Vital Signs LLC Employee Manual Manual.pdfVital Signs LLC Employee Manual 7 Financial information, Pending projects and proposals, Personnel/Payroll records, and Conversations between

Vital Signs LLC EMPLOYEE MANUAL Revised 3/22/2010 TABLE OF CONTENTS SECTION 1 - INTRODUCTION 1.1 Changes in Policy 1.2 Employment Applications

Vital Signs LLC Employee Manual

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1.3 Employment Relationship SECTION 2 - DEFINITIONS OF EMPLOYEE STATUS “Employees” Defined SECTION 3 - EMPLOYMENT POLICIES 3.1 Non-Discrimination/Accommodations for Employees with Disabilities 3.2 Interviewing and Hiring/Equal Opportunity Employer 3.3 Non-Disclosure/Confidentiality 3.4 New Employee Orientation 3.5 Office Hours 3.6 Lunch and Break Periods 3.7 Personnel Files/Employee Privacy 3.8 Personnel Data Changes 3.9 Inclement Weather Policy 3.10 Holidays 3.11 Performance Review and Planning Sessions 3.12 Training and Professional Development 3.13 Outside Employment 3.14 Corrective Action 3.15 Employment Termination 3.16 Safety 3.17 Health Related Issues 3.18 Employee Requiring Medical Attention 3.19 Insurance on Personal Effects 3.20 Supplies; Expenditures; Obligating Vital Signs LLC 3.21 Expense Reimbursement 3.22 Parking 3.23 Visitors in the Workplace 3.24 Immigration Law Compliance 3.25 Internal Job Postings SECTION 4 - STANDARDS OF CONDUCT 4.1 Attendance/Punctuality 4.2 Absence Without Notice 4.3 Harassment, including Sexual Harassment


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4.4 Cell Phone Use 4.5 Public Image 4.6 Substance Abuse 4.7 Internet Use SECTION 5 - WAGE POLICIES 5.1 Timekeeping 5.2 Paydays SECTION 6 - LEAVE POLICY 6.1 Maternity/New Parent Leave 6.2 Jury/Military Leave SECTION 7 - EMPLOYEE COMMUNICATIONS 7.1 Staff Meetings 7.2 Procedure for Handling Complaints/Grievances 7.3 Alternative Dispute Resolution/Arbitration SECTION 8 - INFORMATION FOR SERVICE PROVIDERS 8.1 First Day of Class 8.2 Cancellations 8.3 Student Tardiness/Absence 8.4 Transcript Preparation and Submission 8.5 Invoicing for Completed Work

SECTION 1

INTRODUCTION This manual is designed to acquaint you with Vital Signs LLC and provide you with information about working conditions, benefits, and policies affecting your employment.


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The information contained in this Manual applies to all employees of Vital Signs LLC. Following the policies described in this Manual is considered a condition of continued employment. However, nothing in this Manual alters an employee’s status. The contents of this Manual shall not constitute nor be construed as a promise of employment or as a contract between Vital Signs LLC and any of its employees. The Manual is a summary of our policies. You are responsible for reading, understanding, and complying with the provisions of this Manual. Our objective is to provide you with a work environment that is constructive to both personal and professional growth. All Vital Signs LLC employees must read and accept the conditions of the Employee Handbook. 1.1 CHANGES IN POLICY This manual supersedes all previous employee manuals and memos that may have been issued from time to time on subjects covered in this manual. However, since our business and our organization are subject to change, we reserve the right to interpret, change, suspend, cancel, or dispute with or without notice all or any part of our policies, procedures, and benefits at any time. We will notify all employees of these changes. Changes will be effective on the dates determined by Vital Signs LLC, and after those dates all superseded policies will be null. No individual supervisor or manager has the authority to change policies at any time. If you are uncertain about any policy or procedure, speak with your direct supervisor (Vital Signs LLC management). 1.2 EMPLOYMENT APPLICATIONS We rely upon the accuracy of information contained in the employment application and the accuracy of other data presented throughout the hiring process and employment. Any misrepresentations, falsifications, or material omissions in any of this information or data may result in exclusion of the individual from further consideration for employment or, if the person has been hired, termination of employment. 1.3 EMPLOYMENT RELATIONSHIP/EMPLOYMENT-AT-WILL You enter into employment voluntarily, and you are free to resign at any time for any reason or no reason. Vital Signs LLC asks that after an assignment has been accepted, the employee give 2 weeks notice of intention to terminate employment. Similarly, Vital


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Signs LLC is free to conclude its relationship with any employee at any time for any reason or no reason. All Vital Signs LLC employees will be held to the Employment Termination Policy (See Section 3.15, Employment Termination Policy).

SECTION 2

DEFINITIONS OF EMPLOYEES STATUS “EMPLOYEES” DEFINED An “employee” of Vital Signs LLC is a person who regularly works for Vital Signs LLC on a wage or salary basis. “Employees” may include full time, regular part-time, regular sub-contractor, and temporary persons, and others employed with Vital Signs LLC.

FULL TIME & REGULAR PART-TIME (W-2) Full time and regular part-time employees are eligible for the following: Taxes withheld Social Security paid in part Worker’s compensation

REGULAR SUB-CONTRACTOR (1099) Regular sub-contractor employees will not have taxes withheld from pay. Sub-contractors must provide Vital Signs LLC with their EIN/TIN. All sub-contractors must document their status as such with a signed letter to Vital Signs LLC. Questions regarding employment status should be presented to the General Manager.

SECTION 3

EMPLOYMENT POLICIES 3.1 NON-DISCRIMINATION In order to provide equal employment and advancement opportunities to all individuals,


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employment decisions at Vital Signs LLC will be based on merit, qualifications, and abilities. Vital Signs LLC does not discriminate in employment opportunities or practices because of race, color, religion, sex, national origin, age or disability. Vital Signs LLC will make reasonable accommodations for qualified individuals with known disabilities unless doing so would result in an undue hardship. This policy governs all aspects of employment, including selection, job assignment, compensation, discipline, termination, and access to benefits and training. Employees with questions or concerns about discrimination in the workplace are encouraged to bring these issues to the attention of their supervisor. Employees can raise concerns and make reports without fear of reprisal. Anyone found to be engaging in unlawful discrimination will be subject to disciplinary action, including termination of employment. 3.2 INTERVIEWING AND HIRING Vital Signs LLC is an Equal Opportunity Employer, which adheres to the legal and ethical practices of non-discrimination (See 3.1 Non-Discrimination). Interviewing and hiring of Speech to Text (STT) employees will be conducted by the appropriate staff of Vital Signs LLC. The qualified STT provider will be able to travel to a specified location, transport and set up equipment, transcribe notes from blackboards and flip charts, and process auditory information (lectures, student comments, etc) while typing a condensed version of this auditory information. Simultaneously, the provider will also be monitoring and correcting text output. ASL Interpreters, Cued Speech providers, and Oral Interpreters will likewise be able to travel to the location of the assignment, process auditory information, and clearly express information in appropriate language requested by the consumer. 3.3 NON-DISCLOSURE/CONFIDENTIALITY

The protection of confidential business information and trade secrets is essential to the interests and success of Vital Signs LLC. Such confidential information includes, but is not limited to, the following examples:

Client information,

Compensation data,


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Financial information,

Pending projects and proposals,

Personnel/Payroll records, and

Conversations between any persons associated with Vital Signs LLC. All employees are required to sign a non-disclosure agreement as a condition of employment. Employees who improperly use or disclose trade secrets or confidential business information will be subject to disciplinary action, including termination of employment and legal action, even if they do not actually benefit from the disclosed information. 3.4 NEW EMPLOYEE ORIENTATION Orientation is a welcoming process that is designed to make the new employee feel comfortable, informed about Vital Signs LLC, and prepared for their position. New Employee Orientation consists of gaining access to the Provider Information site at www.vitalsignsllc.com, completing and filing all essential paperwork, and reviewing all policies. New employee orientation is conducted by a Vital Signs LLC representative, and includes an overview of Vital Signs LLC history, an explanation of core values, vision, and mission; and company goals and objectives. In addition, the new employee will be given an overview of tax options, and will be provided with all information pertaining to invoicing system. Employees are presented with all passwords and procedures needed to navigate within the workplace. The new employee’s supervisor then reviews their job description and scope of position, explains Vital Signs LLC's evaluation procedures, and helps the new employee get started on specific functions. 3.5 OFFICE HOURS An administrator is available during all business and non business hours. Please refer to www.VitalSignsLLC.net for contact information. Formal office hours are 8:00am - 6:00pm. Routine questions are best addressed during


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typical business hours. However, a Vital Signs LLC representative will be available evenings and weekends, should a question or issue arise that cannot wait until regular business hours. Please use common courtesy in contacting Vital Signs LLC representatives by phone during non-business hours. 3.6 LUNCH AND BREAK PERIODS Vital Signs LLC does not provide for employees to break during production activities except for during designated breaks determined by the instructor/professor/presenter of an event, or between scheduled intermissions between classes/lectures/events for assignment involving more than one class/lecture/event. If employees have unexpected personal business to take care of, they must notify an appropriate contact at Vital Signs LLC to discuss time away from work and make provisions as necessary. Personal business should be conducted on the employee’s own time. Employees who do not adhere to the break policy will be subject to disciplinary action, including termination. 3.7 PERSONNEL FILES/EMPLOYEE PRIVACY Employee personnel files include the following: job application, job description, résumé, records of participation in training events, salary history, records of disciplinary action and documents related to employee performance reviews, coaching, and mentoring. Personnel files are the property of Vital Signs LLC, and access to the information is restricted. Management personnel of Vital Signs LLC who have a legitimate reason to review the file are allowed to do so. Employees who wish to review their own file should contact their supervisor. With reasonable advance notice, the employee may review his/her personnel file in the Vital Signs LLC office and in the presence of their supervisor. 3.8 PERSONNEL DATA CHANGES It is the responsibility of each employee to promptly notify their supervisor of any changes in personnel data such as:


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Mailing address Telephone numbers Name and number of dependents Individuals to be contacted in the event of an emergency. An employee’s personnel data should be accurate and current at all times. 3.9 INCLEMENT WEATHER POLICY At times, emergencies such as severe weather can disrupt company operations. The decision to close the office will be made by the institution or organization for whom services are to be rendered (i.e. university, public school system, branch of government, etc). Employees are responsible for obtaining knowledge of inclement weather/emergency closings for the site of contracted assignments. Sources of this information include local television and radio broadcast, and University websites. If Vital Signs LLC obtains knowledge of a closure or delay, we will make every attempt to inform the employee of such information. Employees are responsible for arranging transportation to and from worksites during inclement weather when assignments are not cancelled. Time off from scheduled work due to emergency closings will not be paid in every situation. In a contractual arrangement, the contract takes precedence over Vital Signs LLC policy, in which case, inclement weather closure may not be covered. Assignments for the US Federal Government which cancelled due to inclement weather will be paid on a case-by-case basis. If Vital Signs LLC receives payment for inclement weather closing, so will the employee. Please discuss the circumstances of the assignment contract when accepting an assignment. 3.10 HOLIDAYS Vital Signs LLC employees are to follow the schedule of holidays of the assignment sites. Refer to course syllabus and school/university/government agency website. Vital Signs LLC employees do not receive payment for holidays. 3.11 EMPLOYEE PERFORMANCE REVIEW AND PLANNING SESSIONS


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Performance reviews and planning sessions are designed for Vital Signs LLC and the employee to discuss his/her current job tasks, encourage and recognize attributes, and discuss positive, purposeful approaches for meeting work-related goals. Together, employee and supervisor discuss ways in which the employee can accomplish goals or learn new skills. The planning sessions are designed for the employee and his/her supervisor to make and agree on new goals, skills, and areas for improvement. Vital Signs LLC will conduct individual performance reviews and planning sessions with employees on an as-needed basis. Performance reviews may be requested by Vital Signs LLC, or by the employee. For STT Transcribers, an ongoing means of performance assessment by Vital Signs LLC is the frequent review of transcripts submitted by the transcriber. Should a concern arise regarding the employee’s skill level, additional training may be required to maintain employment status with Vital Signs LLC. 3.12 TRAINING AND PROFESSIONAL DEVELOPMENT Vital Signs LLC recognizes the value of professional development and personal growth for employees. Therefore, Vital Signs LLC encourages its employees who are interested in continuing education and job specific training to research these further. Employees will be notified regarding suggested training opportunities, some of which may grant a stipend for attendance and participation. 3.13 OUTSIDE EMPLOYMENT Employees may hold outside jobs in related businesses or professions as long as the employee meets the performance standards of their job description with Vital Signs LLC. Please notify Vital Signs LLC of outside employment. Vital Signs LLC's equipment, software licenses, and materials are not to be used for outside employment. An employee is not permitted to accept work from any individual or entity that holds, or has recently held, a contract with Vital Signs LLC. For example, a Vital Signs LLC employee shall not independently work for a University that is using Vital Signs LLC services to provide the same or similar services. Personal networking while on assignment for Vital Signs LLC is prohibited.


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3.14 CORRECTIVE ACTION Vital Signs LLC holds each of its employees to certain work rules and standards of conduct (see Section 4, Standards of Conduct). When an employee deviates from these rules and standards, corrective action will be taken. Corrective action at Vital Signs LLC is progressive. That is, the action taken in response to a rule infraction or violation of standards typically follows a pattern increasing in seriousness until the infraction or violation is corrected. The usual sequence of corrective actions includes an oral warning, a written warning with probation, and finally termination of employment. In deciding which initial corrective action would be appropriate, a supervisor will consider the seriousness of the infraction, the circumstances surrounding the matter, and the employee’s previous record.

The company reserves the right to discipline employees or specific acts that indicate gross negligence or willful disregard of the company’s or general public’s interest. Though committed to a progressive approach to corrective action, Vital Signs LLC considers certain rule infractions and violations of standards as grounds for immediate termination of employment. These include but are not limited to: theft in any form, insubordinate behavior, vandalism or destruction of company property, the use of company equipment without prior authorization by Vital Signs LLC, untruthfulness about personal work history, skills, or training, divulging Company business practices, and misrepresentations of Vital Signs LLC to a client, a prospective client, the general public, or an employee, divulging confidential client information regarding identity and/or disabilities, etc. 3.15 EMPLOYMENT TERMINATION Below are examples of the most common circumstances under which employment is terminated:

Resignation – voluntary employment termination initiated by an employee

Termination – involuntary employment termination initiated by Vital Signs LLC (for disciplinary reasons)

When an employee intends to terminate his/her employment with Vital Signs LLC, he/she shall give Vital Signs LLC at least two weeks written notice.


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Since employment with Vital Signs LLC is based on mutual consent, both the employee and Vital Signs LLC have the right to terminate employment at will. Any employee who terminates employment with Vital Signs LLC shall return all files, records, equipment, software, licenses, and any other materials that are property of Vital Signs LLC. No final settlement of an employee’s pay will be made until all items are returned in appropriate condition. The cost of replacing non-returned items will be deducted from the employee’s final paycheck. 3.16 SAFETY Vital Signs LLC provides information as needed to employees about workplace safety and health issues through regular internal communication such as:

Training sessions Team meetings Other written communications

Each employee is expected to obey safety rules and exercise caution and common sense in all work activities. Employees must immediately report any unsafe conditions to their supervisor. Employees who violate safety standards, cause hazardous or dangerous situations, or fail to report, or where appropriate, remedy such situations, may be subject to disciplinary action including termination of employment. In the case of an accident that results in injury, employees should notify Vital Signs LLC (See Section 3.18, Employee Requiring Medical Attention). 3.17 HEALTH-RELATED ISSUES Employees who become aware of any health-related issue that would potentially impact the ability to continue working in the current capacity, including pregnancy, should notify their supervisor of health status. This policy has been instituted strictly to protect the employee. A written “permission to work” from the employee’s doctor is required at the time or shortly after notice has been given. The doctor’s note should specify whether the employee is able to perform regular duties as outlined in his/her job description. A leave of absence may be granted on a case-by-case basis. If the need arises for a leave of absence, employees should notify their supervisor as soon as possible.


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If a health issue arises that will require leave from work, then a medical document should be supplied to Vital Signs LLC. 3.18 EMPLOYEE REQUIRING MEDICAL ATTENTION In the event an employee requires medical attention, whether injured or becoming ill while at work, the employee’s personal physician must be notified immediately. If it is necessary for the employee to be seen by the doctor or go to the hospital, a family member will be called to transport the employee to the appropriate facility. If an emergency arises requiring Emergency Medical Services to evaluate the injury/illness of an employee on-site, the employee will be responsible for any transportation charges. Furthermore, Vital Signs LLC's employees will not be responsible for transportation of another employee due to liabilities that may occur. A physician’s “return to work” notice may be required, depending on the medical issue. 3.19 INSURANCE ON PERSONAL EFFECTS All employees should be sure that their own personal insurance policies cover the loss of anything left on the job site. Vital Signs LLC assumes no risk for any loss or damage to personal property. 3.20 SUPPLIES; EXPENDITURES; OBLIGATING VITAL SIGNS LLC Only authorized persons may purchase supplies in the name of Vital Signs LLC. No employee whose regular duties do not include purchasing shall incur any expense on behalf of Vital Signs, LLC or bind Vital Signs LLC by any promise or representation without written approval. 3.21 EXPENSE REIMBURSEMENT Expenses incurred by an employee must have prior approval by a supervisor. Reimbursements will be included in the employee’s regular paycheck. An example of such an expense would include mileage. All reimbursement requests must be submitted via Vital Signs LLC online invoicing system.


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3.22 PARKING Employees must park their cars in areas designated by the client (i.e. university, public school, government association, etc.) when providing on-site services. Often, a parking permit will be provided by the client. In other cases, the employee is responsible for paying parking fees. In some instances, parking fees may be reimbursed. Questions regarding parking policy should be discussed with a Vital Signs LLC supervisor as an employee is offered an assignment. 3.23 VISITORS IN THE WORKPLACE To provide for the safety and security of employees and clients, visitors are not permitted in the work place. 3.24 IMMIGRATION LAW COMPLIANCE Vital Signs LLC employs only United States citizens and those non-U.S. citizens authorized to work in the United States in compliance with the Immigration Reform and Control Act of 1986. Each new employee, as a condition of employment, must complete the Employment Eligibility Verification Form I-9 and present documentation establishing identity and employment eligibility. Former employees who are rehired must also complete the form if they have not completed an I-9 with Vital Signs LLC within the past three years or if their previous I-9 is no longer retained or valid. 3.25 INTERNAL JOB POSTINGS Employees will be made aware of internal job postings for positions within Vital Signs LLC as such opportunities may arise.

SECTION 4

STANDARDS OF CONDUCT The work rules and standards of conduct for Vital Signs LLC are important, and Vital Signs LLC regards them seriously. All employees are urged to become familiar with


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these rules and standards. In addition, employees are expected to follow the rules and standards faithfully in doing their own jobs and conducting Vital Signs LLC's business. ASL and Oral interpreters are required to abide by the NAD-RID Code of Professional Conduct. TypeWell transcribers will adhere to the TypeWell Transcriber Code of Ethics. CART and C-Print providers will practice according to the NCRA Code of Professional Ethics. Cued Speech providers shall follow the Cued Language Translator Code of Conduct. Please note that any employee who deviates from these rules and standards will be subject to corrective action, up to and including termination of employment (see Section 3.14, Corrective Action). While not intended to list all the forms of behavior that are considered unacceptable in the workplace, the following are examples of rule infractions or misconduct that may result in disciplinary action, including termination of employment: Theft or inappropriate removal or possession of property; Falsification of timekeeping records (See Section 5.1, Timekeeping); Working under the influence of alcohol or illegal drugs (See Section 4.6, Substance

Abuse); Possession, distribution, sale, transfer, or use of alcohol or illegal drugs in the

workplace (See Section 4.6, Substance Abuse); Fighting or threatening violence in the workplace; Boisterous or disruptive activity in the workplace; Negligence or improper conduct leading to damage of company-owned or client-

owned property; Insubordination or other disrespectful conduct; Violation of safety or health rules Sexual or other unlawful or unwelcome harassment (See Section 4.3, Harassment,

Including Sexual Harassment); Excessive absenteeism or any absence without notice (See also, Section 4.1

Attendance/Punctuality and 4.2, Absence without Notice); Unauthorized use of equipment (See Section 4.4, Telephone Use; Section 4.7 Internet

Use); Using company equipment for purposes other than business; Violation of personnel policies; and Unsatisfactory performance or conduct. Inappropriate dress (Section 4.5) 4.1 ATTENDANCE/PUNCTUALITY Vital Signs LLC expects that every employee will be regular and punctual in attendance. This means being at the job location, ready to work, at their starting time each day.


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Absenteeism and tardiness places a burden on clients, other employees, and on Vital Signs LLC. If you are unable to report for work for any reason, notify your supervisor before regular starting time. You are responsible for speaking directly with your supervisor about your absence. It is not acceptable to leave a message on a supervisor’s voice mail, except in extreme emergencies. In the case of leaving a voice-mail or text message, you must continue to attempt to contact the appropriate Vital Signs LLC staff member. Please refer to www.VitalSignsLLC.net for contact information. If you call a supervisor, and are unable to speak with this person directly, leave a message, and then also email this person. Continue to try to reach a Vital Signs LLC representative until you can speak with someone by phone. A phone or email message is not acceptable as the only means of communication for an absence. It is preferred that an employee find another Vital Signs LLC employee as a substitute for a one-time assignment, should an absence be unavoidable. Please notify a supervisor of the arrangement once it has been made. If you require a replacement for an ongoing assignment, please notify Vital Signs LLC as soon as possible so that this can be arranged by a supervisor. Because of the nature of our work, service providers are required to arrive at the assignment site at least fifteen minutes early. This time is considered to be included in the compensation for the assignment. Jobs requiring government security clearance will often necessitate the employee arriving on site up to thirty minutes early. Please discuss this with your supervisor when accepting assignment information. Should undue tardiness become apparent, disciplinary action may be required. 4.2 ABSENCE WITHOUT NOTICE When you are unable to work owing to illness or an accident, please notify your supervisor. This will allow Vital Signs LLC to arrange for temporary coverage of your duties, and helps other employees to continue work in your absence. If you do not report for work, and Vital Signs LLC is not notified of your absence, disciplinary action will be taken. If you become ill while at work or must leave the job site for some other reason before the end of the workday, you must inform Vital Signs LLC immediately.


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4.3 HARASSMENT, INCLUDING SEXUAL HARASSMENT Vital Signs LLC is committed to providing a work environment that is free of discrimination and unlawful harassment. Actions, words, jokes, or comments based on an individual’s sex, race, ethnicity, age, religion, or any other legally protected characteristic will not be tolerated. If you believe you have been the victim of harassment, or know of another employee who has, report it immediately. Employees can raise concerns and make reports without fear of reprisal. Any employee who becomes aware of possible harassment should promptly advise their supervisor who will handle the matter in a timely and confidential manner. 4.4 CELL PHONE USE Personal usage of cellular phones during business hours is discouraged except for extreme emergencies. All personal telephone calls should be made during designated breaks during an assignment. To respect the rights of all employees and avoid miscommunication on the job-site, employees must inform family members and friends to limit personal telephone calls during working hours. If an employee is found to be deviating from this policy, he/she will be subject to disciplinary action (See Section 3.13, Corrective Action). During an assignment, it is essential for the employee to turn off all audible sounds of the personal phone or other device. This includes ringers and audible vibrations. 4.5 PUBLIC IMAGE A professional appearance is important anytime that you come in contact with customers or potential customers. Vital Signs LLC employees should dress in a manner appropriate to their status as professionals in a university, government, or private company environment. Employees should be neatly groomed, and dressed appropriately at all times. Appearance should adhere to the following standards:


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Dress and attire should be: Clean and neat, but not distracting "Business casual" clothes that are comfortable. Formal business attire should be worn for: Sign Language Interpreters at high profile and platform/stage assignments University faculty or administration meetings Public performances sponsored by universities or private entities Other formal occasions Inappropriate clothing includes, but is not limited to: Spaghetti/tank tops or revealing shirts Sheer clothing Shorts Bare feet Ripped/torn clothing Casual T-shirts Beach/flip-flop shoes Excessively short skirts Visible undergarment straps Ill-fitting clothing At most University and College settings, the dress code is casual, as you are on a campus and will be doing a lot of walking. Nice jeans or pants are acceptable. For Sign Language interpreters, solid color tops are required. Sign Language interpreters are required to dress according to NAD-RID policy. Clients tend to prefer service providers to dress in an inconspicuous manner. Consult your supervisor if you have any questions about appropriate business attire. 4.6 SUBSTANCE ABUSE Vital Signs LLC is committed to providing a safe and productive workplace for its employees. In keeping with this commitment, the following rules regarding alcohol and drugs of abuse have been established for all staff members, regardless of rank or position, including both regular and temporary employees. The rules apply during working hours to all employees of Vital Signs LLC while they are on Company business.

The manufacture, distribution, possession, sale, or purchase of controlled substances of abuse while on Company business.


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Being under the influence of illegal drugs, alcohol, or substances of abuse while on Company business. Working while under the influence of prescription drugs that impair performance is prohibited.

So that there is no question about what these rules signify, please note the following definitions:

Controlled substance of abuse: Any substance listed in Schedules I-V of Section 202 of the Controlled Substance Act, as amended.

Drug: Any chemical substance that produces physical, mental, emotional, or behavioral change in the user.

Drug paraphernalia: Equipment, a product, or material that is used or intended for use in concealing an illegal drug, or otherwise introducing into the human body an illegal drug or controlled substance. Illegal drug: a. Any drug or derivative thereof whose use, possession, sale, transfer, attempted sale or transfer, manufacture, or storage is illegal or regulated under any federal, state, or local law or regulation. b. Any drug, including – but not limited to – a prescription drug, used for any reason other than that prescribed by a physician. c. Inhalants used illegally. Under the influence: A state of not having the normal use of mental or physical faculties resulting from the voluntary introduction into the body of an alcoholic beverage, drug, or substance of abuse.

Consistent with the rules listed above, any of the following actions constitutes a violation of Vital Signs LLC's policy on drugs and may subject an employee to disciplinary action, up to and including immediate termination.

Using, selling, purchasing, transferring, manufacturing, or storing an illegal drug or drug paraphernalia, or attempting to or assisting another to do so, while in the course of employment. Working or reporting to work, or conducting Company business, while under the influence of an illegal drug or alcohol, or in an impaired condition

Under the requirements of the Federal Drug-Free Workplace Act, employees must notify


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a manager of the company within five (5) days of a conviction for a violation of any criminal drug statute, if the violation occurred in the workplace. Nevertheless, if the company has reason to believe that an employee has done something in the workplace that would constitute a violation of a criminal drug statute, that employee may be disciplined, to include termination of employment, without regard to any conviction.

4.7 INTERNET USE

Vital Signs LLC employees may use the Internet and e-mail while at an assignment, when necessary to serve our customers and conduct Vital Signs LLC business. Use of the Internet must not disrupt operation of Vital Signs LLC services or teaming efforts, and must not interfere with an employee's productivity. Employees are responsible for using the Internet in a manner that is ethical and lawful. Social networking sites are prohibited during work hours, while in the vicinity of clients or non-Vital Signs LLC personnel.

SECTION 5

WAGE POLICIES 5.1 TIMEKEEPING Accurately recording time worked is the responsibility of every employee. Time worked is the time actually contracted for between Vital Signs LLC and the employee. Altering, falsifying, or tampering with time records will result in disciplinary action, including termination of employment. Authorized personnel will review time records on a regular basis. Questions regarding the timekeeping system should be directed to Vital Signs LLC General Manager. 5.2 PAYDAYS All employees are paid on the 15th and 30th/31st of each month. Invoices are due by 6:00pm on the 9th and 24th of each month. In the event that a regularly scheduled payday falls on a weekend or holiday, employees will receive pay no later than one day following the weekend or holiday. Paychecks are deposited directly into an employee's bank account. Employees must arrange with Vital Signs LLC for direct deposit. If the employee does not initiate direct


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deposit, Vital Signs LLC is not responsible for mailing the paycheck within a given time period.

SECTION 6

LEAVE POLICY

6.1 MATERNITY/NEW PARENT LEAVE Vital Signs LLC will accommodate unpaid leave from work for employees who are to be new parents. The duration and terms of the time away from work will be determined by Vital Signs LLC in cooperation with the employee. While Vital Signs LLC respects the individual’s decision as to when it is appropriate to share the news of pregnancy, please understand that we need as much notice as possible to find a temporary replacement for the provider. 6.2 JURY DUTY/MILITARY LEAVE Employees will be granted time off to serve on a jury or military leave without pay. However, all regular employees both full-time or part-time will be kept on the active payroll until their civic duties have been completed. A copy of the jury duty summons and all other associated paperwork are required for the personnel file.

SECTION 7

EMPLOYEE COMMUNICATIONS 7.1 STAFF MEETINGS Staff meetings will be held at the discretion of Vital Signs LLC. These informative meetings allow employees to be informed on recent company activities, changes in the workplace and employee recognition. 7.2 PROCEDURE FOR HANDLING COMPLAINTS/GRIEVANCES Under normal working conditions, employees who have a job-related problem, question or complaint should first discuss it with their immediate supervisor. At this level,


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employees usually reach the simplest, quickest, and most satisfactory solution. If the employee and supervisor do not solve the problem, Vital Signs LLC encourages employees to contact the appropriate Vital Signs LLC staff member. 7.3 ALTERNATIVE DISUPTE RESOLUTION/ARBITRATION If a dispute arises that cannot be resolved internally, all parties agree to attend dispute mediation, or arbitration. Mediators compensation will be divided by all parties involved. The mediator will be mutually agreed upon, not chosen by one party.

SECTION 8

INFORMATION FOR PROVIDERS IN THE CLASSROOM SETTING 8.1 THE FIRST DAY OF CLASS One the first day of class, introduce yourself to the professor, or TA, and let him/her know why you are there. Ask him/her for assistance with lecture notes and handouts. If he/she is not cooperative, please inform Vital Signs LLC so that the appropriate party (i.e. DSS Disability Support Services) may be contacted. All instructors should have been informed that you will be present in the classroom. It is important that you obtain a syllabus for each class. Employees may not bill when a class is not in session, except in the cases which the class is cancelled with 72 hours notice or less. The first time you meet your student/client, let him or her know how to contact you if he/she plans to be absent from a class on a particular day. In addition, find out if there is a way to contact the student/client if there is an emergency and you will be late. After the first few days of class, please email Vital Signs LLC with the following information: class, location, student name, building, where you set up your equipment or where you and the student sit, and any information that would help a substitute should you require one. In addition, please notify Vital Signs LLC of any planned cancellations due to school breaks, study days, or out-of-class assignments. In the subject of the email, include your last name, class location, and time of class. Example: "sub info - jane doe umbc 10-11"


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8.2 CANCELLATIONS For most on-site assignments, Vital Signs LLC maintains a 3 business day cancellation policy. For example, if a professor announces on Monday that he/she will not be in class on Thursday, you will be paid. If he/she informs you on Monday that he/she will not be in class on Friday, you will not be paid. Notification of cancellation may come from Vital Signs LLC, the professor, TA, or another source. if you have any questions, please call the Vital Signs LLC office. Payment is also made for cancellations due to inclement weather (See Section 3.9, Inclement Weather Policy). For remote services, Vital Signs LLC maintains a 24 hour cancellation policy. If you are notified of class cancellation, or of the student's planned absence from class with 24 hours or less, you may bill for the assignment. If the student tells you he/she will not be in class, and this is a timely cancellation, let him/her know to contact their support staff (DSS Office) so Vital Signs LLC will be officially notified. The service provider is required to attend class unless notified by Vital Signs or Disability Services. If a semester class is cancelled after services have been confirmed, you will be paid for an additional 2 weeks of class. Thus, a class that meets one day a week 9:00 am - 12:00 pm will be billed for 6.0 hours (3.0 hrs x 2 classes). A class that meets twice per week, 9:00 am - 12:00pm will be billed for 12 hours (3.0 hrs x 4 classes). If a student drops one class, then adds another for the same length of time, we will not bill for both. This is done on a case-by-case basis. An exception to the Vital Signs LLC cancellation policy is shortened semesters, as in January or during the summer months. Please discuss policy adaptations with your supervisor when accepting an assignment for one of these abbreviated courses. Please notify Vital Signs LLC of any classes cancelled in advance. This would enable Vital Signs LLC to reschedule the employee if a sub is needed for a different assignment. If an employee’s original assignment has been cancelled with less than 72 hours notice (for on-site work) or 24 hours notice (for remote work), and the employee is then scheduled as a sub for a different assignment during the same time slot, the employee will be paid for both assignments. 8.3 STUDENT TARDINESS/ABSENCE


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If the student is not present when class begins, you are required to stay 20 minutes for every 1 hour of class time. You must stay for a minimum of 20 minutes. Please be sure that the student is aware of this policy on the first day of class, or as soon as possible. If the student has informed you that he/she is on the way, do not leave early. If a student does not attend class, and you are a STT Transcriber, do not send a transcript. If the student arrives late, and you have started transcribing, use your discretion in providing the information transcribed prior to the student's arrival. 8.4 TRANSCRIPT PREPARATION AND SUBMISSION FOR SPEECH TO TEXT (STT) PROVIDERS The amount you are paid for class time generally includes prep time and editing, unless otherwise arranged by Vital Signs LLC. Transcripts are to be sent to the student via email. Be sure to ask the student to provide you with an email address for this purpose. Transcripts are to be rough-edited (unless otherwise determined), provided with a header and disclaimer statement (see below), and emailed to the student no later than 24 hours after the time of the transcription. Copy Vital Signs LLC at [email protected] when you email the transcript to your student/client. Please attach this disclaimer as a footer to every page of the final transcript to be sent to the student: “This transcription provides a meaning-for-meaning summary to facilitate communication access. It is the ultimate responsibility of the student to verify the accuracy of the information provided. Thank you.” If you are teaming with another provider, copy the email to him/her when you send the transcript. Let the student know you will be doing this. Look over the transcripts so you will know what to expect for the upcoming class. For rough-editing, Spell Check the document, revise for grammatically incorrect sentences, and be sure to leave enough "White Space." Follow the instructions for editing from your TypeWell, CART, or C-Print training. For the heading, note the course name/number, date, student name, and your initials. You may set this up as you like, but be consistent. Save all transcripts until after the semester has ended.


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8.5 INVOICING FOR COMPLETED WORK Payroll deadlines are 6pm on the 9th and 24th of each month to be paid on the 15th and 30/31st (See Section 5.2). We encourage you to submit your invoice as soon as you finish each assignment. To access our on-line invoicing system, please go to our website at www.VitalSignsLLC.net and click “Provider Info“. From there, click on the "Billing System" to be taken directly to the invoice entry. Every few days, you will see the word "approved" next to your invoices. This will ensure peace of mind that not only were your invoices received, but they have been processed as well. Any invoices received after 6:01pm on the 9th and 24th of each month will automatically be forwarded to the NEXT pay period. When an invoice is denied, you will receive an email with an explanation for the denial. Please make the appropriate corrections and/or changes immediately and resubmit it for approval. Any denied invoices that are waiting for corrections after 6pm on the deadline will be paid on the next pay period. The billing system allows you to go back and review your payroll history. Simply click on "view payroll history." You will arrive at a screen that will have a drop down box. Choose the payroll date you would like to review from the drop down box, and you will see each invoice that was paid for that period. Please feel free to contact the General Manager with any questions regarding the invoicing system.

Documents

Vital Signs LLC Employee Manual Manual.pdfVital Signs LLC Employee Manual 7 Financial information, Pending projects and proposals, Personnel/Payroll records, and Conversations between