Exhibit E - NEO.pdf

Exhibit E - NEO WVU Contractor Agreement of Explanations

Contract Employee Name (Please Print)__________________________________

Date________________________________

Welcome – We welcome you to West Virginia University and the Facilities Management Department. This orientation is designed to help you understand the policies and procedures that govern us and to help make you successful while you work here. Please listen carefully while I explain everything to you and if you have questions or need further clarification, please don’t hesitate to ask. To ensure that you understand everything I discuss with you today, please read through all of this information again on your own and if you have questions or don’t understand anything, please get back with me in a few days and we will address each item that you may not understand.

1. Affirmative Action –All contract employees at WVU are to be treated equally and fairly and given the same opportunities. No one should be treated unfairly or unequally because of their race, nationality, religious beliefs or sexual orientation.

2. Behavioral Expectations Each of you is very important to the success of the Operations Department.

The services you provide are instrumental in the success of West Virginia University’s mission. It is our expectations that you project a positive image of West Virginia University, and Facilities & Services in a professional way while upholding the following expectations for acceptable, appropriate behavior, both in group and individual settings.

• Treat others with courtesy and respect, including co-workers, University employees, students, visitors, and vendors.

• Get along with others and maintain a positive relationship with co-workers in the following ways:

Cooperate; Take initiative to help others in need and ask for help when in need; Share pertinent information with the staff that may have an impact on our ability to perform our jobs.

• Conduct our work and social interactions without disorderly or undue interference, refraining from:

Physical harm; verbally abusing others; using intimidation tactics and making threats; sabotaging another’s work; Bullying; Stalking others; Making malicious, false, or harmful statements about others.

• Refrain from off-color and inappropriate jokes, comments, and gestures.

• Refrain from speaking to others or about others in an insulting or disparagingly manner.

• Communicate with supervisors. Bring policy-related questions and work-related conflict issues to them for discussion.

We are confident everyone in the unit understands and will accept these basic standards in a positive manner.

In complying with these expectations, it would not be appropriate to subsequently use sarcasm or act overly polite and dramatically compliant in an exaggerated way.

3. Breaks -"All contract employees may be granted a rest period not to exceed ten minutes during each half-shift of work. Break periods shall be granted at the discretion of the supervisor(s). The purpose of such break periods is to provide relief from duties and absence from the work station, offering employees the opportunity to attend to personal activities. Based upon operational need, an employee may be required to work through a break; in such cases, the employee is not entitled to additional compensation but may be granted the break with supervisor permission at a later time. Breaks are compensable work-release time and may not be used or accrued to make up work time, leave work early, extend lunch time, etc." Breaks and lunches should be taken in a designated and approved area and not in private offices and rooms where other staff and faculty have their work stations. If an employee leaves their work area/building, they should get approval of their supervisor before leaving.

4. Care, Cleaning & Maintenance of University Equipment/Property – contract employee should take measures to use and operate WVU equipment and in a safe and professional manner. Also, take measures to protect the property. Additionally, you are expected to properly use equipment so as to protect its value and protect the surfaces of the building(s) from being damaged. Most importantly, equipment should be cleaned and checked at the end of the task or shift to remove dust, dirt and to ensure that the equipment is in satisfactory order to use during the next shift. If there is a maintenance issue, then the supervisor should be notified promptly. Equipment should be returned to the storage area after its use, cleaned and ready to be used the following day.

5. Computer Use – contract employees are not permitted to use WVU computers. Contract employees should not use computers in offices, labs or commons areas.

6. Disciplinary Procedures – When a contract employee does not maintain the standards of performance or conduct themselves as outlined by the supervisor dependent upon the actual and potential consequences of the offense, employee misconduct may be considered minor misconduct or gross misconduct. Gross misconduct may result in immediate dismissal, these infractions are but not limited to:

1. Insubordination or disobedience

2. Illegal activities

3. Neglect of duties, including failing to report off work for three consecutive workdays, sleeping on the job, leaving the worksite without authorization, disguising or removing defective work etc.

4. Jeopardizing the health, safety or security of persons or University property; verbal or physical assault, bringing weapons to the worksite, arson or sabotage.

5. Supervisory grievance default

6. Reporting to work under the influence or alcohol, or narcotics, or using, possessing or distributing same in the course of employment

7. Dishonesty and/or falsification of records

8. Convictions with a rational employment nexus. (Nexus is a connection).

7. Dress and Grooming Expectations – All contract employees are expected to be suitably attired and groomed during working hours or when representing the interests of the University. The supervisor will determine the appropriate dress and grooming codes for each department or work area, according to operational need. Dress and grooming codes are to be nondiscriminatory.

8. State Owned Vehicles - Contractors are not permitted to drive any state-owned vehicles.

9. Drug and Alcohol Policy – WVU has a vital interest in providing a safe workplace environment free from drug and alcohol abuse. The University’s objective is to provide a safe and productive environment and to make it clear that substance and alcohol abuse will not be tolerated in our workplace.

10. Emergency Evacuation – In the event of a fire alarm, declared emergency etc., all employees must exit the building(s) and report to the designated assembly area for their particular building area. In this way, emergency personnel will know of your whereabouts and be able to proceed with emergency procedures.

Please see your supervisor for the location of your assembly area(s).

11. Facilities Management Customer Service Philosophy – contract employees are to treat customers with respect and courtesy and do all in their power to see that job tasks are completed in a timely and orderly fashion with little or no delay. Contract employees should keep customers informed of changes, progress and completion times to the best of their ability and strive to be seen in a positive and professional manner.

It is important that employees emulate a positive image for the Facilities Management Department and

WVU.

12. Injury/Illness Prevention and Reporting – contract employees who receive even a minor injury on the job should report it to their immediate supervisor.

13. Lunch Policy – contract employees receive a 30 minute lunch break. Lunches should be taken in a designated and approved area and not in offices or rooms where staff and faculty have their work stations.

An employee whom works six hours, is required to take a lunch.

14. Parking – There is no free parking for contractors. Contract employees should not park on sidewalks, park illegally and should not park in handicapped spaces unless they have a valid handicapped permit. Employees who wish to acquire and pay for a parking permit must apply at the Mountaineer Station on the Evansdale Campus.

15. Personal Cell Phone Usage/Office Phone Usage – Contract employees are to keep personal cell phone use to a minimum and for emergency purposes only. Office phone usage should be used only for the official business of WVU. Staff should not use ear phones or other sound inhibiting devices that inhibit their ability to hear a radio call, fire alarm etc.

16. Personal Protective Equipment (PPE) – Contract employees are required to wear PPE on certain job tasks in order to protect themselves from possible hazards of the job. Safety goggles/glasses, gloves, aprons, shoes and other safety equipment are provided and must be worn if required by the Safety Data Sheet (SDS) sheet or job task.

17. Recycling –WVU is taking the lead and striving to set high standards in West Virginia for recycling and sustainability; contract employees are encouraged to embrace and support these programs to the best of their ability. Contract employees are to properly remove, separate and place recyclable materials in appropriate areas (bins) to be removed from the buildings. The University plans has adopted a single stream trash pickup system.

18. Reporting Off – If, for any reason, you most report off from work as scheduled, the employee must notify their supervisor prior to their scheduled start time. Failure to notify an immediate supervisor concerning an absence can result in termination. Contract employees should report off themselves and not have a member of their family, spouse or friend report off for them. Voice mail notification is only acceptable when all other attempts to speak with the supervisor or the supervisor’s designee are unsuccessful.

* Please call this number to report your absence: ________________________

19. Right to Know/MSDS/SDS – Contract employees have a right to know about the hazards they may be exposed to in the workplace. The law requires that your employer make you aware of the hazards and provide you with the information you need to work safely. Under the federal Occupational Safety and Health Administration, Hazard Communication Standard, your employer must develop a comprehensive program to inform you of hazards you may encounter in the work place and also provide you with training in the use and handling of products containing hazardous chemicals. Each employee will be trained on chemical use and made aware of Material Safety Data Sheets, their location and how they are to be used. Please note that MSDS has changed to SDS, Safety Data Sheets.

20. Safety Awareness – Safety should be the first priority on every job and task. Contract employees should take measures to protect themselves, other staff, faculty, students and the general public from safety hazards. Employees should consult the MSDS manuals and ensure they are wearing the proper PPE and following a standard operational procedure before performing any job.

21. Sexual Misconduct - This rule sets forth West Virginia University’s policy regarding sexual misconduct, including sexual violence and other forms of non-violent sexual harassment, all of which are forms of discrimination based on sex. West Virginia University is committed to providing a work and educational environment free from all forms of sexual discrimination. Therefore, sexual discrimination, in any manner or form, is expressly prohibited.

22. Tobacco Free Campus – Effective July 1, 2013, use of tobacco products, in any form, on the WVU campus is prohibited. WVU; or (2) any street, road, or thoroughfare immediately adjacent to or passing through WVU owned property. Contract employees are not permitted to smoke in their personal vehicles that are parked on WVU property.

23. University Property & Loan Policy – It is a criminal offense under state law (WV Code 61-3-30) to remove University property. By policy and law certain institutional data is confidential and may not be unnecessarily accessed, viewed, or released. Private information protected under policy or law, such as financial, personnel, patient, donor, or student information, histories and mailing lists, is to be maintained accordingly. Such information may be disclosed, viewed or copied only with proper authorization, and must be disposed of in a manner which retains confidentiality. No University supplies or equipment may be loaned to contract employees for personal use. Contract employees are not permitted to remove items from the dumpsters, trash cans, recycling containers and/or Blue & Gold Mine sale collection boxes or other charitable collection areas etc., and use the items for personal use.

24. Work Ethics – Contract employees are expected to report to work on time and should shortly start working in their designated area(s). Employees will be required to work in different zones and or other areas on occasion due to emergencies, staff shortages etc. Employees should adhere to break and lunch times and if for some reason cannot take their break or lunch at the designated time, they should promptly report this to their supervisor. Employees should not take unscheduled breaks or lunches and strive to be seen by the students, faculty and staff as productive and active in their work areas.

25. Work Orders – It is important that when you see something that is broken, damaged or missing that you report it to your lead or supervisor so a work order can be created to ensure that the item is repaired or replaced. Examples would be: 1. A commode that runs continuously and won’t shut off. 2. A paper towel dispenser cannot be adjusted so it produces the correct length of paper towel. 3. A door will not close and lock.

26. Workplace Violence – Violent conduct, actions or behavior directed to other University employees, customers, students, members of the public or University property that occurs during the course of an employee’s duties or on the basis of work related issues during off-duty hours is prohibited. This includes actions, both verbal, and physical, that threatens, harasses, coerces, or inflicts harm.

All University / Contract employees should be treated with courtesy and respect at all times. Employees are expected to refrain from fighting, horseplay, or other conduct that may be dangerous to others.

27. 30 Minute Rule- Contract employees should not be on the work site more than 30 minutes before work time and should not remain at the work site more than 30 minutes after they have time. If something arises and you need to come early or stay late, please discuss with your supervisor.

I _______________________ acknowledge that my trainer _________________________ (Print Name)

Reviewed this list with me on (date)_________________ and gave me a copy for my files.

Contract Employee Signature______________________ Date___________________

Supervisor Signature _____________________________Date______________________

FM - Vision Statement - Recognized as a leader supporting West Virginia University and its 2020 strategic plan for the future.

FM - Mission Statement – Enhance, maintain, and protect the campus environment through innovation and advancement of our people, processes, and services.