Difference between revisions 85870 and 85871 on foundationwiki

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== Employment Guidelines ==
The Wikimedia Foundation (WMF) is composed of all kinds of people from around the world who have very different backgrounds.  One thing we all have in common at WMF, is that we share in the vision of providing all the world's knowledge 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!] ===
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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.  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).

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==== 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.
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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:
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* 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, 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.
* In the event that a successful candidate is located outside the US at the time of hire, but needs work visa support in order to relocate to the San Francisco office, help will be provided. Offers extended to applicants who do not have, at the time of offer, the legal right to work in the US, will be conditional upon the successful receipt of a work visa.
* Our standard practice is to offer employees support with TN or H1B visas. However, we recognize that these visas are temporary in nature, and that it is not possible to predict or ensure renewal. Therefore, in the interests of stability in staffing, Wikimedia will support work visa employees to transition to U.S. “permanent residency” status, in circumstances in which: the employee desires to make the transition; the employee has successfully completed the probationary period; and the transition supports Wikimedia goals and objectives. Permanent residency status will only be pursued with the approval of the ED.

Wikimedia allows the hiring of relatives of current staff, upon completion of a full recruitment process, to include multiple external candidates.  Additionally, staff cannot report to another family member either directly or through a line of reporting.  All family relationships must be disclosed during the hiring process, or at the point of relationship change (i.e. new marriage).

==== Recruiting Bonus ====

We encourage you to help create the environment that you want to work in, by bringing in the kinds of people that they would want to work with!  To that end, all full time regular staff are eligible to earn an recruiting bonus for referring job candidates for current posted openings.  The bonus is for $500 or a basic tablet of your choice.

The process for making a referral in Jobvite is as follows:
* Go to Home and click on Refer a Friend
* 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", 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 
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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 CTCO 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 CTCO 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 / 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, 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. 
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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.

==== 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 ====
C-Suite receives, considers and approves all promotions at Wikimedia. The C-Suite must have the opportunity to review all promotion recommendations and to ensure that we can budget necessary funds to support promotion decisions. For this reason the majority of promotion recommendations should be made in May to become effective, if approved and following the Annual Performance Review Process, July 1.  Managers who wish to recommend employees for promotion should submit the recommendation to human resources for consideration not later than May 31.

Mid-year promotion recommendations should only be made under truly exceptional circumstances or when an open position is available to a qualified internal candidate.  Promotions are determined on three main criteria: 
(1) The person has already demonstrated the majority of the skills (e.g., 80%) for the next level position.
(2a) There is already an open position at the next level and this person is the most qualified internal candidate for that position, OR
(2b) If a new position is being created by this promotion, a fact-based business case must be made for the addition (as if a new headcount were being requested - why is it justified) that is separate from the qualifications of the individual. This prevents position “creep.”
(3) The promotion is supported by the entire C-Suite.
The promotion decisions made by the C-Suite are final.

==== 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 are 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 ====
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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.

Nonexempt (hourly) staff are also required to take at least a 30 minute unpaid meal break for every five hours of work in a day, unless six hours will complete the workday and the staff member voluntarily elects to forgo the meal period in writing. Meal periods or lunch breaks should also be coordinated with others in the staff member’s team to ensure adequate coverage if necessary.  Nonexempt staff who wants to, but is not able to take breaks, must immediately notify human resources in writing in order to facilitate options to allow you to take the breaks.  If nonexempt staff personally and voluntarily chooses not to take a lunch break, this must be requested in advance via an email to their manager.

To make sure breaks are complete and restful, we recommend that staff get away from their desk and have a breath of fresh air - take a walk, get something to eat, relax, leave the phone behind.

==== 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 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.
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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. 
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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. 

Federal law requires all non-exempt employees to create accurate daily time records, showing when they begin and end each work period and including in and out times for meal breaks. These timecards must be submitted weekly to human resources through ADP.

Exempt staff is paid a salary that covers all hours worked and are required to work the number of hours needed to accomplish the job. They are not eligible for overtime pay. 

Wikimedia supports individual work/personal life balance. It does not expect any staff member to consistently work significantly extra hours. Staff members are encouraged to discuss this problem, should it arise, with their manager or human resources.  Wikimedia does not provide either exempt or nonexempt staff with compensatory time off. Instead, Wikimedia provides a generous time off program for balancing work and personal life.

Unless instructed otherwise, attendance at Wikimedia receptions, dinners or social events is considered voluntary and is not considered time worked.

==== Paying Nonexempt (Hourly) Employees for Travel Time ====
With the exception of regular commute travel from home to work and back, many times travel is considered work time.  For example, all time spent traveling during normal work hours is considered time worked, with the exception of regular meal times.

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:

If an employee reports to the regular workplace and is then required to travel to another site to work for the regular day, travel time to the secondary workplace must be paid for the regular day; 
When an employee is required to report to a work site other than the regular site, and goes directly to that site without first going to the regular site, the employer must pay the employee travel time for any time in excess of the employee’s normal commute time to and from the regular site; 
When an employee is required to travel to a distant work place, clear distinctions can be made between work time and travel time. For example, an employee works eight hours at the regular work place in San Francisco (SF) and then goes to the airport, flies to Los Angeles (LA), stays at a hotel, works six hours at the assigned work place in LA the next day, finishes his/her work assignment after six hours of work, and then returns to SF. Under these circumstances, the employee gets his/her regular pay for the first eight-hour period. Travel pay is earned from the point of departure from the office until boarding the plane, less the regular commute time home the employee would have normally done.  Travel time begins again once the plane lands and ends upon arrival at the hotel. The next day, the employee receives six hours of regular pay while at the work place in LA. When the employee leaves the LA work place for the airport, travel pay begins and ends upon boarding the plane, less normal morning commute time again. Travel time picks up again when the plane lands at the SF airport and ends once home, less normal evening commute time.  So basically, employees are not entitled to be paid just for being on a plane.
Any time spent performing regular work duties while en route is considered time worked, and is subject to overtime approval if regular work hours are exceeded.
Any meal breaks must also be taken and are not considered time worked.  Naps and other down time en-route are not considered time worked.
	 	 	 	
If approved travel time in either direction, or approved travel time plus work time, exceeds eight hours in a workday, the employee must receive travel pay at one and one-half times the weighted average of his/her regular pay rate and the travel time rate, if any.

==== Payroll and Timecard Procedures ====
Staff is paid semimonthly, on the 15th and the last business day of each month (or on the last regular working day preceding these dates if either one falls on a weekend or holiday). Wikimedia offers direct deposit of paychecks, which may be set up at any time. 

All non-exempt staff must complete time cards weekly through our online timecard system in a timely manner.  Time cards must indicate the hours worked, excluding unpaid breaks and 
lunch and any hours to be charged to paid time off, bereavement/family care leave, holiday, and unpaid or other leave. Repeatedly late timecards may be considered cause for disciplinary action. Further instructions for ADP can be found on the Office Wiki.

For exempt staff, only half days (4 hours or more) charged to paid time off, bereavement/family care leave, holiday, unpaid or other leave must be reported on ADP. Absences of less than four hours from work do not need to be reported. However, repeated abuse of partial days off, without using paid time, off can result in disciplinary action, including up to separation of employment.

Paychecks include automatic deductions for Social Security, Medicare and any State Disability Insurance.  Staff can adjust their deductions for Federal Income Tax (FIT) and State Income Tax (SIT) with any payroll with a written instruction or W4 sent to human resources. Depending on location, some staff may be subject to an additional Local Income Tax (LIT).

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)| (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 ====
Wikimedia offers visa sponsorship to eligible regular full-time Wikimedia employees, and their spouses and dependent children.  Depending on the needs of Wikimedia and the individual, Wikimedia will determine if sponsorship is appropriate and will work with retained immigration counsel to identify the type of visa best suited for each employment situation. Wikimedia reserves the right at its discretion to review, change, amend or discontinue this policy at any time, with or without prior notice. The language in this document does not constitute a guarantee of employment with Wikimedia.  Wikimedia reserves the right to discontinue the visa process and/or the permanent residency process at any time.  Contractors are not eligible for visa sponsorship.  Please be aware that Wikimedia cannot make any guarantee of success in obtaining any visa or permanent residency.

<big>'''Communications with Immigration Counsel'''</big>
Wikimedia has selected a law firm specializing in immigration to handles its immigration cases, and has designated human resources to serve as the liaison between employees and the outside law firm.  For reasons of cost, confidentiality and consistency, employees should not communicate directly with the outside law firm unless specifically instructed by human resources.  This includes calls, email and regular mail.  All immigration questions and communications should be directed through human resources, who will contact legal counsel as necessary.  Please be aware that this legal counsel is retained by Wikimedia and as such they represent Wikimedia.

<big>'''Non-immigrant Visas (B-1, J-1, H-1B Visas)''' </big>
Potential employees and current employees who require temporary visas to engage in authorized employment with Wikimedia, and their spouses and dependent children, may be eligible for non-immigrant visa sponsorship. 
 
Wikimedia is aware that, for certain application types, the government will expedite processing, through the system called "Premium Processing." Because such expedited processing requires a significant additional cost, Wikimedia will make the ultimate determination as to whether and/or when to file an application using the Premium Processing program.  This determination will be in Wikimedia’s sole discretion, made on the basis of business need, taking into consideration such factors as eligibility 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 performance, level of experience, current visa status, availability of Wikimedia resources, and if permanent residence is based on labor certification, existing labor market conditions, and the likelihood of Wikimedia successfully proving shortage of qualified American workers.
 
==== Filing and Legal Fees ====
Depending on circumstances, Wikimedia will pay for legal fees, government filing fees and recruiting costs associated with obtaining non-immigrant visas and permanent resident status for qualified employees, their spouses and dependents, subject to a “reimbursement agreement” execution.  Upon voluntary termination of employment, Wikimedia will seek reimbursement of legal fees and costs associated with obtaining permanent residency status, other than any legal fees and costs associated with filing a PERM labor certification with the U.S. Department of Labor, based on the following schedule:
{| class="wikitable"
|-
| Years of employment at time of voluntary termination || Less than 2 years || At least 2 years and less than 3 years || At least 3 years and less than 4 years || 4 years or more
|-
| % reimbursable  by the employee ||100% || 50% || 25% || 0%
|}
Employees will be responsible for any additional costs (i.e. photos, fingerprinting, medical appointments, travel costs incurred solely for immigration or personal need).

==== International Travel ====
Visa holders are responsible for notifying human resources and outside counsel of international travel plans at least two months in advance.  Special arrangements may be necessary to obtain a new, unexpired visa in the employee’s passport and to ensure re-entry into the U.S.  If international travel is business-related, Wikimedia will pay for travel, lodging, meal expenditures and legal fees related to the acquisition of a visa from an American Consulate or Embassy abroad.  If the trip is personal, Wikimedia will pay for legal fees for the employee and family members and the employee will be responsible for all travel, lodging, meal and other associated costs. 
 
==== Temporary Work Visa and Permanent Residence upon Termination ====
When required by law, Wikimedia will notify the government that an employee who is the beneficiary of a visa application is no longer employed by Wikimedia within 30 days of termination of employment and in its sole discretion may withdraw permanent residence proceedings.
 
==== Misrepresentations or Failure to Disclose Information ====
A foreign national employee who fails to answer any immigration question truthfully or misrepresents information in connection with any immigration matter, Form I-9 or petition filed or sponsored by Wikimedia, may be subject to discipline, up to and including termination.
 
==== 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 ====
Wikimedia is committed to providing a safe work environment for everyone, free of any form of harassment. Our policy prohibits sexual harassment and harassment because of pregnancy, childbirth or related medical conditions, race, religious creed, color, gender, national origin or ancestry, physical or mental disability, medical condition, marital status, registered domestic partner status, age, sexual orientation, veteran status, family care leave status or any other basis protected by federal, state or local law or ordinance or regulation. All such harassment is unlawful. Our harassment prevention policy applies to all persons involved in our operations and prohibits harassment by any employee of our organization, including managers, vendors, independent contractors, volunteers or any person doing business with or for Wikimedia.

Prohibited unlawful harassment includes, but is not limited to, the following behavior:
* Verbal conduct such as epithets, derogatory jokes or comments, slurs or unwanted sexual advances, invitations or comments;
* Visual conduct such as derogatory and/or sexually oriented posters, photography, cartoons, drawings, e-mail and faxes or gestures;
* Physical conduct such as assault, unwanted touching, intentionally blocking normal movement or interfering with work because of sex, race or any other protected basis;
* Threats and demands to submit to sexual requests as a condition of continued employment, or to avoid some other loss, and offers of employment benefits in return for sexual favors; and
* Retaliation for reporting or threatening to report harassment.

If you believe that you have been unlawfully harassed, bring your complaint to your own or other Wikimedia manager, the ED or human resources immediately after the incident. You will be asked to provide the details of the incident or incidents, names of the individuals involved and names of any witnesses. It would be best to communicate your complaint in writing, but this is not mandatory. Managers will refer all harassment complaints to human resources immediately. Upon receipt of a complaint, Wikimedia will immediately undertake an effective, thorough and objective investigation of the harassment allegations.

If, after the investigation, Wikimedia determines that harassment has occurred, effective remedial action will be taken in accordance with the circumstances involved. Any employee determined by Wikimedia to be responsible for unlawful harassment will be subject to appropriate disciplinary action, up to and including termination. A Wikimedia representative will advise all parties concerned of the results of the investigation. Wikimedia will not retaliate against you for filing a complaint and/or assisting in a complaint or investigation process. Further, we will not tolerate or permit retaliation by management, managers, employees or co-workers against any complainant or anyone assisting in a harassment investigation.

We encourage all employees to report any incidents of harassment immediately so the complaints can be quickly and fairly resolved. You also should be aware that the federal Equal Employment Opportunity Commission (EEOC) and the California Department of Fair Employment and Housing (DFEH) investigate and prosecute complaints of prohibited harassment in employment. If you think you have been harassed or that you have been retaliated against for resisting or complaining, you may file a complaint with the appropriate agency. The nearest office is listed in the telephone book.  The EEOC will review your complaint and determine whether to file a lawsuit in court.  The deadline for filing complaints with the EEOC is usually 180 days after the unlawful conduct.  However, if you are in a state in which a state agency enforces anti-discrimination laws, you must file a complaint with the state agency.

==== Disclosure of Offensive Materials ====
As a free global information source, staff may occasionally be exposed to potentially personally offensive materials on Wikimedia projects.  This includes materials that may be of a graphic, violent or sexual nature.  Wikimedia neither posts nor approves of these materials, rather the Wikipedia community edits and monitors them.

If, during the course of your work duties, you are exposed or potentially exposed to these materials you have the right to decline and Wikimedia will make every effort to reduce or eliminate the exposure.  If you have any concerns, please notify human resources immediately.

If any posted materials are potentially in violation of the law, please contact Wikimedia’s internal legal counsel immediately for action.

[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.

It is the intent of Wikimedia 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 only if the employee brings the alleged unlawful activity, policy, or practice to the attention of Wikimedia and provides Wikimedia with a reasonable opportunity to investigate and correct the alleged unlawful activity. The protection described below is only available to employees that comply with this requirement.

Wikimedia will not retaliate against an employee who in good faith, has made a protest or raised a complaint against some practice of Wikimedia, or of another individual or entity with whom Wikimedia has a business relationship, on the basis of a reasonable belief that the practice is in clear violation of law or a clear mandate of public policy.

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. 

Safety: Wikimedia has a safety program involving emergency training, investigation of on-the-job accidents/injuries and review of staff safety suggestions. Due to the amount of international staff travel, Wikimedia provides business travel insurance, telecommuting safety policy and a drug-free workplace policy. Staff is responsible for conducting themselves in a safe and responsible manner, reporting any on-the-job accidents or injuries immediately to human resources, and reporting known hazardous conditions to their manager or human resources. Remember that our work is never so urgent or important that we cannot take time to do it safely. Staff is never expected to take any safety risk, whether in the office or while on business travel, which they are not comfortable with. 

Health: In addition to Wikimedia’s health and wellness benefits, all staff is covered under Wikimedia’s Workers Compensation Insurance through Travelers Property Casualty Company (800-842-7354, policy #3339T862) for work-related injuries and/or illnesses. Benefits include coverage for eligible medical expenses and partial income replacement of lost wages, as determined by Wikimedia’s insurance carrier. It is important that staff immediately report any work-related illness or injury to human resources. Staff is also required to follow the Smoke-Free Workplace policy.

Environment: Wikimedia seeks to conduct business in a responsible way that minimizes the impact on our natural environment, e.g. traveling, waste generation, emissions, uses of resources and energy. As such, we ask all staff to do the following:

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.
[[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 CFA: 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 judgement.  As with the initial meeting, the same information and documentation will be gathered, and similar questions asked.  Typically, after meeting with both parties, an informal approach will usually result in resolution if the matter:

Concerns misunderstanding of Wikimedia policy
Concerns lack of communication between the two parties
Needs no other information to resolve the issue in an impartial and timely resolution
Is amenable to informal resolution.

The move to a formal investigation is usually necessary if the following criteria apply:

Additional facts are needed
Others need to be interviewed
Documents need to be reviewed
Special expertise is required to obtain in-depth data and analysis
Federal law may have been breached.

In a formal investigation, 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, CFA 

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 spent on these activities to non-work hours whenever possible. 

Wikimedia has established guidelines for acceptable use of e-mail, the Internet, voice mail and other Wikimedia resources as follows:

Whenever reasonably possible, staff should limit personal use of Wikimedia resources to meeting occasional needs during non-working hours and breaks.
Personal use of Wikimedia resources should not have a negative impact on the job performance or productivity of the staff member or other staff.
Personal use should not result in any additional expense to Wikimedia.
Staff should not access or distribute information to other employees or third parties that is contrary to Wikimedia’s policies or that is prohibited by law, unless the reason for doing so is in response to a complaint of misconduct or violation of this policy. 
Staff should not use Wikimedia resources for outside business activities without prior approval of their manager.
Staff should not use Wikimedia resources to engage in solicitation of funds in support of political organizations or any other activity that would jeopardize Wikimedia’s nonprofit status, mission or operations.
 
At times, Wikimedia may need to inspect Wikimedia property, including voicemail, e-mail and computer files for business purposes. Whenever this is necessary, Wikimedia will make a reasonable effort to provide advance notice to staff. An exception to providing advance notice may apply whenever there is an immediate urgent business need and the staff member is away from the office and cannot be reached. Employees should understand that they have no right of privacy with respect to any messages or information created, maintained, or received, using Wikimedia property. Wikimedia may monitor or inspect these resources at any time.

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 personal use of Wikimedia property, facilities or equipment for personal financial gain.

Wikimedia staff may not engage in any activities related to other employment, or other outside activities (except approved community service), during designated working hours. Outside employment or other activities that a staff member undertakes must not interfere with, or have a negative impact on, regular attendance or performance of Wikimedia duties and responsibilities. Any outside employment or other activities that might pose a conflict of interest requires advance notice and approval by the director of human resources.

Employees are responsible for immediately reporting to human resources, in writing, of any situation that they believe could create either the fact or appearance of a conflict of interest, including but not limited to any independent work with a perceived Wikimedia donor, government or political entity, etc. The potential conflict will then be reviewed by the C-Suite, and results will be communicated back to the employee.

Additionally, when using social-media web networks, whether at home or at work, continue to avoid any conflicts of interest. As a guideline, when you are using a Wikimedia related  email, user ID or other related identification, remember to:

* Follow Wikimedia’s Expectations of Employment, as well as other employment policies.
* Assume that you are representing Wikimedia when communicating about topics related to Wikimedia work, as such, do not make statements which may disparage Wikimedia, or which are explicitly critical of Wikimedia partners or donors. If in doubt, check with a member of the communications team and/or C-Suite in advance. 
* 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.

[[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.

The use of alcoholic beverages while on Wikimedia premises and during normal working hours is strictly prohibited, except when authorized by Wikimedia for approved Wikimedia functions. Being under the influence of alcohol to an extent that impairs work performance is likewise prohibited and can lead to discipline up to and including separation of employment, even for a first offense.

An individual’s involvement with alcohol or drugs – whether on or off the job – can have an adverse impact on the working environment for everyone else. Wikimedia is committed to providing individuals with confidential assistance when dealing with personal problems, such as alcoholism and drug abuse. Staff is encouraged to volunteer for rehabilitation if they have substance abuse dependence. However, participation in such a program will not excuse violation of this policy or poor work performance. Please contact human resources for more information about resources through your insurance as well as our Employee Assistance Program with The Holman Group. 

Additionally, if you are ever asked by a third party to take a drug and alcohol screening test in the course of Wikimedia business, any such test must be in compliance with state and federal legislation. Currently it is not an automatic requirement of the Drug-Free Workplace Act, and recent legal cases 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. 
[[File:2011-08_Wikimania_ZVD_09.jpg|thumb|200px|right]]
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 assistance (i.e. information on work permits, immunizations, travel hazards), lost baggage/ passport/ tickets, insurance coordination, evacuation/ repatriation, legal assistance, emergency cash and medical emergency services. Please see the operations team for a brochure and card.

Personal Property: While on business travel, Wikimedia asks that you limit your personal belongings whenever possible to the essentials. Do not bring expensive or cherished personal items in case if they are lost, stolen or damaged. Wikimedia does carry property insurance to cover Wikimedia equipment, 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

==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. 

The highlights of WMF’s benefits program are presented here.  Nitty gritty details are provided in the plan booklets, summary plan descriptions and other literature staff receives during new hire orientation in the first week of employment, as well as online at (SML brokers to provide).  In the event that a benefit is added, withdrawn, or modified, eligible staff will be notified in advance. If you have any questions, you can always contact the director of human resources.

==== Employee Benefits Eligibility ====
All regular staff who work thirty (30) hours per week or more are eligible for WMF’s Health and Well-Being Benefits on the 1st of the month following the start of employment for medical, dental, life and short-term and long-term disability insurances. 

Staff choosing not to join the medical, dental or vision plans when they are first eligible, or who do not change their coverage within thirty (30) days of a life event (i.e., acquisition of a dependent), may enroll, or change coverage, during open enrollment periods conducted annually in December for a January 1 effective date.

* All regular staff who work thirty (30) hours per week or more are eligible for Wikimedia’s 401(k) plan on the 1st of the month following one month of employment. 
* All regular staff who work thirty (30) hours per week or more are eligible for Wikimedia’s paid time off benefits beginning with the first day of employment, except as otherwise noted. 
* Staff who work less than thirty (30) hours per week, or staff who are hired on a regular temporary basis for less than 6 months, are not eligible for Wikimedia’s benefits package.

[[File:Healthy_Human_T_Cell.jpg|thumb|200px|right]]
==== Health Benefits ====
WMF provides each eligible staff member with fully paid premiums for medical, dental, vision, STD, LTD, life and EAP coverage - yes, you heard right - fully paid premiums! Additionally, WMF provides eligible dependents with fully paid premiums for medical, dental and vision coverage.  Eligible dependents include spouse/partner and children up to the age of 26.  These plans are outlined below:

==== Medical Plans ====
With today's soaring health care costs, medical coverage is the most valuable benefit an employer offers its employees.  WMF offers the following variety of medical plans for staff, who must choose the plan that works best for them and their eligible dependents.  Only one plan can be elected per family. 

===== [https://www.blueshieldca.com/home Blue Shield Plan] =====
Blue Shield has three plans that include an HMO, a PPO and a high-deductible PPO plan.  These Blue Shield plans provide health care services through a wide network of participating US medical groups; however the HMO option is only available in California.  The high-deductible plan works alongside a Health Savings Account (see below).

===== [https://healthy.kaiserpermanente.org/html/kaiser/index.shtml California Kaiser Permanente Plan] =====
Additionally for California, Wikimedia offers health coverage through two Kaiser plans, the standard Kaiser plan and a Kaiser high deductible plan.   The Kaiser Foundation Health Plan provides health care services exclusively through Kaiser facilities.  The high-deductible plan works alongside a Health Savings Account (see below).

Medical plan details for all of these plans can be found online at (SML brokers to provide).  Staff can also view plan premiums online through the ADP payroll system. It's not always easy to choose the plan that's right for you, so for additional information regarding the differences between PPO and HMO plans, please contact Wikimedia’s insurance brokers at SML, Inc (1-800-733-3131).

==== Health Savings Account (HSA) ====
For those of you who choose a high deductible health insurance plan (Blue Shield SimpleSavings or Kaiser2000), WMF opens and funds an HSA in your name at the Patelco Credit Union to complement the insurance.  These HSA contributions are funded through monthly pro-rated deposits, based on the IRS annual maximum.  Staff may access these funds via reimbursement requests made directly to Patelco or via a debit card.  Staff are responsible for ensuring that reimbursements meet IRS guidelines.  Full information on HSAs can be found at (SML brokers to provide).

[[File:Labrador_teeth.jpg|thumb|100px|right]]

==== Dental Plans ====
WMF offers dental coverage through [https://www.guardiananytime.com/ Guardian DentalGuard Preferred] to help you take care of your pearly whites.  Under the dental plan, you may visit any licensed dentist and change dentists at any time without notifying Guardian.  Keep in mind that your costs will be lower when visiting a network dentist, since they have agreed to charge fees that are negotiated with Guardian.  If you choose a non-network dentist, you will also be responsible for any amount over the usual and customary amount for the service that Guardian has set.  

Adult and child orthodontics are also covered in the Guardian plan.  (Also, if you elect the Flex Plan, don't forget that it can help with any of your out of pocket expenses for dental costs, which really is nice when it comes to the big expense of orthodontics.)

Dental plan details can be found online at (SML brokers to provide).

[[File:Office_Photos_MR-3.jpg|thumb|200px|right]]
==== [http://en.wikipedia.org/wiki/I%27ve_Got_My_Eyes_on_You_(1939_song) Vision Plans] ====
WMF offers vision coverage through [https://www.vsp.com/ Vision Service Plan (VSP)].  

When you see a vision service provider who is in the VSP network, the provider invoices VSP directly, excluding the deductible and any cosmetic extras chosen which you need to pay at the time of service.  (If you also elect the Flex Plan, don't forget that the out of pocket expenses are eligible for flex reimbursement.)  You can also see a non-VSP network provider, however your out of pocket expense is greater and you must submit a claim form to VSP for reimbursement according to the schedule of benefits.  

Vision plan details, can be found online at (SML brokers to provide).

==== Short and Long Term Disability Insurance ====
WMF provides employer paid Short and Long Term Disability coverage through Guardian to all eligible staff. After a 7-day wait period, staff who is disabled and unable to work, is eligible for 66.67% of their salary up to a weekly maximum, upon Guardian approval.  Staff disabled for a period in excess of 180 days are eligible to receive sixty percent (60%) of their salary up to a weekly maximum, upon Guardian approval.  This benefit coordinates with any state benefits as well as any WMF time off benefits. 

This plan is offset by Workers’ Compensation, State Disability and Social Security, as eligible. There is no cost to staff for this benefit. Please see HR immediately if you feel that you are eligible for a claim.

==== Life and AD&D Insurance ====
WMF provides employer paid life insurance of 2X Salary (with a minimum of $10,000 and a maximum of $500,000), and accidental death and dismemberment (AD&D) insurance of 1X Salary (with a minimum of $10,000 and a maximum of $500,000) through Guardian Life to all eligible staff.  There is no cost to staff for this benefit.  Please see HR immediately if feel that you are eligible for a claim.

==== Flexible Spending Account Plan (a.k.a. FSA or Section 125 Plan) ====
WMF’s Pre-Tax Flex Plan is administered by Sterling HSA.  The Flex Plan allows you to put aside money pre-tax (i.e. before all federal and state payroll deductions) direct from your paycheck into the Flex Plan saving account, and then be reimbursed for all eligible expenses. Depending on your tax bracket, this can save approx. 25-35% in any of these three areas:
Medical: WMF offers tax-free benefits under the medical portion of the Flex Plan for eligible medical, dental, vision and/or Rx out of pocket expenses.
Dependent Day Care: WMF offers tax-free benefits under the dependent day care portion of the Flex Plan for eligible expenses toward child or elder care.

For eligible expenses, please check the benefits website (SML brokers to provide) or with the IRS. Per the IRS, the plan also contains certain restrictions, such as a use-it-or-lose-it policy (watch out for this!) and limitations regarding mid-year election changes.  There are also Flex Plan limitations for those participating in the HSA plan.

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==== Flexible Spending Transportation & Parking Plan (Section 132 Plan) ====
WMF strongly encourages staff to use public and [http://en.wikipedia.org/wiki/Rocket_pack “alternative”] forms of transportation to commute to work.  As an incentive, Wikimedia offers staff the option to pay for certain eligible commuting and parking expenses tax-free via payroll deduction through the Section 132 Transportation/Parking Plan with Sterling.  Parking and transportation deduction elections can be changed at any time during the plan year, and there are options to roll-over funds from year to year.  As expenses are incurred, staff can request pre-tax reimbursement from their account through Sterling.

Alternately, WMF offers staff to purchase Commuter Checks through pre-tax payment, to be used at participating parking and public transportation agencies.  Sorry, but staff cannot double-up and participate in both the Commuter Check and 132 plans.

==== Insurance Support and Claims Resolution ====
If you run into any problems with any of the above insurances, don't despair - WMF’s insurance broker, SML Inc., is available to help you.  Forms and contact information can be found on the benefits website (SML brokers to provide).  Be prepared to sign a Health Insurance Portability and Accountability Act (HIPAA) form to allow them to help you with any claims resolution.

==== 401(k) Retirement Plan ====
Want a chance to retire early to live in that exotic local of your dreams? Then don't forget to participate in the WMF 401(k) Retirement Plan, a tax-deferred benefit through Fidelity as administrators.  The plan is open to eligible staff upon completion of one month of employment.  The maximum annual contribution to your 401k account for 2012 is $17,000 and an additional $5,500 for employees who are 50 and over.  Employees can change their payroll deductions with any payroll and can change their investment choices online with Fidelity at [http://netbenefits.com NetBenefits.com].  

But it gets even better - WMF will match staff contributions to the plan up to 4% of annual salary, with no vesting period!  So at least elect a 4% payroll deduction, and then you can get a 100% return on your money.

==== [http://en.wikipedia.org/wiki/Physical_(Olivia_Newton-John_song) Wellness Program] ====
In addition to the generous health care package, Wikimedia provides eligible staff the amazing benefit of up to $150 per month through a special reimbursement plan - the Wellness Program.  This unique benefit is designed to promote and encourage wellness and personal growth, covering costs not included in standard insurance.  Please note that these benefits are considered taxable by the IRS and as such all reimbursements are made via payroll.  An example of services that are covered includes:

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* Fitness facility memberships
* Diet/ weight reduction programs
* Acupuncture/ chiropractor
* Fitness training/ [http://en.wikipedia.org/wiki/Pilates Pilates]/ yoga
* Physical therapy not covered by insurance
* Nutritional counseling
* Smoking cessation
* Prenatal classes not covered by insurance
* Massage/ manicure/ pedicure / facial
* Counseling/therapy not covered by insurance
* Classes/ workshops for personal enrichment
* Medical/ dental/ vision procedures not covered by insurance (i.e. laser eye surgery, orthodontics, dermatology)

This program does not cover: purchase of equipment, supplies, food, household goods, ski passes, collecting hobbies, pet care, etc.  The above lists are not meant to be exhaustive, so if you have questions, please contact human resources via email.  

New employees are eligible for the monthly reimbursement on the first of the month following their date of hire, pending receipt of a completed Wellness Reimbursement Form submitted to human resources (not finance), with receipts documenting the reimbursable expense.  This amount can be accrued and rolled over monthly until June 15th of each year.  At this point, any unused amounts are cleared and a fresh accrual from $0 begins July 1st.  Accrual balances can be found on pay stubs or via human resources (please email).

==== Employee Assistance Program (EAP) ====
If you find yourself stuck in a personal situation, don't forget that WMF provides its staff with an employer paid EAP thru The Holman Group, which provides an array of information, assistance and counseling for confidential work/life issues like:

* Education (planning, financial aid resources, admissions procedures)
* Care Giving (day & elder care referrals, adoption assistance, senior housing options)
* Legal/Financial (tax planning, debt counseling, home buying, immigration, personal legal)
* Lifestyle Management (grief/loss, anxiety/depression, drugs/alcohol, divorce/separation)
* Fitness Management (nutrition, pet care, stress, health issues)
* Working Smarter (career development, relocation, productivity, managing)

Staff has an unlimited access to consult with a professional counselor via the phone. Up to five face-to-face counseling sessions are available free of charge through the EAP.

For financial and legal topics, staff receives a free initial 30-minute office or telephone consultation with an attorney, seasoned financial professional or CPA. If services are retained, a 25% discount is applied.  Additionally, a variety of training resources are available online on a wide variety of topics.  For a full list of services, call Holman at 1-800-321-2843 or go to [http://www.holmangroup.com www.holmangroup.com] (user name = Wikimedia, and password = wf2012). If you need additional assistance, please contact human resources or the insurance brokers at (SML brokers to provide).

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==== Ergonomics ====
WMF is committed to identifying ergonomic hazards and implementing changes to prevent repetitive motion injuries.  Ergonomic injuries are caused by unusual stress on the body due to interaction with equipment and certain kinds of motion. Before any ergonomic injury can occur, WMF asks staff to be vigilant to any emerging aches or pains, reporting them immediately to human resources. WMF will then have an ergonomic consultant come in to evaluate the workspace and recommend changes.  The sooner these changes can be made, the better chance an injury can be avoided. (So don't suck it up and try to be tough - in this instance complaining is good and helps to avert worse pain in the future.)

Similarly, if staff has an existing medical situation that necessitates an ergonomic evaluation for the workplace, please contact human resources immediately.

For more tips, go to: http://www.osha.gov/SLTC/etools/computerworkstations/index.html.

==== U.S. STATUTORY BENEFITS (you know, the benefits that have to be provided) ====
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===== Workers’ Compensation =====
WMF provides workers’ compensation insurance for qualifying injuries “on the job” for partial loss of wages and medical expenses, for employees on WMF payroll.  (WMF doesn't determine what qualifies, the insurer does, based on state regulations.)  Please report any injuries to your manager and the human resources as soon as possible and no later than 24 hours after an accident or injury has occurred, in order to meet the requirements of our insurer, Travelers Property Casualty Company (PO Box 8112, Walnut Creek, CA 94596; 800-842-7354, policy #3617T381). This includes qualifying injuries or illness that might happen while on Wikimedia business travel.  For general information about workers’ compensation in California, go to: http://www.dir.ca.gov/dwc/dwc_home_page.htm.

===== Federal and State Unemployment Insurance =====
Where applicable, WMF pays state and federal unemployment insurance taxes to provide staff with unemployment benefits in the event they become unemployed and meet the requirements of their jurisdiction. Contact the human resources for additional unemployment insurance information. For state specific rules go to: http://www.dol.gov/dol/location.htm#.UHw8qmk-tTw.
California Employment Development Department (EDD) - http://www.edd.ca.gov/Unemployment/ 
Federal - http://www.irs.gov/businesses/small/international/article/0,,id=104985,00.html 

===== State Disability Insurance =====
Staff members who become disabled and unable to perform the functions of their job may be eligible to apply for State Disability Insurance to receive partial income. This will be coordinated with eligible Wikimedia benefits including STD, LTD and various paid time off. Not all states offer this benefit, so check your local government website to confirm.  For California, go to the Employment Development Department - http://www.edd.ca.gov/Disability/  

===== COBRA / Cal-COBRA =====
Generally, federal law requires that most group health plans, including WMF’s medical, dental, vision and medical flex plans, give employees and their eligible dependents the opportunity to continue their coverage in these plans when there is a “qualifying event” that would result in a loss of coverage under WMF’s plans. Depending on the type of qualifying event, “qualified beneficiaries” can include the employee, the employee’s covered spouse, and dependent children. Under Cal-COBRA (in California), this can also include domestic partners.  Employees and their beneficiaries may elect this plan within 60 days of the last day of regular coverage, and must pay all monthly premiums on time, as administered by Sterling

Continuing coverage is the same coverage that WMF's plan gives to other participants who are not receiving continuing coverage. Each qualified beneficiary who elects continuing coverage will have the same rights under the plan as other participants, including open enrollment opportunities.

All employees are required to sign an acknowledgement to confirm that they have received and understand their full COBRA rights. If you have not received a copy of these full COBRA rights, please contact human resources immediately. For more information, go to: 
http://www.dol.gov/dol/topic/health-plans/cobra.htm and http://www.dmhc.ca.gov/dmhc_consumer/hp/hp_cobra.aspx.

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===== San Francisco Health Care Security Ordinance =====
The San Francisco Health Care Ordinance generally requires employers in San Francisco to provide San Francisco staff with a certain levels of employer paid health care, based on minimums set by the city. As Wikimedia’s medical, dental and vision benefits are fully paid by Wikimedia, the ordinance requirements are met.

For staff not eligible for WMF’s insurance benefits, but who work within San Francisco, may be eligible for direct partial reimbursement of health care expenses based on the number of hours worked. Reimbursements request can only be made in writing to human resources using the check request form. Payments will be made through payroll.

For more information about the SF Health Care Security Ordinance, go to: http://www.sfgov.org/olse/hcso.

===== Health Insurance Portability and Acountability Act (HIPAA) =====
The purpose of HIPAA is to limit or eliminate “job lock” which occurs when staff cannot change jobs because of their inability financially to withstand pre-existing condition limitations in a medical plan. This does not mean that the previous health insurance can be carried to the new employer, but it does:

Limit how much a plan can subject new employees to pre-existing condition limitations;
Require that certain “late enrollees” be offered special enrollment opportunities;
Prohibit discrimination either in eligibility or cost because of health status.
 
For late enrollment in Wikimedia health insurance plans, Wikimedia provides the following open enrollment period: December, for a January 1 change/enrollment.

For more information about HIPAA and your rights, go to: http://www.hhs.gov/ocr/privacy/hipaa/understanding/index.html.

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===Time Off Benefits===
WMF believes its staff is the core to its success. While our work occupies a large portion of our lives, we believe that work/life balance is a critical factor in maintaining high quality work performance and a healthy work atmosphere. WMF offers a range of time off benefits including vacation, holidays, family friendly leaves and sick leave.

==== Eligibility ==== 
All regular staff who works thirty (30) hours per week or more are eligible for WMF’s work/life balance benefits. Staff who works less than thirty (30) hours per week, staff who are hired on a temporary basis, and interns are not eligible for WMF’s work/life balance benefits, with the exception of sick leave for eligible staff. Except as otherwise noted, accrual begins on the date of regular hire.

==== Vacation ====
Vacation is designed to provide WMF staff with time needed away from their everyday work schedule. WMF provides eligible staff with a vacation bank that can be used for any purpose that meets the staff member’s personal time off needs, and you are encouraged to take this time with your manager’s advance approval. Approvals can be arranged via email, to both your manager and human resources. Aim to submit vacation requests in writing at least two weeks in advance. All regular full-time employees accrue vacation according to the following schedule:
{| class="wikitable"
|-
! VACATION ACCRUAL RATE !!  !!  !!  !!  !! 
|-
| Years of Service || Annual || Hours per Month || Hours per Payroll || Maximum Accrual
|-
| Less than 1 year || 12 days/year || 8.00 || 4.00 || 18 days 
|-
| 1 year or more || 15 days/year || 10.00 || 5.00 || 22.5 days
|-
| 4 years or more || 20 days/year || 13.33 || 6.67 || 30 days
|-
| 10 years and above || 25 days/year || 16.67 || 8.33 || 37.5 days
|}

Regular staff working reduced hours (at least 30 hours per week but less than 40 hours per week) accrue vacation on a pro-rated basis. 

Staff may have a maximum vacation balance of 1.5 times their annual accrual rate, at any point in time. Once this maximum is reached, all further accruals will cease. Vacation accruals will recommence at the applicable rate after the employee has taken vacation and reduced his or her balance to below the maximum annual cap. Accrued balances below this maximum accrual cap carry forward from one year to the next. Any accrual hours missed due to reaching the cap cannot be reclaimed.

Staff do not accrue vacation during an unpaid leave or while on disability salary continuation. Vacation accruals recommence when you return to work. Staff who request unpaid family or medical leaves of absence per Wikimedia policy generally must apply any accrued vacation pay to their leave.

If an observed WMF holiday occurs during a scheduled vacation, no deduction from accrued vacation will be made for the holiday. 

Human resources monitors all time off accruals and usage through the payroll system. All accrued but unused vacation is paid out to staff as wages, at their base rate of pay, upon separation of employment from Wikimedia. Vacation may not be borrowed in advance of having been earned, nor can it be cashed out, except in extreme personal emergency situations and with the approval of the ED.

==== US Holidays ====
WMF observes the following paid US holidays annually:
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U.S. HOLIDAYS 	
* New Year's Day (January 1)
* Martin Luther King Day (third Monday in January)
* President's Day (third Monday in February)
* Memorial Day (last Monday in May)
* Independence Day (July 4)
* Labor Day (first Monday in September)
* Columbus Day (second Monday in October)
* Veteran's Day (November 11)
* Thanksgiving Day (fourth Thursday in November)
* Day after Thanksgiving (fourth Friday in November)
* Christmas Day (December 25)

When a holiday falls on a Saturday, the holiday is usually observed on the preceding Friday. If the holiday falls on Sunday, it is usually observed on the following Monday. Eligible staff receives a paid holiday only if the holiday falls on a day that they are normally scheduled to work. Holiday pay is pro-rated for eligible part time staff.

Holidays cannot be banked for later use. If you are required by WMF to work on a holiday, with both your manager and director of human resource approval, the holiday use may be rescheduled, but must be used within a two-week window of the holiday. Exceptions to this require manager approval.

WMF recognizes that its staff is a diverse and international group, and as such observe a wider variety of holidays than listed above.  To observe holidays not on this list, staff may use vacation, following the process outlined in the vacation section of this handbook.

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==== Sick Leave ==== 
WMF complies with the San Francisco Sick Leave Ordinance and applies it to all US offices. Sick leave accrues only on hours worked, not on other paid or unpaid time off usage. Exempt employees are calculated on a 40-hour work week. Part time staff accrue sick leave on a prorated basis. Once sick leave is accrued, it carries over from year to year but no more than 72 hours is allowed in the balance at any time. Accrued sick leave is not paid out at termination of employment.

Part time or temporary staff who work in San Francisco for more than 90 days, and who otherwise may not be eligible for WMF benefits, may be eligible under the Ordinance for sick leave accrual.

SICK LEAVE 
* 9 days/year
* 3 hours per payroll 
* 72 hours (9 day) max accrual

Sick leave used for doctor’s appointments must be scheduled well in advance with your manager, except in emergency situations of course. Otherwise, an employee must notify their manager of any injury or illness, no later than ½ hour before they are normally scheduled to start (again there are exceptions depending on the level of the emergency). All sick leave use must be confirmed via email to both your manager and to human resources.

Sick leave can be used for an employee, spouse/domestic partner, children, grandchildren, parents, grandparents, sibling and legal guardian/ward. San Francisco staff who does not have a spouse/domestic partner may also elect a Designated Person as someone they may need to care for during the year. A Designated Person does not need to be a relative, and should not be any of the people already included above. This election is made at the start of employment and can be changed annual each January through HR.

==== Personal Time & Comp Days ====
WMF does not provide comp days. However, a manager may authorize personal days off in recognition of unusual work that goes above and beyond the call of duty or in cases when people work unusual hours or events (ex. Hackathons, international travel over weekends, etc.). Managers must inform HR in writing before they grant any comp days. The personal days cannot be banked or saved and must be used within two weeks of when they are granted. If workloads are particularly heavy, managers may wait a week or two before granting the personal days. Managers may not grant any other additional time except as outlined in this handbook.

==== Personal Medical Leaves of Absence: FMLA & CFRA ====
In the event of an employee’s own serious medical condition, eligible staff may request in writing (with proper medical certification) a medical leave. Any accrued and unused sick leave, and then vacation, will be applied to the requested leave in coordination with any state, short-term or long-term disability. 

As part of a medical leave, staff is automatically covered by the Family Medical Leave Act (FMLA), which provides up to 12 weeks of unpaid leave in a 12 month period, once the employee has satisfied the federal eligibility requirements. FMLA provides employees with a certain level of job protection (except in the event of departmental or office layoffs), as well as benefits protection for the duration of the leave. As part of FMLA and CFRA, Wikimedia will continue to pay its share of health, dental and disability plan coverage during the leave periods. New sick leave, vacation, 401(k) match and holiday will only accrue during the paid portion of the family leave period. If a leave extends beyond the 12 week FMLA limit, staff will be eligible to continue benefits via COBRA. However if an employee does not return from leave, payment for these benefits will be recovered by Wikimedia. 

California staff who qualifies for State Disability Insurance (SDI) will receive SDI payments in accordance with the benefit schedule established by the Employment Development Department (EDD). California Family Rights Act (CFRA) may be concurrent with or extend FMLA coverage 

Due to the complexity of both the FMLA and CRFA leaves, please contact HR immediately if you believe you may need either plan. For more information, go to: http://www.dol.gov/esa/whd/fmla/finaltule.htm and/or http://ccr.oal.ca.gov. 

==== Medical Leave of Absence for Occupational Disabilities ====
All WMF staff is covered by workers compensation insurance thru Travelers (policy #3617T381, phone 800-842-7354) that provides coverage for medical expenses and partial replacement of wages for work-related injuries and/or illnesses. All injuries and/or illnesses must be reported to human resources immediately in order to establish a claim. Staff who sustains a work-related disability will be eligible for a leave of absence for the duration of the disability as approved by Travelers, until released for full or partial resumption of work responsibilities or until a physician certifies that the staff will be permanently unable to return to work. The first twelve (12) weeks a staff member is on leave counts as FMLA. Staff may also elect to use accrued and available paid time off to cover any unpaid portion of the leave.

==== Personal Leave of Absence / Sabbatical ====
All staff with more than four years of continuous employment are eligible to request up to two (2) months of unpaid personal leave of absence every three years. Requests should be made in writing to both the manager and the director of human resources with at least a three-month notice. Approval of a personal leave of absence will depend upon the reason for the request, the staff member's performance and attendance history, and whether the leave will present any hardship to Wikimedia. 

During the time of the unpaid leave, all Wikimedia benefits cease; however, medical and dental insurances may be continued through COBRA, which requires payment of the entire premium amount plus an administration fee. No paid time off will accrue during the leave.

Should staff request a personal leave in order to pursue another opportunity, the director of human resources will review potential conflicts and, at its discretion, determine possible approval. Approval for leave will be contingent on staff agreeing to return to Wikimedia at the end of the leave.

A staff member who does not return from leave on the scheduled date, and who does not make appropriate alternate arrangements, will be considered to have voluntarily terminated employment with Wikimedia. 

==== Bereavement Leave ====
WMF provides staff with four (4) paid days of bereavement leave for the loss of an immediate loved one: spouse/domestic partner, child, grandchild, parent, grandparent, sibling, or legal guardian/ward. This leave can be extended as needed using sick leave or vacation. Eligible part time staff receives this benefit on a prorated basis, if they are normally scheduled to work. Requests for bereavement leave can be done via email to your manager and to human resources as soon as possible.

==== Jury & Witness Duty Leave ====
WMF encourages its staff to fulfill their civic duty when called upon to perform jury duty. Staff is responsible for notifying their manager when the notice of jury duty is received, and for attempting to reschedule the jury duty if major work conflicts may result from the initial date assigned. Wikimedia provides up to five (5) days of paid jury duty leave per year. A copy of the notice of jury duty should be given to human resources as soon as it is received, as well as a copy of the fulfillment notice once it is completed.

This includes staff who is compelled to appear as a witness by subpoena or other legal process shall be excused for the time required in order to give testimony. The staff member should notify his or her manager immediately so that arrangements can be made to accommodate the absence. The staff member is required to present a copy of the subpoena to human resources as documentation.

If additional time is needed, PTO or unpaid leave may be approved.

==== Family Care: FMLA, CFRA & PFL ====
FMLA and CFRA are available to provide eligible staff with up to 12 weeks of unpaid leave, in a 12 month period, for the serious medical care of a qualified immediate family member, the birth/adoption of a child or for the placement of a foster child, once the employee has satisfied the federal and or state eligibility requirements. Requests for leave should immediately be subbmitted to human resources, in writing with accompanying medical certification. FMLA and CFRA provide employees with a certain level of job protection (except in the event of departmental or office layoffs), as well as benefits protection for the duration of the leave. As part of FMLA and CFRA, Wikimedia will continue to pay its share of health, dental and disability plan coverage during the leave periods. New sick leave, vacation, 401(k) match and holiday will only accrue during the paid portion of the family leave period. If a leave extends beyond the 12 week FMLA limit, staff will be eligible to continue benefits via COBRA. However if an employee does not return from leave, payment for these benefits will be recovered by Wikimedia. Any accrued and unused sick leave, and then vacation, will be applied to the requested leave in coordination with any state or federal program. 

Due to the complexity of both the FMLA and CRFA leaves, please contact HR immediately if you believe you may need either plan. For more information, go to: http://www.dol.gov/esa/whd/fmla/finaltule.htm and/or http://ccr.oal.ca.gov. 

In California, employees may receive up to six (6) weeks Paid Family Leave (PFL) leave per year to care for a seriously ill family member (child, spouse/domestic partner or parent). Employees who already pay into the existing SDI system will be eligible for paid family leave. The program is employee funded through the state. There is a one-week waiting period before employees can apply for PFL. PFL runs concurrently with state/federal family leave, as well as any other applicable leave under Wikimedia’s policies. PFL does not create any entitlement to take leave not already provided for by state or federal law or under Wikimedia’s policies. The maximum benefit will increase automatically each year in accordance with increases in the state’s average weekly wage. An employee who is receiving worker’s compensation, SDI, welfare or private insurance payments in lieu of such benefits is not eligible to claim PFL benefits for the same period. Part-time employees may also collect PFL if they are otherwise eligible. For more information, go to www.edd.ca.gov.

==== Leave for Child Education Purposes ====
Staff will be given up to forty (40) hours of unpaid time off each year to participate in the activities of schools or licensed child daycare facilities attended by their children, up to grade 12. This leave applies to staff who are parents, guardians or grandparents who have custody of a grandchild. To continue payroll, staff may use vacation during this leave. Requests for school leave can be done via email to your manager and to human resources at least two weeks before the leave.

[[File:Voting_United_States.jpg|thumb|100px|right]]
==== Time Off to Vote ====
Staff unable to vote during non-work hours may arrange in advance to take up to two (2) hours of from work, with pay, to vote in a statewide election. In order to qualify, two (2) day advanced approval must be obtained from the manager.

==== Military Leave & Care of Military Service Members ====
Staff who must be absent from employment due to their participation in the uniformed services or other military duty will be granted time off without pay. Employees may request to substitute accrued vacation for any unpaid portion of the military leave. Staff must provide written notice to human resources as soon as they know the required dates of service (unless such notice is precluded by military necessity or is otherwise impossible or unreasonable) and, if requested, furnish your manager with a copy of the official orders or instructions. Upon return from an excused military leave, you will be reinstated to your former position, or another position, to the extent required by applicable law. In order to be eligible for reinstatement, you must: 1) report in writing to human resources or submit an application for employment within the period required by federal and state laws; and 2) provide a certificate of satisfactory completion of service, as well as appropriate documentation to establish that the employee is eligible for reinstatement. Staff whose service is completed in 30 or fewer days will continue receiving health benefits on the same terms as received prior to commencing military leave. For service beyond 30 days, the employee has the ability to continue health benefits pursuant to applicable federal and state law. Upon a staff's return to work, Wikimedia will count the time spent on military duty as time worked: 1) for determining eligibility for FMLA or CFRA leave; and 2) for retirement plan eligibility, vesting, and benefit accrual; and (3) for other benefits that are based on seniority. Vacation and sick-leave benefits do not accrue during any unpaid period of military leave. 

WMF also provides up to 10 days of unpaid leave to eligible staff who work an average of 20 hours per week and who are the spouse/domestic partner of a member of the U.S. military, who has been deployed during a period of military conflict to a combat theater or zone with the active duty or reserve military or national guard. Employees may use accrued vacation time to cover this absence. Qualifying staff who wish to request this leave must provide human resources with a written request for such leave within business days of receiving official notice that the military spouse/domestic partner will be on leave from deployment. Staff must also provide written documentation to human resources certifying that the military member will be on military leave from deployment. 

Additionally, eligible staff may take a maximum of 26 weeks of unpaid military caregiver leave in a single 12-month period, for a serious health condition of a military service member. This is inclusive of the time staff takes for a family care, medical or military exigency leave during that period. This 12-month period will be measured forward from the first day leave is taken. This leave provides staff with a certain level of job protection (except in the event of departmental or office layoffs), as well as benefits protection for the duration of the leave. As part of the leave, Wikimedia will continue to pay its share of health, dental and disability plan coverage during the leave periods. New sick leave, vacation, 401(k) match and holiday will only accrue during the paid portion of the family leave period. If a leave extends beyond the limit, staff will be eligible to continue benefits via COBRA. However if an employee does not return from leave, payment for these benefits will be recovered by Wikimedia. Any accrued and unused sick leave, and then vacation, will be applied to the requested leave in coordination with any state or federal program. Qualifying employees who wish to request this leave must immediately provide human resources with a written request with accompanying medical certification. 

For more information about Military Leave/USERRA, go to: http://www.dol.gov/elaws/userra.htm. 

==== Volunteer Time Off ==== 
In support of WMF’s personal commitment to community service, Wikimedia provides employees with two (2) paid days per year to volunteer for an activity of their choice. This benefit can be utilized in 4-hour or 8-hour increments, with prior written approval from your manager. A confirmation letter of participation from a recognized non-profit must be submitted to HR as documentation. Wikimedia encourages staff to organize group volunteer activities whenever possible.

==== Domestic Violence, Sexual Assault & Crime Victims Leave ====

WMF provides up to twelve (12) weeks of unpaid time off in a twelve (12) month period for staff who are victims of domestic violence or sexual assault. 

In cases of domestic violence or sexual assault, this time off can be used to: attend legal proceedings, seek medical treatment, obtain a restraining order and/or to ensure the safety, health or welfare of the victim and any children. The staff member should notify human resources immediately so that arrangements can be made to accommodate the absence. The staff member is required to present a copy of the legal and/or medical proof of leave to human resources as documentation, with as much reasonable advance notice as feasible. To continue payroll, vacation may be used for legal appointments and sick leave may be used for medical appointments. Any medical portion of this leave coordinates with FMLA and CFRA, but does not add time to either benefit.

In cases of violent or serious felony or felony theft embezzlement, staff may take unpaid time off to attend judicial proceedings related to the crime, if the staff member is a victim of the crime or if an immediate family member is a victim of the crime. Immediate family members include: spouse/domestic partner, child, sibling or parent. The staff member is required to present a copy of the legal proof of leave to human resources as documentation. This benefit off does not coordinate with FMLA or CFRA. To continue pay, vacation may be used for legal appointments.

==== Medical Donation Time Off ====
WMF provides paid time off for the donation of blood, organs and bone marrow, following federal and state programs. This benefit off does not coordinate with FMLA or CFRA.

Blood Donation: Staff is granted a maximum of one (1) hour of paid leave every two months to donate blood. Written requests for this leave must be sent to your manager one week before the appointment. Additionally, written documentation of the donation must be submitted to human resources.

Organ Donation: Staff is granted thirty (30) days paid leave in a one-year period to donate an organ. Ten (10) of these days are applied against your earned and unused sick leave and/or vacation accrual. Written notice of the donation must be submitted to human resources at least two (2) weeks in advance, and must include a doctor’s confirmation of the procedure.

Bone Marrow Donation: Staff is granted five (5) days paid leave in a one-year period to donate bone marrow. These days are applied against your earned and unused sick leave and/or vacation accrual. Written notice of the donation must be submitted to human resources at least two (2) weeks in advance, and must include a doctor’s confirmation of the procedure.

==== Leaves of Absence – Other Reasons ====
Employees may be entitled to take unpaid time off in a variety of other circumstances, depending on such factors as the reason for the leave, eligibility of the employee and business need. If you need time off for a compelling reason, you should consult with human resources to find out whether you may be eligible to take the time and if so, under what conditions.

==== New Parenthood Benefits ==== 
[[File:Baby_shower-_comestível_chocolate_truffles.jpg|thumb|200px|right]]
WMF provides new parenthood benefits to its staff in compliance with state and federal law, and offers a rich set of additional benefits, including concurrent short-term disability. To request new parenthood leave, please submit a written request to human resources as soon as possible in order to leave plenty of time to coordinate benefits as well as work transition plans, but no later than one month before the beginning of the leave.

There are several leaves that may apply for the birth or adoption of a baby (age 0 to 12 months). Your leave will be coordinated across a number of income replacement benefits that are available through State Disability, California’s PFL, Wikimedia's short-term disability plan with Guardian Life, sick leave and vacation policies.

As part of FMLA and CFRA, Wikimedia will continue to pay its share of health, dental and disability plan coverage during the leave periods. New sick leave, vacation, 401(k) match and holiday will only accrue during the paid portion of the family leave period.

When a staff member returns to work from an approved new parenthood leave that Wikimedia will seek to restore the staff member to his or her original or comparable job position with the same pay, benefits and employment terms as before the leave was taken. Upon returning from leave, a flexible work schedule may be set-up on a temporary basis upon discussion and approval with the staff member’s manager and human resources.  Wikimedia also provides nursing mothers a private room (San Francisco office, 6th Floor, Breckinridge Room - R68).

Here's a description of the leaves and the income replacement benefits available:

===== Pregnancy Disability Leave (PDL) =====
PDL allows a pregnant woman up to four (4) months of unpaid leave and job protection should she be taken off of work due to pregnancy related disability, including postpartum recovery. The need to be off work due to disability must be certified by a licensed physician. This time may be taken intermittently or in a block of time depending on your individual needs. PDL runs concurrently with FMLA leave.

Staff members who are placed on pregnancy leave by their health-care provider may be eligible to apply for a number of income replacement benefits during maternity leave. Brief overviews of each plan are described below. Prior to your leave, please make sure you have reviewed all the information and application forms for each of these benefits:

1. California State Disability Insurance (SDI): In California, SDI is available through the Employment Development Department (EDD) located at http://www.edd.ca.gov/ on the web. Paid benefits begin after completing a seven-day waiting period.

2. New York SDI: In New York, disability benefits are available through the New York State Insurance Fund located at http://ww3.nysif.com/DisabilityBenefits.aspx on the web. Paid benefits begin after completing a seven-day waiting period.

3. Short-Term Disability Insurance (STD): Wikimedia's private plan disability through Guardian, in combination with SDI, provides up to 60% income replacement contingent upon your physician placing you on a pregnancy leave of absence. If SDI is not available, then you will receive 60% STD income replacement through Guardian. You are eligible for benefits following at least seven (7) consecutive days of disability. The maximum payment period is twelve (12) weeks. Normally SDI and STD work together to provide staff on maternity leave with up to 60% of their pre-disability income. If the physician authorized leave continues beyond 12 weeks, long-term disability benefits may also be available thru Guardian.

4. Wikimedia Paid Time Off: Any accrued sick leave, and then vacation, will be applied to the requested leave in coordination with any state, short-term or long-term disability. 

===== Partner Leave =====
Partners may also take up to 12 weeks of unpaid time off, through either FMLA or CFRA, for the birth or adoption of a baby (age 0 to 12 months). This time may be taken intermittently or in a block of time depending on your individual needs. Any accrued sick leave, and then vacation, will be applied to the requested leave in coordination with any state or federal benefits.

===== Paid Family Leave (PFL) =====
In California, both new parents may receive up to six weeks paid leave per year to care for a new child (birth, adoption, foster). Employees who already pay into the existing SDI system will be eligible for paid family leave. There is a one-week waiting period before employees can apply for PFL. PFL runs concurrently with state/federal family leave, as well as any other applicable leave under Wikimedia’s policies. For more information, go to www.edd.ca.gov. 

===== FREQUENTLY ASKED PREGNANCY LEAVE QUESTIONS =====
'''Must pregnant staff actually be disabled to qualify?'''
YES. Pregnancy disability leave is required only when a woman is actually disabled. This includes time off needed for prenatal care, severe morning sickness, doctor ordered bed rest, childbirth and any related medical condition including postpartum recovery.

'''Must a woman be completely incapacitated or confined to her bed to qualify as disabled by pregnancy?'''
NO. As a general rule, a woman must be unable to perform one or more essential functions of her job without undue risk to herself, other persons or for a successful completion of her pregnancy. The medical opinion of the woman’s physician or her health-care provider will determine whether the pregnancy or a related medical condition disables her.

'''Is Wikimedia required to reasonably accommodate staff for pregnancy?'''
YES. If a staff member requests reasonable accommodation upon the advice of her health-care provider, Wikimedia must provide reasonable accommodations for the staff member for conditions related to pregnancy, childbirth or related medical conditions. If a staff member’s provider certifies a transfer is medically advisable, Wikimedia will determine if it can reasonably accommodate the request. Wikimedia is not, however, required to create a position or displace another staff member.

'''What notice to Wikimedia is required for going on and returning from leave?'''
If possible, staff must provide their manager with at least thirty (30) days advance notice before the pregnancy leave begins, including the date the leave start date and estimated duration. If 30 days advance notice is not possible due to lack of knowledge of when the leave will begin, a change in circumstances or a medical emergency, notice must be given as soon as practical.

Terms of leave may be modified as changing medical conditions dictate. If staff wants to return earlier than agreed and disability has ended, Wikimedia will reinstate immediately. Wikimedia will also work with staff to schedule breaks and a private conference room to express milk as needed.

If you have any further questions about Wikimedia’s Maternity & Paternity Benefits, please contact human resources.

[This document describes only the highlights of Wikimedia’s benefits program for employees. In all instances, the official plan documents, full policies, summary plan description and/or contracts with insurance carriers or other providers, as appropriate, are the governing documents. Wikimedia may amend or discontinue these benefits as the need arises or as circumstances and business needs change].

==Growth==
===PERSONAL DEVELOPMENT/EDUCATION===
Personal development is critical to sustain a thriving workplace for you to develop and contribute.  Wikimedia must leverage its education dollars across the organization.  We do this by focusing our resources in priority order. Our first priority is to provide sufficient resources to assist staff in meeting the skills, knowledge and abilities required in current positions that are intended to have a direct impact on Wikimedia goals. Our second priority is to commit appropriate resources to staff development that will address longer term foundation and department needs. In this case the impact of such educational activities may not be immediate, but will be of significant importance over a longer time horizon.

Each year during the goal setting process, employees consult with their manager to establish a personal development plan based on the previous year-end assessment. Development needs should primarily be addressed through a variety of “on the job” opportunities such as work assignments, mentoring, cross-functional projects, facilitation and coaching.

Outside training programs, educational courses or other suitable learning experiences, are available with approval from human resources and your manager.  Regular full-time staff may be eligible for approx. $1500 for staff development.  Before any expenses are incurred, requests for training should be made in writing to human resources and your manager, at least two weeks before the training session.  Once approved, please submit reimbursement requests to human resources.  Reimbursements are tracked and paid through payroll.  

Time off to attend approved training is important, but should not create any additional pay and should not be applied to Paid Time Off.  Approved outside training time is not considered time worked for the purposes of overtime or personal time.  Conversely, approved training time will not reduce regular wages or be applied to vacation.  However, vacation can be used for time spent on personal training that is not part of Wikimedia’s personal development program.

Another critical aspect of staff development is knowledge sharing.  Knowledge sharing includes database tools, mentoring, brownbag lunches and other internal training.  Wikimedia encourages everyone to develop ways to share their areas of expertise with other staff both locally and globally.

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.