DIAPER BANK NC-
Other Important Policies
Equal Opportunity Employer
DBNC is an equal opportunity employer. We enthusiastically accept our responsibility to make employment decisions without regard to race, religious creed, color, age, sex, sexual orientation, gender identity, national origin, religion, marital status, medical condition, disability, military service, pregnancy, childbirth and related medical conditions, or any other classification protected by applicable federal, state, and local laws and ordinances. DBNC is dedicated to ensuring the fulfillment of this policy with respect to hiring, placement, promotion, transfer, demotion, layoff, termination, recruitment advertising, pay, and other forms of compensation, training, and general treatment during employment.
Any violation of this policy will not be tolerated and will result in appropriate disciplinary action, up to and including termination. If an employee believes someone has violated this policy, the employee should bring the matter to the attention of the Chief of Staff or the CEO. DBNC will promptly investigate the facts and circumstances of any claim this policy has been violated and take appropriate corrective measures.
No employee will be subject to, and the Company prohibits, any form of discipline or retaliation for reporting perceived violations of this policy, pursuing any such claim, or cooperating in any way in the investigation of such claims.
Non-Discrimination & Sexual Harassment Policy
Non-Discrimination
DBNC strives to maintain a workplace that fosters mutual employee respect and promotes productive working relationships. We believe that discrimination and/or harassment in any form constitutes misconduct that undermines the integrity of the employment relationship. Actions, words, jokes, or comments based on an individual’s sex, race, color, national origin, age, religion, disability, sexual orientation, gender identity, marital status, medical condition, military service, pregnancy, childbirth and related medical conditions, or any other classification protected by federal, state, or local laws and ordinances is prohibited and will not be tolerated.
DBNC's anti-harassment policy applies to all persons involved in the operation of the Company and prohibits unlawful harassment by any employee of the Company, including managers, supervisors, and co-workers, as well as vendors, customers, contractors and temporary employees.
Sexual Harassment Policy
Sexual harassment is prohibited. Sexual harassment is defined as unwelcome sexual advances, requests for sexual favors, or other verbal, visual or physical conduct of a sexual nature. This definition includes many forms of offensive behavior and includes gender-based harassment of a person of the same sex as the harasser. Some examples of conduct that may be sexual harassment, include but are not limited to, those listed below.
Unwanted sexual advances.
Offering employment benefits in exchange for sexual favors.
Making or threatening reprisals after a negative response to sexual advances.
Visual conduct that includes leering, making sexual gestures, or displaying of sexually suggestive objects or pictures, cartoons or posters, including those on clothing.
Verbal conduct that includes making or using derogatory comments, epithets, slurs, or jokes.
Verbal sexual advances or propositions.
Verbal abuse of a sexual nature, graphic verbal commentaries about an individual’s body, sexually degrading words used to describe an individual’s body or suggestive or obscene letters, notes or invitations.
Physical conduct that includes touching, assaulting, or impeding or blocking movements
Unwelcome sexual advances (either verbal or physical), requests for sexual favors, and other verbal or physical conduct of a sexual nature constitute sexual harassment when:
Submission to such conduct is made either explicitly or implicitly a term or condition of employment;
Submission or rejection of the conduct is used as a basis for making employment decisions; or,
The conduct has the purpose or effect of interfering with work performance or creating an intimidating, hostile, or offensive work environment.
Other Prohibited Harassment
It is DBNC’s policy to prohibit harassment of an employee or contractor by another employee, contractor, customer or vendor, including but not limited to harassment on the basis of sex, race, color, national origin, age, religion, disability, sexual orientation, gender identity, marital status, medical condition, military service, pregnancy, childbirth and related medical conditions or any other characteristic protected by law. While it is not easy to define precisely what harassment is, it certainly includes slurs, epithets, threats, derogatory comments, unwelcome jokes, teasing and other similar verbal or physical conduct.
Examples of conduct that may be harassment in violation of this policy and/or the law include but are not limited to the following:
Hostile or demeaning behavior based on employee’s race, color, religion, sex, age, or other protected characteristic
Repeated verbal abuse
Uninvited physical contact, such as touching, patting, hugging or pinching
Comments of a sexual nature about an individual’s body
Display of suggestive objects or pictures
Jokes or remarks of a sexual nature or related to race, religion, national origin or other protected characteristic
Reporting sexual harassment or other prohibited behavior
If an employee feels he/she has been subjected to any form of harassment and/or discrimination, or has witnessed sexual or other harassment that violates this Company policy or is unlawful, the employee must report any discrimination and/or harassment to the Chief of Staff. If the COS is not available, or the employee believes that it would be inappropriate to contact that person, the employee should contact the CEO . Any supervisor or manager who becomes aware of possible violations of this policy must immediately advise the CEO. All allegations of sexual or other harassment based on a protected characteristic described above will be promptly and thoroughly investigated. To the extent possible, consistent with a full and thorough investigation, the confidentiality of all parties will be protected against unnecessary disclosure. DBNC will take steps it deems appropriate to remedy the situation and stop any harassing or discriminatory conduct that violates this policy and/or is a violation of law. Anyone engaging in sexual or other harassment in violation of this policy will be subject to disciplinary action, up to and including immediate termination of employment.
Retaliation against any employee for bringing forward in good faith a concern about harassment or discrimination or participating in an investigation is strictly prohibited.
Filing Complaints
We work really hard to create a culture of honesty, open communication, respect, and fun. But we also understand that sometimes things come up--conflicts, differences, disagreements, etc. Working through issues quickly is a high priority--please don't let things fester before saying something.
Your direct supervisor should always be your first stop with any complaint or issue. If there is any reason you don't feel comfortable going to your direct supervisor, contact the Chief of Staff. If there is any reason you don't feel comfortable going to your direct supervisor, contact the CEO.
Workplace Violence Prevention Policy
We are strongly committed to providing a safe workplace. The purpose of this policy is to minimize the risk of personal injury to employees and damage to company property. We specifically discourage employees from engaging in any physical confrontation with a violent or potentially violent individual. However, we do expect and encourage employees to exercise reasonable judgment in identifying potentially dangerous situations and informing management accordingly.
Threats, threatening language, or any other acts of aggression or violence made toward or by any Company employee will not be tolerated. For purposes of this policy, a threat includes any verbal or physical harassment or abuse, attempts to intimidate or to instill fear in others, menacing gestures, bringing weapons to the workplace in violation of Company policy, stalking, or any other hostile, aggressive, injurious and/or destructive actions undertaken for the purpose of domination or intimidation.
All potentially dangerous situations including threats by co-workers should be reported immediately to the CEO, or to any other member of management with whom you feel comfortable. Reports of threats may be made anonymously. All threats will be promptly investigated. No employee will be subject to retaliation, intimidation, or discipline as a result of reporting a threat under this policy.
If an investigation confirms that threat of a violent act or violence itself has occurred, the Company will take appropriate corrective action. Anyone, regardless of position or title, whom the Company determines has engaged in conduct that violates this policy, including retaliation, will be subject to discipline, up to and including termination.
If you are the recipient of a threat made by an outside party, please follow the steps detailed in this section. It is important for the Company to be aware of any potential danger in our workplace. Indeed, we want to take every precaution to protect everyone from the threat of a violent act by an employee or anyone else.
Safety, First Aid, Storms, & Fire
DBNC is committed to maintaining a safe and healthy environment for all employees. We work in an old building and operate a manufacturing facility and warehouse with lots of potential hazards. Employees are required to report all accidents, injuries, potential safety hazards, and health and safety related issues immediately to their supervisor.
Employees are responsible for taking personal security measures like locking their car doors. DBNC shall not be held liable for any theft that occurs on the premises.
Employees are expected to keep doors closed and locked while working alone in the building.
DBNC employees are responsible for ensuring that all keys and alarm codes are accounted for and used only by authorized staff member.
Injuries Protocol
If you or another employee is injured, contact your supervisor immediately. Seek help from outside emergency response agencies, if needed.
You must complete an Employee's Claim for Worker's Compensation Benefits Form if you have an injury that requires medical attention.
If your inquiry does not require medical attention, an Incident Report must still be completed in case medical treatment is later needed and to ensure that any existing safety hazards are corrected.
A federal law, currently the Occupational Safety and Health Act, requires that we keep records of all illnesses and accidents that occur on the job. OSHA also provides for your right to know about any health hazards which might be present on the job.
In addition, the state Workers' Compensation Act also requires that you report any illness or injury caused by the workplace, no matter how slight. If you do not report an injury, you may jeopardize your right to collect workers' compensation payments as well as health benefits.
You can get the required reporting paperwork from your supervisor.
MISCELLANEOUS SAFETY RULES:
Employees may not operate equipment unless it is part of their job. Employees must also know and understand the correct and proper operations of the equipment being used.
Safety policies and procedures, signs, tags, etc., must be obeyed by everyone at all times. Their primary purpose is to help you recognize and avoid potential hazards.
Compressed air can be very dangerous and should be used only for purposes intended. NEVER use it to clean your clothing and never direct the air stream at your body or anyone else.
Good housekeeping habits help to prevent accidents, injuries, fires, etc. Be sure to return items being used to their proper location. Waste, paper and rubbish should be placed in appropriate containers.
When working a pallet jack, you must wear steal toed shoes. If you need assistance in purchasing shoes, speak with your supervisor.
First Aid
In the event of a workplace injury or illness, a first aid kit is located i in the warehouse. The first aid kit is equipped with basic accident post-care treatment items such as band aids, burn cream, antiseptic wipes, elastic bandages, and more. It is important to determine the severity of the injury or illness and dial 911 if professional medical assistance is required.
Storm Shelters
If severe weather occurs, please take cover in any first floor, interior office or room away from windows.
Fire
In the case of a fire, there are extinguishers spread throughout the building. Extinguishers are only to be used on small and containable fires. If a fire appears to be large and spreading rapidly, DO NOT attempt to extinguish the fire. Immediately exit the building.
Designated exits have emergency signs and/or emergency exit lights above them to help identify the safest route. Regroup in front of the building at a safe distance.
Volunteer Incident Report
If a volunteer or visitor is injured in our space, an Incident Report must be filled out by a DBNC staff member and given to either their supervisor or the CEO, no matter how small or seemingly insignificant the injury might be. Please pay special attention to the last question on the report, which asks for feedback on what we can do or change to avoid a similar incident in the future.
Leaving the Company
First:
Don't leave! This company designed to be a great place to work and the kind of company where people are happy to spend their entire careers. We love you and want you to stay forever.
Second:
Employment with DBNC is on an "at will" basis and may be terminated with or without cause or notice. And similarly, we understand employees are free to resign their employment at any time.
If you are thinking of leaving:
Please give us as much notice as possible. Tell us when you apply to graduate school, not after you get in. Tell us that there's a job you're thinking of interviewing for, not after you accept an offer to start in two weeks time. Come talk to us as soon as you are thinking about leaving. Maybe there's something we can do! And even if there isn't, we won't hold it against you. Although we can't make you work a day more than you want to, we don't consider two weeks notice sufficient and need time to plan and replace your almost irreplaceable self. Please help us out by letting us know well (months preferably) in advance. We would also like for you to participate in an exit interview with HR as part of your offboarding process.
DBNC’s policy is that employment is “at will.” You are free to leave the Company at any time, with or without a reason and with or without notice. DBNC also has the right to end your employment at any time, with or without a reason and with or without notice. Although DBNC may choose to end your employment for cause, cause is not required. Further, the Company has the right to manage its work force and direct its employees. This includes the right to hire, transfer, promote, demote, reclassify, lay off, terminate, or change any term or condition of employment at any time, with or without a reason and with or without notice unless otherwise required by law.
Dress Code
We're pretty casual around here, and depending on your job, casual is all you'll ever need while working at DBNC. We want you to be comfortable, but pajamas probably aren't appropriate. Most folks are wearing jeans, DBNC shirts, and gym shoes every day, but if you're interacting regularly with the public (or doing so for a specific reason), a more professional image is appropriate and expected. It's not unusual to see our CEO in yoga pants unloading a truck on the dock in the morning and in a suit and heels in the afternoon for a big meeting or event. Please just use common sense.
General Communication Guidelines
Chain of Command
Unless there is an issue with someone’s direct manager, the general chain of command on issues or conflict should be to one’s direct supervisor first, then the CEO. If there is an issue or conflict that involves one’s direct supervisor and an employee is not comfortable going to him/her to resolve it, the CEO may be involved.
Board of Director and Staff Relations
In general, members of the Board of Directors should not be communicating directly with staff on a regular basis. Instances when communication would be appropriate would be to congratulate staff on a job well done or to ask a staff member who is also a board committee member for specific information related to committee work. There may be unique situations around fundraising events or other critical items where staff and board may be on the same communications. Conversely, staff members should not be regularly communicating with the Board. Items for Board meetings or discussion around operations should be filtered through the CEO to the appropriate Board committee or meeting.
Gift Acceptance Policy
As a nonprofit it is SUPER important that everyone in our organization understands what are acceptable gifts to receive on behalf of our organization, and what's appropriate to receive as an individual. Please carefully read the attached Gift Acceptance Policy and let our Chief of Staff or CEO know if you have any questions.
Media Inquiries
Due to the nature of our work, we both receive requests for interviews and put out press releases asking for interviews. It is not unusual for multiple members of our staff to receive requests for interviews or information. Please send any media/press requests to the CEO.
Electronics Communications Policy
DBNC and authorized individuals may access electronic communications systems and review communications within the systems without advance notice to users of the system when it deems it appropriate to do so. The reasons for which DBNC may obtain such access include, but are not limited to: maintaining the system; preventing or investigating allegations of system abuse or misuse; assuring compliance with software copyright laws; complying with legal and regulatory requests for information; ensuring that the Company’s operations continue appropriately during an employee’s absence; and any other purpose deemed appropriate by the Company.
DBNC may store created electronic communications. Communications stored in the system may be deleted, printed or utilized for any purpose.
Users should not expect that their use of Company electronic communications systems entitles them to any expectation of privacy in anything that they access, view, create, store, transmit, or receive on or through Employer electronic communications systems, including any personal messages.
DBNC’s electronic communications systems includes but is not limited to all of the Company’s electronic networks, electronic devices, computer equipment and hardware, electronic communications, telecommunications networks, servers, stored data and files, data storage devices, laptops, PDAs, iPads, mobile messaging and other telephones, voicemail systems, webpages, and any data and information contained or processed by such network, e-mail system, Internet and access to the Internet. This list of the Company’s electronic communications systems is not intended to be exhaustive, may change from time to time and is intended to refer to all related systems and devices.
Since DBNC’s electronic communications systems are intended primarily for business use, excessive personal use during working time is prohibited, as is other usage that may interfere with the system’s productivity, such as large attachments or audio/video segments.
No one may access, or attempt to obtain access, to another individual’s electronic communications or computer systems without appropriate authorization.
DBNC’s policies including those prohibiting harassment, in their entirety, apply to the use of the Company’s communication and computer systems.
When using DBNC property, including computer equipment or hardware, exercise care, perform required maintenance and follow all operating instructions, safety standards and guidelines.
Notify your supervisor if any equipment or machines appear to be damaged, defective or in need of repair. This prompt reporting could prevent the equipment's deterioration and could also help prevent injury to you or others. Should you have questions about the maintenance and care of any workplace equipment, ask your supervisor.
If you use or operate equipment improperly, carelessly, negligently or unsafely, you may be disciplined or even discharged. In addition, you may be held financially responsible for any loss to DBNC because of such mistreatment.
Note--We use our work computers all the time, from home and the office, for business and personal reasons. Remember that they are the property of DBNC and you should keep that in mind when using them both in terms of content and the care you use when you have them. We expect you to demonstrate common sense and basic human decency when using DBNC's equipment, and may access your documents and any information on your computer at any time to make sure you are.
Social Media Policy
Just about everyone uses Social Media these days, and finds themselves on several platforms at any given time. Social Media has been and is integral to the success of our brand and various programs, and we're definitely big fans! We do, however, have some guidelines that we expect our employees to follow. You can find them in the attached Social Media Policy document. Please remember that you reflect DBNC when you're posting on your personal social accounts, and even if you're using them on your own time, you still need to adhere to our company policies regarding confidentiality and our values, and be guided by basic honesty and good judgement while being sensitive to others' perceptions and interpretations.
Confidential Information
As part of your responsibilities at DBNC, you may learn of or be entrusted with sensitive information of a confidential nature. During your employment, any information, including, but not limited to, sales figures or projections; estimates; customer lists, customer purchasing habits, customer delivery preferences; computer processes, programs and codes; marketing methods, programs, or related data; tax records; or accounting procedures, will be considered and kept as the private and confidential records of the Company. These records may only be used in performing work for the Company and must not be divulged to any firm, individual, or institution except on the direct written authorization of the CEO. Your failure to honor this confidentiality requirement may result in disciplinary action, up to and including termination.
If you leave employment with DBNC for any reason, we ask that you continue to treat as private and privileged any such confidential information as defined above. You should not use, divulge, or communicate to any person or entity any such sensitive information without the express written approval of the CEO. DBNC will pursue legal remedies for unauthorized use or disclosure of sensitive, confidential information.
Inclement Weather
We realize that bad weather or hazardous commuting conditions may occasionally make it impossible for employees to report to work on time. Please keep in mind that DBNC is more concerned about your safety than if you're working from our physical office. If COVID has taught us anything, it's that we can hack it at home. If you determine that you are unable to report to work because of the weather conditions, contact your supervisor as soon as possible and plan to work your regular day from home.
DBNC makes every effort to remain open on scheduled workdays in order to provide products and services to our clients. However, there may be times when we are required to close our office and warehouse due to severe weather or other emergencies.
As a general rule, we expect that our employees are able to work remotely, despite the closing of our office and warehouse. If our physical office and warehouse spaces close for the entire business day, employees are still expected to work remotely for the entire work day. Overtime should not be incurred as a result of working remotely due to office/warehouse closure.
If our office and warehouse close at any point during the business day, employees will be expected to head home and work their remaining hours from home.
If our office and warehouse remain open despite the weather conditions, and an employee is unable to report to work because local authorities will not allow drivers on the road, the employee is expected to work their regular hours from home.
Substance Abuse Policy
DBNC is committed to providing a safe and healthy work environment for employees. In addition, it is the Company’s goal to provide the best service possible to its customers. To achieve these goals, DBNC has the following rules about the use, possession, and sale of drugs and alcohol by its employees.
The illegal use, being under the influence of, sale, distribution, or possession of narcotics, drugs, or controlled substances while on the job or on DBNC property will result in immediate disciplinary action, up to and including termination. In addition, alcohol cannot be consumed on Company property unless at a social function sponsored by DBNC and reporting to work under the influence of alcohol is strictly prohibited.
The use of controlled substances prescribed to you by a licensed physician or are available over the counter is not prohibited by this policy. However, if a physician has prescribed medication that requires any accommodation, please notify your supervisor to discuss what accommodations are necessary.
Pets in the Office
Have a fairly well-behaved fur baby you want to bring into the office sometimes? Totally fine with us! Being able to bring your pet to the office has been shown to promote healthy work/life balance, nurture productivity, boost customer perception, and lower employee turnover. If you want to bring your pet, please keep in mind:
They need to be up-to-date on shots
A current veterinary record proving wellness, heartworm prevention, parasite control and vaccine compliance must be provided to your supervisor prior to animals visiting. You'll need to give us an updated copy of these records each year.
They need to be well-behaved
If there's any history of aggression, this is not the place for your pets. They should be socialized to other people and animals and be potty-trained.
They need to stay in your area
As much as possible, keep pets in your office/desk/work area while others are in the building. We don't want the office turning into a pet playground.
You need to clean up after them
Quickly clean up any messes your pet makes while in the office.
Concealed Carry
DBNC does not permit the carrying of weapons on Company property. We have a ton of kiddos in our facility each year and we want to make sure they're as safe as possible.
Company property covered by this policy includes, without limitation, all Company-owned or leased buildings and surrounding areas such as sidewalks, walkways, and parking lots under the Company’s ownership, occupancy or control, to the extent permitted by law. Company vehicles are covered by this policy at all times regardless of whether they are on Company property at the time.
Prohibited weapons include any form of weapon or explosive restricted under local, state, or federal regulation. This includes all firearms, illegal knives, or other weapons covered by the law. If you have a question about whether an item is covered by this policy, please speak with the CEO.
Smoking
DBNC has a strict, no smoking policy at all of its facilities.
Nepotism Policy
Purpose
The nepotism policy establishes guidelines and procedures to ensure that employment decisions are based on merit, qualifications, and suitability for a job rather than personal relationships or favoritism. This policy should promote fairness, transparency, and equal employment opportunities within the Diaper Bank of North Carolina (DBNC).
Scope
This policy applies to all employees, including but not limited to full-time, part-time, temporary, and contract employees, as well as candidates for employment, and covers all aspects of employment, including hiring, promotion, compensation, job assignments, and other employment-related decisions.
Definition of Nepotism
Nepotism is the favoritism shown by individuals in positions of authority or influence towards their relatives or close personal relationships when making employment decisions. This includes but is not limited to, hiring, promoting, transferring, supervising, evaluating, or compensating individuals with whom they have a familial or close personal relationship.
Prohibited Conduct
Hiring and Promotion: Employees should not be hired or promoted based solely on their familial or personal relationships with current employees or supervisors. All employment decisions should be based on objective criteria and the candidate’s qualifications, skills, and experience.
Supervision: Employees should not be placed in a supervisory position over relatives or individuals with whom they have a close personal relationship. Such situations may create conflicts of interest, favoritism, or perceptions of bias.
Compensation: Compensation decisions should be based on job performance, experience, and market standards. Nepotism should not influence salary or benefit decisions.
Disclosure
Employees with a familial or close personal relationship with another employee should disclose this relationship to their immediate supervisor. This disclosure is necessary to evaluate potential conflicts of interest and determine appropriate actions to mitigate such conflicts.
Remedies
If a situation involving nepotism is identified, DBNC will take appropriate corrective action, which may include:
Reassigning individuals to different departments or reporting structures
Providing additional training on DBNC’s nepotism policy
Conducting a review of compensation decisions to ensure fairness
Taking disciplinary action if policy violations are identified, up to and including termination of employment
Complaint Procedure
Employees who believe they have been subjected to or witnessed nepotism violating this policy should report the issue to their immediate supervisor or an appropriate designated authority within the organization. Reports will be treated confidentially to the extent possible, and DBNC will investigate and address complaints promptly and impartially.
Non-retaliation
DBNC prohibits retaliation against employees who report violations of this nepotism policy in good faith. Employees who believe they have experienced retaliation should report it through DBNC’s established channels.
Training
DBNC will provide training and awareness programs to educate employees about the nepotism policy and its implications. This training will be conducted periodically and as part of the new employee orientation.
Review and Amendment
This policy will be reviewed periodically to ensure its effectiveness and compliance with applicable laws and regulations. Amendments to the policy may be made as necessary to address emerging issues or changes in DBNC’s structure.
Compliance with Applicable Laws
DBNC is committed to complying with all federal, state, and local laws and regulations related to employment, including those pertaining to discrimination and equal employment opportunity.
This nepotism policy is intended to ensure fair and impartial employment practices within DBNC. Employees are expected to adhere to this policy, and violations will be subject to disciplinary action, up to and including termination of employment.