Difference between revisions 85868 and 85869 on foundationwiki

[[File:Wikimedia-logo.svg|400 px|right]]⏎
== Employment Guidelines ==
At tThe Wikimedia Foundation (WMF) weis composed of all kinds of people from around the world and we oftenwho have very different backgrounds. Th One thing we all have in common at WMF, is that we share in the vision of providing all the world's knowledge for free to everyone for free. We are passionate, quirky, mission-focused and we believe the work we do is making the world a better place.  Together we need to protect this optimism and create a positive, safe, engaging, and productive work environment for all staff to do their best work. It is almost impossible to compare what we share here to anything else as the only non-profit and open source community amongst the most visited websites in the world. Many of the systems, plans, and guidelines in this section are designed to help create this environment. Many guidelines are government mandated so this section is full of potentially dry and boring legal information, but it's important.

=== [http://en.wikipedia.org/wiki/Rock_You_Like_a_Hurricane Here I am!] ===
[[File:Happy Question.svg|right|150 px|http://commons.wikimedia.org/wiki/User:Nevit © Nevit Dilmenello_my_name_is_sticker.svg|thumb|100px|right]]
You are hired!  Welcome!  Now what?  In this section, find out information about how we recruit and our equal opportunity guidelines, the new employee intro period, how payroll works, and what you need to know if you need to take time off from work.  Hopefully you won't need to take time off right away because you just got here, but it's good to know for the future.⏎
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==== Equal Employment Opportunity: Pluralism, Internationalism and Diversity ====
WMF is an equal employment opportunity organization in all areas of employment, including, but not limited to, hiring, transfers, promotions, training opportunities, retention disciplinary actions, and termination. 

We are committed to diversity as one our core values, and, as part of routine operations, we interact with a wide range of individuals and organizations around the world.  As part of this, WMF works to establish and maintain a staff with experience working and living outside the United States, with the ability to speak and write languages other than English, and the ability to work productively with people with a wide diversity of demographic and cultural characteristics, including socioeconomic status, values and attitudes.

WMF is an equal opportunity employer that does not discriminate without regard to race, color, religion, sex, national origin, citizen ship, age, disability, marital status, sexual orientation, gender identity and/or characteristics protected by local, state, or national law. 

As part of WMF's [http://wikimediafoundation.org/wiki/Pluralism,_internationalism,_and_diversity_policy pluralism policy], we work to recruit, employ, train, develop, and promote staff on the basis of individual qualifications, competence and performance. We do not operate with quotas. We do not believe in hiring or promoting people who are not well qualified, nor do we believe that anyone should be granted or denied opportunities solely on the basis of race, gender, or other personal attributes. We believe in providing everyone with a fair chance to contribute to WMF's success as an organization. In making any employment decision, we are committed to considering only job-related criteria such as experience, education, work performance and on-the-job behaviors. 

If you believe that you have been subjected to any form of unlawful discrimination, please immediately provide a written complaint to your manager or human resources. Your complaint should be specific and should include the names of the individuals involved and the names of any witnesses. WMF will immediately investigate and attempt to resolve the situation. We will not retaliate against you for filing a complaint, and we will not knowingly permit retaliation by any other staff member, including your manager. If you feel unsure about communicating your concerns with your manager or human resources, please feel free to contact the ED or CFA directly.

==== People with Disabilities ====
WMF is committed to equal opportunity for persons with disabilities as well as able-bodied staff, in compliance with the Americans with Disabilities Act (ADA), and comparable California laws with regard to all aspects of employment. We provide reasonable accommodation to both applicants and staff. Any staff member who requires an accommodation in order to perform the essential functions of his or her job should immediately contact human resources. 

==== Hiring ====
<big>'''Employment Opportunities'''</big>
<br>
WMF has established hiring guidelines and practices. Wikimedia recognizes that an excellent source of candidates and referrals for available job openings is the Wikimedia community. We encourage you to check our [http://wikimediafoundation.org/wiki/Work_with_us website] frequently for new posted positions. If you are interested and qualified OR know of others who would be qualified, please ask them to submit their resume for these positions on our website. As a general guideline for most positions, staff must be in their current position for six months to be eligible to apply for internal openings, except with the explicit consent of their manager and human resources.

Wikimedia will make every effort to hire the most qualified candidate for our positions and we need everyone’s help to do this. We will make all reasonable efforts to make internal opportunities available to qualified employees because we believe in promotion and development from within.

Hiring managers (HM) will work very closely with human resources to assure a speedy, inclusive and consistent hiring process using Jobvite. All job applicants will be reviewed by human resources. Human resources and the HM will determine the final candidate pool. Panel interviews are required for director level and above positions. A member of C-Suite must be a member of these panels.   Also in this section is lots of important information to make sure we all have a safe and groovy place to work (unfortunately a lot of this tends to be very dry and legal, so hang in there if some of the language makes your eyes roll).

[[File:Nasa_blue_marble.jpg|200px|right]]
==== Equal Employment Opportunity: Wikimedia Pluralism, Internationalism and Diversity ====
Wikimedia is an equal employment opportunity organization in all areas of employment, including, but not limited to, hiring, transfers, promotions, training opportunities, retention disciplinary actions, and termination. 

Wikimedia is committed to diversity as one of its core values, and, as part of routine operations, we interact with a wide range of individuals and organizations around the world.  As part of this, Wikimedia aspires to establish and maintain a staff with experience working and living outside the United States, the ability to speak and write languages other than English, and the ability to work productively with people with a wide diversity of demographic and cultural characteristics, including socioeconomic status, values and attitudes.

Wikimedia believes that all persons are entitled to equal employment opportunity without regard to race, color, religion, sex, national origin, citizenship, age, disability, marital status, sexual orientation, gender identity and/or characteristics protected by local, state, or national law. Wikimedia does not discriminate on any basis prohibited by applicable law and seeks to implement on-going measures to assure equal opportunity in all of employment. 

Wikimedia’s policy is to recruit, employ, train, develop, and promote staff on the basis of individual qualifications, competence and performance. Wikimedia does not operate with quotas. We do not believe in hiring or promoting people who are not well qualified, nor do we believe that anyone should be granted or denied opportunities solely on the basis of race, gender, or other personal attributes. We believe in providing everyone with a fair chance to contribute to Wikimedia’s success as an organization. In making any employment decision, we are committed to considering only job-related criteria such as experience, education, work performance and on-the-job behaviors. 

If you believe that you have been subjected to any form of unlawful discrimination, please immediately provide a written complaint to your manager or human resources. Your complaint should be specific and should include the names of the individuals involved and the names of any witnesses. Wikimedia will immediately investigate and attempt to resolve the situation. We will not retaliate against you for filing a complaint, and we will not knowingly permit retaliation by any other staff member, including your manager. If you feel unsure about communicating your concerns with your manager or human resources, please feel free to contact the ED or CFA directly.

==== People with Disabilities ====
Wikimedia is committed to equal opportunity for persons with disabilities as well as able-bodied staff, in compliance with the Americans with Disabilities Act (ADA), and comparable California laws with regard to all aspects of employment. Wikimedia provides reasonable accommodation to both applicants and staff. Any staff member who requires an accommodation in order to perform the essential functions of his or her job should immediately contact human resources. 

==== Hiring ====
'''Employment Opportunities'''
<br>
Wikimedia has established hiring guidelines and practices. Wikimedia recognizes that an excellent source of candidates and referrals for available job openings is the Wikimedia community. We encourage you to check our [http://wikimediafoundation.org/wiki/Work_with_us website] frequently for new posted positions. If you are interested and qualified OR know of others who would be qualified, please ask them to submit their resume for these positions on our website. As a general guideline for most positions, staff must be in their current position for six months to be eligible to apply for internal openings, except with the explicit consent of their manager and human resources.
[[File:Uncle_Sam_(pointing_finger).jpg|thumb|100px|right]]
Wikimedia will make every effort to hire the most qualified candidate for our positions and we need everyone’s help in order to do so. We will make all reasonable efforts to make internal opportunities available to qualified employees because we believe in promotion and development from within.

Hiring managers (HM) will work very closely with human resources to assure a speedy, inclusive and consistent hiring process using Jobvite. All job applicants will be reviewed by human resources. Human resources and the HM will determine the final candidate pool. Panel interviews are required for director level and above positions. A member of C-Suite must be a member of these panels.  The Executive Director will meet with all regular hire candidates prior to any final approval.  Positions below director level should include candidate interviews with staff across the organization, as well as with members of the team where the new position will reside. HMs should consult with human resources to create an interview plan.

The guidelines below apply to all hiring conducted by Wikimedia, to outline our recruitment and retention practices related to pluralism, internationalism and diversity:
[[File:We_Can_Do_It!.jpg|thumb|100px|right]]
* Wikimedia job openings are routinely posted internationally (at a minimum, on the Wikimedia website), and will be specifically targeted to non-US posting venues as appropriate.
* Hiring criteria for positions at Wikimedia routinely characterize as desirable: languages additional to English; and, experience living or working outside the US, and/or experience working with organizations or individuals outside the US.
* Each interview will include at least one question to assess candidates' ability to work productively with people with a wide range of demographic and cultural characteristics.
* Applications for open positions will not be routinely excluded just because the applicant is not San Francisco-based. The requirements of a given position will determine whether remote work is feasible.
* When Wikimedia hires a remote worker, that worker will, early in tenure, be invited to work out of the San Francisco office for a period of not less than one week, during which Wikimedia will pay living expenses. The purpose of this will be to orient and acclimatize the new person. At the discretion of the ED, and in circumstances in which it meets Wikimedia's goals, Wikimedia may choose to extend a new remote worker's stay in San Francisco for a period of up to three months.
* Wikimedia will stage up to two all-staff meetings per year, at its San Francisco offices. All non-San Francisco staff will be invited to attend these meetings.
* When Wikimedia engages workers outside the US, it will compensate them appropriately. Wikimedia will not attempt to engage in hiring or contracting processes that unfairly disadvantage workers outside the US, relative to those who work in the US.
(contracted; show full)* Fill the form and click Next
* Select job you’re referring the person for and click Next
* Review the information and click Submit

Hiring managers are exempt from the bonus, if the referral is made for their own department. However a hiring manager in tech is eligible for a referral to legal, for example. Human resources staff is also exempt.  Final eligibility is determined by human resources.

==== Employment-At-Will ====
Employment at Wikimedia is “at-will
.” This", which means that you are free to resign at any time with or without cause or prior notice. Similarly, Wikimedia is free to terminate our employment relationship with you at any time, with or without cause or prior notice. As with all of our staff, your employment is also subject to our general employment policies, many of which are described in this handbook. The sole exception to this employment-at-will relationship between you and Wikimedia is a written employment agreement that clearly states that the employment relationship between you and Wikimedia is for a specific period of time, signed by the ED or Board of Trustees.
 
Wikimedia aspires to handle all staff member separations of employment as respectfully as possible, for both the individual and the organization. Although not required, at least two weeks’ courtesy notice is appreciated when a staff member decides to end the employment relationship.

==== Confidentiality and Copyright Agreement ==== 
The protection of certain confidential information is vital to the interests and the success of Wikimedia. Such confidential information includes things such as: 

* Donor information 
* User information 
* Financial information 
* Employee information 
[[File:Redacted_CIA_document.jpg|thumb|200px|right]]
All new employees are required to sign a “Confidentiality & Copyright Agreement” as a condition of employment.  Employees who improperly use or disclose of confidential information will be subject to disciplinary action, up to and including termination of employment and legal action, even if they do not actually benefit from the disclosed information. 

Additionally, certain positions which regularly work with, or come in contact with, confidential or sensitive information such as donor data, employee data, financial information or other sensitive information require that a background check be performed by a third party company hired by Wikimedia. Currently Wikimedia uses ESRcheck, 415-898-0044 www.esrcheck.com.  This check is to determine any illegal activity and to confirm credentials.  Staff have a right to a copy of their background check, with Wikimedia’s copy stored in the employee’s file.  Background checks will be reviewed by the human resources team.  Any potential conflicts will be individually assessed by the CFOOTCO or CFA, and the staff member will be informed.  Staff will have a chance to explain any conflicts before a decision is made by the CFOOTCO or CFA.  If a conflict is directly related to the job and prevents staff from holding the position in question, Wikimedia will make every effort to reassign the staff member to a new position that does not require access to confidential information.

It is against Wikimedia policies, which are designed to protect the privacy of our users and donors, to store personally identifiable information or finance information regarding our staff, donors or community members on your personal or work computer, laptop, mobile device or flashdrives.  If you need to store or have access to this type of information to do your job, please store such information in a secure, encrypted folder on the Wikimedia file server.  If, for short-term business needs, you need such data on a personal device, please have your device password protected, encrypt the files and delete them as soon as you have finished the project.  

=== [http://en.wikipedia.org/wiki/Money_(Pink_Floyd_song) Money] ===
We understand that you cannot survive on good-will and hugs alone, so this section explains payroll, raises, traveling for work, etc.

==== COMPENSATION / WORK HOURS / PAYROLLompensation / Work Hours / Payroll ====
Staff compensation at Wikimedia is meant to be one of a number of important means of attracting, keeping and motivating the individuals who are ultimately responsible for its success as an organization.  Wikimedia’s compensation philosophy is to pay as competitively as possible and, in consideration of both the external market values and the relative internal values of the jobs themselves, as well as the ability of Wikimedia to pay. 
[[File:Euromoenterogsedler.jpg|thumb|200px|right]]
When Wikimedia hires staff, its intention is to select individuals who possess the kinds of skills, knowledge and abilities needed to make a positive contribution towards the achievement of Wikimedia’s goals. Once hired, staff can directly affect their compensation through base pay increases linked to individual and organizational performance.

Wikimedia pays base salaries that reflect two primary compensable factors: (1) the market and internal level of the job and (2) individual performance. Such factors as tenure and skills, while they can and usually do affect performance, are not measured in and of themselves as specific determinants of regular, ongoing pay and/or pay increases. Rather, they are means to an end—the end being performance results.

At Wikimedia, individuals are to be paid commensurate with the different levels of responsibility required by their jobs.  As part of the annual compensation process, all salary is evaluated to ensure non-discrimination. Pay is never to be determined based on personal attributes such as gender, race, age, ethnic group or any other protected personal characteristic. ⏎
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==== Executive Compensation Process ====
As part of the California Nonprofit Integrity Act, the Wikimedia Board of Trustees shall reviews and approves the compensation and benefits of the C-Suite ED, DD, CFOO & CTCO to assure that they are just and reasonable. This review and approval shall occurs initially upon the hiring of the officer, and annually with each fiscal year (July 1). Separate review and approval willsha⏎
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==== Executive Compensation Process ====
As part of the California Nonprofit Integrity Act, the Wikimedia Board of Trustees shall reviews and approves the compensation and benefits of the C-Suite ED, DD, CFA & CTCO to assure that they are just and reasonable. This review and approval shall occur initially upon the hiring of the officer, and annually with each fiscal year (July 1). Separate review and approval will not be required if a modification of compensation extends to substantially all employees. The CTCO coordinates this approval process directly with the boards’ HR committee, including providing Wikimedia’s chairman with all relevant compensation and benefit data.

==== Promotions ====
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==== Attendance & Punctuality Requirements ==== 

Basic gist: You should show up at work. If you're not going to show up, tell your manager. If you don't show up for awhile, and don't clear it with your manager, it's cause for us fire you.

Regular attendance at one's job is critical not only to your individual success but to Wikimedia’s organizational effectiveness as a whole. We offer staff a generous amount and variety of paid leave opportunities. Staff 
isare to use this time with the advance notice and approval of their manager.

Unscheduled absences (e.g., illness or family emergencies) should be reported to your manager as soon as possible, but no later than one-half hour after the start of your workday. In the event you are absent more than one day, you should call/email each day unless your extended absence has been pre-approved by your manager. Upon returning to work, your absences must be recorded in ADP, our online time and attendance system. If you are absent for three consecutive workdays without contacting your manager or human resources, unless there are extenuating circumstances, you will be assumed to have voluntarily terminated your employment with Wikimedia.

A regular pattern of excessive absences or tardiness is disruptive to Wikimedia operations, co-workers and community, and is unacceptable. While each case will be evaluated for special circumstances, excessive absences or tardiness can be grounds for separation of your employment relationship with Wikimedia.

==== Meal and Rest Periods ====
[[File:Post-Sopa_Blackout_Party_for_Wikimedia_Foundation_staff-4.jpg|thumb|200px|right]]⏎
Nonexempt (hourly) staff is required to take a minimum 10-minute break or rest period for every four hours of work in a day, with a maximum of 15 minutes.  Staff is asked to coordinate their breaks with others on their team in order to ensure adequate coverage if necessary.  These breaks are considered paid time.

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==== Workweeks, Flexible Schedules & Telecommuting ====
The standard workweek for fulltime staff at Wikimedia is 40 hours. The distribution of these hours depends on team requirements, and should be determined by you and your manager. For nonexempt staff, your schedule must include a minimum one half-hour unpaid lunch break, plus a paid 10-minute break each morning and each afternoon. The only exception 
to this is if your entire workday will be completed in six hours; then you are required to take only one of the two 10-minute paid breaks.
[[File:Andrew_Bogott%27s_occasional_workspace.jpg|thumb|200px|right]]
We recognize that each staff person’s work, family and personal situation is unique, with needs that evolve and change over time. Where appropriate, and as approved in advance by your manager, Wikimedia staff members may use flexible schedules for when they start and end each workday, or to meet occasional personal needs.  Wikimedia’s guidelines for flexible scheduling are as follows: 1) the nature of the work must be suitable to flexible scheduling; 2) minimal additional expense should not be incurred by Wikimedia in providing flexible scheduling; 3) full-time staff are expected to establish a regular work schedule with a consistent starting time each day and are generally expected to be present during the “core” business hours of 10:00 a.m. to 4:00 p.m. Monday through Friday, and; 4) flexible scheduling should be fair and consistent with the benefits provided to similarly situated staff.  If you wish to take advantage of a flexible work schedule, please discuss it with your manager. Flexible schedules require advance approval by your manager and the human resources, in writing.

Wikimedia also allows exempt staff, with both written manager and human resources approval, to work one day per week from home or any other location via telecommuting. Permission will only be granted when organizational needs, business requirements, management responsibilities and operational commitments are not compromised. Telecommuting staff will also be required to complete a telecommuting safety checklist.

Wikimedia must always consider the needs of our community, users and staff.  Consequently, not all positions are suited for flexible scheduling and telecommuting, and not all requests can be accommodated.  

==== Overtime Requirements ====
All position descriptions are classified as either nonexempt or exempt from state and federal overtime provisions. You should consult human resources to determine the exemption status of your position.  

Occasionally nonexempt staff may be required to work hours in excess of their normal schedule. Attempts will be made to give reasonable prior notice. Nonexempt staff will be paid for hours that they work in excess of their normal schedule. Please note that nonexempt staff may not work unauthorized overtime under any circumstances. Repeated unauthorized overtime can be grounds for disciplinary action, including separation of employment.  Nonexempt staff is also advised to limit after-hours work emails, texting, calls, etc. to only emergency/mission critical matters. 
⏎
For California based nonexempt employees: Hours worked (not including lunch breaks, non standard breaks, paid time off, sick leave, bereavement/family care leave, holidays or any other type of paid or unpaid leave) exceeding:

eight (8) hours per day,
forty (40) hours per workweek,
and the first eight (8) hours worked on a seventh consecutive work day (Sunday) in a single week,
will be paid at one-and-one-half times normal pay rate. Hours worked exceeding:

t[[File:Backward_Clock_-_geograph.org.uk_-_548623.jpg|thumb|200px|right]]
For California based nonexempt employees: 

Hours worked (not including lunch breaks, non standard breaks, paid time off, sick leave, bereavement/family care leave, holidays or any other type of paid or unpaid leave) exceeding:

Eight (8) hours per day,
forty (40) hours per workweek,
the first eight (8) hours worked on a seventh consecutive work day (Sunday) in a single week,
will be paid at one-and-one-half times normal pay rate. 

Hours worked exceeding:

Twelve (12) hours per workday,
eight (8) hours worked on a seventh consecutive work day (Sunday) in a single week, 
will be paid at two times the normal pay rate. 

For states following federal overtime codes: Hours worked (not including lunch breaks, non standard breaks, paid time off, sick leave, bereavement/family care leave, holidays or any other type of paid or unpaid leave) exceeding forty (40) hours per workweek will be paid at one-and-one-half times normal pay rate. 

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However, because traveling does not require the employee to employ his/her skills, pay for travel time may be at a rate of pay that is less than the employee’s normal rate of pay. The employer is permitted to pay the employee as little as the minimum wage (see http://www.dir.ca.gov/dlse/faq_minimumwage.htm for California) for travel pay, subject to the following conditions: 

[[File:TARDIS2.jpg|thumb|200px|right]]
Travel time is counted as work time, and thus overtime may be due for travel; 

Travel time pay, if less than the employee’s normal rate, is outlined in advance; and 
Wikimedia reimburses the employee for all reasonable out-of-pocket travel expenses. 

The following are examples of how nonexempt employees who are required to travel in the course of conducting their work would be paid:

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Paychecks will be distributed on paydays to staff desks in San Francisco (149 New Montgomery St, 3rd Floor, San Francisco, CA 94105; 1-415-839-6885), or mailed to home locations for staff working remotely.  Paystubs can also be viewed online at portal.adp.com.

=== [http://en.wikipedia.org/wiki/Born_in_the_U.S.A._(song)| (
You were not) Born in the USA] ===Not) Born in the USA?] ===
[[File:Hippie_bug!_(1043753793).jpg|thumb|100px|right]]
Immigrating to San Francisco?  You are in for an experience.  We like you so we will do everything we can to make your move as smooth as possible so you stick around.  We promise not to turn you into a hippie.

==== Immigration Policy ====
(contracted; show full)y to hire the foreign national on the basis of a receipt (versus approval); imminent, critical international business travel; limited availability of visa numbers, and other related business considerations.  Wikimedia will generally not use Premium Processing except on an “as needed” basis.  Alternately, employees with critical personal issues (e.g. urgent personal travel plans) that require Premium Processing may elect it only if it is paid for by the employee.

==== Permanent Residency (Green Card) ====

[[File:Star_Spangled_Banner_Flag_on_display_at_the_Smithsonian%27s_National_Museum_of_History_and_Technology,_around_1964.jpg|thumb|200px|right]]⏎
Sponsorship of permanent residency may be offered to current non-immigrant employees who have worked a minimum of one year for Wikimedia.  Exceptions to this policy may be made at Wikimedia’s discretion based on impending expiration of an employee’s current visa or other business considerations or other extenuating circumstances.  Eligibility for sponsorship for a green card will be determined on a case-by-case basis, depending on a number of factors including the candidate’s position at Wikimedia, job perf(contracted; show full)
 
==== Agreement ====
As a condition of Wikimedia sponsoring an employee for permanent residency (Green Card), the employee must sign and return the attached acknowledgment and confirm that he or she has read, understands, and will comply with Wikimedia’s immigration policies.

=== How do Things Work? ===

=== [http://en.wikipedia.org/wiki/Oh_behave Oh, Behave] ===

[[File:Austin Powers - Movie World Parade.jpg|thumb|100px|right]]⏎
Although it may sometimes seem like summer camp at Wikimedia, it's still important for you to feel comfortable and make the people around you feel comfortable, as well.  So although it might feel comfortable for you to show up for work without pants, it will probably make the rest of us uncomfortable.  Read below for pants guidelines and more.

==== Harassment Prevention Policy/Friendly Spaces ====
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[http://en.wikipedia.org/wiki/Arnold_Schwarzenegger AB 1825] - Supervisory Training Requirement for Sexual Harassment Prevention

Wikimedia meets all State requirements of AB1825 which requires employers to train all managers in Sexual Harassment Prevention every two (2) years for a two hour session. Wikimedia trains all new managers within the first 90 days of employment.


=====Wikimedia Employee Protection (Whistleblower) Policy=====

If any employee reasonably believes that some policy, practice, or activity of Wikimedia is in clear violation of law, a written complaint must be filed by that employee with the ED or chairman of the Board of Trustees, or to the Chair of the Audit Committee.

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Wikimedia will not retaliate against employees who disclose or threaten to disclose to a manager or a public body, any activity, policy, or practice of Wikimedia that the employee reasonably believes is in clear violation of a law, or a rule, or regulation mandated pursuant to law or is in violation of a clear mandate or public concerning the health, safety, welfare, or protection of the environment.


=====Safety – Health – Environment (SHE) Policy=====
 
Wikimedia is committed to operations and practices which prevent harm to people and damage to the environment and has developed a SHE policy which is valid for all employees. 

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Use office supplies and other resources in an efficient and prudent manner (i.e., re-use discarded paper for internal documents or “drafts”).
Make use of designated receptacles for recycling (paper, glass and cans) and compostables. 
Make every effort to conserve energy and water (e.g., turn off computers, copiers and other electrical equipment and lights when not in use).
Wikimedia strongly encourages employees to use public and “alternative” forms of transportation to commute to work.

⏎
Dispute Resolution Policy[[File:Mocking_Bird_Argument.jpg|thumb|200px|right]]
=====Dispute Resolution Policy=====

Wikimedia strives to encourage open, two-way communication between all staff. We would like you to feel free to directly discuss any problems or complaints so that they may be resolved in a positive and expeditious manner. This is particularly true if you feel you are being harassed or abused in any manner. 

If attempts to resolve these problems are unsuccessful or you do not feel comfortable discussing this matter with your manager, you should feel free to speak to the director of human resources. While most problems can be resolved informally, the Dispute Resolution Procedure consists of several steps:

Step 1 - Report to manager: If the situation cannot be resolved at this point, you may proceed to Step 2. If the dispute is with your manager, and you are not comfortable approaching him/her directly, you are encouraged to seek assistance from the director of human resources to mediate the situation. 

Step 2 - Report to human resources: If the situation cannot be resolved in Step 1, you may report the dispute to human resources.

Step 3 - Report to the ED, and/or the CFOO: If the situation cannot be resolved in Step 2, you may report the dispute to the ED and/or the CFOO.
 
After reporting the situation, human resources, or ED/CFOO as appropriate, will review the situation, conduct an investigation as needed, and will provide timely resolution. 

This dispute resolution procedure may not be used to dispute the following:

1. Policy or procedures approved by the Board of Trustees;
2. Decisions regarding job classification or reclassification;
3. A final decision in a dispute resolution;
4. Non-retention of a temporary staff member;
5. Separation of employment or termination for any reason; or
6. Salary actions according to established compensation program.

Investigations

Not all workplace investigations require a formal and comprehensive approach.  Depending on the nature of the complaint, sometimes an informal and relatively quick inquiry provides all the information needed to reach a resolution.  Wikimedia’s human resources department will conduct all investigations and inquiries in an impartial manner, respecting confidentiality whenever possible. Once all parties have been contacted and all information gathered, final decisions will be made by a panel of the ED, CFOO, CTCO and General Counsel.⏎
A: If the situation cannot be resolved in Step 2, you may report the dispute to the ED and/or the CFA.
 
After reporting the situation, human resources, or ED/CFA as appropriate, will review the situation, conduct an investigation as needed, and will provide timely resolution. 

This dispute resolution procedure may not be used to dispute the following:

#Policy or procedures approved by the Board of Trustees;
#Decisions regarding job classification or reclassification;
#A final decision in a dispute resolution;
#Non-retention of a temporary staff member;
#Separation of employment or termination for any reason; or
#Salary actions according to established compensation program.

=====Investigations=====

Not all workplace investigations require a formal and comprehensive approach.  Depending on the nature of the complaint, sometimes an informal and relatively quick inquiry provides all the information needed to reach a resolution.  Wikimedia’s human resources department will conduct all investigations and inquiries in an impartial manner, respecting confidentiality whenever possible. Once all parties have been contacted and all information gathered, final decisions will be made by a panel of the ED, CFA, CTCO and General Counsel.
[[File:Sherlock Holmes statue at Meiringen1.jpg|thumb|200px|thumb]]
The first step of an investigation is an initial meeting with the complaining employee, when all the facts and issues are identified, including information and documentation regarding who was involved, and the “what, when, where, why and how” of the incident.  An event that is subject to an informal investigation will be handled just as seriously and expeditiously as a more serious matter.  After the initial meeting, human resources will meet with the second party to hear both sides, without making any jud(contracted; show full)nvestigation, the next step after meeting with both parties is to identify additional staff to interview, based on the information provided in the first two meetings.  All staff who participate in the investigation are asked to honor the confidentiality and rights of all parties involved.  Discussion of the matter will be on a need-to-know basis.  Next any additional documentation will be gathered, with follow-up interviews as needed. Human resources will then present the information gathered to the ED, CF
OOA 

In a formal investigation, an impartial third party investigation service may be hired in situations where the investigation is particularly complex or where human resources is personally involved in the matter.

=====Employee Confidentiality=====

All confidential information concerning past and present staff, community or others is to be maintained in strict confidence. Staff should never share or discuss anyone else’s personal information without clear and prior authorization.  Failure to protect confidential information will generally result in deficiency counseling, up to and including possible separation of your employment relationship with Wikimedia. 

=====Personal Appearance=====

Wikimedia maintains a casual dress policy that encourages staff to be comfortable.  Each staff member is expected to follow this principle, and dress in an appropriate manner given the type of work they perform and the appropriate expectations of colleagues, community members, donors and others with whom we interact in the fulfillment of our work responsibilities.
[[File:Vatican-tourists-queuing-at-St-Peter-6598.jpg|thumb|200px|right]]
Wikimedia bases our casual dress policy choices on the presumption that employees contribute to the feeling and reputation of Wikimedia in the way they present themselves. A nice appearance is essential to a favorable impression with others. This policy is designed to create an environment in which staff maintains a good appearance while also enjoying a level of comfort and safety.  We expect staff to use good discretion in applying these principles.
To provide clarity about implementation of the policy, the following are some examples of dress that is inconsistent with the policy:

overtly tattered/torn clothing
clothing with rude or non-inclusive slogans or images
sweat suits/jogging suits
revealing or provocative clothing
flip-flops and similar items of casual attire that present a safety risk

Any employee who does not meet the standards of this policy will be required to take corrective action, which in extreme cases may include leaving the premises. Repeated violations of this policy also will result in disciplinary action.

=====Office Neatness & Cleanliness=====

Wikimedia staff is responsible for maintaining a clean, pleasant and professional work environment.  Staff is responsible for maintaining their work area in a neat and tidy manner and for cleaning up after themselves in the break areas, conference rooms, kitchens and lunch areas.  Please do not expect front desk staff or others to do this for you.

=====Personal Business=====

Staff is expected to keep all personal phone calls, personal e-mail, internet and the use of other Wikimedia resources for personal business to a minimum during working hours, and utilize rest periods and lunch breaks for these purposes whenever possible.  Staff should not place or charge a long distance call to Wikimedia unless it is work related. 

=====Privacy and the Use of E-Mail, the Internet, Voice Mail and Other Wikimedia Resources=====

Wikimedia equipment (i.e., phones, computers, e-mail, voicemail, etc.) is maintained by Wikimedia as its property and should be used by staff for Wikimedia business, therefore all messages sent, received, composed and/or stored are the property of Wikimedia.  However, Wikimedia understands the need for occasional use of these communication tools for personal reasons such as contacting a family member or drafting personal correspondence. Staff should keep such personal use to a minimum and limit the time s(contracted; show full)

Complaints regarding inappropriate use of Wikimedia’s resources will be handled through Wikimedia’s dispute resolution policy.  Inappropriate use of Wikimedia resources may result in disciplinary action up to and including separation of employment.


[[File:Wikimedia_Coffeemakers_Officey_Photos-10.jpg|thumb|100px|right]]
=====Wikimedia Property & Safety=====

Wikimedia invests precious resources into its equipment, as such staff entrusted with Wikimedia equipment is required to properly maintain and respectfully treat it. The loss or breakage of Wikimedia equipment due to gross negligence or intentional misuse will result in staff paying its purchase value if the equipment is less than a year old. If the equipment is more than a year old, staff will pay the current value as confirmed by IT and finance departments. Similarly, repeated abuse of Wikimedia equipment will result in similar fines.

Generally, employees may receive Wikimedia cell phones if they are at the director level or higher.  However, exceptions can be made for staff at the manager level provided they travel regularly more than 30% of the time.  A similar guideline is made for Wikimedia credit cards.
[[File:Hand_held_phone_in_car.JPG|thumb|100px|right]]
Wikimedia is aware that many employees use cell phones and other wireless communication devices in carrying out their work responsibilities. Wikimedia is also aware of the potential distractions that may arise when mobile phones are used by staff while operating a moving vehicle. In keeping with its obligations under federal and state occupational health and safety laws, to maintain a safe and healthful workplace and to minimize the safety risks for our employees, customers, and passengers in such moving vehicles and the public at large, Wikimedia strictly prohibits the use of hand held cell phones or texting while driving, whether discussing Wikimedia business or while traveling on Wikimedia business. If your Wikimedia business requires significant use of a cell phone while driving, please contact IT to arrange for a hands free device.

Wikimedia is respectful of all copyright laws and as such staff must not download or maintain information on Wikimedia property that violates any copyright laws.

=====Conflict of Interest=====

Wikimedia staff is expected to conduct themselves in a manner so as to prevent the actuality, or the appearance, of any conflict of interest in the performance of their duties. No staff member may hold a position reporting directly or indirectly to a related person (i.e., parents, siblings, spouses, domestic partners, etc.). No staff may have any substantial financial interest, directly or indirectly, in the business of any person or entity that does business with Wikimedia, nor may any staff make persona(contracted; show full)
* When communicating for work, be honest and transparent in representing Wikimedia.
* At all times, uphold Wikimedia’s Confidentiality and Copyright Agreement.
* Do not use your Wikimedia email for non-work related social networking.


Gifts[[File:Gift_giving_ceremony.jpg|thumb|200px|right]]
=====Gifts=====

Though Wikimedia appreciates the thoughtfulness of gifts from companies or others who provide us with goods and services, our general policy is to discourage them whenever possible, except in cases of donation to Wikimedia.  For donation related gifts, please contact the fundraising team.  Staff should use good judgment in managing gift situations so as not to suggest any improper motivation for the gift, be insensitive to cultural practices, or cause offense.  Whenever possible, gifts should be shared with staff, donated to a charity or in special cases returned to the donor.  In all cases the donor should be sent a note of thanks.

Wikimedia also prohibits staff from providing anything other than a token gift to anyone who is their manager.  Modest gifts, e.g., flowers to individuals or groups of staff from member companies or others as recognition for work well done are a thoughtful gesture and are permissible under this policy.

Situations involving gift giving or receiving not covered in this document should be handled in a way that is consistent with Wikimedia’s ethical standards. If a situation is questionable, please seek advice from human resources or your manager.

=====Political Activities=====

Wikimedia encourages all staff members to participate in the political process and respects the right of each staff member to participate as he or she sees fit.  However, a staff member’s political activity, be it lobbying, political contributions, speeches or campaign work of any kind, must be on his or her own time.  As a non-profit organization, Wikimedia is severely restricted from political lobbying.  A staff member may not represent his or her own views as those of Wikimedia at any time, either directly or indirectly.  If you are unclear about whether or not your activities constitute lobbying, please consult with the legal team before taking any action. 
 
To avoid any confusion about representation of Wikimedia, staff members should refrain from using Wikimedia letterhead for personal use.  Staff should not utilize any office equipment for lobbying or any politically related activities.  Any organizational view represented in public must be done by designated Wikimedia staff members. 

=====Drug-Free Workplace Policy=====

In compliance with the Drug-Free Workplace Act of 1988, Wikimedia has established the Drug-Free Workplace Policy. It is not our intention to intrude into the private lives of our staff members. But for the protection of all staff members and their families, Wikimedia does not allow the use, possession, sale or distribution of illegal drugs while at work or any work sponsored function. Besides being dangerous for individuals involved, it is against the law.

An “illegal drug” includes any drug which is not legally obtainable in the United States or which is legally obtainable but is being used in a manner different from that prescribed by a doctor of medicine or intended by the manufacturer. Accordingly, if you are found to be distributing, using, selling or possessing narcotics, illegal drugs or any controlled substance while on the job, you may be fired - even if it is a first offense. Also, any illegal drugs will be immediately turned over to the appropriate law enforcement agency. This means that you could be prosecuted for a criminal offense. 
[[File:Marijuana.jpg|thumb|200px|right]]
If you are convicted of violating any criminal drug statute and the violation occurred in the workplace, you must notify Wikimedia within five (5) days of such conviction. Violation of this policy will generally result in deficiency counseling, including possible separation of your employment relationship with Wikimedia.

(contracted; show full)es have determined that it can reasonably be conducted for positions that include work with heavy machinery, hazardous chemicals, transportation or general safety of others. Testing can also be done when there is reasonable information regarding abuse in a team, department, office or even entire organization. If you are asked by a third party to do a drug test, use your personal judgment in deciding to comply. Wikimedia will not retaliate against any employee who reasonably declines a client’s drug test.


[[File:Cyprinus carpio smoking.jpg|thumb|100px|right]]
=====Smoke-Free Workplace Policy=====

Smoking is prohibited within all Wikimedia facilities. Smoking is allowed outside in designated areas. Smokers are expected to dispose of their used and extinguished smoking materials in the appropriate receptacle.

=====Business Travel Policy=====

Wikimedia provides its business travelers with a high level of service and comfort in order to maximize our ability to conduct business and meet our global organizational goals. Wikimedia’s goal is to provide its business travelers with a clear set of guidelines and resources for necessary and reasonable travel expenses at the lowest possible cost. Contact finance for a copy of Wikimedia’s travel procedures.

Expenses: Wikimedia reimburses staff for reasonable business-related travel expenses in accordance with established IRS guidelines. Out-of-pocket expenses will be reimbursed with prior managerial approval and appropriate documentation of the expenditures.

Mileage: Staff members using their personal vehicles to attend to Wikimedia business (outside the course of normal commuting) are required to provide proof of personal automobile insurance to finance. Mileage will be reimbursed at the current rate, as defined by the IRS, with a manager’s approval. 
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Business Travel Insurance: Wikimedia provides additional insurance benefits, through Chartis’ Travel Guard (1-800-401-2678; #WS11003647), to protect staff while traveling on Wikimedia confirmed business.  Covered staff includes: North American employees, board members, volunteers, scholarship recipients and independent contractors from any country. These individuals are covered when they are on a journey outside their country of domicile and within the coverage territory.  Coverage includes pre-departure a(contracted; show full)as well as some personal property, however keep in mind that the deductible is $1000, the lowest for a commercial policy. Wikimedia does not pay for the deductible in cases of personal property loss. Wikimedia recommends that if you do bring items of personal value while on business travel or in the office, please make sure you carry a personal property insurance through either your homeowner’s or renter’s policy. Please see the operations team immediately if you feel you have an eligible property claim.


=====Wikimedia Liability Coverage=====

Wikimedia also protects it business and its employees through a variety of liability coverages, including but not limited to:
* Worker’s Comp (medical costs and wage loss)
* Automobile liability
* Personal injury
* Property damage
* Professional liability
* Errors & omissions liability
* Directors & officers liability
* Employee benefits liability
* Business income coverage
* Repatriation & evacuation
* Emergency travel assistance
* Umbrella policy
Generally these insurances do not provide staff with cards or brochures, so if you would like more information about coverage, please contact the operations team. 

=====Additional Wikimedia Policies=====

Also please see: http://wikimediafoundation.org/wiki/Policies regarding additional policies, procedures and guidelines, including:
* Access to nonpublic data policy
* Data retention policy
* Donor policy
* Licensing policy
* Trademark policy
* Credit card usage policy
* Duty entertainment policy
* Feedback privacy statement
* Travel policy
* Purchasing & disbursements policy
* Fundraising principles
* Funds dissemination principles

[[File:Wikimedia-logo.svg|400 px|right]]⏎
==TLC (Tender Loving Care)==
=== Health and Wellness Benefits ===
WMF endeavors to offer a really generous Health and Well-Being Benefits package in order to attract, nuture and retain the best staff - you!  This benefit package integrates flexibility, fairness, cost-effectiveness, and mirrors the best practices of the business community. 

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Wikimedia is also dedicated to growing leaders and has established a coaching program for those at the director level and higher. This program includes a combination of 1:1 mentoring, by both internal and external coaches, and through a series of monthly internal leadership jam sessions to learn, share and discuss timely topics in a group setting.