PBCI Personnel Care and Development

PERSONNEL CARE

& DEVELOPMENT

PROCEDURE MANUAL

A fellowship of Mennonite consultants

committed to develop effective peace and reconciliation team organizers

for the global realities of the 21st Century

PBCI PC&D PROCEDURE MANUAL Page 2

A fellowship of Mennonite consultants committed to develop effective peace and reconciliation team leaders for the global realities of the 21st Century

INTRODUCTION

Shalom! Welcome to PeaceBuilders Community, Inc.!

PeaceBuilders Community is a fellowship of Mennonite consultants committed to develop effective peace and reconciliation team organizers for the global realities of the 21st Century.

You now belong to women and men from various backgrounds and stages of life who have agreed to be a part of this peace building team. Survival and success in the work of peace building is largely based on attitude. Our activities force us to learn that attitude is a choice and that it determines the approach we have towards life, justice, peace, and reconciliation. We are also learning that our attitude at the beginning of a task affects its outcome more than anything else.

Our desire is to help our staff in their personal and professional growth. We want to demonstrate in our individual and corporate life the message of transformation we are advancing—which are spiritual transformation, psycho-social transformation, socio-political transformation, and economic-ecological transformation.

This handbook was developed to provide you with an information resource for common questions and concerns. If you have a more specific question or concern about the policies outlined here, you should contact your direct supervisor or the Personnel Care & Development Team.

The policies stated in this handbook are subject to change at any time at the sole discretion of PeaceBuilders Community. From time to time, you may receive updated information regarding any changes in policy.

The contents of this handbook are not intended to create a contract or agreement between PBCI and you. You should refer to the job description, contract, terms of reference, or agreement which governs your terms and conditions of employment.

There are specific procedures for many of the general policies stated in the handbook. Please direct any questions to your direct supervisor or to the appropriate member of the Personnel Care & Development Team.

May God bless your journey of growth in this organization.

May we all experience peace within us and around us! Sincerely yours, Personnel Care & Development Team PeaceBuilders Community, Inc.



A. PEACE BUILDERS COMMUNITY, INC. (PBCI)

1. About PBCI. We are a fellowship of Mennonite consultants—peace building operatives, conflict

transformation specialists, and restorative justice practitioners—who are dreaming and working together for a just, radical, and active non-violent transformation of our beautiful land. We normally work in partnership with religious institutions, civil society organizations, political fronts, business corporations, and government agencies.

2. Legal Identity. PeaceBuilders Community, Inc. is registered with the Securities and Exchange

Commission of the Philippines: Registration Number CN200630697. 3. History. After the fateful attack on the Twin Towers in New York in September 11, 2001, Rev.

Luis Daniel “Dann” Pantoja, a Filipino pastor in Vancouver, Canada, felt the need to bridge the widening gap between Christians and Muslims around the world. He felt called by God to help build peace between these two major religions belonging to the People of the Book. Mindanao, Philippines, he thought, would be a good place to start.

a. Between December 2004 and June 2005, he lived among the Bangsamoros in the

Municipality of Sultan Kudarat, Province of Maguindanao and shared life with this amazing people group. This was made possible through the financial and prayer support of his wife, Joji Felicitas Bautista-Pantoja, and through his friends from their home community, the Peace Mennonite Church in Richmond, British Columbia, Canada. Dann was embraced by the people in Sultan Kudarat, specifically the family of Datu Kharis Matalam Baraguir. It was through their simple life and their daily prayers, seeking to submit their whole being to Allah, that Rev. Dann Pantoja experienced the kind of Salaam (Peace) that many Bangsamoro are longing for. It was in the person of Datu Kharis Baraguir that Dann found the Person of Peace in his peacebuilding journey in Mindanao.

b. In May 2005, at the end of his pleasant and peaceful six month-immersion in Sultan

Kudarat, some key traditional and spiritual leaders of the Bangsamoros invited Dann to come back and to help build peace between Christians and Muslims in Mindanao. Dann went back to Richmond, British Columbia and reported to his sisters and brothers at the Peace Mennonite Church that the armed conflicts in Mindanao was not primarily about religion; it’s about land, historical injustices, and crosscultural misunderstanding. The Bangsamoros are seeking to live in peace with Filipinos! Dann & Joji, along with their best friends, Gerd & Regina Bartel, prayed together regularly and dreamed of a church-based peacebuilding ministry in Mindanao.

c. In January 2006, the Peace Mennonite Church commissioned and sent Dann & Joji Pantoja

as peacebuilding missionaries in Mindanao, supporting them through prayers, pastoral care, and finances. Waves Community, a group from Pantoja’s relatives and friends, helped in prayers, finances, and family support. Mennonite Church Canada, who is also a prayer and financial partner, was chosen to help administer Dann & Joji’s mission to Mindanao and the Philippines.

d. In December 04, 2006, the vision and mission of Dann & Joji Pantoja was given an

organizational structure. Through the administrative assistance of Kriz Cruzado, and the legal advice of Atty. Mary Ann Arnado, the PeaceBuilders Community, Inc. became a registered non-profit corporation under the laws of the Republic of the Philippines.



B. PBCI DREAM

1. What kind of peace we’re dreaming of: a. Harmony with the Creator. This is Spiritual Transformation. b. Harmony with our Being. This is Psycho-Social Transformation. c. Harmony with Others. This is Socio-Political Transformation. d. Harmony with the Creation. This is Economic-Ecological Transformation. 2. What we dream of being: a. We dream to be a peace-building community—we will seek to demonstrate in our own

lives and in our relationships the kind of harmonious and transformational peace for which we are hoping

b. We dream to be peace-building operatives—we'll devote the same discipline and self- sacrifice to non-violent peacemaking that armies devote to war.

3. What we dream of doing: a. To equip and multiply effective Peace and Reconciliation (PAR) Leaders for the global

realities of the 21st Century b. To support the PAR Leaders in organizing and nurturing their initial PAR Teams of

volunteers in local conflict zones c. To establish at least one contextually-relevant PAR Community in each of the 80 provinces

in our country as home for local PAR Teams d. To develop a national Network of PAR Communities that would work together to train

more leaders, to organize more teams, and to establish more communities 4. What we dream of having: a. We dream of having a Network of Peace and Reconciliation Communities throughout our

beautiful land, who are organized in partnership with various parts of the People of God, who are mobilized to do ministries of justice and peace, and who will lovingly serve all the peoples of our land unconditionally regardless of religion, ethnicity, or political ideology, to

the end that our land will experience holistic transformation!



C. GENERAL QUALIFICATIONS FOR PBCI PERSONNEL

1. Definition. PBCI Personnel are Senior Consultants, Consultants, Fellows, Trainees,

Administrative Staff, and Contractual Field Workers who are related with PBCI as specifically defined in their respective job descriptions, contracts, or terms of references which are currently in effect and in good standing.

a. All PBCI Personnel in their first year are considered Trainees. b. PBCI employee benefits are applicable exclusively to the following personnel:

Fellows, Consultants, Senior Consultants, and Administrative Staff.

2. Profile of PBCI Personnel. PBCI Personnel are people with strong belief in active non-violence, conflict transformation, human rights, and the work of Peace and Reconciliation (PAR).

a. They can work under pressure with tact and diplomacy. b. Because they live with other staff and volunteers for weeks, months, or years,

maturity and a sense of humour are vital. c. While no PBCI personnel have ever been seriously injured working on a PAR Field, it is

important to be aware that the work does present many challenges and is certainly not glamorous.

d. The right person can gain important experience and make a lasting contribution working on a PAR Project.

3. Language. It is essential that PBCI Personnel are able to communicate fluently in the language

of the project. a. Team members live and work constantly in these languages. b. Nearly all contacts, official and social, are made in the language of the country. c. It is therefore necessary on a professional, personal and emotional level to speak the

language well. d. For some projects, the willingness of candidates to learn other languages used in a PAR

Project Area is also a requirement. 4. Age. Applicants must be at least 21 years of age when they join the project. 5. Political Analysis. The ability to analyse political situations allows all PBCI Personnel to have

greater insight into the workings of the country's political system and encourages better foresight and planning in the team's decisions.

6. Knowldege of the PAR Project Area. It is also essential to have a good knowledge of the

history, political situation and culture of a PAR Project Area where PBCI works. 7. Non-Violence. An understanding of the theory and practice of active non-violence is an

important skill for anyone considering working with PBCI. a. It gives insight into the reality of conflict and PBCI's role within that conflict. b. Potential personnel must also have a thorough understanding of all the principles of PBCI

work in order to become clear about non-violence. 8. Public Relations & Diplomacy. PBCI Personnel need to be able to deal confidently with public

relations since teams maintain cordial relations with many groups, including popular movement organizations, NGOs and governmental bodies.



a. PBCI Personnel have access to a lot of information that needs to be carefully analyzed and utilized.

b. In a conflict situation the emphasis on accurate information is paramount, as is a flow of up to date information within the team.

c. PBCI Personnel must be particularly aware of the possible consequences and harm resulting from misuse of information or breach of confidentiality.

9. Documentation, Communication, and Administration. A large part of PBCI’s work involves the

handling of information, so written and oral experience in writing reports, articles, photography, lay-outing, graphic arts, etc. would be very useful.

a. Experience of working with computers, creating and maintaining office systems and office management skills are also desirable.

b. A basic knowledge of information and communication technology is necessary for all PBCI Personnel.

10. Managing Stress. The team often has to work through periods of extreme stress and tension

due to a particular political situation, levels of work or interpersonal tensions. a. It is therefore crucial for each member to be able to manage their stress and work

efficiently to meet deadlines under pressure. b. PBCI Personnel must be willing to go through personal counseling when instructed by

senior staff. 11. Living and Working in a Group. In a PAR Project Team you will be living and working very

closely with a group of people. a. The size of the team varies but the ability to cope with and appreciate this situation is

essential to PBCI Personnel and PAR Volunteers. b. In addition, team members live and work together in relatively small spaces; members

must be able to function with the different rhythms and styles of the other members. c. Problems within the team can quickly begin to affect the quality of external work. d. To deal with such situations all volunteers must be tolerant of one another, their opinions

and idiosyncrasies and be prepared to work to resolve interpersonal tensions. 12. Flexibility. The level and type of work being requested of the PBCI PAR Project Team often

changes rapidly and with very little notice, thus an ability to learn quickly, take on board new ideas and concepts, read into situations and rapidly assess their significance are vital characteristics of a PBCI Personnel.

13. Cultural Sensitivity. Sensitivity and respect towards other cultures (enhanced by the

experience of working in a substantially different culture) is an important requisite in facilitating team integration and building an understanding of how the project community works.

14. Household Chores. It is necessary to take part in housekeeping duties—i.e., cooking, cleaning,

doing the dishes, etc. 15. Psycho-Social Health and Readiness. At the core of PBCI’s work is the potential and real threat

of violence. a. Before starting work with a team and with the help of a PBCI PC&D, each PBCI Personnel

needs to seriously consider a series of personal and emotional questions.



b. This process of raising self-awareness and openly acknowledging one's strengths and weaknesses, is crucial preparation for the effective management of stressful situations volunteers will almost certainly encounter.

c. Without this awareness it can be difficult to address issues that may arise during a period on the team and this can be harmful both to the individual volunteer and the team as a whole. The following areas should be considered:

• Personal limitations, fears and prejudices • Motives for and expectations of working under PBCI • The role which PBCI and the individual personnel plays in the conflict • Your own political convictions • Your views on being non-partisan, especially given that most PBCI personnel come from

very politically active backgrounds in their own region or province • The possibility of your own death • The possibility of torture

d. Working with PBCI can be very difficult emotionally. e. When PBCI Personnel are experiencing psycho-social situations that are causing them

• to be afraid, • to be depressed, • to feel being abandoned, or • to have a paralysing sense of confusion,

they are expected to connect with our PC&D Team immediately for guidance and counselling.



D. PROCESS OF HIRING PBCI PERSONNEL

1. Fill out PBCI Personnel Application Form and submit a complete personal résumé. 2. Pass a preliminary interview. This interview will be conducted by representatives from the PBCI

Personnel Care and Development Team (PBCI PC&D). Applicants who would pass the preliminary interview will be invited for an orientation day.

3. Attend Orientation Day. Our senior staff will conduct an orientation seminar about the vision,

mission, objectives, and goals of PBCI. There will be sufficient time for guided conversations. 4. Complete all required documentation. No further interview for those with incomplete

documentation. The following documents must be submitted by the applicant, and must be verified by the PBCI PC&D, before inviting the applicant to the final interview, which is the Preliminary Selection Process:

a. Official Transcript of Records (in a sealed envelope from the school where the applicant graduated)

b. NBI Clearance c. Formal Recommendation Letter from Home Church or Spiritual Community (signature,

printed full name, cell phone number, email address) d. Medical Certificate from Dr. Sam Evans, PBCI Medical Director e. Signed Agreement to PBCI Dream and Values f. Signed PBCI Field Exposure Liability Waiver (witnessed by a member of PBCI PC&D and a

member of the applicant’s family of legal age) g. Formal Recommendation Letter from a former college or university teacher (signature,

printed full name, cell phone number, email address) h. Personal informal endorsement letter from a former classmate or coworker (signature,

printed full name, cell phone number, email address) i. Hand-written personal endorsement letter from your best friend (signature, printed full

name, cell phone number, email address) j. Hand-written personal endorsement from a living parent or guardian (signature, printed

full name, cell phone number) 5. Go through a one-day Preliminary Selection Process. It is not just a selection process. It’s a

process of psycho-social and spiritual self-evaluation to work out if they are personally cut out to deal with the challenges of doing peace and reconciliation work with PBCI.

a. The following areas of the applicant’s psycho-social health and readiness will be explored: • The applicant’s personal limitations, fears and prejudices • Motives for and expectations of working under PBCI • The role which PBCI and the prospective personnel plays in the conflict • The applicant’s own political convictions • The applicant’s views on being non-partisan, especially given that most candidates

come from very politically active backgrounds in their own region or province • The possibility of the candidate’s own death • The possibility of torture

b. Some would be advised to work further on some of the above issues in their lives and will be given a chance to come back for another Preliminary Selection Process at a latter date.

c. Some would be invited for a 5-day Qualification Training Camp.



6. Go through the 5-day Qualification Training Camp. This is an all-expense paid training camp. a. It is a rugged camp, not a convenient resort. b. Your cell phones and computers will be collected and will be returned to you during

assigned hours only for outside communication. c. Be prepared to go through rigid training and tests involving spiritual, psycho-social, socio-

political, and economic-ecological aspects of your being. d. The applicant must attain the following daily performance marks to qualify.

• Day 1. PAR Seminar 1 & Inter-Personal Skills: 60% • Day 2. PAR Seminar 2 & Team Working Skills: 70% • Day 3. PAR Seminar 3 & Professional Behavior: 80% • Day 4. Peace Theology & ACAST (Armed Conflict Area Survival Training): 85%. • Day 5. PAR-ACAST Instructor’s Training: 90%

e. At the end of each day, all applicant-trainees will be evaluated; those who will not pass the required mark for the day will be asked to leave the training camp and go home.

f. The successful candidates and their parents or guardians will be officially invited to attend the Trainees’ Acceptance Ceremony.

7. Be present during the Trainees’ Acceptance Ceremony. The PBCI President or members of the

Board of Trustees will formally appoint the new PBCI Trainee. a. The ceremony begins with a prayer by a member of the Board of Trustees or a member of

the Management Team. b. The President welcomes the audience and share PBCI Dreams and Values. c. The head of the PC&D Team briefly shares the process through which the candidates went. d. The lead instructor of the 5-day Leadership Test and Final Selection Process introduces

each of the candidates and their respective parents or guardians. e. Each candidate will be given five minutes each to share their journey and aspirations as a

candidate PBCI Trainee. f. The inspirational speaker delivers her or his message. g. The head of the PC&D Team announces the newly-assigned Job Title of each candidate

and presents the Job Description to the Project Team Leader—who will be the direct supervisor of the candidate.

h. The candidate receives her or his new Job Description with the following statement: “With

the Creativity of the Creator, with the Peace of the Christ, and with the Energy of the

Comforter, I will faithfully implement this new Job Description with the best of my God-

given abilities.”

i. The Project Team Leader receives the new trainee with the following statement: “With

the Creativity of the Creator, with the Peace of the Christ, and with the Energy of the

Comforter, I will model what we, at PBCI, understand as the leadership principles of

Jesus—seeking to have a Heart of a Servant, seeking to have the Soul of a Teacher,

seeking to have a Mind of a Manager, and seeking to have the Strength of a Leader. As

we work together in advancing Peace and Reconciliation in the field, may we all be

embraced by the Peace of God within us and around us. Welcome to my team.”

j. The President or the appointed member of the Board will officially declare the appointment of all the trainees: “By the authority vested on me by the PBCI Board of Trustees, I

now appoint you as new members of the PeaceBuilders’ Training Program. In the name of

the Creator, and of the Christ, and of the Comforter. Amen.” This person would then ask the audience to rise and would lead in a closing prayer.



E. EMPLOYMENT POLICIES

1. Trainees. As stated earlier, all PBCI Personnel in their first year are considered trainees. a. PBCI usually recruits its personnel from among fresh university graduates without work

experience. Their first year at PBCI is actually going through the initial year at PeaceBuilders School of Leadership, with formal classes, formal reading assignments, research papers to write, and various field experiences to go through before they can be considered a PBCI career personnel.

b. Because of the intense spiritual, intellectual, emotional, and physical disciplines necessary to pass this course, apprentices at PBCI are not allowed to engage in romantic relationship with a fellow apprentice or with any PBCI Personnel during this one-year course.

2. Attendance and Presence. Regular attendance is essential to PBCI’s efficient operation and is a

necessary condition of employment. When employees are absent, schedules and client commitments fall behind, and other employees must assume added workloads.

a. Employees are expected to report to work as scheduled and on time. b. If it is impossible to report for work as scheduled, employees must call their immediate

supervisor before their starting time. If your supervisor is unavailable, a text message or an email should be done.

c. If the absence is to continue beyond the first day, the employee must notify their immediate supervisor on a daily basis unless otherwise arranged.

d. Calling-in is the responsibility of every employee who is absent. e. Absence for three consecutive work days without notifying the immediate supervisor is

considered a voluntary termination. 3. Leave of Absence. Permanent employees are eligible to apply for an unpaid leave of absence if

they have been a regular employee of PBCI for at least one year and scheduled to work 20 hours or more a week. This is not applicable to contractual workers.

a. The employee’s immediate supervisor will make a decision on the leave request. The request for leave will be reviewed based on the reason for the request, previous attendance record, previous leave requests and the impact the absence will have on PBCI.

b. Authorized leaves for illness or disability begin after employees have exhausted accrued sick leave, vacation and personal holiday time.

c. A personal leave of absence, if granted, begins after vacation and personal holiday time have been used.

d. Personnel Care & Development Team can provide employees with which benefits, in addition to retained seniority, can be continued during the leave. If an employee wishes to continue benefits, it must be arranged for directly with Personnel Care & Development Team.

e. If the request for leave of absence for personal reasons, the employee’s immediate supervisor, with the advice of Personnel Care & Development Team, will decide whether the current position will be held open, or if a position will be made available upon the employees return from leave.

4. Family Medical Leave. All employees who have been employed at least twelve months, and

who worked at least 1,250 hours during the twelve months prior to the leave request are eligible for an unpaid family and/or medical leave of absence for a period up to twelve weeks during a calendar year under the following circumstances:



a. For the birth of a son or daughter of the employee and to care for such newborn son or daughter, if completed within twelve months of the child’s birth;

b. The placement of a son or daughter with the employee for adoption or foster care if completed within twelve months of the placement;

c. To care for the spouse, or a son, daughter, or parent of the employee, if spouse, son, daughter, or parent has a serious health condition; or,

d. Where a serious health condition makes the employee unable to perform the functions of his or her job.

5. Requirements for Filing Family Medical Leave. Employees ordinarily must provide 30 days'

advance notice when the leave is "foreseeable." a. PBCI may require medical certification to support a request for leave because of a serious

health condition, and may require second or third opinions (at the employer's expense) and a fitness for duty report to return to work. Taking of leave may be delayed if requirements are not met.

b. For the duration of family medical leave, PBCI will maintain the employee's health coverage under the group health plan.

c. Upon return from family medical leave, most employees will be restored to their original or equivalent positions with equivalent pay, benefits, and other employment terms.

d. The use of family medical leave cannot result in the loss of any employment benefit that accrued prior to the start of an employee's leave.

e. For complete details employees should contact their immediate supervisor or Personnel Care & Development Team.

6. Pay and Compensation. Employees are paid on the 15th and 31st of each month. a. New employees are required to complete an Employee's Withholding Allowance Certificate

(W-4). Employees must present their Social Security card to Personnel Care & Development Team when completing the required forms. Optional forms employees may wish to file are paycheck direct deposit authorization card, and other deductible employee paid benefits.

b. Cash advance would be limited to 50% of your days earning. Any amount beyond that has to have the approval of the Personnel Care & Development Team.

7. Vacation. All full-time employees are eligible for vacation pay. a. New full-time employees will receive a pro-rata number of vacation days based on one

day for each month worked in the hired calendar year, not to exceed 10 days. b. In the first full calendar year and through the calendar year in which the employee’s 3

year anniversary of employment occurs, employees will receive 10 vacation days each year.

c. In the calendar year of the employee’s 4 year anniversary of employment, employees will receive 15 vacation days each year.

d. In the calendar year of the employee’s 10 year anniversary of employment, employees will receive 20 vacation days each year.

e. Employees should notify their immediate supervisor at least one month in advance of taking vacation time. All vacation requests are subject to manager approval. In addition, employees should directly communicate vacation dates to co-workers to ensure client needs are met.

f. Part-time employees who work on a regular schedule all year are eligible for vacation benefits on a pro-rata basis based on the schedule above.



8. Holidays. PBCI employees shall be paid a monthly salary based on each individual contract. a. In most cases, holidays are already factored in based on the Estimated Equivalent Monthly

Rate (EEMR) by the National Wages and Productivity Commission, Department of Labor and Employment (see http://www.nwpc.dole.gov.ph/faq.html).

b. As used in this manual, "holiday" includes all the day designated by law as official holiday in the Republic of the Philippines.

c. PBCI may require an employee to work on any holiday, especially during emergency or Red Code Alert situations, and will be paid a regular day’s wage as stated in E.8.a above.

9. Sick Days. Sick days are provided for illness of the employee, their spouse or children. a. Employees should use their personal days or vacation days non-illness related time off. b. All full-time employees will receive sick days according to the following schedule:

• Employees will be eligible for paid sick days after 6 months of employment. • After 6 months of employment, employees will be eligible for one sick day for every

two months worked from date of hire, with a maximum of 5 days in their first year of employment.

• Every succeeding calendar year, employees will be eligible for 5 sick days. • Sick days may be accumulated and carried over from year to year to a maximum of

10 days. • All other unused sick days by the end of the year is forfeited.

10. Funeral Leave. Employees will be paid for up to five days to attend the funeral of a close

relative, such as a spouse, children, parents, grandparents, siblings and corresponding in-laws. If additional time off is required, employees should talk to their immediate supervisor.

a. Time off without pay may be provided so that employees can attend the funeral of individuals other than those listed.

b. Employees may take unused vacation or personal time but, sick days can not be used. 11. Indigenous Peoples’ Ceremonial Duty. Employees will be paid their full salary during an

absence mandated by a ceremonial duty in accordance with their tribal customary laws. a. If an employee receives any compensation for this duty, they should present it to their

immediate supervisor as a temporary payroll adjustment, unless prohibited by law. b. Employees must present an evidence of summons to their immediate supervisor. 12. Equal Employment Policy. It is the policy of PBCI to provide equal opportunity for all qualified

persons and not discriminate against any employee or applicant for employment because of race, color, religion, sex, age, national origin, veteran status, disability, or any other protected status.

a. This policy applies to recruitment and placement, promotion, training, transfer, retention, rate of pay and all other details and conditions of employment.

b. Employment and promotion decisions will be based on merit and the principle of furthering equal opportunity. The requirements we impose in filling a position will be those that validly relate to the job performance required.

c. All other personnel actions including compensation, benefits, transfers, layoffs, recalls from lay-offs, training, education, tuition assistance and recreation programs will be administered without regard to race, color, religion, sex, age, national origin, disability, veteran status, or any other protected status, in accordance with appropriate law.



13. Termination. Employees who voluntarily resign from PBCI are asked to provide at least two week advance notice of their resignation.

a. This notice should be in writing and should briefly state the reason for leaving and the anticipated last day of work.

b. If a terminating employee is eligible for any incentive compensation, bonus, and/or awards, they must be actively employed on the date the compensation, bonus or awards are presented or paid, in order to receive the compensation, bonus or award.

14. Drug and Alcohol Policy. PBCI realizes that the misuse of drugs and alcohol impairs employee

health and productivity. Drug and alcohol problems result in unsafe working conditions for all employees and customers. PBCI is committed to maintaining a productive, safe, and healthy work environment, free of unauthorized drug and alcohol abuse.

a. Any employee involved in the unlawful use, sale, manufacturing, and possession of controlled substances, and illicit drugs on PBCI premises or work sites, or working under the influence of such substances, will be subject to disciplinary action up to and including dismissal and referral for prosecution.

b. In addition, PBCI has developed and maintains a comprehensive Drug and Alcohol Policy, which employees may obtain from the Personnel Care & Development Team.

15. Safety Policy. PBCI is sincerely interested in the safety and well-being of our employees. a. PBCI will make every effort to keep the office equipment in excellent condition and make

sure that all safety devices are working properly. b. If, in spite of our efforts to ensure safe working conditions, an employee has an accident

or becomes ill on the job, it should be reported to the supervisor immediately. They will see that prompt medical attention is provided.

16. Workplace Security Policy. PBCI is committed to maintain a safe and secure workplace. a. In order to maintain a secure work environment, PBCI strictly prohibits employees and

visitors from bringing any firearm on PBCI property. b. In addition, all visitors are asked to check in with the receptionist. Failure to comply with

this policy will result in disciplinary action up to and including termination. 17. Dress Code Policy. The general principle is decency and modesty. a. We encourage descent, casual attire at PBCI Office during normal working days. b. We require proper uniforms and wearing of identification cards when we are on the field. c. We require proper attires on specific occasions, like formal gatherings. 18. Confidentiality. You agree not to disclose to anyone else any confidential information, which

has come to your knowledge in any manner without PBCI’s prior written consent. 19. Rights, Title and Interest. You understand and acknowledge that PBCI is the owner of all

rights, title and interest in and to all materials, reports, information, documentation, and other written works created, compiled or produced by you during the course and scope of your employment relationship with PBCI; and you acknowledge that such materials, reports, information, documentation, and other written works are the sole property of PBCI.

20. Smoking Policy. PBCI maintains a non-smoking policy within the premises of the PBCI Center

or any of their field residences or offices.



F. OFFICE PROCEDURES 1. Purpose and Objectives of the PBCI Office. The objective of this office is to support our PBCI

Project Teams, Peace and Reconciliation (PAR) Team Organizers, and PAR Teams who are in the field. Specifically, the PBCI Office exists to facilitate the success of our PAR Teams' Mission:

a. To promote lasting peace in a conflicted area by giving skilled, courageous support to peacemakers working in situations of conflict

b. To inspire people's movements to discard violence in favor of nonviolent action as a means of settling differences

c. To provide churches and communities with first-hand information and resources for responding to situations of conflict, and to urge their active involvement

d. To interpret a nonviolent perspective to the media and the broader Philippine society

2. Efficiency and Effectiveness. Our intention at the PBCI Office is to implement our mission effectively and efficiently.

a. Effectiveness means excellent results—no to mediocrity, yes to excellence. b. Efficiency means using the minimum quantity of resources but resulting in the maximum

quality of results. 3. Being an Individual-In-Community. We also encourage you to be an individual-in-community.

a. In this office, we respect each other's individuality. b. But our own individuality must not be the sole standard imposed on other people around

us; that would be selfishness and dictatorship. c. Each individual must respect each other's individuality through a constant process of inter-

personal harmonization. d. The process of inter-personal harmonization must have a common ground or playing field. e. In this office, our Standard Operating Procedures serve as a set of common guidelines in a

common ground. Through this process, we want to develop a healthy community. 4. Work Discipline and Protocol. We stick to our working hours with discipline. a. Our regular office time starts at 0900h, Monday to Friday. b. All of us are expected to work for 8 hours, 5 days a week as a matter of duty. We monthly salaries and we do not pay overtime. c. We use flexi-time as a privilege, not as a right. You may use the hours between 0900h

and 1700h for personal purposes, with the following conditions: • First, you must report to the office at 0900h to check your priority assignments. • Second, always ask the permission of your supervisor or a delegated person-in-charge

by using your flexi-time privilege. • The maximum use of flexi-time is 2 hours per day, except when arrangements are made

with the supervisor or a delegated person-in-charge before going out of the office. d. When you are assigned an errand during office hours, do not declare flexi-time when you

suddenly thought of seeing a friend or a relative outside the office. Remember, flexi-time is to be arranged in the office before leaving the office.

e. When we are travelling on duty, our official time applies. Exceptions to this guideline can be determined by the person-in-charge travelling with you.

5. Prioritizing and Coding Our Assignments and Tasks. PBCI works in conflicted areas. We do not have much time explaining how important our tasks are especially during time of emergency.



Because of this, you are expected to use our task prioritizing system. All our assignments are color-coded to signify priority. We use colored paper clips or colored bulletin board pins for this purpose:

a. Green. The assignment, specifically the items in the expectation list, must be done within the week or within the due date specified by the supervisor.

b. Yellow. The assignment, specifically the items in the expectation list, must be done within 24 hours.

c. Red. Emergency task. The assignment must be done right away, as in "at this very second." All other tasks must be dropped at once. Responses like, "I'll just finish this," or "In a minute," or "Just finishing this phone call," are not acceptable.

d. Red Code assignments are not open for discussion, nor debatable, during the time when it is being given.

e. The proper time to discuss, debate, or critique a Red Code assignment is during the Weekly Community Meetings every Monday between 0900h and 1030h.

6. Indicating Time and Date in Official Reports. We relate with government, hospital, military, and

other institutions that communicate time using the 24-hour system. a. We say "thirteen hundred thirty hours" (1330h). Please do not use the civilian way of

telling the time, "one thirty in the afternoon" (1:30 PM). b. We write dates as: 26.JAN.2007. Day of the month. Period. First three letters of the

month all in capital letters. Period. Year in full. 7. Weekly Community Meeting. Every Monday, 0900h-1030h, we will have a community meeting

and everyone is expected to be in the office. Official errands, except for emergency ones, must not be scheduled during this time.

a. During these hours, organizational hierarchy do not apply. Everyone can equally affirm each person and critique each other's actions. Remember: "Critique the action but affirm

the person!" This community meeting cannot be used as a gripe session. b. The regular agenda would be as follows:

• How I see my journey as a peacebuilder last week. • Most excellent action I have done last week. 2 minutes each. • Most mediocre action I have done last week. 2 minutes each. • Response to the Priority Assignments I received last week. 2 minutes each. • Corrections and adjustments in our actions • Community objectives for the week based on our Mission and Vision • How this week's community objectives will translate into my personal tasks this week • Community Reflection & Prayer time. 25 minutes • Calendar Synchronization

8. Use of Cell Phones During Office Hours. We use the honor system in working through our

individual cell phones inside the office. a. You may have personal cell phone conversation during office hours either by voice or by

text under the following condition: • Voice conversation must be for 2 minutes only and must be done outside the office. • Text messages must be up to three exchanges per hour.

b. All official text and voice message exchanges can be done inside the office anytime. 9. Use of Computers During Office Hours. Whether you are using your own computer or the PBCI-

issued computer, work hours at the office must be respected.



a. The use of computers during office hours should be for official purposes only. b. The first thing you must do as soon as you open your computer is to check your PBCI-

related emails. Email communications is crucial to the success of our work and can be a life-and-death factor during emergency situations.

c. Weekly field reports are usually done by posting your photo album on our PeaceBuilders Community Facebook Page (https://www.facebook.com/pages/PeaceBuilders-Community-

Inc/154118454653940). You are expected to include the basics of reporting in your photo album story: What? Who? Where? When? Why? and, How?

d. Web surfing and instant messaging (Facebook, Skype, etc.) are allowed during office hours if, and only if, it is part of your current networking assignment. Spot checks are done by PBCI leaders to make sure this is not abused.

e. Web surfing (including Facebook, etc.) and instant messaging (Skype, etc.) are allowed after office hours using PBCI computers, if and only if, the PBCI computers are not being used for official purposes.

f. PBCI reserves the right to access and to disclose the messages that you send or receive on PBCI email systems. Employees should also be aware that “deleted” messages from the computer screen may not actually be deleted from the e-mail system.

d. Employees who abuse this policy are subject to disciplinary procedures up to and including discharge.

10. The Use of Other Office Equipment. We take good care in managing our equipment and tools at PBCI. Please be a good steward of what have been entrusted to us.

a. The use of other office equipment—such as printer, scanner, digital camera, etc.—must be for official purposes only.

b. No equipment must be brought outside the PBCI Office facilities without proper permission. Duly signed equipment check-out sheet must be approved properly.

11. The Use of Office Facilities. Technically, the PBCI office and the surrounding spaces within its premises are private property. All legal laws protecting a private property is assumed by PBCI management.

a. Access to our cabinets, supply, filing boxes, and reading center is limited to staff, volunteers, trainees, mentorees and board members only.

b. All volunteers are allowed to work on the volunteers’ space of the office; no volunteers are allowed inside the other department offices without the expressed permission of that particular department head.

c. You may have coffee and light snacks while working. You may also eat breakfast, lunch and supper in the dining room only, but be sure to clean up immediately after meals.

d. If you’re the last person to leave, always lock the office door behind you. A key will be provided to all the staff.

12. Official Appointments During Office Hours. Since we are dealing a lot with people from our network, we will be expecting lots of visitors.

a. Official guests and visitors will be received in the office or Coffee For Peace with prior coordination with a member of the management staff.

b. New volunteers—i.e., trainees and mentorees—must be accompanied by their staff trainors and mentors when in the office.



13. Kitchen, Meals, Snacks, and Free Coffee. We want to maintain high quality standard of cleanliness and sanitation in our premises. We also want our hospitality to be done within the principles of sound stewardship.

a. The kitchen is managed by the Center Care (CC) personnel. b. Only CC personnel are allowed to enter the kitchen area. c. PBCI personnel are not allowed in the kitchen area. d. Please provide meals and snacks for your self. The PBCI does not have a regular budget

line for free meals and snacks. e. CFP’s brewed coffee, cream and sugar will be provided by PBCI to its personnel free of

charge—limited to one cup in the morning and one cup in the afternoon. f. PBCI personnel are not allowed to brew coffee for themselves. The CC personnel are

instructed to estimate and brew coffee for all on a daily basis. PBCI personnel can avail of the brewed coffee prepared by the CC personnel.

g. CFP’s free brewed coffee is also available to all official visitors, with prior arrangement with a member of the Management Team.

h. Remember: PBCI pays CFP for every cup we consume and serve!

14. Inter-Personal Conflicts. We sincerely seek an office environment that is pleasant and peaceful. But conflicts cannot be avoided. Peacebuilders are not exempted from experiencing inter-personal conflicts.

a. Conflicts must be dealt with immediately in accordance with Conflict Transformation Skills and Processes that we teach at PBCI.

b. PBCI will immediately deal with specific situations when inter-personal conflicts are affecting the quality of your work. We will make decisive actions based on justice and peace.

15. Business Expense Reimbursement. PBCI will reimburse employees for expense which are directly business related to include: travel expenses, and inventory food supplies.

a. Employees must submit receipts for all expenses within 48 hours after each mission. b. Employees should consult with their supervisor prior to buying to confirm eligible

expenses. 16. Progressive Discipline. PBCI will normally adhere to the following progressive disciplinary

process: a. Verbal Warning. An employee will be given a verbal warning when a problem is identified

that justifies a verbal warning. Verbal warnings are documented and placed in the employee’s personnel file and will remain in effect for three months.

b. Written Warning. A written warning is more serious than a verbal warning. A written warning will be given when an employee engages in conduct that justifies a written warning or the employee engages in unacceptable behavior during the period that a verbal warning is in effect. Written warnings are maintained in an employee’s personnel file and remains in effect for three months.

c. Suspension. A suspension without pay is more serious than a written warning. An employee will be suspended when he or she engages in conduct that justifies a suspension or the employee engages in unacceptable behavior during the period that a written warning is in effect. An employee's suspension will be documented and, regardless of the length of the suspension issued, will remain in effect for three months.



d. Decision Making Leave. Generally following a suspension, an employee will be reprimanded then sent home for the day on decision making leave. This is intended to help the employee decide whether they should continue employment with PBCI. If the employee returns, they will be expected to work harder than before to follow PBCI guidelines and continue their employment without interruption. The other option with this leave is the employee may choose to resign because employment with PBCI is not a match.

e. Termination. An employee will be terminated when he or she engages in conduct that justifies termination or does not correct the matter that resulted in less sever discipline.

Again, while PBCI will generally take disciplinary action in a progressive manner, it reserves the right, in its sole discretion, to decide whether and what disciplinary action will be taken in a given situation.



G. FIELD PROTOCOLS AND MONITORING SYSTEM

1. The PBCI Field Team is a group of specialists assembled together by management to

accomplish a specific mission in a certain locality. a. Each team is usually labeled in accordance with the project focus—i.e., name of a

barangay, municipality, tribal name or territory, corporate name, etc. b. The team is organized according to leadership rank: #1 is Team Leader; #2 is Assistant

Team Leader, usually assigned to do administration; #3 is logistics and communications; #4-7 are given specific tasks based on their expertise.

2. PBCI Field Housing and Equipment are usually provided for the exclusive use of the PBCI Field

Team. These are houses, rooms, bed spaces, or office spaces rented or borrowed by PBCI. a. Friends and relatives of the PBCI personnel are not allowed to stay in these spaces unless

an explicit permission is pre-arranged with the PBCI Office in Davao by an exchange of emails or by text messages.

b. PBCI Personnel are not allowed to have mixed genders in one bedroom. 3. Real Time Tracking System (ReTTS). ReTTS is an hourly monitoring system of our red- and

yellow-coded, field activities using cell phones as the main mode of reporting. a. It is an on-going communication between a Field Reporter (or simply the Reporter) and a

ReT Tracker (or simply the Tracker). b. The end result of ReTTS is to describe a field scenario that is refreshed every 60 minutes. 4. Color Coding. All our field assignments are color-coded to signify priority of tasks and levels of

danger. We use colored scarves, arm bands, or alert flags for this purpose. Only PBCI Team Leaders on the field are allowed to declare a color coded alert, in accordance with the following:

a. Green. The activity is within normal level. Planned tasks can go on as scheduled. No significant danger.

b. Yellow. Urgent. The task must be done within 24 hours. Potential danger. c. Red. Emergency task. Extremely Urgent. Very Important. The assignment must be done

right away, as in “at this very second.” All other tasks must be dropped at once. Responses like, “I’ll just finish this,” or “Just finishing this phone call,” are not acceptable because field workers are exposed to danger (ex., armed clashes between conflicting parties in the area).

5. The Reporter. The PBCI Team Leader must assign one of the team members to be the Reporter.

This tracking system is dependent on the reporter’s text messages every hour on the hour. a. On Green Alert, the reporter must report the team’s Ground Zero—i.e, the specific place of

operation. This must be reported every time there is a change of location. This means – • a landmark–reference place (ex., in front of Tapikan Elementary School), followed by • the name of the Sitio (ex., Sitio 2), followed by • the name of the Barangay (ex., Barangay Tapikan), followed by • the name of the Municipality (ex., Mamasapano), followed by • the name of the Province (ex., Maguindanao).

b. The Ground Zero information must be recorded by all team members as soon as they arrive in their Project Area.

c. On Yellow Alert, reporting time must be sent at 0700h, 0800h, 0900h, 1000h, 1100h, 1200h, 1300h, 1400h, 1500h, 1600h, 1700h, 1800h, 1900h; plus or minus 10 minutes. Normally, hourly reports end at 1900h.



d. On Red Alert, the hourly reports must continue for 24 hours- every hour on the hour. Alternate reporters must be assigned by the field leader using a watch rotation system of 8 hours each.

6. The Tracker. During Red Alert at the PBCI Office, a monitoring team will be assigned based on a

pre-charted rotating schedule (Red Alert Monitoring Team: Rotating Schedule). A member of the Red Alert Monitoring Team (RAM-T) is assigned as the Tracker. This tracking system is so dependent on the accuracy of a Tracker’s monitoring skills.

a. The Tracker must record the team’s Ground Zero-i.e., the specific place of operation. This must be reported every time there is a change of location. This means a landmark– reference place (ex., in front of Tapikan Elementary School), followed by the name of the Sitio (ex., Sitio 2), followed by the name of the Barangay (ex., Barangay Tapikan), followed by the name of the Municipality (ex., Mamasapano), followed by the name of the Province (ex., Maguindanao). The Ground Zero information must be recorded by all team members as soon as they arrive in their Project Area.

b. On Yellow Alert, reporting time must be sent at 0700h, 0800h, 0900h, 1000h, 1100h, 1200h, 1300h, 1400h, 1500h, 1600h, 1700h, 1800h, 1900h; plus or minus 10 minutes. Normally, hourly monitoring end at 1900h.

c. On Red Alert, the hourly monitoring must continue for 24 hours-every hour on the hour. Alternate Trackers must be assigned by RAM-T using a watch rotation system of 8 hours each.

7. Main Tracking Device. Cell phones are the main tracking device. a. A dedicated cell phone will be identified as the official transmitter from the Reporter. b. A dedicated cell phone will be assigned as the official receiver for the Tracker. 8. Field Scenario Analysis. The information gathered from this tracking system will be analyzed by

the RAM-T people at the PBCI Office will be juxtaposed with other relevant information from various significant sources. This will help the PBCI team leader and the team in the field see a larger perspective of what’s happening around them.

a. Various significant sources would be the military, the local government units, other NGO’s in the field, other armed groups, civilians on the ground, other peacebuilding volunteer teams in a nearby location, etc.

b. All information gathered here will be strictly confidential and the release of information will only be done by the team on the field through the PBCI Information and Communications Team (ICT).

9. End Users. The information gathered from ReTTS will be especially useful to the following end

clients: a. Registered Emergency Contact (REC) provided by our field volunteers. b. ReTTS information must not be given to any inquirer who is not in our REC list. c. Communities and Churches - - ReTTS-gathered news that are appropriate for public

dissemination will be available to churches and communities. Our first-hand information and resources can help them respond to situations of conflict and can help urge their active involvement.



H. PROCEDURE IN CASE OF ABDUCTION OR KIDNAPPING OF A PBCI WORKER

1. PBCI Worker. A PBCI Worker as defined and qualified in this particular document, is a person

who possesses all the following criteria: a. Completed one of PBCI’s application forms (PBCI Volunteer’s Application

Form, PBCI Personnel Application Form, PBCI Consultant’s Application Form); b. Whose application had been duly processed and approved by an appropriate officer; c. Who holds a valid PBCI identification card and whose appointment is in good standing during the time of abduction or kidnapping; d. Who signed PBCI’s Field Exposure Liability Waiver; e. Whose circumstances surrounding her/his abduction or kidnapping has direct relationship with the carrying out of her/his duties and responsibilities as a PBCI volunteer, staff, or consultant. 2. Primary Objectives. If a PBCI worker is abducted or kidnapped, the primary objectives of PBCI

will be: a. To place high value on the lives of the PBCI workers involved b. To reach a resolution of the case at hand using active and non-violent means c. To secure the safety and freedom of the PBCI worker d. To keep family and supporters informed of events, decisions and state of health

of the PBCI worker applying PBCI’s ReTTS (Real Time Tracking System). e. To afford trauma healing to the immediate members of the family. 3. Emergency Response Team (ERT). In working for the release of the worker, the PBCI President

or the next senior ranking officer, will form an ERT from among the senior or more mature PBCI workers and partners who will proceed according to the following guidelines:

a. The team will seek to determine whether the abductors are government forces or non-government forces. b. If the abductors are non-government forces, then the local government authorities will be notified and their help secured, with the request that violence not be used in the rescue of the abductees. c. If the abductors are government forces then inquiry should be made regarding the reason for the action and the whereabouts of the PBCI worker being held. d. If the abductee is a citizen of another country, the embassy of the PBCI worker's home country should be notified and their services sought, again with the request that no acts of violence be used in the attempts to secure the safety of the abducted PBCI worker. e. PBCI head office and partner organization’s office should be notified of the facts in the case, including what steps has been taken and whether the embassy has been notified. f. PBCI will request assistance from the appropriate authorities from the abducted

worker’s embassy. g. Negotiate with the abductors, seeking the help of all appropriate authorities, field

networks, and local community connections, to secure the safety and freedom of the PBCI worker.

h. PBCI will not pay ransom to any abductor of a PBCI worker.



I. PBCI PROCEDURE IN CASE OF WORKER’S DEATH WHILE IN CAPTIVITY

1. Worker Killed in Captivity. If the PBCI worker is killed in captivity, the ERT will proceed

according to the following guidelines: a. Inform immediately the family and loved-ones of the PBCI worker who died in captivity—

with compassion, truthfulness, and cultural sensitivity. b. Negotiate with the abductors, seeking the help of all appropriate authorities, field

networks, and local community connections, to claim and secure the body of the PBCI worker. The ERT will follow the ReTTS to inform and update the family regarding the development in the negotiation of securing the worker’s body.

c. When the body is secured, inform the family with compassion, truthfulness, and cultural sensitivity. Assist the family with burial arrangements in accordance with their cultural, and/or religious traditions. d. If even after all possible means to secure the body are exhausted and we have to face the family of the PBCI worker empty-handed, the Emergency Response Team, led by the PBCI President, will all appear before the family personally to express our condolences. e. PBCI will seek to afford trauma healing to the immediate members of the family. 2. Killed Worker From Another Country. If the PBCI worker who is killed happen to be a citizen of

another country: a. PBCI will inform the family and concerned organizational partners on the location of their wills and instructions for burial in case of death. b. The said instructions, as a pre-arranged agreement with other organizations that are seconding their personnel as a PBCI worker, must be recorded and kept on file in the partner organization’s office. c. As a part of a memorandum of agreement, the partner organization, with the prior

permission of the seconded personnel/PBCI worker, will furnish PBCI office a copy of the said pre-arranged burial instructions.

d. It is generally recommended that remains be buried or cremated in the country of service.



PBCI FIELD EXPOSURE LIABILITY WAIVER

I, __________________________________________________________________________ of legal age, have joined the PeaceBuilders Community, Inc. (PBCI) on my own freewill as a --

� Staff

� Volunteer

� Consultant

� Others ______________________________. I am aware that I am participating in various missions of nonviolent peacemaking and other PBCI activities in areas where armed conflicts may be happening. I understand that I could be imprisoned, taken hostage, injured or even killed. I understand that in cases of hostage-taking or kidnapping it is Peacebuilders Community’s policy not to pay ransom and to reject military or violent approaches to resolving the matter. I also understand that access to health care facilities, adequate shelter and food may be difficult on occasion. I assume and accept full responsibility for any risks of personal injury, illness, damage, imprisonment or other deprivation that may occur as a result of my participation in this program including, but not limited to, the risks described above. I hereby release and discharge PeaceBuilders Community, Inc., together with its successors, assigns, trustees, officers, employees, representatives and agents, of and from any and all claims or liability of any type whatsoever, including but not limited to property damage, physical injury, mental anguish, embarrassment, defamation, and invasion of privacy, which I may suffer arising out of, based upon, resulting from, or in any way connected with my participation in, and travel to and from, PBCI activities in the Philippines, including but not limited to any claim arising out of, based upon, resulting from, or in any way connected with the negligence, omissions, or other acts of, PeaceBuilders Community, Inc. its successors, assigns, trustees, officers, employees, representatives or agents. I certify that I have read and understood this Field Exposure Liability Waiver. Signed this ________ day of _________________________________, 20____.

Printed Name__________________________________ Signature_______________________________ Printed Name of Witness______________________________ Signature___________________________________ Printed Name of Witness______________________________ Signature___________________________________ FOR OFFICE USE ONLY: Registration Number: _________________



Leadership & Management

PBCI Personnel Care and Development