Smith-Kettlewell Employee Handbook

THE SMITH-KETTLEWELL EYE RESEARCH INSTITUTE
SKERI is a private, tax-exempt, not-for-profit operating foundation located at 2318 Fillmore Street, San Francisco It was accorded operating foundation status by the IRS in 1975, and has status as a 501 (c)(3) corporation. SKERI is qualified to receive donations from private individuals, private foundations and from public sources.

MISSION STATEMENT
Our mission is to create a unique environment for research on human vision-- basic scientific research to increase the understanding of normal vision and of eye disorders, clinical research to develop new diagnostic procedures and treatments for visual and other sensory disorders, and engineering research to produce better techniques for aid and rehabilitation of the blind and partially sighted.

To this end, we will maintain an independent research institute which maximizes individual responsibility and innovation, which promotes a balance of laboratory, clinical and rehabilitation scientists, and which limits size in order to foster mutually supportive research collaborations.

SKERI conducts programs in basic and applied research on vision function, eye disease, rehabilitation for the partially or fully blind and hearing impaired.

SKERI plays an educational as well as research role within the health care community. In addition to conducting major research projects, SKERI participates in research fellowship and degree-oriented training programs.

PROGRAMS
SKERI conducts programs in basic and applied research on vision function, eye disease, rehabilitation for the partially or fully blind and hearing impaired.

FUNDING
SKERI's annual research expenditures are provided by grants, SKERI's own earnings and by contributions to SKERI.

SPECIAL ENDOWMENT SUPPORT TO RESEARCH
The William A. Kettlewell Endowed Chair, given annually, funds the salary and other costs of a senior scientist for one year.

The Rachel C. Atkinson Fellowship Award supports the training of two or more researchers in visual sciences and rehabilitation annually.

The Paul L. and Phyllis Wattis Fund provides support for retention and recruitment of senior scientists.

The Catherine D. Kettlewell Endowed Chair, given annually funds the salary and other costs of a scientist for one year.

The Arthur Jampolsky, M.D. Endowed Chair, given periodically provides funds for clinical research in Ophthalmology.

GOVERNANCE
SKERI is governed by a 16 member Board of Directors which includes scientists and leaders of the community. On matters of scientific policy, the Board is assisted by the recommendations of the SKERI Review Council and the Smith-Kettlewell Council.

EMPLOYMENT POLICIES AND PRACTICES
SKERI is an equal opportunity employer. It complies in every respect with state and federal labor regulations*. Applicants for employment and present employees are not discriminated against because of race, color, religion, sex, physical or mental disability, national origin, age, sexual orientation or veteran status. In addition, it is committed to a working environment that is free of sexual, ethnic or racial harassment.

Job classifications and merit increases are based solely on previous performance, qualifications, potential and availability of funds within grants and contracts. SKERI has a written Affirmative Action Program in compliance with the guidelines established by the Department of Labor. All employment practices, procedures, and policies follow this Program.

All requests to hire either temporary or regular employees must go through the Human Resources Manager who will assist supervisors with the appropriate recruitment strategy and salary ranges. No one will be offered a position or quoted a salary until the recruitment process is complete. . All formal offers will be made by the PI or Supervisor and confirmed in writing by the Human Resources Manager

WORKING HOURS:
SKERI's hours are Monday through Friday from 8:45 AM to 5:15 P.M. Lunch periods are for one-half hour and there are two fifteen minute breaks, one in the morning and one in the afternoon. Your supervisor or principal investigator may vary these hours if necessary.

OVERTIME:
If you are not in an executive, administrative or professional category, you are eligible for overtime pay. Any overtime must be approved in advance by your supervisor (Supervisor will include Executive Director, P.I.s and Managers) and the Research Administrator. You will be paid at one and one-half times your regular pay computed on an hourly basis for any work over eight hours a day. The normal work week is eight hours a day, 40 hours a week.

If you are eligible for overtime, and are required to work on a Smith-Kettlewell official holiday you will have a choice of receiving one and one half times your regular hourly rate of pay for the hours that you work on that holiday or compensatory time off at straight time rate to be taken at a time mutually convenient between you and your supervisor.

PAY PERIODS:
You are paid twice a month, on the 15th and the last day of each month. If a payday falls on a weekend or holiday, the payday will be the preceding business day. You may request an advance paycheck if you plan to be on vacation during a payday. Please contact the Payroll Office in advance for a special check. This request must be signed by your Supervisor and Research Administrator.

JOB CLASSIFICATIONS AND SALARIES:
Each year SKERI conducts or participates in salary surveys to update its classification and compensation plan. This plan provides job descriptions and salary ranges for all levels of positions.

SALARY ADJUSTMENTS AND PERFORMANCE REVIEWS:
After three months of employment, your supervisor will review your performance. Another review will take place after six months of employment and annually thereafter on your anniversary date.

Salary increases are given based on performance and the availability of funds in the appropriate grants or funds. Increases are also subject to the job classification and suggested salary ranges under the Classification and Compensation Plan. SKERI does not provide for bonuses.

Should your job change, your supervisor may request a reclassification of your position. Such a recommendation will be reviewed by the Personnel Committee and if found appropriate, the Comittee Chair will send a recommendation for approval to the Supervisor, P.I. or SK Council.

The first six months of employment are considered a trial period. During this time you will be able to evaluate your position just as your supervisor will be evaluating your performance. Following this period, you will become a regular employee of SKERI subject to the statements made under "Limitations of Employment".

Should the position not be appropriate or your performance unsatisfactory, you may resign or be terminated following reasonable notice. Employment at Smith-Kettlewell is on an "at-will" basis and can be terminated by either the employer or employee at any time following reasonable notice.

DISPUTE RESOLUTIONS:
You are encouraged to maintain open communication with your supervisor. However, if a problem cannot be resolved, please contact the Human Resources Manager who will set up an informal meeting with the two parties with the goal of reaching a mutually satisfactory agreement. Such disputes would not be limited to supervisor/employee, but could be between two employees as well.

LIMITATIONS OF EMPLOYMENT:
Occasionally grants are terminated or are under time limitation. You will be given as much advance notice as possible if this occurs within your area of employment. SKERI will do everything it can to find another suitable position for you but cannot guarantee you a new position.

ACCESS TO PERSONNEL FILES:
In accordance with the California Labor Code, employees have the right to inspect their Personnel files. Please contact the Human Resources Manager if you wish to review your file.

PAYROLL DEDUCTIONS:
SKERI is required by law to make the following deductions from your paycheck: (1) Federal Income Tax; (2) Federal Social Security Tax; (3) State Disability Insurance; and (4) State Income Tax.

When you are eligible to join our Pension Plan, the amount to cover these additional deductions will be made from your paycheck. In addition, the following deductions are voluntary: (1) Additional Withholding for Federal and/or State Income Tax; (2) Medical Plan Premiums for Dependents; (3) Tax Sheltered Annuity Plan; (4) Credit Union; (5) Parking fees; (6) Commuter fees.

When you decide to resign, you should notify your supervisor who will refer you to the Human Resources Manager. The Human Resources Manager will then have you fill out a resignation form and will conduct an exit interview, ascertain whether you wish to continue your health insurance coverage under COBRA, (the law that lets you continue health insurance at your own expense for a period of 18 to 36 months, depending on your circumstances), and whether or not you wish to withdraw your money from the pension plan.

The supervisor is responsible for ensuring that all Smith-Kettlewell property is returned. Keys are to be returned to the Human Resources Manager. No final check is to be issued until all property including keys are returned.

You will be paid for any vacation monies accrued at your termination. No terminal leave (physically leaving Smith-Kettlewell but remaining on the payroll until your vacation is used up) will be permitted.

SEXUAL HARASSMENT
The official policy of Smith-Kettlewell Eye Research Institute regarding harassment in the work place is outlined below:

Harassment consists of unwelcome conduct, whether verbal, physical or visual that is based on a person's protected status, such as sex, color, race, ancestry, religion, national origin, veteran status, citizenship status, sexual orientation or other protected status. SKERI will not tolerate harassing conduct that affects tangible job benefits, that interferes with an individual's work performance, or that creates an intimidating, hostile or offensive work environment.

Sexual harassment has been defined by federal and state regulations as a form of sex discrimination. It can consist of unwelcome sexual advances, requests for sexual favors, the display of derogatory posters, cartoons or drawings, or other physical or verbal conduct of a sexual nature by supervisors or others in the workplace.

Sexual harassment exists when: Supervisors or managers make submission to such conduct either an explicit or implicit term or condition of employment (including hiring, promotion, compensation or retention); or submission or rejection of such conduct is used by supervisors or managers as a basis for employment decisions.

Sexual harassment may also exist when such conduct by any other employee unreasonably interferes with an employee's work performance or creates an intimidating work environment.

An employee or employment applicant who feels that he or she has been harassed, as defined above, is strongly encouraged to immediately bring the subject to the attention of the Human Resources Manager who has an affirmative duty to investigate all complaints. Inquiries and/or complaints will be investigated immediately by the Human Resources Manager. Any investigation will be conducted in as confidential a manner as is compatible with a thorough investigation of the complaint. Employees will be notified of the results of the investigation. SKERI policy forbids retaliation against anybody who has reported harassment.

Any employee determined by impartial investigation to have harassed another employee or applicant for employment will be subject to appropriate disciplinary procedures up to and including termination. Please note that effective November 1, 2000, under California Law AB 1856, employees can be held personally liable for acts of harassment regardless of whether the employer knows or should have known of the conduct.
A non-employee who subjects an employee to sexual harassment in the workplace will be informed of the harassment policy by the employee's supervisor; other action may be taken as appropriate.

All employees will receive formal training on sexual harassment on an ongoing basis.

Each supervisor, and the Human Resources Manager will have joint responsibility for implementing this policy within his or her area of responsibility.

DRUG-FREE WORKPLACE:
Employees are expected and required to report to work on time and in appropriate mental and physical condition for work. It is our intent and obligation to provide a drug-free, healthful, safe and secure work environment.

The unlawful manufacture, distribution, dispensation, possession or use of a controlled substance on our premises or while conducting Smith-Kettlewell business off our premises is absolutely prohibited. Violations of this policy will result in disciplinary action, up to and including termination, and may have legal consequences.

The Institute recognizes drug abuse as a potential health, safety and security problem. Employees needing help in dealing with such problems are encouraged contact our Human Resources Manager regarding employee assistance or use our health insurance plans as appropriate. Employees who voluntarily enter a rehabilitation program shall not be subsequently discriminated against by reason of having undergone rehabilitation.

Employees must, as a condition of employment abide by the terms of the above policy and report if he or she is convicted under a criminal drug statute for violations occurring on or off the premises while conducting Smith-Kettlewell business. Employees must report their convictions to the Executive Director or his designee within five (5) business days after the conviction. (This requirement is mandated by the Drug Free Workplace Act of 1988).

EMPLOYEE BENEFITS:
SKERI is proud of its excellent benefits, summarized below. If you have any questions, or if you would like to review the insurance plans and Pension Plan in more detail, please contact the Human Resources Manager where documents governing the administration of the plans are on file.

You may accumulate a maximum of 30 vacation days during your first three years. After three years, you may accumulate a maximum of 40 days. After ten years, you may accumulate a maximum of 50 days. Vacation time accumulated beyond these limits will be forfeited and you are encouraged to take a vacation each year. Holidays are not considered vacation time. If you terminate your employment with SKERI, you will be paid for any unused vacation time.

Vacation use is discouraged during the first six months of employment, and may not be borrowed in advance.

If a holiday falls on a Saturday, SKERI observes the preceding Friday. If it falls on a Sunday, the following Monday is observed. Permanent employees working one-half time or more are paid for holidays if the holiday falls on their normal work day. If you work with us on a part-time basis , your supervisor will arrange your holiday time with you in proportion to your hours worked. There are no paid holidays for those who work less than one-half time.

SICK LEAVE:
You will accrue one day of sick leave with pay for each full calendar month of employment to a maximum of 90 days. If you work part-time (at least 50% time), you will accrue sick leave in proportion to the time you work. If you work less than 50% time you are not eligible for sick leave benefits. If you will be out for an extended period of time, you may use sick leave time to increase your benefits under California short term disability. You may also use your accumulated sick leave until such time as you have completed the 90 day waiting period for income benefits under SKERI's Long Term Disability Plan. If you later return to work, and are not receiving LTD benefits, any previously accumulated and unused sick leave will still be available to you.

Please notify your supervisor whenever you are sick and unable to work within one hour of the start of your workday If you are ill more than three days, you may be asked to give the Human Resources Manager a doctor's statement that you are disabled and unable to work. Sick leave is a benefit to help you in case of illness. You are not paid for accumulated sick leave at the time of termination.

Payroll will notify you and your supervisor if you incur a deficit in your sick leave. If such a deficit occurs, you in conjunction with your supervisor may select one of the two options listed below:

Option 1 above will be administratively initiated if the employee does not select an option within 10 days. If vacation hours are not available, option 2 above will be used.

Sick leave is coordinated with State Disability benefits whenever possible. Please contact the Human Resources Manager if you are ill for more than one week so that your benefits can be coordinated.

You may use sick leave or vacation accruals to cover your absence during this period. We will pay you and your dependents' health insurance premium during the 12 weeks and you will be reinstated to your former position upon reinstatement. If you are out more than the 12 weeks allowed under the Acts , we will make every effort to reinstate you but no guarantees can be given.

If you are pregnant, you are entitled to up to four months, as needed , for the period of time that you are actually disabled by the pregnancy.

In the event of a leave of absence due to your own serious medical condition, Health Insurance may be continued up to three years if the leave is approved and if any dependent premiums are paid by you in advance. Your employee premium will be paid by SKERI for the first six months after which you may continue the coverage by paying the full premium under COBRA. No contributions will be made to the Pension Plan during your leave; however, you will retain prior service credit if you return to work within one year after your leave begins. If you are on leave due to disability, you will continue to be covered by our long term disability plan. Medical leaves of absences shall be limited to three years.

Please note that the provisions of these leaves are very complex and this handbook only gives a general overview. The Human Resources Manager will provide additional information on request.

Personal Leave of Absence:
A leave of absence without pay may be approved for non-medical reasons (such as education to increase your job effectiveness). You must be employed at least 50% to be eligible and must obtain approval from your supervisor or principal investigator, Human Resources Manager, and the Executive Director. You may continue your health coverage under the terms of COBRA at your expense and your LTD insurance for one month if you pay the full premium. No contributions to the Pension Plan will be made for you during this leave; however, you will retain credit for prior service if you return to work within one year. Personal leaves of absences are limited to one year.

Military Leave of Absence:
You may receive fifteen days leave for annual military reserve training. Please show your orders and any military receipts to the Human Resources Manager. If your military pay (including quarters and living allowances) is less than your SKERI pay, SKERI will pay the difference. If you are called to active duty, your position is guaranteed under State and Federal Law while you are on leave for up to five years.

JURY DUTY:
SKERI recognizes the civic responsibilities of its employees. If you are called for jury duty, we will continue your salary for two weeks during jury duty. After that time, we will pay the difference between jury duty pay and your regular base salary for the remainder of your jury duty.

SCHOOL VISITS:
An employee who is the parent or guardian of children in kindergarten through grade 12 is entitled to up to forty (40) hours per child in each school year to participate in school activities . The employee must utilize vacation or personal leave for such visits.

INSURANCE PLANS

GROUP HEALTH INSURANCE PLANS:
SKERI provides comprehensive health insurance plans for everyone who works 50% time or more at no cost to the employee. This coverage begins on the first day of the month after your employment starts. If you would like your dependents covered, SKERI will pay for part of their premium and the remainder will be deducted from your paycheck. Two plans are available under Blue Shield of California: Blue Shield Access Plus, an HMO); and the Preferred Provider Program which is an indemnity program with a Preferred Provider option.

SKERI has excellent health plans which cover you for medical, dental and vision care. All of the insurance plans are reviewed frequently to assure that you are provided with the best coverage possible. You will receive a booklet describing the benefits of the plan you select in detail.

Under the Federal Consolidated Omnibus Budget Reconciliation Act of 1985 (COBRA) you and your dependents are allowed to continue your medical, dental, vision and prescription drug plan coverage under our employer provided group plan at your expense (plus a 2% administrative fee) if your coverage would otherwise end. COBRA eligibility rights may be obtained from the Human Resources Manager.

FLEXIBLE BENEFIT PLAN:
SKERI offers its employees a flexible benefits program under Section 125 of the Federal Income Tax law. Employees may designate up to a certain amount of their salary before taxes to be put in a flexible spending account. The amount may vary from year to year and SKERI may, at its discretion, contribute money to this account. The account is to be used for payment of medical, visual and dental charges not covered by insurance. A separate account can be maintained to cover dependent care expenses. Please see the Human Resources Manager for more details.

LIFE INSURANCE AND ACCIDENTAL DEATH AND DISMEMBERMENT INSURANCE PLAN:
SKERI also pays your entire premium for Life Insurance and Accidental Death and Dismemberment Insurance if you work 50% time or more. You are insured for twice your annual salary (to a maximum benefit of $50,000) under both of these plans. This plan is administered through Sun Life Insurance of Canada.

SHORT-TERM DISABILITY PLAN:
You are covered for disability under the California State Disability Insurance Program for up to three months. Your weekly benefit amount depends on your earnings during the previous base period.

LONG-TERM DISABILITY INSURANCE PLAN:
If you are disabled, for a longer period of time, our Long Term Disability Plan will provide you with income based on 66 2/3% of your monthly earnings (to a maximum benefit of $5,000) after 90 days. SKERI pays the entire premium for this plan. You must work at least 50% time to be eligible for this plan. This plan is administered through the Sun Life Insurance of Canada.

TRAVEL INSURANCE:
SKERI covers you to a maximum of $100,000 for death, dismemberment, or loss of sight if you are in an accident while traveling on SKERI business. This benefit is available to all. The carrier for this plan is Insurance Company of North America (INA) #ABL-64 67 89.

WORKERS COMPENSATION INSURANCE PLAN:
Workers' Compensation Insurance covers all medical expenses, hospital bills, and a percentage of salary reimbursement if you are injured while performing your duties at SKERI. In order to receive Worker's Compensation, you are required to report all work-related injuries or illnesses to the Human Resources Manager as soon as possible. While receiving Workers' Compensation payments, you may also receive sick leave and vacation pay from SKERI. If you need immediate medical care, there is an emergency room located at the Pacific Campus of CPMC, Level A. The carrier for this plan is State Compensation Insurance Fund, #409430-85.

PENSION PLAN:
You may join the Pension Plan on the next January or July 1 after your employment. You are required to join the Plan after you have been with us for three years. You must be over age 21 to join. You also must be working 50% time or more. The entry dates of the Plan are January 1 and July 1 each year.

The plan provides for a matching system of contributions. You will be required to contribute a small portion of your salary (1.7% of the first $400 and 3% of any excess over $400 per month). SKERI will then contribute 2.53 times your contribution. A summary plan description is given to all employees upon enrollment and a complete description of the Plan is available for review.

TAX SHELTERED ANNUITY PLAN:
A Tax Sheltered Annuity Plan is available to you if you would like to participate. The Plan provides additional income for your retirement years at a potential tax savings. By making a voluntary payroll deduction up to 20% of your gross annual salary to a maximum to be determined by the Internal Revenue Service each year, you can defer taxes on this salary until your retirement years when income is usually less. Employees who have completed at least 15 years of service with SKERI are eligible to deduct an additional $3,000 per year to a maximum of $12,500 per year. The Human Resources Manager will give you more information, if you are interested.

FINANCIAL PLANNING:
Smith-Kettlewell will contribute up to $75.00 a year for Employee Financial Planning Services. A list of three financial and estate planning services will be provided, or you may see a representative of your own choice. Smith-Kettlewell makes no endorsement as to the services provided by these planners.

CREDIT UNION:
Smith-Kettlewell employees are eligible to join two credit unions.: The Medi-Serve Credit Union and the Provident Credit Union. Please see the Human Resources Manager for more information.

LEGAL SERVICES:
The Bay area County Bar Associations maintain Lawyer Referral Services. For a nominal fee which includes an initial consultation, they will refer you to an attorney who is versed in the type of legal problem that you have. Please consult your local telephone directory for the Referral Service in your county. If you use this service, SKERI will reimburse you up to $25.00 per year towards your referral fee.

MEDICAL SERVICES:
The closest emergency medical facility is the Emergency Room of CPMC located at Sacramento and Buchanan. There is also an out-patient clinic at the Hospital where costs are determined by a person's financial status. In the event that someone in your area seems to be having a cardiac arrest, dial 911 for immediate assistance. Report it immediately to Human Resources for follow up.

SKERI Facilities are available to all employees. Please contact the Human Resources Manager if you have visitors or volunteers working in your office. The facilities are available to them, also, but they must be registered with us.

SELLING AND SOLICITING:
Selling and soliciting for any activities other than those authorized and directly related to SKERI activities is not permitted on our premises during working time. Notices or circulars are not to be distributed or posted for unauthorized solicitations. Unless they are on authorized business with SKERI, persons who are not employees are not to be on SKERI premises.

SECURITY:
The Project Coordinator, Facilities will issue keys to you after you complete a key request form. You are responsible for locking your office or laboratory when you leave the building. In the case of a security emergency, please call the Project Coordinator Facilities. On evenings, holidays and weekends, please call our security service at 650-594-1000 and repot the problem to the Project Coordinator, Facilities for follow up.

If you terminate your employment with SKERI, your keys must be returned to Human Resources before you can be issued your final paycheck.

SMOKING:
In accordance with the non-smoking ordinance of the City of San Francisco, effective February 1, 1994, smoking is prohibited within all property owned or leased by Smith-Kettlewell, including private offices, stairways and halls.

FOOD SERVICES:
Snack food is available for employees in the employee lounge (The Focal Point) on the 2nd floor of 2318 Fillmore Street. A refrigerator and microwave are also available.

The hospital cafeteria is open to all SKERI employees. Breakfast is served from 6:30 AM to 8:30 AM, lunch is served from 11:30 AM to 1:30 P.M., and dinner is served from 4:30 P.M. to 6:30 P.M. Smith-Kettlewell employees are eligible for a 25% discount if they show their I.D. cards In addition, several vending machines are located throughout the CPMC grounds.

TRANSPORTATION:
MUNI bus lines convenient to CPMC are the No. 3 Jackson, No. 22 Fillmore, No. 24 Divisadero, No. 1 California and No. 83 Pacific.

PARKING:
A very limited number of parking spaces are available for employees. These spaces are allocated according to seniority.When a space becomes available, The Human Resources Manager will broadcast an e-mail message telling where the spot is and giving employees a specified time to respond. The interested employee with the highest seniority will be offered the spot. If you are assigned a parking space, you will be required to pay the current parking fee each month. Proportionate inflationary increases are passed on to parking tenants as they are received. Assigned parking spaces are for the use of the tenant only and are not transferrable. For more information, please contact the Human Resources Manager.

CPMC operates a computerized car pool system. At least two members of each car pool must be CPMC employees, but Smith-Kettlewell employees can add their names to the list by registering with CPMC security at 2360 Clay Street.

Scientific misconduct undermines the integrity of the scientific process. Because we are concerned about the effect possible scientific misconduct may have upon SKERI work, this policy was developed to prevent, detect and deal with possible scientific misconduct in SKERI research programs.

SKERI shall maintain the highest ethical standards in research and will, therefore, thoroughly investigate and resolve promptly, fairly and confidentially all instances of alleged or apparent scientific misconduct. The Executive Director has the final authority and responsibility for defining the ethical standards for SKERI.

The rights and reputations of all parties involved in an instance of alleged scientific misconduct shall be respected and protected, including the individuals who report possible misconduct in good faith. The policy provides for confidential treatment, prompt and thorough inquiry and/or investigation, and the opportunity to respond to all allegations and/or findings by all involved parties.

If allegations of misconduct are substantiated after investigation, SKERI shall impose appropriate sanctions, including termination of employment.

During any stage of possible misconduct proceedings, SKERI shall take appropriate administrative action to protect Federal or other sponsor's funds, including possible cessation of any related activities.

For every instance of verified misconduct, SKERI is obligated to report the facts and conclusions of its investigation to: (1) the current or potential funding agency or agencies involved, (2) past or potential publications (3) past or present collaborators and (4) future employers.

All proceedings shall be in accordance with all applicable policies and contractual obligations of SKERI.

All individuals meeting with an Inquiry or Investigating Committee may be accompanied by a legal representative, identified and compensated by the individual.

Main Administration and Research Facility: 2318 Fillmore Street
Other Research facility: 2232 Webster Street
CPMC Research Facility: 2200 Webster Street