Associate Handbook

Welcome!

On behalf of The RWC Group, we would like to welcome you to our organization.  We are excited that you have chosen to be part of our team and help us to bring solutions to our growing client base...

Best of luck in your career as an RWC  Associate -- we are excited to have you on board to help us achieve our goals!

Sincerely, 

 

Debra Yaley

Introduction to The RWC Group

Introduction

Welcome to The RWC Group!  This Employee Handbook has been provided to help guide you to success in your employment with the RWC Group (RWC) and inform you of the company policies and regulations guiding business at RWC.  While it is impossible to anticipate every workplace scenario, it is our hope that this handbook will answer many of your questions or guide you to the appropriate resource.

During your employment with RWC, you will likely be working on location with the Client and the Client’s employees.  RWC differs from competitors by maintaining involvement with RWC Associates and Clients throughout the execution of the project even though Associates are working at the Client's location.  As such, the first resource for all RWC Associates should be an RWC Human Resource Representative, Project Manager or Client Team Manager.  RWC hires and places Associates with Clients for the life of a project and can be temporary in nature.   The Term “temporary employment” applies to any Associate who is scheduled to complete a short-term full-time or part-time job assignment, that has an anticipated end, and that is not ongoing in nature.  RWC hires Associates on a per project basis.  However, it is the goal of RWC to build long term relationships with Associates and be able to utilize the skills of high performing Associates in multiple projects.    Successfully working with Client employees and adapting to the Client’s office environment is critical to success as an RWC Associate. Following the policies of the Associate Handbook and utilizing the company values will help to assimilate with Clients while achieving the strategic goals of the company.  However, if you find the Client has different policies for employment, please contact the RWC Client Team Manager for clarification.

Unless your employment relationship with RWC is governed by Employment Agreement or similar document, your employment with the company is on an at-will basis.  This means that you and the company are each free to terminate the relationship at any time, with or without cause or advance notice.  This also means that the company has no employment contract, assurances, or guarantee of continued employment by you, and you have no employment contract, assurances, or guarantee of continued employment with the company.  No verbal communication or written document will provide such a contract, assurance, or guarantee unless specified in writing and signed by a company official who is authorized to enter into such an agreement.

Mission Statement of The RWC Group

 

The mission statement of RWC sets out the intentions of the company and what RWC and its Associates work to achieve every day.

 

  • Be the Employer of Choice for our management team and our associates.
  • Be the Solution Provider of Choice for our clients and potential customers.
  • Be the Company of Choice to both RWC employees and clients.

Core Values

The values of RWC are critical to the success of the company.  The core values of RWC are People, Integrity and Excellence.  These values have been a key to the success RWC thus far and adherence to these values will guide the company to future successes.  To build and maintain the trust of Clients, honesty and fairness are required in addition to innovative business solutions and strong work ethic. The values and ethics of RWC are built and maintained by the decisions and choices made by all Associates every day.  It is important that each RWC Associate understand the values of the organization and how they apply to both business operations and standards of conduct.

Guiding Business Principles

RWC has established guiding business principles to support the company values and mission statement.  By utilizing and implementing these guiding principles, RWC has set itself apart in the consulting industry.

 

·       Unique –  RWC is comprised of a diversely skilled workforce that delivers specialized services to each client in an effort to fulfill the business objective.

 

·       Connected – RWC is connected to industry in a way the provides opportunities to meet, communicate and collaborate with industry leaders in order to share knowledge and sustain industry improvement.

 

·       Agile – RWC Associates are agile and assertive to industry trends.  This allows RWC to help Clients adjust to market changes and provide services that take into consideration the future needs of the Client.

 

·       Integrity - RWC works continuously to cultivate an environment with high moral values that sets a standard of being honest, thoughtful and deliberate in all actions.

 

·       Leadership – RWC and RWC Associates continually work to strengthen the role of RWC as an industry leader that embraces innovative ideas and embodies hard work to bring solutions to each Client.

 

·       Relevant – RWC maintains a vast pool of experts with applicable skill sets that can fill client needs and effectively execute objectives.

 

·       Innovative – Initiating new approaches to solve Client problems is a key object for RWC to help each client increase efficiency and lower costs.

 

·       Confident – RWC conducts business with the knowledge that RWC Associates are a qualified and willing to take on any challenges Clients or industry presents.

 

Roles on the RWC Team

To help you navigate a new organization, it is necessary to understand the different roles in our organization that help us work together to achieve our goals.

The Role of all RWC Associates

  • Promote the values of our company and contribute to the achievement of strategic goals during your employment with RWC.
  • Participate and promote an environment of diversity and acceptance to all RWC and Client employees.
  • Exemplify professionalism and comply with the policies set out in the Employee Handbook and established by Clients.
  • Provide exemplary service and innovative solutions to RWC Clients.

 

RWC Consultant

  • Work with the Client to complete the assigned project.
  • Maintain lines of communication with Client Team Manager and Primary Client Contact while working on projects.
  • Be flexible and adjust to the working environment of the Clients offices while exemplifying the values and integrity of RWC.

Primary Client Contact

  • Person within the Client’s organization that an RWC consultant works with and reports to during the project.
  • Makes final decisions on candidate selection for prospective RWC Associates.
  • Timesheet and invoice approver for RWC Associates
  • Contact for emergency issues

Client Team Manager

  • Market RWC services to existing and potential new clients.
  • Maintain client relationships
  • Review resumes and submit prospective candidates to the client.
  • High level consultant to clients for business challenges.
  • Project manager for client projects
  • Provide seminars at industry events
  • Handle disciplinary concerns with consultants

RWC Project Manager

  • RWC Associate responsible for managing a Client's project and a team of RWC Associates.
  • A point of contact for all RWC Associates working under the RWC Project Manager.
  • Provides subject matter expertise in project management and execution to the Client.

 

Human Resources Representatives

  • Recruits talented prospective associates for jobs.
  • Maintains resume database and updates candidate status.
  • Submits resumes for prospective associates to the Client Team Manager for review.
  • Handles insurance, payroll and other human resources support.
  • Provides around the clock support to RWC Consultants, RWC Project Managers and Client Team Managers.

Find the Correct Contact Person

Beginning work in a new company can come with the challenge of navigating a new organizational structure.  The following guide has been created to help all Associates find the correct RWC or Client contact in order to facilitate communication.  Please seek out the appropriate section of the Associate Handbook for additional information and guidance on the related subject prior to making contact with the appropriate person.

  • Contact RWC Human Resources for the following items:
    • To make changes in personal information on file with RWC.
    • For help with health insurance claims that an Associate is struggling to resolve.
    • To report experiencing or witnessing harassment of any kind in the workplace.
    • To discuss office and travel accommodations for a disability or physical need.
    • To discuss accommodations and time away from work for religious reasons.
    • To provide notice of anticipated absence or tardiness to work.
    • To discuss concerns or questions about appropriate work attire.
    • To report the theft or suspected theft of personal property while at work or living in corporate housing.
    • To report a personal relationship with a co-worker, superior or subordinate in the workplace.
    • To report any violations to the RWC Code of Ethics or policies contained within the RWC Associate Handbook.
    • To report the suspicion of an incorrect deduction on a paycheck.
    • To request and provide advance notice of personal time off.
    • To request and provide six weeks of advance notice for a vacation.
    • To provide notice of absence due to an illness
    • To provide notice of a leave of absence for military service.
    • To request and provide notice of bereavement leave.
    • To provide notice and documentation of a court order or jury duty.
    • To provide notice in a change of benefits or continuing insurance coverage.
    • To report a weapon or unsafe situation in the workplace.
    • To report an incident or personal injury at the workplace. (After emergency services have been contacted and the situation is no longer considered an emergency).
    • To report the potential impact of severe weather on an Associates ability to travel or arrive to work on time.
    • To provide notice of resignation from RWC.

  • Contact Primary Client Contact for the following items:
    • To provide notice of anticipated absence or tardiness to work.
    • To report the theft or suspected theft of personal property while at work or living in corporate housing.
    • To request approval for a visitor at the Client worksite.
    • To request approval for the purchase and/or download of software to the Client provided hardware.
    • To request and receive approval to work overtime hours for the project.
    • To request and provide notification of personal time off, vacation, military leave, jury duty or court appearances, sick leave or a leave of absence.
    • To report a weapon or unsafe situation in the workplace.
    • To report an incident or personal injury at the workplace. (After emergency services have been contacted and the situation is no longer considered an emergency).
    • To report a suspicion in a breach of security within the Client’s facility or computer network.

  • Contact the RWC Client Team Manager for the following items:
    • To discuss the number of hours expected for the Associate to work each week on the project.
    • To report a personal relationship with a co-worker, superior or subordinate in the workplace.
    • To report the theft or suspected theft of personal property while at work or living in corporate housing.
    • To discuss accommodations and time away from work for religious reasons.
    • To provide notice of resignation from RWC

Which is a characteristic of Integrity?

  • Standing by a promise and treating colleagues and clients with respect, fairness and honesty.
  • Doing the best possible work for the circumstances.

What is RWC's most important asset?

  • The people of RWC!
  • Technology software

Which is a characteristic of Excellence?

  • A personal commitment to take the extra step, try a little harder, confront uncomfortable issues and demand more of ourselves than others.
  • Doing the job description, nothing more and nothing less.

Which job role is responsible for promoting the values of the company?

  • All RWC Associates
  • The President of the company
  • The marketing department

Who is responsible for managing the Client's project?

  • Human Resources
  • Primary Client Contact
  • RWC Project Manager
  • Client Team Manager

Who should you contact in case of an emergency in the workplace?

  • First 911! Then the Primary Client Contact and a RWC Human Resources Representative.
  • Your dog.

Who should you contact for help with changing personal information?

  • RWC Human Resources
  • The Client's Human Resources
  • The Primary Client Contact
  • The manager of the department you work for at the Client's office

Employment Policies & Practices

Diversity

At RWC, we are committed to promoting and valuing diversity among the RWC team in order to create an environment where an individual’s unique strengths and abilities are valued.   Through leadership, policies and practices, we strive for excellence in our ability to create an inclusive, respectful and equitable environment for all RWC Associates.  Each RWC Associate shares in the responsibility to value diversity among our team and the Client’s employees by treating others with mutual respect and acceptance in the workplace.  By bringing together Associates with diverse backgrounds and experiences, our abilities to make decisions and find innovative solutions to our Client’s challenges is enhanced and we are more successful in reaching our strategic goals.

Equal Employement Opportunity & Affirmative Action

In keeping with RWC’s value of diversity, RWC complies with both Affirmative Action and Equal Employment Opportunity laws and regulations.

  • Based on its status as a federal contractor, an Affirmative Action Program has been developed and utilized by RWC to guide our organization in promoting the employment and advancement of qualified employees who may be disabled, protected veterans, women and minorities through all levels of the organization.
  • RWC is an Equal Opportunity Employer that maintains a policy of nondiscrimination to all Associates and applicants for employment.  The EEO policy mandates that all RWC employment decisions will be made without regard to race, color, sex, pregnancy, sexual orientation or gender identity, religion, national origin, age, disability, genetic information, veteran status, or any other status protected by applicable laws.

 

Diversity

Affirmative Action

Equal Employment Opportunity

Objectives

  • Create a workplace of diverse individuals that mirrors the communities in which we work.
  • Promote a workplace where unique strengths and experiences are valued
  • Treat all individuals with respect and acceptance for our individuality.
  • Hire qualified individuals who are representatives of minority groups, women, protected veterans, individuals with disabilities.
  • Maintain compliance the RWC Affirmative Action Plan and with government regulations.
  • Ensure all people are given equal opportunity to employment.
  • Protect Associates and applicants against discrimination.
  • Prevents retaliation or harassment for filling a complaint.
  • Maintain compliance with federal EEO laws and regulations.

Benefits

  • Utilize diversity to enhance the problem solving abilities of the RWC organization.
  • Enhanced communication skills and decision making abilities by utilizing associates with diverse experiences.
  • Create a positive environment for Associates and Clients that improve work performance, retention and Client relationships.
  • Bring diversity into the RWC team to promote RWC diversity values.
  • To comply with Executive Order 11246 and other related laws governing the development and administration of Affirmative Action Plans and programs.

 

  • Support RWC’s diversity objectives.
  • Promotes consistent administration and employment policies for all RWC personal.
  • To comply with federal, state, and local employment laws and regulations.

 

Disability Accommodations

To support RWC’s equal employment, affirmative action, diversity, and inclusion responsibilities and initiatives, RWC prohibits discrimination against Associates or employment candidates with disabilities or who require special accommodations in the work place.  This includes any individual with a physical or mental impairment that with or without reasonable accommodations can perform the essential functions of the position for which they have applied or currently hold.  RWC will seek reasonable accommodations for any Associates with physical and mental impairments including additional baggage fees, specialized office equipment, and ensure accessibility for Associates at the Client’s offices.  If you are an Associate that needs accommodations, please contact your RWC Primary Team Contact to make arrangements.

Employment Eligibility Process & Policy

It is important that RWC protect all RWC Associates and assets in addition to client employees and assets.  As such, RWC follows Federal regulations requiring that employers verify the identity and employment eligibility of all employees hired to work in the United States.  In order to timely verify employment eligibility, RWC uses the following process and policies:

 

Background Checks

  • RWC reserves the right to conduct background and criminal conviction history checks on all potential and current Associates.

 

Policy

  • While conducting background checks, RWC will comply with the Fair Credit Reporting Act.
  • Human Resources will ensure that correct disclosure of rights has been made
  • Receipt of authorization will be obtained by Human Resources prior to conducting background investigations
  • Appropriate adverse action notice has been provided in instances in which an adverse action is taken due to the results of a background investigation
  • Personally identifiable financial information will be safeguarded at all times.
  • RWC will comply with laws governing the proper disposal of any documents (paper, electronic, or other format) that contain consumer information derived from a credit report. 
  • Reasonable measures will be taken to protect against unauthorized access to or use of sensitive consumer-related information.
  • RWC reserves the right not to employ or retain in employment anyone who has been convicted of any felony or misdemeanor offense that relates to the duties and responsibilities of the position.
  • Associates must report any conviction occurring during the course of your employment to a Human Resources Representative immediately.

 

Personal Information

As an employer RWC is required to collect and maintain records of personal information for all associates as the confidential property of RWC.  To protect the privacy and information of all employees, there is limited access to these records and an unauthorized release of confidential information is not allowed.

 

If you would like to review the record containing your personal information and job related information, it is possible to do so with the help of a Human Resources Representative during normal business hours at RWC’s main office.  It will be necessary for a Human Resources Representative to be present while the file is reviewed in order to ensure that no information is changed and the privacy of other employees is protected.  If during the review of your personal file you do not agree with the information presented, it is possible to submit written comments to be included in the personal file.  Former Associates are not able to request copies of personnel files or view the personnel files at the RWC office, with the only exception being access granted for review by a government agency.

Changing Personal Information

 

It is the responsibility of each Associate to ensure that their personal information is up to date in the Human Resources Department.  If you have had changes in your life such as a change in name, address, telephone number or change in bank account please notify Human Resources to help keep records up to date and not cause any complications in the processing of payroll.  Other important information to change and update with Human Resources is a change in marital status, gain or loss of dependents, W-4 deductions, emergency contact information and changes in your beneficiaries.

 

Changes that will impact payroll and insurance require advanced notice to Human Resources in order to take effect before the next payroll.  Please provide W-4 Withholding changes and bank account changes prior to the Thursday before the end of the pay period.  For changes in insurance dependents, a 30-day advance notice from the date of the event is required.

 

Protected Health Information in the Workplace

RWC takes very seriously its responsibility to protect all personal information of Associates and health information is not an exception.  Any information regarding an associates' physical and mental health condition, healthcare services provided to the associate or payment of healthcare services is considered personal health information.  In some cases, it may be necessary to enlist the help of a Human Resources Representative to help resolve a claim, check the status of a claim or follow up on pre-certifications.  Prior to assistance by a Human Resource Representative, you must complete the Authorization to Release Protected Health Information in order to ensure that any information released is authorized by the correct person and no privacy is breached.

 

RWC also asks that all Associates respect and maintain the privacy and confidentiality of their fellow colleagues’ health information.  If it is determined that an Associate has disclosed personal health information without prior authorization they will be subject to RWC’s disciplinary procedures up to and including termination of employment.

Professionalism & Performance Part 1

Workplace Conduct

RWC’s greatest assets are the people and relationships that compose the organization.  Fostering the relationships between Associates and Clients is extremely important to RWC and that begins with respect and professionalism in the work place.  It is the goal of RWC to provide an environment where all Associates can develop professionally and utilize their skill set to the benefit of the client without the interference of inappropriate behavior, harassment or discrimination.  Additionally, in maintaining relationships with Clients it is extremely important that all RWC Associates exhibit the highest level of professionalism in conduct, appearance and behavior.  It is the expectation that all Associates will treat their fellow colleagues and the personal of the Client with respect, courtesy and professionalism.  This behavior is expected between and across all levels of the RWC organization.  Some but not all of the inappropriate professional behaviors that will constitute disciplinary action are yelling, bullying, rudeness, distracting behavior and actions that interfere with your colleagues’ ability to perform in the work environment.

 

Unprofessional and inappropriate behavior by Associates can be extremely damaging to RWC and as such it is one of the values of the company to perform our work responsibilities in a professional manner.  As part of the RWC team, it is important that we maintain this value and encourage all colleagues within the RWC organization to behave at the highest level of professionalism in the work place and at all work related events.  It is our expectation that you will use the policies in this handbook to set the standard for your professional behavior with RWC Associates and Clients.

Harassment

Harassment of any kind is strictly prohibit by RWC and goes against RWC’s policies of diversity and professionalism.  RWC will not tolerate or condone harassment against any individual and including but not limited to harassment on the basis of race, color, religion, nation origin, sex (including pregnancy), age, disability, genetic information, sexual orientation, veteran or uniformed service status, or any other status protected by applicable law.  Comments, conduct, or innuendos that might be perceived by other as offensive or harassing are wholly inappropriate and are strictly prohibited. This policy applies to Associates, Clients, vendors and visitors to the premises.  All Associates must avoid offensive or inappropriate behavior in employment related relationships and are responsible for ensuring that employment-related relationships remain professional and free from harassment at all times.

Harassment can present itself in many forms.  Please recognize the following behaviors and actions as harassment and report any of these behaviors to the Human Resources Department.

  • Inappropriate Communication – Language that is unnecessarily loud, degrades, or berates including but not limited to racial, religious or sexual comments or jokes, sexual innuendoes or threats of any kind whether communicated verbally in writing or electronically.
  • Physical Abuse – Actions that include but are not limited to inappropriate touching, hitting, kicking or threatening another person, including restraining by force or block the path of another.
  • Interference or Hostile Environment -  Behavior or actions that interfere with an Associate’s ability to perform job responsibilities or which result in or creates a hostile environment or intimidating work environment.
  • Sexual Harassment—Actions and behaviors including but not limited to, unwelcome sexual advances, requests for sexual acts or favors and other verbal or physical conduct of a sexual nature when”
    • Submission to such conduct is made, either explicitly or implicitly, a term or condition of an individual’s employment.
    • Submission to or rejection of such conduct by an individual is used as the basis for employment decisions affecting such individual.
    • Conduct that is severe and pervasive and has the purpose or effect of unreasonably interfering with an individual’s work performance or creating an intimidating, hostile or offensive work environment.
  • Retaliation – Actions or behavior that includes any adverse action or threat of adverse action taken or made because an Associate has exercised or attempted to exercise any rights under applicable laws or the policies of RWC.  Retaliation includes, but is not limited to, threats or withholding or withdrawal of pay, promotions, training or other employment opportunities.

It is necessary for all RWC Associates to understand the serious impacts of harassment.  In addition to the damage to relationships, individuals and reputation, harassing behavior may result in personal liability as well as liability to RWC.

 

If you feel that you have been harassed or discriminated against, please see the Procedure for Reporting Policy Violation and Other Personnel Issues Addendum.  Please be assured, all reported behaviors will be promptly addressed and carefully investigated with all relevant persons as sensitively and confidentially as possible.

Faith in the Workplace

As part of RWC’s diversity and inclusion initiatives, RWC will make every effort to accommodate the religious beliefs of RWC Associates.  This may include requests for time away from work to attend religious services, observance of a religious holiday and attire worn by RWC Associates.  RWC respects all religious beliefs and encourages individuals to discuss any religious accommodations with a Human Resources Representative.  This will allow RWC to respect both the religious beliefs of the RWC Associate and the needs of the RWC Client to maintain an efficient and productive workplace.

Counting Work Hours

RWC Associates are responsible for tracking work performed for the Client on an hourly basis.  To keep a transparent relationship with Clients, the following guidelines have been established to help the Client understand how RWC Associate work hours are counted and accumulated.  These guidelines will also ensure that RWC Associates needs are met in regards to breaks during the work day and meals.

Hours

 

Hours in a work week may vary depending on the needs of the Client.  Please work with the appropriate Client Primary Contact and Client Team Manager to fully understand the need and expectations for work hours by the Client.  Some Clients will not want Associates to work beyond 40 hours per week and in some cases Clients will need RWC Associates to work more than 50 hours per week.  In all cases, working beyond 40 hours per week must be preapproved by the Client.  Approaching each work assignment with flexibility and adaptability will be essential as the needs of the Client can change and cause fluctuations to the work requirements of the RWC Associate. 

Meals

 

Time away from work for meals should not be counted as hours of work for the Client.  However, if work is being performed during a meal then the time may be counted as work hours.  RWC encourages Associates to balance their work hours and their personal needs.  Breaking from work for meals is important to rejuvenating the mind, ensuring that the body has proper nutrition and can improve the efficiency of work performed.

Break Times

 

RWC cannot assure that break times during the work day will be allowed during the work day with the Client unless required by applicable law.  RWC makes every effort to ensure that Associate needs will be met when placing Associates to perform work for the Client.  It is encouraged that Associates take a few minutes to stand and stretch periodically during the work day to reduce the risk of repetitive stress injury and improve work performance.

Attendance & Punctuality

Attendance and punctuality to work and work events is critical to maintaining Client relationships.  RWC asks that all Associates make punctuality a habit and clearly communicate any necessary absences from work or work events.  It is understandable that situations and illness arise when it is necessary to be absent or tardy.  It is the expectation of RWC that all Associates will provide notification to the Primary Client Contact and the Human Resources Representative in advance of an absence or tardy arrival so that duties can be appropriately assigned to other individuals and the work of the Client does not suffer.

Professional Attire Guidelines

Professional appearance is important to exhibiting the professional standards of RWC to our Clients.  It is important that all RWC Associates maintain good grooming habits and appearance in order to make a positive impression on the Client.  These good grooming habits include keeping hair, body and clothing clean and neat.  Please avoid extremes in appearance including attire, hair styles, jewelry, makeup, visible tattoos and body piercings.  Keep in mind if utilizing fragrances, they should not be over powering or disruptive to the workplace.  At RWC we want our Associates to be recognized for their exceptional professional skills and not have those skills overshadowed by an unprofessional appearance. 

 

At times Clients may have a dress code policy which will be provided to Associates prior to the commencement of a project and it will be expected that Associates follow the Clients dress code.

General Attire Guidelines for Female Associates

 

Attire for the Work Place

Inappropriate Attire

  • Tailored slacks
  • Suits
  • Skirts (appropriate length)
  • Capris
  • Blouses
  • Dress Shirts
  • Knit Tops
  • Sweaters
  • Dresses
  • Hose
  • Leggings and stretch pants
  • Mini-skirts
  • Skorts
  • Walking Shorts
  • T-shirts
  • Tank tops
  • Spaghetti strap tops
  • Halter tops
  • Sweatshirts
  • Sweatpants
  • Shirts with advertising
  • Jeans or denim-look jeans
  • Sneakers
  • Any thong flat soled shoe
  • Beach/sport sandals
  • Worn out clothing
  • Revealing clothing

 

 

General Attire Guidelines for Male Associates

 

Attire for the Work Place

Inappropriate Attire

  • Tailored slacks
  • Business Suits
  • Blazers
  • Dress shirts with ties (tucked in)
  • Collared shirts (tucked in)
  • Socks with shoes
  • Dress shoes

 

 

  • Jeans or denim-looking pants
  • Shirts with no collar
  • Shirts with advertising
  • Sweatshirts
  • Sweatpants
  • Sneakers
  • Flip Flops
  • Beach or sport sandals
  • Tattered or worn clothing
  • Revealing clothing

It is encouraged that all RWC Associates treat their professional attire as critical to their job function and ensure that clothing is well-tailored, clean and appropriate to the work environment.  Clients may have a casual Friday policy for employees, RWC requests that Associates refrain from wearing jeans or denim as a part of casual Friday attire. If there are concerns or questions, please contact your Human Resources Representative for additional discussion

Travel

TBD

Client Property & Services

Many RWC Associates will be working for Clients in the Client office and utilizing office resources.  Desks, filing cabinets, and other office equipment are the property of the Client and must be accessible to Client management for the entire duration of use by an RWC Associate.  Office equipment such as copiers, fax machines, phones, and computers should be utilized for the Client’s business purposes and not for personal use by RWC Associates.  For any non-business information stored in the Client’s electronic or hard files, the right to privacy has been waived and is subject to review by the Client.  Each RWC Associate should exercise care and respect when utilizing the office equipment of the Client and should also report any equipment that is not in proper working condition.

 

While working on Client property it may be necessary to utilize the mail services of the Client to complete the Client’s work.  Mail services and postage provided by the Client should only be utilized for business purposes and not for personal postage.

 

When departing the Clients office for the last time, do not remove any items that are the property of the Client.  Only personal items should be taken from the Client’s office at the end of a project unless otherwise discussed with the Client and the Client Team Manager.

Professionalism & Performance Part 2

Reducing Energy Footprint

RWC is committed to reducing its energy footprint because doing so is both ecologically and fiscally responsible.  RWC encourages all Associates to consider the following:

Paper waste reduction

  • When possible use electronic forms of documents and communications.
  • Store documents in electronic files and folders instead of paper folders.

 

Direct energy reduction

  • Set air conditioning temperature in corporate apartments a few degrees higher in warmer months to reduce both cost and energy consumption.  Likewise, lower the temperature during colder months.
  • Adjust air conditioning/heating temperatures in corporate apartments while away during the day.
  • Share rental vehicles when multiple people are working on the same project or travelling to the same destination.
  • Utilize public transportation when possible.

 

Recycling

  • Dispose of paper, can, and plastic bottles in appropriate recycling bins if provided at Client locations.

Political Involvement

RWC understands and encourages RWC Associates to be involved in the democratic process of voting, engaging in precinct work and maintaining political awareness.  However, it is important that political discussion and views do not disrupt the work environment or distract from the Client’s work.  Associates must avoid exhibiting political materials in the work place (both RWC office and Client offices), and must not engage in political arguments or persuasive discussions while in the work place, at work events or at any time Associates are representing RWC.  The diverse experience and viewpoints, even political viewpoints, add to the diversity of our company and allow RWC to be an innovative company.  It is important to respect different political ideas and this can best be done by removing political materials and discussion from the work place.

Personal Belongings

Each RWC Associate is responsible for their own personal belongs and should be diligent in securing personal items such as purses, wallets, jewelry, and electronic devices.  RWC and RWC Clients assume no responsibility for lost or stolen personal articles at work sites, left in rental vehicles or in corporate housing arrangements.  If theft is suspected, immediately report the event to the Primary Client Contact and/or RWC Human Resources Representative.

Solicitations & Contributions

To maintain focus and efficiency in the work environment, the distribution of literature, printed materials, selling of merchandise, soliciting of financial contributions or soliciting for other causes is not allowed.  This includes any solicitations through e-mail, voicemail, or other forms of electronic communication.

RWC Affiliated Events

During your time as an RWC Associate there may be invitations from RWC or from the Client to participate in an event or activity such as sports games, dinners, industry networking events, etc.  RWC encourages Associates to participate in these events as their schedule allows as they can be crucial to building on Client relationships and provide new business opportunities for RWC.  However, these events are strictly voluntary and participation does not reflect upon the work performance of Associates.  While participating in RWC affiliated events, you assume any and all risk associated with your participation.  RWC does not assume liability from any activity/event that it may sponsor in whole or in part in which a participating Associate is injured.  Exercise caution when participating in events and avoid activities that might result in injuries and liabilities to RWC.

 

When attending RWC Affiliated events it is expected that Associates and any guests of Associates will exhibit behavior in accordance with the Professionalism & Performance policy of the RWC Associate Handbook.

Personal Relationships in the Workplace

Although consensual personal relationships between individuals at RWC are not prohibited, they are discouraged, and employees who engage in such relationships should be aware that concerns might later arise regarding the actual consensual nature of the relationship.  In all situations, consensual personal relationships should never impact either party’s performance on the project nor impact the professional perceptions of the Client.

 

In the case of a relationship involving a manager and subordinate, which may otherwise result in a conflict of interest, disclosure of the relationship to the Human Resources Representative or the Client Team Manager is required so that determination of a possible conflict of interest can be made.  RWC also requires that the employees involved in such consensual personal relationship notify the Human Resources Department if the relationship terminates.  Associates are responsible for reporting a relationship that is no longer consensual to the Human Resources Department.

 

Should a consensual personal relationship become uncontrollable to the point that the project, the Client relationship, and/or the safety of either party is at risk, the individuals involved will be subject to disciplinary action.

Visitors

To maintain the security of office sites and confidentiality of information, visitors to work sites are limited to business needs only and must receive approval from an RWC Officer and the Primary Client Contact.  This includes family, friends, employees of other organizations and any non RWC Associates.  Associates that are engaged in competition with RWC or the Client are prohibited from having access to RWC or Client business and operating information and it is essential that no competitor be allowed access to RWC or the Client’s work area, machines, work products or any RWC or Client business or operating information without prior approval.

Trafficking in Persons Policy

RWC frequently provides consultants to divisions of the U.S. Government.   As a business contracting with the government, RWC is required to inform Associates of RWC’s compliance with the Code of Federal Regulations Human Trafficking Policy (52.222-50).

 

RWC Associates will not engage in forms of trafficking in persons such as the following:

  • Sex trafficking in which a commercial sex act is induced by force, fraud, or coercion, or in which the person induced to perform such act has not attained 18 years of age; or
  • The recruitment, harboring, transportation, provision or obtaining of a person for labor or services, through the use of force, fraud or coercion for the purpose of subjection to involuntary servitude, peonage, debt bondage, or slavery.

 

While under contract with RWC, RWC Associates will also not conduct the following activities:

  • Procurement of commercial sex acts
  • Use forced labor in the performance of the contract.

 

Violation of this policy by an RWC Associate will result in termination.

Professionalism & Performance Part 3

Unsatisfactory Performance & Behavior

The Associate Handbook provides the policies and expectation of RWC for all Associates to behave professionally and perform with integrity.  Additionally, the Code of Ethics and Business Conduct gives additional information to the expected behavior and policies that RWC Associates shall follow during their career with RWC. 

The following list provides examples of performance, behavior, and conduct that are unacceptable and subject to corrective counseling, disciplinary action and potentially termination.

  • Work Quality and Performance
    • Absenteeism, tardiness, failure to report to work without sufficient explanation or authorization.
    • Failure to observe work hours determined by scheduled start and end times to the work day, breaks and meal times.
    • Failure to meet production or quality standards as established by the Client Team Manager and/or Primary Client Contact.  This includes but is not limited to mistakes due to carelessness, repetitive or excessive errors or failure to understand and follow work instructions.
    • Failure or refusal to cooperate and assist RWC colleagues, Client colleagues and superiors with work-related tasks.
    • Interfering with another colleague, whether an RWC Associate or Client employee, ability to perform work duties
    • Wasteful and/or unauthorized use of RWC supplies, resources and equipment.
    • Conducting unauthorized personal business during working hours.
    • Failing to report any observed or known violation with any RWC or Client policy.
    • Deliberately concealing another Associate’s misconduct.
    • Creating a condition hazardous to RWC property or a person on RWC property.

  • Inappropriate Behavior
    • Violating the RWC’s Substance Abuse Policy
    • Violating RWC’s harassment and/or discrimination policy
    • Disorderly behavior including fighting, horseplay, using obscene, abusive and threatening language or gestures toward any individual, gossiping with or about RWC Associates or Clients while performing work or representing RWC.
    • Any other breach of appropriate business standards, conduct and/or RWC or Client policies and procedures.
    • Insubordination directed towards superiors and management of RWC and the Client.
    • Use of RWC or Client equipment for personal financial gain.

 

 

  • Fradulent and Illegal Activity
    • Falsifying RWC records, such as time records, expense records etc.
    • Filing fraudulent on the job injury claims
    • Filing a knowingly false report of policy violation
    • Failure to follow RWC’s Safety and Wellbeing Policy
    • Unauthorized disclosure or misuse of confidential RWC or Client information, data or other non-public proprietary information regarding business partners, vendors or customers not otherwise available to persons outside RWC or the Client.
    • Violating any applicable laws or regulations while performing work or otherwise representing RWC or otherwise related to the duties and responsibilities of the position.
    • Stealing, destroying, abusing, or damaging RWC property, tools, equipment or the property of another individual.
    • Unlawfully possessing a weapon while on RWC property or while on RWC Business.

Reporting Policy Violations

RWC Associates are required to report observed or known violations to RWC policies or any law, including discrimination and harassment that has happened to others or to themselves to RWC Human Resources.  All Associates should review the Procedure for Reporting Policy Violation and Other Personnel Issues Addendum to better understand how to report policy violations, harassment and discrimination.

To fully investigate reports of policy violations, harassment and discrimination, RWC will conduct careful investigations making every effort to respect the privacy of each RWC Associate by including only individuals with a legitimate need to know the details of the complaint.  However, it is not possible to guarantee complete confidentiality or anonymity during an investigation.

In order to fully investigate and correct any reported policy violation it is necessary for all RWC Associates to provide cooperation and assistance into an investigation of issues relating to RWC policies, procedures, property or business affairs.  Associates who report policy violations in good faith and cooperate with an investigation can be assured that they will not be retaliated against for their involvement.

Enforcement of Policy Violations

RWC policies and procedures described in this Associate Handbook and other materials provided to Associates by RWC have been carefully developed and implemented to protect the safety and fairness within RWC for all Associates.  Therefore, violation of these policies and procedures or any reasonable suspicion of a violation will be taken extremely seriously and may result in disciplinary action that may include termination of an employee.  Certain policy violations may also result in prosecution under civil or criminal laws and the potential assessment of civil and/or criminal penalties.  In rare cases it may be decided by RWC Management to make an exception to a policy, which does not interfere with management’s right to adhere to the policy in the future.

Whistleblower Protections

As a United States Government contractor, RWC is prohibited from discharging, demoting, or otherwise discriminating against an Associate as a reprisal for disclosing, to any of the entities listed below, information that the employee reasonably believes is evidence of gross mismanagement of a Federal contract, a gross waste of Federal funds, an abuse of authority relating to a Federal contract, a substantial and specific danger to public health or safety, or a violation of law, rule, or regulation related to a Federal contract (including the competition for or negotiation of a contract). A reprisal is prohibited even if it is undertaken at the request of an executive branch official, unless the request takes the form of a non-discretionary directive and is within the authority of the executive branch official making the request.

  • A Member of Congress or a representative of a committee of Congress.
  • An Inspector General.
  • The Government Accountability Office.
  • A Federal employee responsible for contract oversight or management at the relevant agency.
  • An authorized official of the Department of Justice or other law enforcement agency.
  • A court or grand jury.
A management official or other employee of the contractor or subcontractor who has the responsibility to investigate, discover, or address misconduct.

Disciplinary Actions

The disciplinary policy applies to all RWC Associates and when appropriate Associates will first be counselled in an attempt to correct behavior or performance problems.  However, at management’s sole discretion, it may be necessary to impose an action, including termination of employment, without prior notice or counseling.  RWC may determine that termination of employment is appropriate without prior disciplinary action

Communications

Use of Business Systems & Devices

Trademarks & Copyright Infringement

Cell phone & Mobile Device Use

Computer Software

Social Media Policy

Compensation

Employment Classifications

Recording Time

Overtime

Exempt Salary Basis

Payroll & Deductions

Business Expense Reimbursement

Pay & Expense Corrections

Loans