Employee Handbook
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Scroll to: Standards of Ethic Conduct and Conflict of Interest | Attendance and Tardiness | Confidential Information | Smoking | Inventions | External Communications | Electronic Communications | Alcohol and Drug Abuse
Employee Responsibilities
Standards of Conduct and Discipline
SIBCR expects each employee to demonstrate integrity and to contribute to the quality and reliability of the Institute within the scope of his or her job responsibilities. SIBCR also expects each employee to comply with the guidelines as set forth in this Handbook as well as any other policies or procedures communicated to the employee, including those of VAPSHCS that apply to WOCs. Failure to meet these standards of performance may be the basis for negative or delayed adjustment in compensation and/or disciplinary action, up to and including termination of employment with SIBCR.
SIBCR will take action appropriate to the seriousness of the situation and the circumstances. Disciplinary measures less than termination may take the form of an oral warning, a written warning, probation, or suspension. Which of these options is chosen, or whether any of them is used prior to termination, will depend on the situation. The evaluation of the facts will be made by supervisors in consultation with the Executive Director where appropriate. Nothing in this policy alters the employee’s at-will employment relationship with SIBCR or changes the fundamental right of either SIBCR or the employee to terminate employment at any time, with or without cause, with or without notice.
Standards of Ethical Conduct and Conflict of Interest
Per Title 38, U.S.C. §7366(c), employees of VA nonprofit corporations are subject to federal laws and regulations applicable to federal employees with respect to conflicts of interest in the performance of official functions. They are also required to certify awareness of these laws and regulations. Copies of the conflict of interest statute [18 U.S.C. §208] and regulations [5 C.F.R. 2635 Subpart D] are given to you at the time of your hire. If you need another copy please contact Human Resources.
We expect employees to avoid situations that might cause their personal interests to conflict with the interests of SIBCR or to compromise its reputation or integrity. A conflict of interest, or the appearance of one, occurs when an employee or a member of his or her immediate family uses the employee’s position with SIBCR for personal benefit through an investment, association, or business relationship that interferes with the employee’s ability to exercise independent judgment on SIBCR’s behalf.
Employees are discouraged from accepting meals or other gifts of more than a nominal value from salespeople, vendors, suppliers, or any other solicitors.
Confidential Information
SIBCR employees will at some time or another come to possess or have access to confidential, sensitive, or protected information. This may include research data, patient identifiers, research results, access to VA computer records or databases or third party’s proprietary information, such as research protocols. It is the employee’s responsibility to keep this information confidential even if he or she is no longer employed at SIBCR.
Employees are to remember to keep all confidential information secure; this includes locking computers before leaving the workstation, properly disposing all unneeded documents that contain confidential information, and keeping file cabinets locked.
An employee who improperly discloses confidential information will be disciplined up to and including termination and may expose himself or herself to legal action. If inquiries are made from outside SIBCR/VAPSHCS, employees should direct all questions to the VAPSHCS Public Relations Officer.
Attendance and Tardiness
Regular attendance is essential to job performance. If an employee is unable to report to work or will be late, he or she must let his or her supervisor know as soon as possible, and always before his or her scheduled starting time. If the supervisor is unavailable, the employee should leave a message on voice mail, stating the reason for being late or absent and a telephone number where he or she may be reached.
If the employee's absence or tardiness is due to an emergency, he or she is to call in as soon as possible, or have someone call in for him or her.
If an employee fails to report to work for three consecutive days without notification to his or her supervisor, he or she will be deemed to have voluntarily resigned his or her position.
Attendance or tardiness problems, including failure to call in, may result in discipline up to and including terminiation.
Smoking
Smoking by employees is permitted only during break or meal periods and only in outdoor areas designated by VAPSHCS.
Inventions
All SIBCR employees as WOC appointees of VAPSHCS are required to sign the VAPSHCS Intellectual Property agreement and abide by the requirement stated therein. If an employee discloses to VAPSHCS a possible invention, they must also disclose that possible invention to the Executive Director of SIBCR. For any questions on this policy please talk to the Executive Director of SIBCR or the R&D Administrative Officer.
External Communications
Employees occasionally may be contacted by outside third parties, including the media and attorneys, with requests for information about SIBCR or VAPSHCS. Employees contacted by an outside third party should immediately refer the outside third party to the Executive Director or the VAPSHCS Public Relations Officer. Employees should not provide any information concerning SIBCR or the projects supported by SIBCR unless authorized to do so by the Executive Director. This does not preclude an employee from discussing his or her personal employment terms and conditions with outside third parties if the employee so chooses.
Electronic Communications
The following are some general principles to be applied to the use of all electronic media and services used in the course of employment with SIBCR, regardless of the owner of the electronic equipment used.
Employees may not use electronic media in any way that may be seen as insulting, harassing or offensive by other persons. Employees should not use email for gossip, including personal information, for forwarding messages under circumstances likely to embarrass the sender or for emotional responses to business correspondence or work situations. Using electronic systems for any purpose which is illegal, against company policy or contrary to SIBCR’s interest may result in disciplinary action, up to and including termination.
Employees must follow the policies of the institution which owns and supports the electronic services they use.
Although each employee has an individual password to access these electronic systems, the employee does not own any of the email or information stored on these systems. The electronic systems may be owned completely or in part by SIBCR, UW or VAPSHCS. SIBCR reserves the right, in its discretion and without permission, to review any electronic files, email messages and internet usage to the extent necessary to ensure that electronic systems are being used in compliance with the law and with policies. SIBCR respects the individual privacy of its employees. However, employee privacy does not extend to the employee’s work-related conduct or to the use of equipment provided in the course of his or her SIBCR employment.
Alcohol and Drug Abuse
Abuse of alcohol or any other drug is a serious threat to both personal health and job performance. Employees are strictly prohibited from manufacturing, possessing, selling, consuming or being under any influence of alcohol and illegal drugs (and legal drugs that are not used in a manner consistent with accepted frequency or dosage requirements) while on the job. Violators are subject to disciplinary action, up to and including termination.
Employees should determine with their physician or pharmacist whether any prescription drugs prescribed might impair their ability to perform their jobs safely and effectively. If your performance might be so impaired, you should not report to work. You should discuss the issue with your supervisor to determine whether some accommodation may allow you to perform the essential functions of the position safely and effectively.
Any employee convicted of a violation of a criminal drug statute which occurred in the workplace must notify his or her supervisor and the Executive Director of SIBCR in writing within five days of the conviction. SIBCR is then required by law to notify all federal agencies providing funds to SIBCR of the infraction within 10 days after receiving notice from an employee.
In support of this policy, information is available in the SIBCR office regarding the dangers of drug abuse in the workplace and information about recognizing and obtaining treatment for chemical dependency problems.