time sick leave

accrual is prorated based on number of hours worked. There is no limit to the accrual of unused sick leave.

2. Sick leave may be used for illness or injuries. Sick leave may be used to assist in the recovery from illness or injury for the employee’s spouse, or significant other, father, mother, or children.

3. Written verification from a physician may be required whenever sick leave is used for three (3) or more workdays with any two-week period.

4. Sick leave may be used for medical or dental appointments that cannot be scheduled outside of working hours. An employee must indicate time taken off for this purpose on their timesheet and obtain prior approval from their supervisor.

5. Employees who are unable to report to work due to illness or injury must notify their direct supervisor or other management personnel at the start of the normal workday. The employee’s supervisor must also be contacted with each additional day of absence unless a statement from a medical professional indicating a date for return to work has been submitted to the employee’s supervisor. An employee cannot simply call and leave a message when calling in sick. They must speak directly with a FAAST supervisor, or designee, in order to make appropriate arrangements for any scheduled appointments and work related tasks. Failure to do so may result in disciplinary action up to and including termination.

6. Upon returning to work, an employee must complete a timesheet to document the amount of sick time that was used and have their supervisor’s provide written approval by initialing the timesheet.

7. Sick leave is paid at the employee’s base pay rate at the time of the illness. Sick leave will not be counted as hours worked for the purpose of calculating overtime.

8. No sick leave will be paid for any employee leave compensated by Worker’s Compensation, short term disability or long term disability. However, annual and sick leave may be considered between the times Worker’s Compensation and short term disability become available.

An employee may request to apply available sick leave and/or annual leave to any waiting period for workers’ compensation, i.e. the current statutory seven (7) day period, and may request the use of sick and/or annual leave to offset any salary shortfall, i.e. workers’ compensation may remit 66 and 2/3 salary, the employee could apply leave toward the remaining 1/3 value. If an employee exhausts all his/her sick leave, vacation leave may be used subject to medical verification and the approval of the Executive Director. When accrued sick leave and vacation leave has been depleted, the Executive Director may at his/her discretion authorize leave without pay. Written notice will be provided to the employee at least one payroll period before all compensation will end and will indicate the terms of any non-compensated absences including the maximum duration of such leave.

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9. Sick and vacation leave does not accrue when the employee is on leave without pay.

10. When an employee resigns or is terminated, no reimbursement for unused sick time shall occur.

11. If the Executive Director has reason to believe an employee is abusing the sick leave policy, he/she may

request medical documentation from that employee prior to approving the payment of sick leave. The documentation must indicate that a medical or dental professional directed the employee to remain off duty and the specific date the employee is allowed to return to work.

12. Sick leave intended solely to provide income protection in the event of illness or injury and should not be used for other personal absences. Abuse of sick time or fraudulent sick leave documentation may result in disciplinary action up to and including termination.

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A-14 Leave of Absence POLICY: Employees that have completed at least one year of service may be granted an extended leave of absence under certain circumstances, such as the following:

Medical Leave: Medical leave may be taken by employees who are temporarily unable to work due to a serious health condition or disability. A serious health condition means any illness, injury, impairment, or a physical or mental condition that involves inpatient care in a hospital, hospice, or residential medical facility; or continuing treatment by a healthcare provider. A healthcare provider’s statement must be submitted verifying the need for medical leave and its beginning and expected ending date. Any changes in this information should be promptly reported to FAAST. Employees returning from medical leave must submit a healthcare provider’s verification of their fitness to return to their specific job.

Military Leave: A military leave of absence will be granted if a full time employee enlists, is inducted, or is recalled to active duty in the Armed Forces of the United States for a period of not more than four years (plus any involuntary extension for not more than one year). Employees who perform and return from active military service, the military reserve, or the National Guard shall have and retain such rights with respect to reinstatement, seniority, vacation, layoffs and compensation as may be from time to time provided by applicable Federal or State statute. Educational Leave: FAAST provides an educational leave without pay for up to one year to eligible employees who wish to pursue course work that is applicable to their job duties with FAAST. Only full time employees who have completed at least five years of employment with FAAST are eligible for educational leave. A copy of the degree earned, certificate of completion or an unofficial transcript of completed coursework may be requested by FAAST at the conclusion of the educational leave. Vacation and sick leave accruals will be suspended during these leaves and will resume upon return to active employment. Family Leave: The birth/adoption of a child profoundly affects both new parents. Parenting is a long-term charge and additional options need to be incorporated to account for this responsibility. If an employee elects to enroll in short-term disability, FAAST will provide the employee no more than six (6) weeks of PAID parental leave at 40% of the employee’s salary (short-term disability will cover the remaining 60%), separate and independent from vacation leave and/or accrued sick leave. Employees can choose to take this paid family leave either before or after using vacation leave and/or accrued sick leave. Health insurance and retirement benefits will continue to be provided by FAAST during this 6 week period. In addition, FAAST will make a one-time contribution of no more than $250 towards health insurance for the employee’s beneficiaries during this transition period. If an employee elects to NOT enroll in short-term, FAAST will provide the employee no more than six (6) weeks of PAID parental leave at 100% of the employee’s salary separate and independent from vacation leave and/or accrued sick leave. Employees can choose to take this paid family leave either before or after using vacation leave and/or accrued sick leave. Health insurance and retirement benefits will continue to be provided by FAAST during this 6 week period. In addition, FAAST will make a one-time contribution of no more than $250 towards health insurance for the employee’s beneficiaries during this transition period. If at any time, an employee can request a Transitional Work Assignment (Please see Transitional Work Program). PROCEDURES: 1. A request for a leave of absence or any extension of a leave of absence should be submitted in writing to

the employee’s supervisor thirty (30) days prior to commencement of the leave period or extension.

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2. Every attempt will be made to reinstate an employee returning from a leave of absence to their same job or

one of similar status and compensation dependent upon any financial and legislative restrictions that would make it impossible or unreasonable for FAAST to provide reinstatement. If the same job or one of similar status and pay is not available, reinstatement may be deferred until a position is available; and the employee may be granted a preference in recall. FAAST cannot, however, guarantee reinstatement in all cases. In the event that there are no suitable openings available, the employee will be separated from the employment with FAAST.

3. If an employee accepts either part-time or full-time employment elsewhere while on an authorized leave of absence, it will be considered that such employee has resigned without notice and shall be separated from employment, unless such employment is approved by the Executive Director in writing.

4. If an employee fails to report to work on the first business day following the end of the approved leave period, FAAST will assume that the employee has resigned and the employee shall be separated from employment. A certified letter acknowledging that condition will be sent to the last address on record for the former employee.

5. When an employee or their family member has a severe or life-threatening medical condition, the employee may take up to 12 weeks of unpaid leave and continued health care coverage if the employee has worked for FAAST for at least 12 months preceding the leave.

Adopted by the FAAST Board of Directors Date: January 15, 2015 Personnel Committee

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Transitional Work Program

The FAAST Transitional Work Program is a comprehensive, proactive program that provides suitable temporary transitional duty as a bridge back to full, normal employment as quickly as possible upon conditions approved by the FAAST Personnel Committee. Suitable transitional work is productive and useful to the organization’s operations and complies with the employee’s medical restrictions to allow a safe return to work as quickly as possible. Suitable transitional work allows the employee to progressively assume full, pre-injury duties. The Transitional Work Program does not require FAAST to create unnecessary work when suitable transitional work is not available. Employees who decline suitable transitional duty assignments will be placed on leave until they are able to resume full normal duty. Transitional duty assignments are temporary and initially may be established for up to 45 calendar days. The Executive Director in consultation with the Personnel Committee may extend the temporary transitional duty period up to an additional 30 calendar days based upon prognosis for further recovery and medical documentation from a licensed physician. Transitional duty assignments may not exceed a maximum of 75 calendar days and may be either full-time or part-time. The employee will receive his/her regular pay along with benefits.

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Procedures:

1. The employee will communicate with the Executive Director and chairperson of the Personnel Committee that a Transitional Work Assignment is needed.

2. The Personnel Committee approves or denies the request.

3. If approved, the employee will meet with the FAAST Executive Director to develop a Transition Work Plan.

4. The Executive Director will prepare a Transition Job Offer Letter that includes:

a. A brief description of the transitional duty assignment and the physical requirements that comply with the employee’s medical assessment if necessary;

b. Anticipated duration of the assignment;

c. The employee’s transitional work schedule and regular pay rate;

d. The location of the assignment;

e. The name of the supervisor to whom the employee will report; and

f. A section for the employee to indicate acceptance or refusal of the assignment.

5. If the employee has been out of work, send the Transitional Job Offer Letter to the employee via certified mail and ensure that the letter is returned with the employee’s signature and indication of whether the offer was accepted or declined. Hold the transitional duty assignment open for 5 workdays following the date the employee receives the letter.

6. If the employee is at work and has not lost time as a result of the injury, the Transitional Job Offer letter can be presented to the employee in person. The employee must sign the letter and indicate whether the transitional job offer is accepted or declined.

7. Discuss the details and conditions of the transitional duty assignment with the employee as soon as possible after the employee receives the Transitional Job Offer Letter.

8. Ensure that the employee understands the consequences of declining an offer of suitable transitional work.

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A-15 Compensatory Time/Flex Time POLICY: FAAST does not maintain a compensatory time off system in lieu of approved overtime. Under no circumstances can non-exempt employees earn compensatory time. Authorized over-time is paid to non-exempt employees at 1½ the employee’s normal hourly rate for hours in excess of 40 during a normal work week. With the prior approval of the Executive Director, exempt employees may adjust their normal work schedule to accommodate travel or grant compliance demands and maintain a reasonable number of work hours during the pay period. PROCEDURES: Non-exempt employees must document hours worked on their daily timesheet. Any additional hours must be authorized and initialed by a supervisor or the Executive Director. Overtime at the rate of time and a half will be paid for hours over 40 within the workweek that has been established by the Executive Director. Exempt employees are not eligible for overtime. With the approval of the Executive Director, exempt staff may adjust their normal work schedule to accommodate special situations, travel requirements and grant compliance situations and maintain a reasonable amount of hours within the pay period. Schedule adjustments are not expected to span more than 30 days and may not be ‘banked’ for future use or compensation.

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A-16 Health Benefits POLICY: Health benefits are considered a form of compensation and comprise a significant portion of the employee’s total compensation package. Many of the employee benefits described in these sections are not mandated by law and are provided to enhance the lives of employees and their families. FAAST reserves the right to change or modify the health benefits offered to employees due to budgetary reasons at any time. Any change to health or other benefits will be conveyed to all affected employees in writing. FAAST provides health insurance and dental insurance at no cost to full time regular employees. Currently, an employee’s dependents may be covered by these two plans at the employee’s expense. Short-term and long-term disability insurance as well as a $25,000 Life Insurance policy is also provided as a paid benefit to full time regular employees. Dependents are not eligible to participate in these benefits. An employee becomes eligible for health benefits in accordance with the current established health care plan criteria. Completed and accurate paperwork must be submitted prior to the first day of eligibility in order to access these benefits. PROCEDURES: 1. An employee who chooses not to participate in the health care insurance plan offered by FAAST will not be

reimbursed.

2. An employee who chooses not to participate in the health care insurance plan offered by FAAST can only enroll in the FAAST health care insurance plan during an open enrollment period.

3. Supervisory or office management staff must review all eligible insurance with a new hire during the first 30 days of full time employment. All required paperwork must be explained to the new employee and completed as soon as possible. An initialed checklist indicating that all necessary forms have been completed by the employee and submitted by FAAST to the appropriate carrier should be presented to the Executive Director or his/her designee within 30 days of hire for each new employee.

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A-17 Additional Benefits POLICY: Benefits are considered another form of compensation and comprise a significant portion of the employee’s total compensation package. Many of the employee benefits described in these sections are not mandated by law and are provided to enhance the lives of employees and their families. FAAST recognizes the importance of providing full-time employees an opportunity to invest in their retirement. All employees are eligible to participate through payroll deduction in a tax deferred annuity plan that is subject to Section 403(b) of the Internal Revenue Code. FAAST also offers a Simplified Employee Pension (SEP) plan to full-time employees. Through the SEP plan full-time employees may be eligible to receive a Board approved designated percentage of their annual salary deposited in their SEP plan. Annual SEP plan contributions and percentages are not guaranteed. Each year during the budget process, the FAAST Board of Directors will make a determination whether sufficient funds are available to make a contribution to eligible employees’ SEP plans. Upon completion of one year of employment, full-time staff will be eligible for a SEP plan contribution approved for newly hired employees after March 19, 2008. PROCEDURES: 1. Full-time regular employees are eligible to begin contributing to a 403(b) plan on the first full month of

employment in accordance with the FAAST Personnel Manual. The available 403(b) and SEP plans will be explained during a new employee’s orientation session. All necessary forms will be presented to the employee during orientation. Employees are encouraged to ask any questions during orientation so that they can begin retirement contributions as soon as possible. 403(b) contributions will not be deducted from payroll until all of the appropriate paperwork has been completed and submitted.

2. FAAST also recognizes the benefit of facilitating retirement and compensation transactions through payroll deduction and direct deposit. All employees may have their payroll checks direct deposited into their accounts at any bank that accepts direct deposit transactions.

3. Employees are required to provide a voided check, account verification from their bank, or a deposit slip in order to facilitate the direct deposit of their monthly payroll, unless doing so poses an undue hardship.

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A-18 Performance Evaluation POLICY: The job performance of each employee will be evaluated periodically by the employee’s supervisor, as well as the Executive Director in order to provide a full and fair job evaluation that recognizes the contribution of each employee and provides guidelines for improvement, whenever it is needed. The evaluation also will assist FAAST in making fair decisions regarding promotion, changes and if necessary, disciplinary action. Performance evaluations shall be completed annually or at the time of an employee’s transfer, promotion, or demotion to a new position. At the determination of the Executive Director, special performance reviews may be provided for an employee who has been rated “unsatisfactory” during a performance evaluation or who is not performing satisfactorily at any other time. The employee shall be given a period of time, determined by the Executive Director, to make acceptable improvement or be separated from employment. Employee participation in the performance evaluation process is desirable and helps to achieve a mutual understanding of job expectations as well as an assessment of job performance. If an employee is not able to participate or is unwilling to participate in the performance evaluation process, a supervisor may complete the evaluation without the employee. PROCEDURES: 1. The employee’s supervisor shall complete a written review of the employee’s performance with appropriate

employee participation at scheduled intervals. The evaluation will note the employee’s strengths and weaknesses in performance, the employee’s ability to complete required tasks as described in the job description, the employee’s general professional conduct and demeanor and any extraordinary duties assumed by the employee since the last review.

2. The supervisor will review the report with the employee in a face to face meeting. Employees that fail to demonstrate competent skills required in the job description of the position for which they were hired during the initial 30 days of hire, transfer or promotion may be terminated.

3. A written annual performance evaluation completed by the supervisor, with appropriate employee participation, will include the employee’s strengths, weaknesses, identification of areas for growth and competency building. It should reflect both the supervisor and employee’s expectations for goals and professional growth during the following year.

4. At the conclusion of the face to face review, the employee shall sign the original written review indicating that he/she has read and discussed the evaluation with the supervisor and is prepared to participate in achieving the future goals as outlined during the process. The employee should receive a copy of the review; the original should be submitted to the Executive Director for retention in the employee’s confidential personnel file.

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A-19 Employee Raises POLICY: Although cost-of-living and/or merit increases are not guaranteed, FAAST is committed to offering regular employees yearly salary increases, contingent upon availability of adequate funding and based upon overall job performance. PROCEDURES: Any pay increase, if applicable, will be recommended by the Executive Director based on available budgetary funds and submitted for approval by the Board of Directors. Pay increases will become effective on the anniversary date of hire or date of transfer or promotion coinciding with the annual review. Any delay due to Board authorization may result in an initial retroactive increase amount for a single payroll period to bring the annual salary to the appropriate level. All appropriate benefits and deductions will be calculated on a prorated basis and transacted accordingly whenever possible in the event of a retroactive payroll increase that impacts benefit or deduction calculations. Supervisors and employees are encouraged to process all review materials in a timely manner to avoid the necessity of a retroactive payroll event.

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A-20 Termination POLICY: Each employee of FAAST is considered an ‘at-will’ employee and may be terminated at any time with or without cause. Operationally, FAAST recognizes seven general basic reasons for termination of employment: 1. Resignation- voluntary termination freely initiated by an employee. FAAST requests that full-time and part-

time employees give at least two weeks’ notice. If an employee does not provide advanced notice as requested, the employee may be considered ineligible for rehire.

2. Mutual Agreement- both the individual and the management decide to end the employment relationship for their mutual benefit. Under such circumstances, the employee record may reflect a mutual agreement recognizing that the individual’s skills are not matched to job requirements. Under these circumstances, both parties agree upon a departure date that allows the employee time to transfer any pending projects and FAAST a reasonable period to begin the replacement process. This period may be less than the customary two weeks but will not impact the employee’s eligibility for rehire. Mutual agreement should be recorded as the reason for termination when these circumstances exist.

3. Unsatisfactory Performance- failure of an employee to: a. Meet performance standards; b. Meet the criteria of duties outlined in the job description; c. Failure to complete tasks in a timely, competent manner; or d. To maintain an adequate attendance record.

Prior to termination for unsatisfactory performance, every effort will have been made by the supervisor and Executive Director to reasonably resolve the problem with the employee. Written documentation of unsatisfactory performance will have been reflected in an employee’s personnel record.

4. Uncooperative or insubordinate behavior that affects the general work environment or morale of others

may result in termination.

5. Misconduct will result in immediate dismissal/termination of employment and requires no prior notice. Termination for misconduct may be invoked for any of the following non-exclusive reasons:

a. Possession of a weapon during work hours or on FAAST property unless otherwise authorized by state and federal law;

b. Giving false information on the employment application; c. Gross misbehavior on the job; d. Refusal to do work reasonably expected; e. Wrongful use of or taking agency property; f. Arrest/conviction of any crime, which, at the discretion of the Executive Director, could impact

negatively upon FAAST or pose a risk to its consumers; g. Unauthorized release of confidential information; h. Confirmed abuse or neglect of a consumer; i. Willful neglect or endangerment of a consumer, co-worker, or member of the public j. Violence in the workplace (whether directed toward a consumer, co-worker, member of the public or

others); k. Intentional falsification of records related to the transaction of FAAST business; l. Chronic absenteeism, unexcused lateness or leaving early, including failure to call in properly; m. Violation of FAAST policy including, but not limited to, conflict of interest policies; n. Deception in securing employment; o. Possession, use, or reporting to work under the influence of alcohol, illegal substances or misuse of

legal substances while on the job; or p. Refusal to follow instructions, disrespect towards supervisors, consumers or associates, or any

form of insubordination.

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6. Reduction in Work Force- resulting from job elimination due to reorganization or financial requirement as

determined by the Executive Director and approved by the Board of Directors. Every attempt shall be made to give any employee so affected one-months’ notice with reasonable time off during the notice period for job interviews. Individuals who are terminated because of work force reduction (layoff) are eligible for reemployment (recall) if their same job opens up again within a six-month period after termination. If another position becomes available during that same time period, and the terminated employee may be qualified for it, he or she would be invited to apply and will be given consideration. Employees subject to work force reduction remain eligible for reemployment for an infinite period, but they need not be given special notification after six months from the date of their termination.

7. Retirement at whatever age an employee begins to draw income benefits from Social Security. There is no mandatory retirement age. The customary two week notice is requested of retiring employees.

PROCEDURES: 1. Formal notice of termination should be provided in written form whenever possible.

2. At the time of termination any unpaid vacation accrual should be included in the final payroll disbursement

for any employee that has not been terminated for cause. The final sick leave accrual should be noted in the employee file in case the employee is reinstated; however, no payment is made for unused sick leave at termination. Any pending flex hours for exempt employees are forfeited at notice of termination and are not subject to compensation.

3. All retirement benefits provided to the employee through 403(b) employer contributions and employee payroll deduction are retained by the employee.

4. Employees are responsible for returning all FAAST property, including keys, pagers, cell phones, any agency documentation, etc. that are issued to them or in their possession or control at the time of termination. Employees must return any FAAST property to the FAAST office immediately upon request at termination of employment. Failure to return FAAST property may result in the deduction of the value of the property from the employee’s final paycheck and accrued vacation time compensation and/or further legal action.

5. For any employee not terminated for cause, an exit interview should be conducted by a management level staff member other than the employee’s immediate supervisor prior to the employee’s final day or employment. In conjunction with the exit interview, a full explanation of any benefits that may be transferred or extended to the exiting employee should be reviewed. Any required documentation should be provided.

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A-21 Corrective Disciplinary Action POLICY: Disciplinary action, short of termination, may take several forms depending on the severity of the problem and number of occurrences. Generally, disciplinary action (except for misconduct) includes verbal counseling, written reprimand, suspension and termination. At the discretion of the Executive Director, disciplinary action may be initiated at any step within this sequence. PROCEDURES: 1. Verbal Counseling – must be documented. From time to time, significant problems or deficiencies related

to job performance occur. Supervisors should provide counseling regarding any such problems of deficiencies. In any case where a supervisor provides counseling, the supervisor should document the occurrence of the counseling in memo form to the employee, including the date and substance of the counseling session. The employee should be asked to initial the memo indicating that the memo accurately summarizes the counseling session. The employee should receive a copy of the memo and the original initialed copy should be placed in the employee’s personnel file. Verbal counseling is not necessary prior to taking other disciplinary action, including termination, against an employee.

2. Written Reprimand – A written reprimand is a form of corrective supervisory feedback in response to a serious incident, violation of policy or procedure, or inability to respond to supervision through verbal counseling. A reprimand is documented in memo form, with the words “WRITTEN REPRIMAND” printed in large, bold letters across the top of the page. A written reprimand must contain a description of the inappropriate behavior, the date of its occurrence, and a list of steps or actions the employee must take to correct the behavior. A written reprimand must be provided in a face-to-face conference between the employee and the supervisor. A written reprimand must be pre-approved by the Executive Director. The written reprimand must be copied for the employee’s personnel file.

3. Suspension – not to exceed 10 days, and requires approval of the Executive Director. No compensation is paid, but benefits will continue. Documentation is kept in the personnel file.

a. Written notice of suspension will be provided, which includes the employee’s name, the effective

date of the suspension, the reason for the suspension, and instructions for contact with FAAST. The Executive Director will sign the written notice of suspension.

b. The Executive Director will determine the need for an investigation, the type of investigation and who conducts the investigation. The outcome of the investigation is to be documented by the Executive Director. If necessary, the Executive Director will consult the Board of Directors Personnel Committee or legal counsel regarding appropriate action.

4. Termination – this decision may only be made by the Executive Director. Documentation is kept in the

personnel file (refer to Policy A-20 for the grounds for termination).

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A-22 Promotions POLICY: Promotions will be made on a basis of merit with appropriate consideration given to qualifications, performance appraisals and length of service. PROCEDURES: An internally promoted employee will receive an updated job description of the responsibilities of the new position and a concurrent final review of their previous position.

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A-23 Job Accommodation POLICY: The American’s with Disabilities Act of 1990 (ADA) makes it unlawful to discriminate in employment against a qualified individual with a disability. To be protected under the ADA, an individual must have, have a record of, or be regarded as having a substantial (as opposed to a minor) impairment. A substantial impairment is one that significantly limits or restricts a major life activity. A reasonable accommodation is any change or adjustment to a job or work environment that does not cause an undue hardship on the Organization and which permits a qualified applicant or employee with a disability to participate in a job application process, to perform the essential functions of the job, or to enjoy benefits and privileges of employment equal to those enjoyed by employees without disabilities. PROCEDURES: Whenever an employee or applicant requests an accommodation, the individual requesting the accommodation shall submit in writing to the Executive Director the following information: 1. Name, date, address, and list of the function(s) identified in the job description that the individual will

require an accommodation in order to perform effectively and the type of accommodation being requested.

2. The employee or applicant must provide evidence or documentation to support the need for accommodation based on disability. The Executive Director and employee/applicant shall hold a meeting to discuss the accommodation request. At the conclusion of that meeting, the Executive Director shall document his/her decision regarding the requested accommodation and his/her reasons for granting/denying that request.

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A-24 Jury Duty POLICY: All employees are allowed appropriate time off to serve on jury duty. PROCEDURES: 1. Evidence of notice to serve on jury duty must be provided to the Executive Director. Employees must

make every effort to ensure that work is completed and work related events have alternative coverage prior to serving on jury duty. Employees will be compensated the difference between their regular rate of pay and all monies received pursuant to serving on a jury. Employees must provide written documentation of actual time served while on jury duty.

2. Employees are expected to report to work whenever the court schedule permits while serving jury duty.

3. FAAST will continue to provide health insurance and retirement benefits for the full term of the jury duty absence. Vacation and sick leave benefits will continue to accrue during jury duty leave.

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A-25 Employee Complaint Procedure POLICY: FAAST is committed to providing the best possible working conditions for its employees. Part of this commitment is encouraging an open and frank atmosphere in which any problem, complaint, suggestion, or question receives a timely response from FAAST supervisors and management. FAAST strives to ensure fair and honest treatment of all employees. Supervisors, managers, and employees are expected to treat each other with mutual respect. Each employee is expected to communicate directly with his/her supervisor, Executive Director, and other employees involved in the situation concerning work-related problems. If this method does not solve a problem, the employee may make a formal complaint using the following procedures. PROCEDURES: 1. The employee or employees submit(s) a written complaint or grievance to the supervisor or Executive

Director, for decision and resolution. The written complaint must detail the nature of the problem and steps that have already been taken in an attempt to resolve the problem. If the grievance cannot be solved at that step, the Executive Director shall submit his/her findings to the Personnel Committee of the Board of Directors for decision and resolution.

2. If the Personnel Committee cannot resolve the grievance, it shall forward its findings to the Executive Committee for final resolution.

3. The Board of Directors will review the findings of the Personnel and Executive Committees. The Board of Directors may choose to stay the decision of the Personnel Committee or may, at their discretion, schedule an appeal hearing. A written decision by the Board of Directors shall be provided to the Executive Director and to the employee/employees within ten (10) working days of its meeting. The decision of the Board of Directors shall be final.

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A-26 Staff and Volunteer Travel POLICY: FAAST shall reimburse employees for travel expenses in conjunction with FAAST business according to Florida Statute 112.061. All travel must be pre-approved by the Executive Director. PROCEDURES: 1. All travel reimbursements must be submitted by the 15th working day of the month following the month in

which the expense was incurred, or it will not be reimbursed.

2. The Executive Director has the prerogative to limit travel according to budget limitations.

3. Travel forms must be accurately completed, signed, approved, and submitted to FAAST Headquarters for processing in order to receive reimbursement.

4. Accurate and complete information is required prior to reimbursement for travel claims.

5. When an automotive (car or van) rental or hotel room is required for travel, the employee must obtain the approval from the Executive Director or his/her designee prior to making the final travel arrangement. In cases where the Executive Director or his/her designee cannot be reached, the employee must request the most economical rate to meet the need and notify the Executive Director and/or Designee as soon as possible of the arrangements.

6. The Office manager should supply a copy of FAAST’s certificate of tax exemption to any employee involved in non-local travel so that applicable sale tax will not be charged for accommodations, automotive rental or other travel related expenses.

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A-27 Travel Advance PROCEDURES: The following procedures/guidelines are to be followed by FAAST to issue travel advances: 1. Travel advances are restricted to exceptional circumstances and must be approved by the Executive

Director and reviewed and approved for accuracy and compliance by the Accountant. 2. A travel advance will be issued only for those trips whose total cost, excluding the cost of air travel, hotel,

and rental car charges billed directly to FAAST, exceeds $125. 3. Travel advances and other travel will require estimated allowable costs within the State reimbursement

procedures. The estimated travel costs include, as applicable, but may not be limited to: per diem, hotel, rental car, mileage, tolls, parking fees, and other travel expenses, with an estimated total.

4. The travel advance request must be made a minimum of two weeks in advance of the travel whenever

possible. The travel advance will be issued no earlier than 48 business hours prior to departure. 5. A travel advance will be issued only to regular employees of FAAST and FAAST Board members. 6. The travel advance cannot exceed 80% of the estimated cost. 7. The travel reimbursement form must be submitted for approval within five (5) business days after return

from the trip. 8. If the advance provided is less than actual clearly documented allowable trip expenses, the balance due

will be paid to the traveler. If the advance is greater than actual trip expenses, the traveler must attach a personal check made payable to FAAST for the excess over cost.

9. The travel reimbursement form, which includes the attached outstanding travel advance request, must be

properly approved and submitted to the Executive Director and reviewed and approved for accuracy and compliance by the Accountant prior to the submission of a request for an additional travel advance.

10. Request for travel advance payments must not be commingled with other requests for payment, but shall

be separately vouchered and must be properly coded ‘Travel Advance.’

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A-28 Automobile Usage POLICY: Any employee who drives on FAAST business and uses his/her personal or rented vehicle does so according to the following guidelines: PROCEDURES: 1. At the time of hiring, the employee presents his/her valid Florida Driver’s License and insurance card to the

supervisor for verification and must present current and valid license and insurance annually and at other times designated by the Executive Director.

2. The employee must inform the supervisor of any changes that may affect his/her legal or physical ability to drive or be insured.

3. Employees required to drive for FAAST business may drive their personal vehicles to transport themselves as required by their job responsibilities, but shall not use their personal vehicle to transport any consumers or volunteers without approval of the Executive Director. Violation of this policy may result in disciplinary action up to and including separation of employment.

4. Employees who drive a vehicle on FAAST business must, in addition to meeting the above requirements, drive safely and must make sure that the vehicle meets legal standards for insurance and drivability. Employees are responsible for any driving infractions or fines as a result of their driving.

5. Employees are not permitted, under any circumstances, to drive a vehicle for FAAST business, when any physical or mental impairment causes the employee to be unable to drive safely. This prohibition includes, but is not limited to, circumstances in which the employee is temporarily unable to operate a vehicle safely or legally due to incapacity caused by conditions such as illness, medication, intoxication, or use of illegal drugs.

6. Employees who use their personal vehicles for approved business purposes will receive a mileage allowance for such usage according to F.S. 112.061.

7. Employees must immediately report any accident involving a personal and/or a rental vehicle used on FAAST business to their supervisor as well as the Executive Director, regardless of the extent of damage. The accident shall be reported as soon as possible, but no later than the end of the employee’s shift. Employees are expected to cooperate fully with authorities; however, employees shall make no voluntary statements other than reply to questions of investigating law enforcement officers.

8. Time spent by employees driving a personal vehicle on FAAST business during the employee’s normal working hours, or approved after work hours, is to be considered hours worked for pay purposes.

9. The use of agency vehicles, or any vehicle rented for agency business, for non-agency business is strictly prohibited and may result in termination.

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A-29 Fees and Honoraria POLICY: Fees and honoraria received by an individual staff person for consulting, lecturing, counseling, interpreting, etc., or otherwise advising other individuals or groups about FAAST or its programs, or as a part of the staff person’s position will be governed as follows: 1. Any activity of this nature related to the work of FAAST requires that FAAST will receive 100% of the paid

compensation unless otherwise stated by the Executive Director.

2. Prior to agreeing to consulting, lecturing, counseling, etc., the employee must secure the approval of the Executive Director to assure that there is no conflict of interest (see policy A-30).

3. Requests for speakers/presentations etc. directed to the employee, as a representative of the FAAST requires approval of the Executive Director to assure that there is no conflict-of interest.

4. All content of consulting, lecturing, etc., needs to receive prior approval from the Executive Director. PROCEDURES: An outline of the consulting activity or lecture should be submitted to the Executive Director two weeks prior to the date of the event. At the Executive Directors discretion, a conference to discuss the event may be required to establish any limitations or adjustments to the submitted proposal.

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A-30 Outside Activities/Conflict of Interest POLICY: The involvement of FAAST employees in outside activities may be subject to certain restrictions. Any secondary employment, educational or training curricula or volunteer commitments that might impede an employee’s ability to fulfill their job responsibilities or may constitute a conflict of interest must be discussed with the employee’s supervisor and may require written approval by the Executive Director. PROCEDURES: 1. FAAST requires that employee activities away from the job do not compromise the FAAST’s interests or

adversely affect the employee’s job performance and obligations to the organization.

2. Employees should consider the demands that the additional activities may create. Outside employment or training will not be considered as an acceptable excuse for poor job performance, absenteeism, tardiness, leaving early, refusal to travel or refusal to work. If outside work, training does cause or contribute to job-related problems, FAAST may require that such activity be discontinued in order to continue employment. If necessary, disciplinary procedures will be followed to correct the problem.

3. Outside employment that constitutes a conflict of interest is prohibited. Employees may not receive any income or material gain from individuals outside FAAST for materials produced or services rendered while performing their jobs. To ensure that conflicts do not exist, employees who wish to accept outside employment must notify their immediate supervisor in writing, describing the nature of the outside employment.

4. Employees who are engaged in additional employment are not eligible for paid sick leave when the absence is used to work on a secondary job.

5. Any personal, professional or volunteer relationship with collaborative partners, funding sources, contributors, vendors or other parties affiliated with the business of FAAST must be disclosed to the Executive Director and a determination made regarding potential conflict of interest and whether continued employment is allowed.

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A-31 Educational Assistance POLICY: If funds are available and approved by the Board of Directors, FAAST may provide educational assistance to full time employees when a course, degree, license, or certification is essential to the employee’s job requirements. FAAST has the sole discretion to determine whether a course, degree, license, or certification is essential to the employee’s job requirements. The level of assistance will be based on the length of employment commitment the employee makes to FAAST after receiving assistance and will be determined on a case-by-case basis. PROCEDURES: 1. The Employee must discuss with their supervisor and the Executive Director any educational assistance

opportunities prior to matriculation. Upon verbal approval, the employee will document the assistance request noting the amount, the educational institution or licensing authority and the expected date of completion. The Executive Director will provide written authorization for any approved educational assistance by signing and dating the employee request. A copy of this authorization will be maintained in the employee’s personnel file and a copy of the authorization will be attached to the accounts payable check issued in payment.

2. If an employee terminates his/her employment with FAAST within one (1) year of receiving educational assistance, the employee will reimburse the FAAST for all educational assistance costs. FAAST may withhold the amount due from any salary or benefit payments due to employee.

3. Coursework and training that is not job related is not eligible for educational assistance unless it is a required component of a job-related curricula or certification.

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A-32 Executive Director POLICY: The Board of Directors of FAAST is responsible for setting general policies for the organization. The Board employs the Executive Director to whom it delegates responsibility for the day-to-day administration of the organization. The Board of Directors is responsible for ongoing supervision of the Executive Director. The Executive Director manages FAAST staff and contractual staff, either directly or through designated management level staff, using the policies approved by the Board of Directors. PROCEDURES: 1. The FAAST Executive Director will be hired by the Board of Directors according to criteria set in the job

description for the position.

2. The Board of Directors through the Executive Committee will evaluate the Executive Director.

3. The Executive Director has full authority for hiring, firing, supervising, evaluating and disciplining each employee of FAAST.

4. The Executive Director has full authority and responsibility for day-to-day operations of the organization and for final policy making decisions with approval and direction of the full Board of Directors.

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A-33 Delegation of Duties POLICY: The Executive Director may delegate any duty or responsibility designated to his/her position to another staff person; however, the responsibility for the action taken remains with the Executive Director. PROCEDURES: Any delegation that involves financial or supervisory matters must be conveyed through a written memorandum signed and dated by the Executive Director that clearly defines the limits of authority, and the duration of authorization. A copy of this memorandum should be delivered by the Executive Director directly to any employee directly impacted by the delegation. (i.e. the employees subject to the supervision of the delegate or the Accountant if financial authorization or procedures are involved.)

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A-34 Payroll Deductions POLICY: Deductions for required Social Security and FICA taxes as well as deductions for any court ordered child support payments or other wage garnishments will be made from an employee’s payroll check according to all applicable Federal, state and local laws and regulations. Any applicable contributions for the retirement plan benefits will be deducted from employee paychecks as authorized by their enrollment. PROCEDURES: Deductions to the employee’s gross pay will be itemized and clearly identified as to the nature of the deduction. If an employee has any question concerning deductions made from their paycheck or method of calculation for a deduction, the employee should request assistance from their immediate supervisor. A supervisor may request clarification from the Accountant or Executive Director as necessary to resolve any concern that an employee expresses regarding their net compensation.

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A-35 Records Retention POLICY: In accordance with federal regulations, FAAST shall maintain all financial and programmatic records for a minimum of seven (7) years. Consumer records will be kept securely in accordance with applicable federal, state, or local regulations and funding requirements. PROCEDURES: As consumer, financial and programmatic records and reports are developed, assigned personnel will ensure that a permanent copy is securely filed in a designated storage cabinet. On a periodic basis, such documentation may be compiled, boxed, clearly labeled with contents and earliest destruction date and moved to a permanent storage area within the FAAST headquarters or in a designated offsite location. All consumer, financial and programmatic electronic files should be backed up on a daily basis. Backup tapes of vital information should be rotated to an offsite location on a regular basis in accordance with customary disaster recovery operations.

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A-36 Safety Issues POLICY: FAAST maintains a safe working environment. Employees are encouraged to implement Policy A-37 procedures related to unusual incidents in the event of an employee injury. FAAST recognizes several important components in regard to safety issues in the office: fire prevention and reporting, office security and first aid. PROCEDURES: There are several components to maintain a safe work environment: 1. Fire safety and prevention requires that all employees are made aware of the location of all available exits

and fire extinguishers during their initial day of employment. a. Fire extinguishers are in marked areas in the office including the kitchen and within the hall way

across from the restrooms. The current headquarter facility has one main exit: the main front door. Exits are marked and must remain unblocked at all times.

b. Fire extinguishers are inspected on a regular basis as designated by the property management. c. Report all fire hazards to your supervisor immediately for investigation. d. Employees are prohibited from having an open flame at their workstation. Employees are also

prohibited from excessive use of electrical outlet extensions in the office.

2. In the event of a fire in the office, the preservation of employee health and safety is the ultimate priority. a. If an employee sees or smells smoke, report it immediately to all nearby employees. Designate one

employee to call fire department for assistance and provide the exact location of fire. b. Do not panic, and remain calm. c. Ensure that any visiting consumer is safely escorted out of the building. d. Utilize all available personnel to inform everyone in the building to exit the building immediately. e. If possible, and if this does not place anyone in harm’s way, attempt to use the fire extinguisher to

extinguish a small contained fire of known composition. 3. To maintain security in the headquarter office:

a. If an employee is working in the office after hours, ensure that all doors to the office are locked. b. During business hours, there should be at least one individual in the office at all times.

c. If the receptionist is unavailable to occupy the front desk, another employee should assume

responsibility for greeting consumers or other visitors to the center. 4. In the event of injury or medical emergency involving an employee or visitor:

a. For a medical emergency or situation of unknown severity, contact 911 immediately. b. For minor situations a First Aid kit is available in the work room. The First Aid kit should be

restocked by the Office Manager on a regular basis. c. An incident report must be completed for any employee suffering injury in the office that requires

treatment by a medical professional. Incidents of lesser severity may require a report; supervisory personnel should be consulted if an employee is unsure of the need to file a report.

5. Any incident or accident involving an injury to an employee must be reported immediately to management and the Executive Director. All procedures outlined in Policy A-39 regarding workers compensation must be followed.

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A-37 Unusual Incident and Accident Reporting POLICY: 1. An unusual incident is any event that could possibly cause a liability to FAAST. Such events may include

but are not limited to: a. Unwelcome, physical contact between anyone (employees, consumers, visitors or volunteers), b. Unprofessional conduct by an employee, volunteer or contract employee, c. Property damage, d. Anything which could result in unfavorable publicity or criticism for FAAST, e. Injury to anyone while at FAAST, f. Breach of confidentiality, g. Illegal contraband in the facility including weapons, h. Verbal or physical threats, and i. Any behavior that jeopardizes FAAST funding sources.

PROCEDURES: An incident must be reported to the direct supervisor or designee within one hour of the incident, and the Executive Director must be notified within 24 hours. Unusual incidents will be reported to the Board of Directors by the Executive Director as deemed necessary by the Executive Director. All incidents shall be treated as strictly confidential and may not be discussed with anyone without prior approval of the Executive Director.

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A-38 Drug Free Work Place POLICY: FAAST is committed to providing a safe work environment and fostering the well-being and health of employees. Illegal drug use jeopardizes this commitment, and undermines the capability of FAAST to provide quality services. It is the policy of FAAST that the unlawful manufacturing, distributing, dispensing, possessing or use of a controlled substance (illegal or non-prescribed controlled substance) is prohibited. PROCEDURES: Employees may be subject to unannounced drug testing under the following conditions: 1. Job Application Testing - All applicants for positions with FAAST may be tested. Refusal to submit or a

confirmed positive test result may be the basis for rejection of an employment applicant.

2. Reasonable Suspicion Testing - An employee will be required to submit for testing when there is reasonable suspicion that the employee is using illegal drugs. FAAST has a reason to suspect an employee when it has a substantial belief that the employee possesses or uses illegal drugs or alcohol at the work place or when an employee is observed intoxicated or impaired by drugs at the work place; has tampered with a drug test; has caused, contributed to or been involved in an accident while at work resulting in a medical claim or property damage over $250, is engaged in abnormal conduct or erratic behavior in the work place; or shows deterioration in work performance. The reason to suspect will be based on specific and particular facts, and the reasonable inference drawn from those facts in light of experience.

3. Random Testing - FAAST may conduct random drug testing of any employee at its discretion.

4. Follow-up Testing - An employee who in the course of employment, enters an employee assistance program for drug-related problems, or an alcohol or drug rehabilitation program, may be tested as a follow-up measure and thereafter on a quarterly, semiannually, or annual basis for two years thereafter.

5. Post accident/incident - Drug testing may be required following an injury on the job (please refer to policy A-39 Worker’s Compensation).

Employees may be tested for any or all of the following drugs:

• Alcohol • Amphetamines • Barbiturates • Benzodiazepines • Cannabinoids • Cocaine • Methadone • Methaqualone • Opiates • Phencyclidine • Propoxyphene

An employee or job applicant will be able to confidentially report the use of a prescription or non-prescription medication to the supervisor and Executive Director, both before and after being tested, as presence of those drugs may affect the outcome of the test. All information, interviews, reports, statements, memoranda, and drug and alcohol test results, written or

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otherwise received by FAAST are confidential communications and will be maintained separate from the employee’s personnel file.

The consequences of testing positive or refusing to allow a test are as follows:

1. Job Applicants - An applicant who refuses a drug test will not be hired. An applicant who submits to a

drug test, which is both positive and confirmed as positive will not be hired.

2. Employee who has not been injured - An employee who has not been injured and refuses to submit to a drug test or is tested positive and confirmed may be subject to one or more of the following requirements:

a. Required attendance at rehabilitation programs. b. Agree to reasonable discipline which may include job transfer to a less hazardous position,

probationary employment, and/or reduction in compensation. c. Immediate discharge from employment.

3. An employee who is injured - An employee who is injured in the course and scope of their employment and

refuses to submit to a drug test or who submits and is tested and confirmed as positive shall: a. Forfeit eligibility for medical and indemnity benefits under the Worker’s Compensation Act. b. Forfeit their eligibility for unemployment benefits. c. Be terminated from employment.

Employees who are charged with any drug related crime (possession, use, or sale) must notify their supervisor and the Executive Director within 5 days of the charge. The Executive Director will determine status of continued employment. Failure to notify the Executive Director is grounds for termination.

Reporting to work with impaired abilities, or under the influence, or in possession, consumption, or distribution of an illegal substance or alcohol while on duty shall be grounds for disciplinary action, up to and including termination. Operating hazardous equipment or machinery under the influence of illegal substances or alcohol will result in immediate dismissal.

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A-39 Worker’s Compensation POLICY: FAAST provides workers compensation benefits to all eligible employees. PROCEDURES: Whenever an employee is injured on the job, he/she shall: 1. Report the incident immediately to a FAAST supervisor and the Executive Director.

2. The Executive Director or their designee shall contact the appropriate medical group and arrange for an

appointment (in an emergency, the employee shall be taken to the closest emergency room orchestrated by the Executive Director or their designee).

3. The employee shall receive compensation in accordance with the rules/regulations of the worker’s compensation carrier.

4. FAAST is not responsible for payment to the employee for any time/costs incurred while the employee is on worker’s compensation status.

5. Upon medical clearance FAAST will, to the best of its ability identify light duty opportunities for the employee, as appropriate and only if available.

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A-40 Bereavement Leave POLICY: Up to three days of paid bereavement leave is provided to full-time employees who need time off due to the death of an immediate family member. Employees may, with their supervisor’s approval, access available paid leave (i.e. vacation leave) for additional time off as necessary. PROCEDURES: 1. Employees should notify their supervisors immediately when they need to take bereavement leave.

2. Bereavement leave is calculated based on the base pay rate at the time of the absence.

3. FAAST defines “immediate family” as the employee’s spouse, parent, step-parent, child, step-child, sibling,

grandparent or grandchild; and the employee’s spouse’s parent, step-parent, child, step-child, sibling; grandparent or grandchild. Special consideration will be given to any other person whose association with the employee was similar to any of the above relationships as approved by the Executive Director on a case by case basis.

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A-41 Professional Conduct POLICY: FAAST as a professional organization requires that all employees adhere to established standards so that the organization will be properly represented to the public, the legislature, and to current and potential funding entities. The established standards involve the areas of personal grooming, personal conduct, confidentiality of information, restriction of use of FAAST assets, restriction of non-business interaction with FAAST consumers and vendors and prohibition of tobacco usage in the workplace PROCEDURES: 1. In regard to professional attire:

a. All employees are expected to report to work appropriately cleaned and dressed for a professional setting. Dress, grooming, and personal cleanliness of staff contribute to the morale of all employees and affect the public image FAAST presents to consumers and visitors.

b. The following is a list of types of clothing that are not appropriate for a professional setting: tank tops/halter tops, casual t-shirts (unless specific to FAAST or disability awareness and with approval of supervisor), beach or exercise attire, sweat shirts/pants, and denim blue jeans. Casual shorts are also not appropriate, however, shorts that are part of a professional outfit designed for the business workplace will be allowed at the discretion of the Executive Director.

c. Employees are allowed to “dress down” on Fridays in casual business attire unless they are attending a public meeting or event which calls for a professional apparel. The only item allowable, however, from the restricted list in item (b) are blue jeans unless a prior arrangement has been made with the Executive Director.

d. Employees should consult with their supervisors if they have any questions regarding what constitutes appropriate attire for their position and the nature of the work they perform.

e. The Executive Director reserves the right to determine the appropriateness of an employee’s attire and take appropriate action.

2. In regard to solicitation in the FAAST office or on behalf of FAAST:

Solicitation for contributions, attempts to sell merchandise or tickets, and distributions of petitions or literature can be disruptive to work productivity and may be considered a nuisance. Such activities should be limited to non-work time such as breaks, lunch periods, and other periods when employees are not on duty. Under no circumstance will an employee engage in fundraising activities for FAAST or a specific FAAST program without prior approval from the Executive Director.

3. In regard to the use of office telephones, mail and office supplies:

a. Employees should practice discretion in using office telephones for personal calls. b. FAAST cell phones are provided for use during working hours when agency budget permits, but are

for organizational use only and are intended for emergency or crisis situations only. This could include vehicle breakdown, personal safety needs, medical emergency and the need to contact law enforcement.

c. Calls to the agency to report changes in schedule while in the field are also permitted. No personal calls are to be made using agency cell phones.

d. The use of the office postage meter or postage stamps for personal correspondence is not permitted. Personal mail that is left at the reception desk for pick-up must be pre-stamped.

e. The use of office supplies for personal use is not permitted. Agency equipment, including computers and printers, are intended for agency business only. At the discretion of the Executive Director limited use of the computer may be authorized.

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4. In regard to the use of tobacco during working hours or while representing FAAST:

FAAST maintains a non-smoking office environment. This policy applies equally to employees, consumers, and visitors. There is a designated smoking area outside the building with a place for disposition of cigarette butts. Consumers and visitors should be informed of these restrictions when it is appropriate. Employees are expected to observe any posted restrictions regarding the use of tobacco while representing FAAST at an offsite location.

5. In regard to financial arrangements with consumers: In order to avoid any appearance of impropriety, employees are prohibited from entering into any type of financial arrangements with consumers. Employees may not give money to or receive money from a consumer as a gift, loan or payment for services rendered. Solicitation by employees of visitors or consumers in the FAAST office for personal enterprise or non-FAAST sponsored activities is strictly prohibited.

6. In regard to confidentiality of information and non-disclosure:

a. The protection of confidential business information is vital to the interest and the success of FAAST. Such confidential information includes, but is not limited to the following examples:

1. Marketing strategies 2. Pending projects and proposals 3. Research and development strategies

b. Employees who improperly use or disclose confidential business information will be subjected to

disciplinary action, up to and including termination, even if they do not actually benefit from the disclosed information.

7. In regard to non work related activities, personal tasks unrelated to work are not to be conducted during

FAAST compensated work hours.

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A-42 Authorized and Unauthorized Use of FAAST Telephones, FAAST Owned or Leased Cell Phones and Third Party Billing

PURPOSE: This operating procedure establishes FAAST policy for the authorized and unauthorized use of FAAST telephones, use of FAAST owned or leased cellphones, long distance use of the state SunCom telephone system and use of third party billing. SCOPE: This operating procedure applies to all FAAST employees, clients, residents, guests, visitors, contract personnel and other persons, all FAAST voice telecommunications systems and instruments. REFERENCES:

a. Section 112.313(6), Florida Statutes (F.S.), Misuse of Position

b. Section 812.014, F.S., Theft

c. CFOP 60-55, Chapter 1, Standards of Conduct and Standards for Disciplinary Action for Department Employees

d. State of Florida Telephone Directory

e. Section 2.2.3.5, State Plan for Communications Services

DEFINITION: Unauthorized use includes voice telecommunications that are not related to FAAST business. The cost of unauthorized calls is included as part of invoices to FAAST accounts by the Department of Management Services, local phone companies and cellphone companies. POLICY: The state telecommunications system (SunCom) and cellphones may only be used for official FAAST purposes, where a critical need exists and/or where a client’s or employee’s health and safety are at risk, or to relieve personal/family/emergency related situations on a limited basis. Unauthorized use of the state communications network is prohibited and subject to disciplinary action. The primary purpose of FAAST cellphones is to conduct official FAAST business and internal controls over the use of FAAST-owned or leased cellphones are to ensure that payments from public funds relating to the cellphones generally serve a specific authorized public purpose. Cellphone companies and billing options should be reviewed annually to determine that the most cost effective option is selected considering the specific usage requirements of FAAST cellphones. RESPONSIBILITIES: The FAAST Accountant will review monthly the SunCom message detail, local telephone company invoices and FAAST cellphone invoices for appropriateness of use and, where indicated, for any unauthorized use made by a specific employee. In addition, that specific employee will be required to reimburse FAAST only for the cost of the unauthorized use. Unauthorized SunCom message detail, local calls and cellphone calls not related to this policy shall also be reimbursable when a pattern of abuse (such as, but not limited to, long periods of time on the phone, unusual

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number of local calls, or frequent calls on a regular basis to the same group of phone numbers) is apparent and not related to FAAST business. The Office of Inspector General may also monitor personal use and instances of abuse and seek reimbursement from violators on behalf of the State. USE OF TELEPHONE BY CLIENTS AND RESIDENTS: Clients are authorized to use the telephone system for the primary purpose of conducting FAAST business. PERSONALLY OWNED OR LEASED CELL PHONES: Reimbursement for personally owned cellphone use at the actual personal cellphone rate is authorized only in situations where a critical need exists and/or where a client’s or employee’s health and safety are at risk, or to relieve personal/family/emergency related situations on a limited basis. A certification statement signed and dated by the requester must appear on the reimbursement voucher attesting: “I do certify (or affirm) that the request being made for reimbursement of a call(s) made on a personally owned (or leased) cellphone is for a call(s) made in a situation(s) where a critical need existed and/or the client’s or employee’s health and safety were at risk, or to relieve personal/family/emergency related situations on a limited basis.” Reimbursement affidavits should also accompany documentation such as the actual cellphone record corresponding with the request for reimbursement.

Adopted by the FAAST Board of Directors Date: March 24, 2011

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A-43 Computer and Internet Usage POLICY: All computer equipment, the information stored within them, and the materials produced by them, comprise information resources, which are the property of, and valuable assets vital to the continued success of FAAST. Use and distribution of this information may be restricted based upon its contents. All computer equipment, network infrastructure and peripheral electronic systems are owned by FAAST and are to be used for the work of the organization. PROCEDURES: Section I: Acceptable Use Policy The security of FAAST’s data and systems is a top priority. FAAST and the IT support specialist go to great lengths to ensure that our software and systems are as secure as possible in order to reduce the risks of virus attacks, compromise of the network systems and services, and legal issues. To make our computing environment as safe as possible, your IT support specialist is directed to ensure that the following policies are followed.

1. Users of FAAST’s computer systems (including FAAST’s computer equipment, software, e-mail system and internet access) may do so only for a purpose that is FAAST-related, or that involves other legitimate matters. “FAAST-related” means that the purpose furthers legitimate interests of FAAST. “Other legitimate matters” are activities relevant to users’ personal life or family that do not detract from the FAAST’s dignity or routine functions, that do not interfere with the timely performance of the normal work duties, or negatively affect performance of FAAST staff, computer system or equipment. Using FAAST’s computer system for the purposes of any employment outside FAAST’s system or for private commercial or business enterprises is strictly prohibited. 2. Unique, unnecessary software, configuration settings (desktop wallpaper) and personal files are not to be supported and may be lost with little or no advance notice. FAAST’s computing needs are fulfilled through the use of a standardized and periodically updated workstation configuration. In the event of a workstation failure or when extensive software upgrades are necessary, your workstation may need to be “rebuilt” using the standard configuration. In such cases, it is the user’s responsibility to restore settings and data that are not FAAST-related. 3. To ensure safe and effective computing with FAAST’s networked system:

a. Do not change the application settings, operating system software settings, or network configuration settings of your machine. Your workstation has been configured to ensure safe and effective computing with FAAST’s networked system. b. Never download material from unknown web sites, install additional software, or upgrade existing standard FAAST software. This includes software obtained via the Internet, e-mail, CD-ROM or diskette. Doing so can result in software incompatibilities, destruction of data, licensing violations or introduction of computer viruses. Changes to the workstation should only be made by the IT support specialist with the approval of the Executive Director or their designee. c. Do not download or install peer-to-peer software (e.g., Kazaa, Napster, WinMX) on any FAAST computer system. The use of peer-to-peer applications consumes large amounts of network resources and exposes your computer and the FAAST network to viruses, worms, spyware, and other security threats. Use of this type of application could expose you and FAAST to legal liability for the distribution of pirated computer software, copyrighted music and movies, etc.

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4. Always “lock” your workstation before leaving it unattended and do not attempt to modify screen-saver settings. All workstations should be set to a default screen-saver that will automatically “lock” the workstation after being left idle for 30 minutes. If you leave your workstation before the screen-saver has engaged, you should lock your workstation manually by pressing ctrl-alt-del and then selecting “Lock Workstation.” 5. Do not share your password or account with anyone. Authorized users are responsible for the security of their passwords and accounts. 6. Save all work-related files in the proper location as outlined below. Data that is lost due to a system failure or other unplanned event cannot be recovered unless it is stored in the appropriate location; nor can the confidentiality and integrity of files be guaranteed if they are not stored in the appropriate location. It is a good practice to save your work frequently.

TYPE OF DATA STORAGE LOCATION Work files/common files shared throughout the organization M:\

Each user’s work files not shared Z:\ Each individual user’s non-work files C:\Personal\ Scanned files S:\

With any system, storage capacity is neither limitless nor free. Therefore, we all must cooperate to avoid intentional or unintentional overloading of network resources. In this regard, it is important to recognize that inappropriate utilization of network storage capacity by just a few end-users can, and may, result in insufficient storage capacity for all.

Activities that are not work-related are particularly noteworthy from the standpoint of file storage. Typical examples of files that are not work-related are nonstandard screen-savers, graphics (including photos), files, music, email, CD-ROM or diskette. The problem with such items is that they are generally large and consume an inordinate amount of system storage capacity. In this regard, you may have a Personal folder on your workstation identified as “C:\Personal” to store files that are: a) not work-related and b) qualify as “other legitimate matters” as per policy regarding acceptable use. Items stored here will be your responsibility to maintain and may be subject to loss in the event of a system failure.

7. All hosts (e.g., laptops, tablet pcs, home computers) that are connected to the FAAST network via ethernet cable, wireless, dial-up, or VPN, shall be continually executing approved virus-scanning software with a current virus database, and the operating system shall be patched with the most current service packs, patches, and/or hotfixes as recommended by your system administrator. There will be mandatory routine maintenance for all FAAST-owned portable computing devices.

8. Upon leaving work at the end of the day, save your work, exit from any open applications, lock your workstation (press ctrl-alt-del and then select “Lock Workstation”) and leave your computer on. Several maintenance tasks are performed on FAAST’s system after working hours but may fail to occur if your computer is turned off at night. Some of the tasks may cause loss of data if you have not saved your work in progress and closed open applications.

Personnel should adhere to these policies at all times. If you have any questions or concerns regarding these policies, please feel free to contact your system administrator.

Section II: Password Policy Passwords are an important aspect of computer security. They are the front line of protection for user accounts. A poorly chosen password may result in the compromise of the network. All users are responsible for taking the appropriate steps, as outlined below, to select and secure their passwords.

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1. Password Protection Standards

DO: Change your password every 3 months Use a different password for various FAAST access needs. For example, your logon password should

not be the same as your VPN account password. Use a different password for your FAAST logon than what you use for other non-FAAST access (e.g.,

Hotmail account, online banking account, etc.). DON’T:

Don’t share your password with ANYONE not with your system administrator not with a supervisor or co-worker not with a family member Don’t write passwords down and store them anywhere in your office Don’t use the "Remember Password" feature of applications (e.g., Outlook Web Access, Hotmail, etc.).

There is no need to share passwords in order to share work documents. If you are out of the office and another user needs access to a work document that you have stored in your network folder, upon approval by the supervisor, the system administrator can assist with this request. If an account or password is suspected to have been compromised, contact your system administrator immediately.

2. General Password Construction Guidelines FAAST-related (i.e., Windows workstation/e-mail, VPN account, CMS, etc.) passwords should never be written down or stored on-line. Try to create strong passwords that you can easily remember, but would be hard for someone else to guess. Strong passwords have the following characteristics:

o Contain both upper and lower case characters. o Have digits and punctuation characters as well as letters (e.g., 0-9, !@#$%^&*()_+|~-=\`{}[]:";'<>?,./). o Are at least eight alphanumeric characters long. o Are not words in any language, slang, dialect, jargon, etc. o Are not based on personal information, names of family, etc.

One way to do this is create a password based on a song title, affirmation, or other phrase. For example, the phrase might be: "Do You Know the Way to San Jose,” and the password could be: "DyKtw2SJ?” or "DUktW>$J” or some other variation. NOTE: Do not use either of these examples as passwords! Poor, weak passwords (which should be avoided) have the following characteristics:

o The password contains fewer than eight characters o The password is a word found in a dictionary (English or foreign) o The password is a common usage word such as: names of family, pets, friends, co-workers, fantasy

characters, etc. o Computer terms and names, commands, sites, companies, hardware, software. o Birthdays and other personal information such as addresses and phone numbers. o Word or number patterns like aaabbb, qwerty, zyxwvuts, 123321, etc. o Any of the above spelled backwards. o Any of the above preceded or followed by a digit (e.g., secret1, 1secret)

Section III: E-mail 1. Appropriate Use of E-mail

The FAAST’s e-mail system provides a valuable communication link and should be used for FAAST-related or other legitimate purposes as outlined in Section I. E-mail messages go out under the FAAST’s address, which is essentially the FAAST’s “electronic letterhead.” Thus, e-mail should not include any information that would reflect poorly on FAAST (e.g., “off-color” comments,

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insensitive jokes, racial slurs) or that may be construed as representing the opinion/policy of the FAAST proper. Do not forward e-mail reports about computer viruses, profit-making schemes, or “chain letters.” Global e-mails or mass e-mails (e-mails sent to multiple users) should only be sent for official FAAST business. Global and mass e-mails may not be used for non-FAAST sponsored solicitations. Global emails should be approved by the Executive Director or designee with the ability to send global e-mails.

2. Accessing the FAAST’s E-mail System via the Web When accessing webmail, do not configure the login to remember your password. Do not leave the computer device without logging out of webmail and closing the Internet Explorer page.

3. Accessing Outside E-mail Accessing web-based e-mail accounts (such as HotMail, YahooMail, NetscapeMail, etc.) while at work is strongly discouraged. If you must do so for FAAST-related or other legitimate purposes, consult your system administrator regarding the service you must use and the appropriate use of that service. More importantly, do not open or download e-mail attachments from a web-based e-mail account. If it is absolutely necessary to access an attachment from an outside e-mail account, forward the e-mail from such an account to your FAAST e-mail address so that the FAAST antivirus e-mail gateway can ensure that the e-mail attachment is safe.

4. Suspicious or Questionable E-mail It is not uncommon for false virus warnings, known as “hoaxes,” to be inappropriately sent in mass via e-mail by mal-intentioned individuals on the Internet. Forwarding hoaxes to others puts undue strain on FAAST’s system and can create unnecessary confusion or even panic. If you receive an e-mail that is suspicious, unsolicited, appears to be a spoof or a hoax, or contains a warning, immediately contact your system administrator. Do not open the e-mail and do not forward the e-mail to anyone. In order to reduce the amount of spam, our e-mail system includes a spam filter server that scans all e-mail coming into the FAAST.org domain. Quarantine digest e-mails are released each day at notifying users of any e-mail that has been quarantined that day. The user is able to release valid e-mails from the system. All spam will not be caught by the spam filter. Our second line of defense is the Junk Email feature of the Outlook client. If you need assistance enabling and/or configuring the Junk E-mail feature of your Outlook client, please contact your system administrator.

5. Attachment Blocking Certain e-mail file attachments that are commonly used to spread viruses are blocked from entering our e-mail system. If you are not able to receive a FAAST-related e-mail attachment because it is being blocked, please contact your system administrator for assistance.

6. Attachment Size Limitations There is a size limit on e-mail attachments coming into and leaving our e-mail system. This limit protects our e-mail system from unnecessary strain. If you are not able to send or receive a FAAST-related e-mail attachment, please contact your system administrator who can assist you with other options for transferring files such as using the ‘optimize scanned PDF’ or ‘zip file’ features. We have no control over the attachment size limits that other entities enforce.

7. E-mail and Public Records Requirements All records made or received in connection with the transaction of official business by FAAST are public records. These records must be retained for specified amounts of time, and are subject to public disclosure, upon request (see Personnel Manual, A-48-Record Retention and Document Destruction policy). Public record e-mails are transitory if they are created merely for communication of information, rather than to perpetuate knowledge.

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Transitory e-mails do not set policy, establish guidelines or procedures, certify a transaction, or become a receipt. Transitory e-mails include those that involve only short-lived administrative matters, such as scheduling meetings, suggesting revisions to a document that has yet to be finalized, or requesting supplies. A transitory e-mail can be deleted once it is obsolete, or superseded by other records. E-mails concerning only personal matters are not public record.

8. E-mail Retention All e-mail transmitted on FAAST’s e-mail system will be archived for the purpose of complying with the retention requirements as provided for found within the Personnel Manual, A-48-Record Retention and Document Destruction policy. Users should be aware that all e-mail will be archived and maintained indefinitely. Section IV: Wi-fi air cards Use of wireless fidelity (Wi-Fi) air cards providing broadband access that is owned by FAAST are restricted to be used for the work of the organization only. The FAAST Wi- Fi air cards are not to be used for personal use except in the case of emergency or other extenuating circumstances that are prior approved by the Executive Director or their designee. Section V: Appropriate use of social networking

1. Appropriate Use of Social Networking FAAST’s social networking system can provide a valuable communication link and should be used for FAAST-related purposes. Social networking messages go out under the FAAST name. Thus, social networking should not include any information that would reflect poorly on FAAST (e.g., “off-color” comments, insensitive jokes, racial slurs, profanity) or that may be construed as representing the opinion/policy of the FAAST proper. Do not forward reports about computer viruses, profit-making schemes, non-FAAST sponsored solicitations, or other inappropriate messages.

2. Accessing FAAST’s Social Networking System via the Web When accessing social networks such as Facebook and Twitter do not configure the login to remember your password. Do not leave the computer device without logging out of a social network and closing the Internet Explorer page.

3. Suspicious or Questionable Social Networking It is not uncommon for false virus warnings, known as “hoaxes,” to be inappropriately sent in mass via social networking by mal-intentioned individuals on the Internet. Forwarding hoaxes is strictly prohibited.

4. Attachment Blocking FAAST will not include attachments in social networking materials. FAAST will provide links to the documents to give users a chance to authenticate that the message was originated by FAAST. FAAST will not download attachments coming from social networking sites, but instead follow the appropriate link to authenticate the source.

5. Social Networking and Public Records Requirements Be advised, all items posted on social network systems on behalf of FAAST are public record and are subject to public disclosure upon request. Adopted by the FAAST Board of Directors Date: March 24, 2011

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A-44 References for Employees POLICY: In general, FAAST will verify last position held and dates of employment only when responding to an employee reference request. Salary information may be furnished for mortgage loan applications with the employee’s written permission. Requests by governmental agencies for salaries, such as child support entities or Social Security Administration, will be provided under applicable laws. PROCEDURES: 1. Anyone seeking a reference request for a FAAST employee should be instructed to make the request in

writing via postal mail or fax accompanied by a signed consent for release of information by the employee.

2. Verbal or written responses to properly submitted reference requests from employers, creditors, or other organizations will only be furnished with the written consent of the current or former FAAST employee.

3. References will only address the current or former employee’s employment with FAAST, neither verified references nor information regarding previous employment will be released from the employee’s personnel file.

4. Without a signed release, FAAST will only verify the employee’s position and dates of employment. Salary information will be released for known financial, governmental and law enforcement agencies as required by law.

5. The Executive Director or a designated employee should review any reference request before delivery to ensure that only complete accurate information within the outlined limits is being provided to a bona fide recipient with authority to receive such confidential information.

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A-45 Chemical Sensitivity POLICY: Because of its commitment to the health and safety of its employees, FAAST maintains a smoke free and chemical free environment. PROCEDURES: In the event that an individual/employee has a chemical sensitivity and/or environmental illness the following procedure will be followed: 1. The employee/individual shall contact the Executive Director and report the condition.

2. The Executive Director will discuss the action steps necessary to insure the individual a non-threatening

environment.

3. FAAST will assure, insofar as possible, that events it hosts at other sites will remain smoke and chemical free.

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A-46 Fragrance-free Environment POLICY: Because individuals who are chemically sensitive react to different products with widely varying degrees of severity, it is difficult to ensure a consistently accommodating and comfortable work environment under every conceivable set of circumstances. However, FAAST is dedicated to maintaining a comfortable and productive work environment. In keeping with this mission, FAAST has implemented its Fragrance-Free Workplace policy This policy applies to employees, Regional Demonstration Center staff, and Board of Directors/Assistive Technology Advisory Council members. As set forth below, visitors will be advised of this policy.

Policies

1. FAAST expects that all offices and spaces used by the staff remain free of scented products.

2. Personal care products such as cologne, perfume, aftershave lotions, scented lotions, fragranced hair products and/or similar products are not to be worn in the facilities owned and operated by FAAST including company owned and rental vehicles.

3. Use of air fresheners and candles are prohibited from the facilities owned and operated by FAAST including company owned and rental vehicles.

4. Though it cannot control or guarantee the actions of its landlords, FAAST will make them aware of this policy and will request that fragrance-free products be used to clean the workplace. Use of cleaning products other than those approved by the FAAST or its landlord are prohibited for cleaning personal workspaces.

Procedure

1. Employees, non-employee visitors, Regional Demonstration Center staff, and Board of Directors/Assistive Technology Advisory Council members will be informed of the FAAST Fragrance-free Policy through signs posted throughout properties owned and operated by FAAST including company-owned vehicles.

2. Visitors will be informed of the FAAST Fragrance-free Policy by their hosts, the meeting invite, email correspondences and signs posted throughout the properties owned and operated by FAAST.

Email Signature for guests: “This is a fragrance-free workplace. Thank you for not wearing any of the following during your visit: cologne, after shave lotion, perfume, perfumed hand lotion, fragranced hair products, and/or similar products. Our chemically-sensitive co-workers and clients thank you.”

3. If an Employee experiences or continues to experience sensitivity to a fragrance, he/she shall advise the Executive Director of his /her condition and provide documentation of the sensitivity from his/her healthcare provider. The FAAST will work with the employee in an attempt to accommodate the sensitivity that benefits the employee but does not create an undue hardship upon the FAAST.4. Any violations of this policy by Employees will be handled through the standard disciplinary procedure. Adopted by the FAAST Board of Directors Date: November 12, 2014

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A-47 Media POLICY: The Executive Director is responsible for all content, screening and scheduling of any media requests and activities. The Executive Director will determine the scope of each request and make a decision regarding FAAST’s involvement and appropriate course of action. The Executive Director will involve staff as appropriate in compiling and delivering an approved media response. PROCEDURES: 1. In order to prevent misinformation or misinterpreted comments regarding FAAST from being disseminated

or taken out of context and to prevent the appearance of taking a position on an issue when it might not be appropriate to do so, all staff must follow the following procedures.

2. Whenever a FAAST staff member receives a request from any media personnel (newspaper, radio, television, etc) for any information or opinion about the organization, staff, board, consumers, program/services or a disability related topic, the request or media person must be referred to the Executive Director or his/her designee. The Executive Director is responsible for screening and scheduling all media requests and activities. The Executive Director will determine the scope of the request and make a decision regarding FAAST’s involvement and appropriate course of action. The Executive Director will then involve staff as appropriate.

3. If the Executive Director is not available, then refer the request directly to a supervisor designated by the Executive Director to handle such requests.

4. If a staff member is not able to discuss a media event with FAAST management prior to its occurrence, then staff cannot participate in the media event or make any comments in response to a request.

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A-48 HIPAA POLICY: FAAST complies with the Health Insurance Portability and Accountability Act (HIPAA) and we will not reveal any personal identifying information without written consent or as otherwise authorized by applicable law.

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A-49 Record Retention and Document Destruction Policy POLICY: The Florida Alliance for Assistive Services and Technology, Inc. (FAAST) shall retain records for the period of their immediate or current use, unless longer retention is necessary for historical reference or to comply with contractual, subcontractual, legal requirements, as well as state and federal guidelines. Records and documents outlined in this policy includes paper, electronic files (including e-mail) and voice mail records regardless of where the document is stored, including network servers, desktop or laptop computers, and handheld computers and other wireless devices with text messaging capabilities. It is against FAAST policy to knowingly destroy a document with the intent to obstruct or influence an investigation. If an official investigation is under way or even suspected, document purging must stop in order to avoid criminal obstruction. All reports, records, and documents that are identified and approved for destruction that contains confidential or sensitive information shall be shredded. In order to eliminate accidental or innocent destruction, FAAST has the following document retention policy: Below is the Retention Schedule as published in the 2008 Local Administrative Review Guide.

Retention Schedule Off-Site Retention The following vital records are retained in off-site fireproof vaults using

this schedule: Contracts - for the duration of the contract, warranty, or litigation Deeds - permanently Inventory of property or equipment - until superseded Notes and mortgages - permanently Stock and bond records - permanently Trademarks - permanently Trust agreements - permanently Wills and bequests - permanently

On-Site Retention The following fiscal records are retained in on-site fireproof vaults according to this schedule: Accounts Payable Journal - permanently Cash Receipts Journal - permanently Cash Disbursements Journal - permanently Contributions Journal - permanently Employee earnings records - seven years General Journal - permanently General Ledger - permanently Payroll Journal - seven years Property and equipment subsidiary ledger - permanently

Accounting Records The following accounting records/files are retained according to this schedule: Accounts Payable registers and schedules - seven years Accounts payable vouchers - three years Audit reports - permanently

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Authorization and appropriation for capital expenditure - permanently Bank authorizations and reconciliations - one year or until audited Bank statements and deposit slips - seven years Bond and security records - three years after expiration Budget (capital) - permanently Budget (operating) - one year Bulk mailing/permit mailing - one year Cash disbursement vouchers - seven years Charge sale slips - three years Check registers - seven years Check requisitions - three years Check stubs/vouchers/canceled checks - seven years Contracts - three years after completion Daily receipt summary - five years Deeds, mortgages, and bills of sale - seven years after sale Deposit records - three years Deposit slips - one year Depreciation schedules - three years after disposal Detailed General Ledger - permanently Dividend records - permanently Employee expense accounting records - seven years Employee withholding certificate (W-4) - seven years Federal wage records - permanently Fees (camps, etc.) - three years Financial statements, monthly - three years (including reports on activities, camps, and special events) Finance committee minutes - permanently Form 990 and state equivalent - permanently Form 941 and state equivalent - seven years General Ledger, monthly - one year Gifts and donations (including SME/FOS) - seven years Hospital plan records - three years after expiration Insurance claims - three years after settlement Insurance (general) - while current Insurance policies (expired) - permanently Insurance records (group) - permanently Internal audit reports - three years minimum Inventory records - four years Investment records - permanently Invoices from vendors - seven years Invoices to customers - seven years Licenses - until expiration Loans - seven years after expiration Maintenance (building repair) - 10 years Membership fees - three years after expiration Memorial funds - permanently Notes - three years after expiration Payroll accounts - four years Payroll registers and summaries - seven years Pension plan records - permanently Petty cash records - three years Physical inventory tags - three years Pledges receivable register, schedules, and contribution cards - seven years Property improvements - permanently Purchase orders - seven years Royalty records - permanently

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Pledge cards - seven years Safe deposit vault records - permanently Service contracts - three years after expiration Social Security/Medicare deposit records - permanently Special projects - as long as the project is current State unemployment compensation - permanently Statement of Cash Flows, year-end - permanently Statement of Changes in Net Assets, year-end - permanently Statement of Financial Position, year-end - permanently Statement of Functional Expenses, year-end – permanently Tax records, income, property, sales, etc. - permanently Trust funds - permanently Unit financing policies - permanently United Way agreements - permanently Workers' compensation - permanently

Administration Records

The following administration records are retained according to this schedule: Accident and illness incident reports - 18 years Annual meeting minutes - permanently Annual reports - permanently Articles of Incorporation, amendments, and bylaws - permanently Checkout reports - permanently Dedications - permanently Executive board minutes - permanently First-aid log books - 18 years History - permanently IRS Tax-Exempt Determination Letter - permanently Land acquisitions - permanently Lease agreements - three years after expiration Legal regulations - permanently Long-range plans - until superseded Merger and consolidation - permanently Minutes of committees - permanently Objectives (goals) - as long as they are current Policies - permanently Program planning - as long as they are current Real estate records - permanently Distributors - for three years after they are no longer current Tax and legal correspondence - permanently Tour permits - 18 years

Membership Records The following membership records are retained according to this schedule: Membership applications - three years

Personnel Records The following personnel records are retained according to this

schedule: Attendance reports - three years Compensation and benefits records - three years after separation Job descriptions - until superseded Office staff appraisals - one year after separation Orientation - until superseded

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OSHA Bloodborne Pathogens Occupational Exposure records - duration of employment plus 30 years OSHA Bloodborne Pathogens training records - three years Personnel listings - Until superseded Professional appraisals - one year after separation Professional recruiting - three years Professional training - one year after separation Retirement records - three years after separation Staff conferences and reports - two years Work scheduling records - two years I-9 forms - three years minimum or one year after separation

Computer Administration

Computer backups (off site) 10-day rotation - until superseded Month-end - two months (alternate) Software licenses - until software is removed from computer

In regards to the destruction of records, FAAST will comply with the Florida Department of Financial Services, Division of Accounting and Auditing “Reference Guide for State Expenditures as well as the records management requirements delineated within the Florida Department of State, General Records Schedule GS1-SL.

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A-50 Public Inspection

POLICY:

1. The Florida Alliance for Assistive Services and Technology, Inc. (FAAST) is committed to: f. Openness and transparency to current members, donors/funders, its various stakeholders, and the

general public. g. Proactive disclosure and dissemination of information about operations, plans, and decisions of the

FAAST Board of Directors, and information concerning FAAST. 2. The following documents are available for public inspection:

a. All documents as required by federal, state, and local law, including but not limited to the IRS Form 990 and if applicable, the IRS 990 T.

b. Annual reports. c. Audited financial statements. d. Minutes of the FAAST Board of Directors meetings. e. Any documents required under the Florida Public Records Act, Chapter 119; the Freedom of

Information Act; or the Florida Reference Guide for State Expenditures.

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A-51 Whistleblower POLICY: If any employee reasonably believes that some policy, practice, or activity of the Florida Alliance for Assistive Services and Technology, Inc. (FAAST) is in violation of law, a written complaint must be filed by that employee with the Executive Director or the Board President. It is the intent of FAAST to adhere to all laws and regulations that apply to the organization and the underlying purpose of this policy is to support the organization’s goal of legal compliance. The support of all employees is necessary to achieving compliance with various laws and regulations. An employee is protected from retaliation when bringing the alleged unlawful activity, policy, or practice to the attention of FAAST and providing FAAST with a reasonable opportunity to investigate and correct the alleged unlawful activity. The protection described below is available to employees that comply with this requirement. FAAST will not retaliate against employees who in good faith, has made a protest or raised a complaint against some practice of FAAST, or of another individual or entity with whom FAAST has a business relationship, on the basis of a reasonable belief that the practice is in violation of law, or a clear mandate of public policy. FAAST will not retaliate against employees who disclose or threaten to disclose to a supervisor or a public body, any activity, policy, or practice of FAAST that the employee reasonably believes is in violation of a law, or a rule, or regulation mandated pursuant to law or is in violation of a clear mandate of public policy concerning the health, safety, welfare, or protection of the environment.

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A-52 Staff Conflict of Interest PURPOSE: The Florida Alliance for Assistive Services and Technology, Inc. (FAAST) Executive Director and staff employees are obligated to avoid involvement in activities which might conflict, or might appear to conflict, with their duties and responsibilities. Decision-making in matters in which a conflict of interest may exist, may not only create an appearance of impropriety, but may, particularly where government funds are involved, violate the law. POLICY: This policy addresses potential conflicts of interest and conflicts of commitment which might arise in the course of a staff employee’s duties and activities. Staff employees who engage in business or professional activities outside of FAAST should ensure that these activities do not interfere with their obligations to FAAST. FAAST staff employees should neither profit nor gain any advantage from any endeavor which may come, nor reasonably appear to come, at the expense or well-being of FAAST or its reputation. GUIDELINES: 1. Each staff employee has an affirmative duty to act in the best interest of FAAST.

2. A staff employee who has directly or through personal or business relationships, an interest in suppliers of

goods or services, or an interest in contractors, subcontractors, or potential contractors or subcontractors with FAAST, should not act on behalf of FAAST in any transaction involving that interest. No staff employee should participate in the selection, award, or administration of a contract with any party with whom he/she is negotiating regarding potential employment or any arrangement concerning potential employment.

3. A staff employee should avoid outside employment or business activity involving obligations which may in any way conflict or appear to conflict with FAAST’s interests. Directorships or consultation arrangements for which a staff employee will receive compensation must be cleared with the immediate supervisor and Executive Director of FAAST.

4. To avoid the appearance of a conflict of interest, a staff employee should provide full disclosure of any business or financial enterprise or activity in which he/she is involved which might influence, or might appear to have the capacity to influence, his/her official decisions or actions on FAAST matters. Full disclosure should be in writing tendered to the immediate supervisor and Executive Director of FAAST.

5. A staff employee should refrain from personal activities that include, but are not limited to, the purchase or sale of securities, real property, or other goods or services in which he/she could use or might appear to have the opportunity to use, for personal gain, confidential information or special knowledge gained as a result of his/her relationship with FAAST.

6. No staff employee should make unauthorized use of FAAST resources for his/her personal benefit or for the benefit of any other person.

7. It is sound practice to discourage personal gifts and favors from people with whom FAAST has a business relationship. Personal gifts of more than nominal value should be tactfully declined or returned to avoid any appearance or suggestion of improper influence. Any staff employee involved in awarding or administering contracts using federal or state funds should keep in mind that he/she is prohibited by law and regulation from soliciting or accepting gratuities, favors or anything of monetary value from contractors, subcontractors, or potential contractors or subcontractors.

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8. Any staff employee doing business on behalf of FAAST with specific vendors should refrain from receiving

gratuities or participating on vacation trips with representatives of those vendors. Such trips are not appropriate, even when a staff employee pays a fee to the vendor to participate in such trips.

9. No staff employee should act in any FAAST matter involving a member of his/her immediate family including, but not limited to, matters affecting family members’ employment or evaluation or advancement in FAAST, without first making full disclosure in the manner described in paragraph #4, above. Such disclosure should include the nature of the familial relationship and the impact or potential impact of the staff employee’s action on such family member.

10. Any staff employee who believes that his/her conduct or activities may conflict with these guidelines or activities, may appear to conflict with these guidelines or may otherwise create a conflict of interest, should disclosed the details with the immediate supervisor and Executive Director of FAAST in the manner described in paragraph #4, above.

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A-53 Mobile Unit/Cargo Van Policy

PURPOSE: To establish policy, guidelines and limitations concerning the use of the FAAST mobile unit/cargo van (“vehicle”) by members of the FAAST staff. POLICY: It is the policy of FAAST, Inc. to ensure that FAAST staff operating the vehicle have proof of a current valid driver’s license verified by the Florida Department of Highway Safety and Motor Vehicles annually. FAAST staff operating the mobile unit/cargo van or any other vehicle conducting FAAST business are required to have Florida’s minimum coverage requirements of $10,000 personal injury protection (PIP) and $10,000 property damage liability (PDL). FAAST, Inc. shall maintain commercial vehicle insurance coverage on all vehicles owned by FAAST, Inc. including $1,000,000 in liability coverage, comprehensive coverage, and collision coverage. FAAST staff are to be trained to operate the FAAST vehicle and to ensure that the FAAST vehicle is properly maintained and always operated in a safe and legal manner. PROCEDURES: 1. No passengers are authorized to travel in the FAAST mobile unit/cargo van without prior approval by the

Executive Director.

2. It is the responsibility of a qualified licensed FAAST staff member to maintain and operate the vehicle in accordance with this policy and the vehicle manufacturer's recommendations. FAAST staff will operate the vehicle with due regard for safety and in compliance with all traffic laws and are responsible for any driving infractions or fines as a result of their driving.

3. Prior approved FAAST staff operating the vehicle will use all occupant restraint devices, alarms, back up

camera, and other safety devices while operating the FAAST vehicle. The operator of the FAAST vehicle will require all prior approved passengers to use the vehicle's occupant restraint devices at all times when the vehicle is in operation.

a. FAAST staff will not operate the FAAST vehicle in which the safety belt in the driver's position is inoperable. No person shall be transported in a seating position in which the safety belt is inoperable.

b. FAAST staff shall not modify, remove, deactivate or otherwise tamper with the vehicle's safety belts or occupant restraint systems or any other safety device.

c. Inoperable restraint systems will be immediately reported to the Executive Director. Prompt action will be taken to replace or repair the system.

4. FAAST staff must inform the Executive Director of any changes that may affect his/her legal or physical ability to drive or be insured.

5. Qualified licensed FAAST staff members operating the vehicle are responsible for determining that the

vehicle is properly equipped with appropriate traffic safety equipment, first aid kit, fire extinguisher and communication equipment as well as the completion of prior authorizations, proper designation of accounting codes specific to the travel, and applicable FAAST forms completed that are required before and immediately after the operation of the vehicle.

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6. The FAAST vehicle will be inspected by the designated driver to determine that the vehicle is undamaged

and ready for service prior to being driven. FAAST staff should be alert for faulty or inoperative equipment. Special attention should be given to brakes, lights, safety and emergency equipment. Any damage to the vehicle or inoperative/faulty equipment or assistive technologies assigned to the vehicle will be reported to the Executive Director immediately.

7. If the vehicle is stolen the police and the Executive Director shall be notified immediately and the GPS

tracking system shall be activated with the vehicle’s incapacitation system activated. 8. Prior to driving the FAAST vehicle for each trip the assistive technology shall be inventoried and

secured/locked up and locked down for safety and to prevent theft. If any assistive technology is missing, it shall be immediately reported to the Executive Director and if it cannot immediately be accounted for a police report will be filed by FAAST staff responsible for the inventory and/or the operation of the vehicle.

9. FAAST staff operating the vehicle will ensure the vehicle is adequately fueled only with low sulfur diesel

fuel before ending their travel. 10. FAAST staff operating the vehicle will record odometer readings at the beginning and end of each trip

within a vehicle log including the date of the entry and purpose of the trip. 11. Employees are not permitted, under any circumstances, to drive a vehicle including the FAAST mobile

unit/cargo van for FAAST business, when any physical or mental impairment causes the employee to be unable to drive safely. This prohibition includes, but is not limited to, circumstances in which the employee is unable to operate a vehicle safely (temporarily or otherwise) or legally due to incapacity caused by conditions such as illness, prescription and over the counter medications that prohibit the operation of a vehicle, intoxication, or use of controlled or other substances.

12. FAAST staff driving the vehicle are prohibited from using cell phones, texting, emailing, twittering, operating

navigational devices, or any other equipment not pertinent to the operation of the vehicle while the vehicle is being driven by a FAAST staff member.

13. FAAST staff operating the vehicle shall park the vehicle within designated parking. 14. Upon exiting the vehicle FAAST staff operating the vehicle shall always remove the keys from the ignition,

lock the vehicle and activate the anti-theft device on the FAAST vehicle when the driver leaves the vehicle unattended. The location of the control switches for anti-theft devices, GPS location devices, or any other anti-theft information will not be revealed to unauthorized personnel. FAAST staff operating the vehicle shall ensure that all electronic devices and equipment within the FAAST vehicle are deactivated and will always physically check each door of the vehicle to ensure that the doors and windows are securely closed and locked upon parking and exiting the vehicle.

15. If the FAAST vehicle is involved in a traffic violation or accident FAAST staff operating the vehicle will not

leave the scene of the accident until the police are notified and arrive for a police report to be taken and the Executive Director will be notified as soon as practicable. FAAST staff will seek medical treatment if necessary and are expected to cooperate fully with authorities, however, employees shall make no voluntary statements other than reply to questions of investigating law enforcement officers. The Executive Director will conduct an investigation and along with the FAAST staff operating the vehicle will notify the appropriate insurance companies.

16. The use of the FAAST vehicle for non-agency business is strictly prohibited and may result in termination.

FAAST staff shall not use the FAAST vehicle to transport any consumers or volunteers without prior approval by the Executive Director. Violation of this policy may result in disciplinary action up to and including separation of employment.

17. Time spent by FAAST staff driving the FAAST vehicle on FAAST business during the employee’s normal

working hours, or approved after work hours, is to be considered hours worked for pay purposes.

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18. This policy shall be located within the FAAST vehicle for convenient reference and each FAAST staff

operating the FAAST vehicle or as a passenger are required to read, agree to, sign, and date this policy to be placed within their personnel files and this policy will be placed within the FAAST Personnel Manual.

_____________________________________ __________ Employee signature Date

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SECTION B: Forms

B-1 Authorization to Obtain Consumer Reports POLICY:

Authorization to Obtain a Consumer Report Pursuant to 15 U.S.C. § 1681a The term "consumer report" means any written, oral, or other communication of any information by a consumer reporting agency bearing on a consumer's credit worthiness, credit standing, credit capacity, character, general reputation, personal characteristics, or mode of living which is used or expected to be used or collected in whole or in part for the purpose of serving as a factor in establishing the consumer's eligibility for credit or insurance to be used primarily for personal, family, or household purposes; employment purposes; or any other purpose authorized under section 604 [§ 1681b].

FAAST, Inc conducts reference checks for every job applicant, regardless of the position for which they are applying in order to verify the accuracy of the information provided by the applicant. Examples include checks of past employment, education, job-related accomplishments, etc.

The Florida Alliance for Assistive Services and Technology, Inc (FAAST, Inc) believes that hiring qualified individuals to fill positions contributes to the overall strategic success of the organization. Reference checks serve as an important part of the selection process at FAAST, Inc and promote a safe work environment for current and future FAAST, Inc employees. Reference checks assist in compiling applicant-related information that indicates the applicant's overall employability, ensuring the protection of the current employees, property, and information of the organization.

FAAST, Inc will ensure that all reference checks are conducted in compliance with all federal and state statutes, such as the Fair Credit Reporting Act, as applicable. For example, the Americans with Disabilities Act prohibits the collection of non job-related information from previous employers/other sources. Therefore, only information pertaining to the quality and quantity of work performed by the applicant, the applicant's attendance record, education, and other work-related issues can be collected.

As part of the application process, each prospective employee must submit at least three professional references to be considered for employment at FAAST, Inc. Applicants will be asked to provide the name, telephone number, and address of their most recent employers. An offer of employment may not be extended until a reference check is completed and is contingent upon satisfactory response to all reference inquiries.

FAAST, Inc guarantees that all information attained from the reference check process will only be used as part of the employment process and kept strictly confidential. Human resources will maintain a log that will include the position applied for, applicant name and the date of the background check. Only approved human resource personnel at FAAST, Inc will have access to this information.

I, _______________________________________, have read the above policy and authorize the Florida Alliance for Assistive Services and Technology, Inc to obtain any consumer reports for the sole purpose of employment.

______________________________ _______________

Applicant Signature Date

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Please Provide Three Employment References: 1. Current/Previous Employer ___________________________________________________________ Supervisor: _________________________ Phone Number: ______________ May we contact this employer? ____Yes _____No If No, Reason ______________________________________________________________________ 2. Current/Previous Employer ___________________________________________________________ Supervisor: _________________________ Phone Number: ______________ May we contact this employer? ____Yes _____No If No, Reason ______________________________________________________________________ 3. Current/Previous Employer ___________________________________________________________ Supervisor: _________________________ Phone Number: _______________ May we contact this employer? ____Yes _____No If No, Reason ______________________________________________________________________ Criminal Background Check The following factors will be considered for those applicants with a criminal history in determining whether to hire the external applicant or transfer or promote the internal applicant: the nature of the crime and its relationship to the position; the time since the conviction; the number (if more than one) of convictions; and whether hiring, transferring or promoting the applicant would pose an unreasonable risk to the business. The applicant will be given an opportunity to review the criminal background check results and submit an explanation. If any applicant is found to have falsified any information regarding conviction history, the applicant will not be considered for employment. If an employee seeking a transfer or promotion to a position requiring a criminal history record check is found to have falsified any information regarding conviction history, the employee may be immediately discharged. Have you ever pleaded guilty, nolo contendre or had adjudication withheld in the last 10 years? ___Yes ____ No If yes, please explain ____________________________________________________________________________________ ____________________________________________________________________________________ ______________________________ _______________

Applicant Signature Date

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