EDSI Employee Handbook

EDSI Employee Handbook Revised January 1, 2021

2021

EDSI (Educational Data Systems, Inc.) www.EDSIsolutions.com

1/1/2021

1 EDSI Employee Handbook 2021

INTRODUCTORY STATEMENT ............................................................................................................................ 4 EDSI Goals ............................................................................................................................................. 5 Mission Statement ................................................................................................................................ 5

EMPLOYEE CONDUCT ..................................................................................................................................... 6 Attendance and Punctuality .................................................................................................................. 6 Conflict of Interest……………………………………………………………………………………………………………………………6 Contracting ............................................................................................................................................ 7 Nepotism and Non-Sectarian Policy ...................................................................................................... 7 Client Relationship ................................................................................................................................ 7 Dress Code……………………………………………………………………………………………………………………………………….8 Non-Smoking Policy .............................................................................................................................. 8 Personal Property .................................................................................................................................. 9 Purchasing ............................................................................................................................................. 9 Proofing Policy for Release of Information Outside the Office ............................................................. 9 Safety .................................................................................................................................................. 10 Security ................................................................................................................................................ 11 Solicitation/Distribution ...................................................................................................................... 11 Vehicle Usage ...................................................................................................................................... 11 Visitors................................................................................................................................................. 11 Work Rules .......................................................................................................................................... 12 Remote Work Expectations ............................................................................................................... 123

EMPLOYMENT POLICIES ................................................................................................................................ 13 Access to Confidential Information ..................................................................................................... 14 Complaint Procedure ........................................................................................................................... 14 Injunctive Relief ................................................................................................................................... 14 Medical Examinations and Testing ..................................................................................................... 14 Nature of Employment ........................................................................................................................ 15 Non-Disclosure .................................................................................................................................... 15 Non-Discrimination and Harassment Policy........................................................................................ 15 Persons With Disabilities Civil Rights Act (PWDCRA) Applicable to all Michigan Employees ............. 15 Performance Reviews .......................................................................................................................... 15 Personnel Records ............................................................................................................................... 16 Resignation/Termination .................................................................................................................... 16 Retaliation ........................................................................................................................................... 16 Sexual Harassment .............................................................................................................................. 16 Social Media ........................................................................................................................................ 17

BENEFITS .................................................................................................................................................... 18 401(k) .................................................................................................................................................. 18 Bereavement Leave ............................................................................................................................. 18 Dental and Vision ................................................................................................................................ 18 Health Insurance ................................................................................................................................. 18 Family and Medical Leave ................................................................................................................... 19


Flextour Program ................................................................................................................................ 20 Eligibility .............................................................................................................................. 20 Participation ........................................................................................................................ 20 Working a Flex Day ............................................................................................................. 21 Assignment Elsewhere ........................................................................................................ 21 Deviation from the Program ............................................................................................... 21 Flextour Change .................................................................................................................. 21

Holidays ............................................................................................................................................... 22 Jury Duty ............................................................................................................................................. 22 Life Insurance ...................................................................................................................................... 22 Long- and Short-Term Disability.......................................................................................................... 22 Medical Leave Policy ........................................................................................................................... 23 Primary Caregiver Leave ..................................................................................................................... 23 Secondary Care Provider Leave….……………………………………………………………………………………………………22 Foster Care Leave…………………………………………………………………………………………………………………………..23 Military Leave of Absence ................................................................................................................... 24 Personal Leave of Absence .................................................................................................................. 24 Paid Time Off (PTO) ............................................................................................................................. 24 Tuition Assistance ............................................................................................................................... 25 Workers’ Compensation Insurance ..................................................................................................... 25

COMPENSATION POLICIES ............................................................................................................................. 26 Classification of Employment .............................................................................................................. 26 Lunch ................................................................................................................................................... 26 Overtime.............................................................................................................................................. 26 Payroll Policies .................................................................................................................................... 26 Time Recording Procedures ................................................................................................................. 27 Work Hours ......................................................................................................................................... 27

DRUG & ALCOHOL POLICY ............................................................................................................................ 28 Alcohol ................................................................................................................................................. 28 Alcohol and Drug Dependency ............................................................................................................ 28 Alcohol and Drug Testing .................................................................................................................... 28 Illegal Use of Drugs ............................................................................................................................. 28 Legal Use of Prescription Drugs and Over-The-Counter Medication .................................................. 29 Michigan’s Medical Marijuana Act (MMMA) ..................................................................................... 29

SOCIAL SECURITY NUMBER PRIVACY POLICY ..................................................................................................... 30 Obtaining Social Security Numbers ..................................................................................................... 30 Public Display ...................................................................................................................................... 30 Mailed or Transmitted Documents ..................................................................................................... 30 Storage and Disposal .......................................................................................................................... 30 Access to Social Security Numbers ...................................................................................................... 30 Violations ............................................................................................................................................ 30 Protecting Customer Information ....................................................................................................... 31


TECHNOLOGY POLICY ................................................................................................................................... 32

Email and Voicemail Usage Guidelines ............................................................................................... 32 Equipment and Data Policy ................................................................................................................. 33 Installation of Unauthorized Software ................................................................................................ 33 Internet Usage..................................................................................................................................... 34 Personal Computer Usage Guidelines ................................................................................................. 34 Unacceptable Usage ........................................................................................................................... 35 Use of Company Property for Personal Reasons ................................................................................. 36 U.S. Copyright Laws............................................................................................................................. 36

TRAVEL POLICY ............................................................................................................................................ 37 Business Meetings and Customer Entertainment ............................................................................... 37 Car Rental During Domestic Travel ..................................................................................................... 37 Domestic Travel ................................................................................................................................... 37 Incidentals ........................................................................................................................................... 38 Lodging During Domestic Travel ......................................................................................................... 38 Meals and Incidentals During Domestic Travel ................................................................................... 38 Mileage During Domestic Travel ......................................................................................................... 38 Cell Phone Policy to Prevent Distracted Driving………………………………………………………………………………37 Other Expenses……………………………………………………………………………… ................................................. 38 Other Travel Expense Requirements ................................................................................................... 39 Parking and Tolls During Domestic Travel .......................................................................................... 39 Reimbursable Expenses ....................................................................................................................... 39 Travel With Family Members .............................................................................................................. 39


Introductory Statement

Welcome to Educational Data Systems, Inc. (EDSI). We are happy to have you as a member of our team. EDSI is a privately-owned, purpose-driven company, with a focus on helping great organizations train and retain great people! Founded in 1979, and headquartered in Dearborn, Michigan, EDSI is a national workforce development and talent solutions consulting company with a passion for helping people, communities, and companies in transition. We have the unique opportunity to work in what we call the "People Potential Business." We can help someone who is currently struggling to begin his or her path in a new job that leads to a new career. We also have the ability to design customized training programs that will improve an individual's skills and a company's effectiveness. To be successful, we need to adhere to our company's values at all times. We will need to SHOW UP, SMILE AND SUPPORT one another: We will show up on time for work and all scheduled meetings. We will work hard to demonstrate respect for our coworkers’ and clients' time. We will smile and keep a positive perspective on all challenges. We will work hard to look in the mirror, hold ourselves accountable and develop great solutions. Finally, we will put the team ahead of ourselves, and do everything we can to offer support to our colleagues and clients.

This handbook was developed as a general guide to the policies, procedures and benefits that govern your employment with EDSI, also referred to as “the Company” in this handbook. EDSI has offices in a number of states and localities. It is the intent of EDSI to comply with all applicable laws. To the extent that applicable law conflicts with any policy or procedure of the Company, applicable law shall apply, and all other policies and procedures shall remain in full force and effect.

This handbook is not an employment contract and EDSI reserves the right to unilaterally, and without prior notice to employees, amend, interpret, change, cancel or delete portions of this manual or any benefit at its discretion at any time.

This handbook supersedes any and all prior policies, practices and benefits of EDSI, oral or written, and rescinds all prior policies, practices, benefits, handbooks or general rules previously in effect.

The employment relationship is terminable at the will of either the employee or EDSI, with or without cause. The terms of the employment relationship may not be revised by oral statements made by any employee of EDSI. Modifications may only be made by the CEO of EDSI and those modifications, to be effective, must be in writing and signed by the employee and the CEO of EDSI.

This handbook is intended to apply to all persons employed by EDSI.

Sincerely,

Educational Data Systems, Inc.


EDSI GOALS • Expend efforts to assure the profitability of the firm • Improve communication and involvement of all staff • Constantly improve the sophistication of our services • Provide a high-value product at a reasonable expense • Establish and maintain customer confidence • Expand market base with primary attention focused on existing clients • Become more strategic as a business unit

MISSION STATEMENT We must strive to create enthusiasm in our clients, see through their eyes, understand their needs and deliver more than they expect.


Employee Conduct

ATTENDANCE AND PUNCTUALITY Attendance and promptness are very important to EDSI. Violations of this policy cause problems and place a hardship on colleagues and the Company.

EDSI requires the employee to be at work and ready on the days and times when the employee is scheduled. If the employee is unable to work, he or she must directly notify his or her Manager prior to the scheduled starting time on each day of the absence unless the employee is on an authorized leave, in which case different policies and procedures apply.

Absenteeism or tardiness that is excessive in the sole discretion and judgment of EDSI may result in discipline, up to and including termination. This policy does not apply to any time off in connection with authorized leaves of absence or other authorized time off for vacations. All absences will be recorded and retained in Paylocity.

Any employee who fails to report to work without notification to his or her supervisor for a period of three consecutive scheduled work days will be considered to have voluntarily terminated his or her employment relationship.

CONFLICT OF INTEREST It is the policy of EDSI that no employee shall maintain any relationship, activity, or ownership interest, which might create a conflict between his or her personal interest and the business interest of EDSI. The employment of any employee may be terminated if, in the judgment of EDSI, such a conflict exists.

Each employee is expected to adhere to strict standards of loyalty and ethics in avoiding situations which might be thought to influence his or her actions or prejudice his or her judgment in handling Company business. Implicit in such standards is the obligation to make prompt and full disclosure of any potential conflict of interest. This disclosure should be made in writing to the employee’s Manager and the HR Director of the Company.

Although some employees may wish to seek other employment while working at EDSI, it is mandatory that employees refrain from engaging in other employment that (1) could be inconsistent with the Company’s interests; (2) could have a detrimental impact on the Company’s image with customers or the public; or (3) could require devoting a level of time and effort that would adversely affect employee’s work.

Prior to engaging in any other work or employment, the employee must obtain approval from the HR Director.


No employee, officer or agent of the Company shall participate in the selection, award, or administration of a contract supported by federal funds if a real or apparent conflict of interest would be involved. Such a conflict would arise when the employee, officer, agent, any member of his or her immediate family, his or her partner, or an organization which employs or is about to employ any of the aforementioned parties, has a financial or other interest in the firm selected for the contract.

The officers, employees, and agents of the recipient shall neither solicit nor accept gratuities, favors, or anything of monetary value from contractors or parties to sub-agreements. However, recipients may set standards for situations in which the financial interest is not substantial or the gift is an unsolicited item of nominal value.

If any violation(s) of this Conflict of Interest standard occurs, the employee will be held liable and appropriate disciplinary action will be taken, up to and including termination, as determined by the Company in its sole discretion.

CONTRACTING All contracts entered into by EDSI must have the written approval of the CEO.

NEPOTISM AND NON-SECTARIAN POLICY EDSI agrees for itself and its subcontractors that no two members of an immediate family shall be employees within the same agency if such employment will result in one supervising a member of his immediate family, or in one occupying a position which has influence over the other's employment, promotion, salary administration, and other related management or personnel considerations.

Immediate family is described as wife, husband, mother, father, brother, sister, son, daughter, mother-in-law, father-in-law, daughter-in-law, son-in-law, grandmother, grandfather, grandson, granddaughter, stepmother, or stepfather. This also applies to applicants, participants, EDSI staff, and subcontractor staff (if applicable).

EDSI agrees that participants will not be employed under this title to carry out the construction, operation, or maintenance of any part of any facility that is used or to be used for sectarian instruction or as a place for religious worship (except with respect to the maintenance of a facility that is not primarily or inherently devoted to sectarian instruction or religious worship, in a case in which the organization operating the facility is part of a program or activity providing services to participants).

CLIENT RELATIONSHIP As an employee of EDSI, you have a responsibility to assist our clients to transition into or back into the workforce. These responsibilities place you in a position of trust with our clients. As such, it is absolutely prohibited for any EDSI employee to have any type of personal relationship with an EDSI client or with a client of one of the organizations with which we partner while that individual is a client of EDSI or our partner organization. Violation of this policy will result in your immediate dismissal.


DRESS CODE Discretion in style of dress and behavior are essential to the efficient operation of EDSI. EDSI maintains a “Business Dress” Monday-Thursday and “Business Casual” on Friday. Employees are required to dress for work in appropriate attire and to behave in a professional, business-like manner. Inappropriate casual clothing such as jeans, halter tops, shorts, t-shirts, mini skirts, sandals, tennis shoes and sneakers may not be worn by employees at any time while engaged in EDSI business. In addition, employees are expected to adhere to acceptable grooming standards. This includes all employees maintaining their hair in a clean, combed and business-like style (e.g.“punk” or other eccentric hairstyles are considered inappropriate as is the wearing of excessive makeup); and employees must take reasonable efforts to cover tattoos and remove or cover body piercings. Employees are also required to keep sideburns, mustaches and beards neatly trimmed. Employees must use good judgement in their choice of work clothes and conduct themselves at all times in a way that best represents EDSI.

If an employee is involved in a business meeting in or out of the office, Business Dress is expected unless the client has specifically requested otherwise.

Although clothing preferences differ by individual, as an employee of EDSI, each person is expected to exercise good judgement and taste in selecting office attire that is professional.

NON-SMOKING POLICY Smoking is not permitted in any of EDSI’s offices or facilities.


PERSONAL PROPERTY Management cannot be responsible for personal property which is lost, damaged or stolen. Employees must keep track of their own personal belongings.

For security reasons, management recommends that bags be kept out of sight and preferably off the floor.

PURCHASING Purchasing must be approved by the Project Accountant, Controller or CEO of EDSI according to the following limits:

• Managers have the authority to make purchases under $100 without prior approval • The Project Accountant has the authority to approve all purchases under $5,000 • Purchases over $5,000 must be authorized by the CEO and CFO of EDSI

All purchases will require a purchase request with a purchase order number. All goods and services must be invoiced to the Company and directed to the attention of the Accounts Payable Clerk. Payment of goods and services will require the approval of the Manager who requested the item, and authorization, as indicated above.

Approval by the Manager indicates a willingness to have the amount charged to his/her budget and an approval of the value of the purchase.

PROOFING POLICY FOR RELEASE OF INFORMATION OUTSIDE THE OFFICE Any correspondence (i.e., letters, press releases, newsletters, memoranda, statements to members of the print or electronic media, etc.) regarding or related to EDSI business or EDSI personnel that is intended for release outside of the employee’s division office must be proofed and approved for content by the employee’s Manager before being released. The Company mandates that all documents or graphics generated by EDSI staff must be proofed by a designated proofer before being sent out of the office. If an emergency requires that materials be sent without going through the system, they must be stamped “DRAFT COPY - NOT PROOFED.” A designated proofer is in place at every office location. Any employee who does not adhere to this policy may be subject to disciplinary action at the sole discretion of EDSI, up to and including termination.


SAFETY To promote the safety and general welfare of all employees, everyone is expected to conduct themselves and perform their work in a safe manner and observe any safety rules that may be communicated to them. Failure to observe this policy could result in serious injury to the employee or fellow employees. Although not exhaustive, below is a list of safety rules. Infractions of this policy may result in the employee being sent home and/or disciplinary action, up to and including termination.

• Exercise maximum care and good judgment at all times to prevent accidents and injuries • Report to your Manager and seek first aid for all injuries, regardless of how minor • Report unsafe conditions, equipment, or practices to supervisory personnel • Notify your Manager, before the beginning of the workday, of any medication you are

taking that may cause drowsiness or side effects that could lead to injury to you or your coworkers


SECURITY For security reasons, the Company reserves the right to conduct a search, on demand, of an employee’s purse, wallet, desk, packages, automobile, or other belongings if the Company believes, in its sole discretion, that such a search is warranted to investigate a suspected violation of its policies, including its Drug and Alcohol policy, and to seize and test any item the Company believes may evidence a violation of its policies.

To help ensure a safe workplace, all employees are prohibited from carrying or bringing any weapon to their work site or any other location the employee may be required to be during the workday. This prohibition also applies to any employee who is licensed to carry a firearm or weapon.

SOLICITATION/DISTRIBUTION Unauthorized soliciting by one employee of another, circulating petitions, or collecting from one employee or another is prohibited while either employee is on work time or in working areas. Sale of merchandise is prohibited at any time. Distributing literature during work time or in work areas at any time is also prohibited. Trespassing, soliciting or distributing literature by anyone outside the Company is prohibited on Company premises.

VEHICLE USAGE EDSI may have employees utilize Company vehicles or their own vehicles for Company business, subject to the following guidelines:

• No employee can operate a Company vehicle without his/her Manager’s prior authorization

• Employees who drive a Company vehicle or a personal vehicle for business reasons must have a valid driver’s license and must drive safely and obey all applicable traffic laws and regulations, including wearing seat belts

• Employees are not permitted, under any circumstances, to operate a Company vehicle or a personal vehicle for Company business when any physical or mental impairment causes the employee to be unable to drive safely. This includes, but is not limited to, circumstances in which the employee is temporarily unable to operate a vehicle safely or legally because of illness, medication or intoxication.

• Employees must immediately report to the HR Director any accident, theft, or damage involving a Company vehicle or a personal vehicle on Company business and, in the event of an accident, must immediately contact the HR Director, remain on the scene, and cooperate fully with authorities

• Employees should refrain from using a mobile device while operating a Company vehicle

VISITORS No visitors are permitted in work areas without the permission of management. This policy applies equally to family, friends, prior employees, vendors, employees not scheduled to work, or other visitors. The employee must direct all visitors to his/her Manager.


WORK RULES In order to facilitate the orderly rendering of services to customers, it is necessary to establish and adhere to certain rules and regulations. This policy applies to all employees.

All the disciplinary rules contained in this section are meant to give a general outline to our employees of what conduct will not be tolerated by EDSI. The listing of prohibited conduct is in no way meant to be an exhaustive list. EDSI retains the right to evaluate if employee conduct is disruptive to the Company. Any violation of the disciplinary rules contained in this policy and in other sections of this Handbook, or other behavior which EDSI, in its sole discretion, determines to be unacceptable, regardless of when discovered, will result in disciplinary action against the employee, up to and including immediate termination, within the sole discretion of the Company. This listing of disciplinary rules does not change the at-will nature of the employment relationship.

The following conduct is prohibited:

• Violation of the Substance Abuse Policy • Unethical practices • Fraud • Unauthorized absences • Insubordination or other disrespectful conduct • Excessive absenteeism or tardiness • Violation of interest • Assault and/or battery • Theft • Unprofessional conduct • Inability to work as a team member • Rudeness to customers/colleagues/clients • Unsatisfactory work quality or quantity • Carelessness • Falsification of employment records, including but not limited to employment applications,

resumes or time records • Falsification of client records • Failure to follow instructions • Willful/reckless damage to material/equipment • Violation of Company policies or procedures • Violation of safety rules • Irresponsible use of working time • Any illegal activity • Violation of the Non-Discrimination and Harassment Policy • Immoral conduct or indecency during work hours • Fighting at work or on EDSI’s property • Possession of weapons or explosives while on EDSI’s property • Unauthorized disclosure of confidential information • Unsatisfactory performance or conduct as determined at the sole discretion of EDSI


REMOTE WORK EXPECTATIONS The ability to work remotely is determined on a case-by-case situation, as permitted by location, program and funder, and must be pre-approved by the HR Director.

Discretion in style of dress and behavior is essential to the efficient operation of EDSI, and must be in alignment with EDSI’s core values of Show Up, Smile and Support. When working remotely, EDSI representatives are expected to show their best selves, exercise good judgement in attire and conduct, and remain proud of our company culture and values through how we dress, how we speak to one another, and how we behave.

You should view remote work and logging onto video meetings as if you are going into the office. Prepare yourself remotely as you would if you were in going into the office.

• Please refer to the Dress Code section in this handbook. • Unless PTO has been submitted and approved, EDSI representatives are expected to

show up for work on time and work an entire schedule each day. o 8 or 9 hours daily – depending on assigned schedule

• You are expected to join each meeting on-time and with your camera ON. Any exception to this must be communicated and approved in advance of the meeting. If you cannot video conference, join via telephone.

• In accordance with EDSI’s Drug & Alcohol Policy, during work hours and Company business, the use of illegal drugs and alcoholic beverages are prohibited.

• Smoking is not permitted during virtual meetings. • Your workspace should be free of distractions and other residents of your home (to the

best of your ability). o Challenges with this expectation should be communicated to your leader

• Participating in other activities, such as watching television, playing games on the phone or computer, and other social activities are not to be conducted during virtual meetings.

• If you are unable to perform the duties of your job due to illness, family emergency, or an additional unexpected issue, submit PTO for the hours not worked. We do not encourage representatives to work while ill or while taking care of someone else. Take the time you need to get well or manage any other situations that may arise.

• Please schedule PTO accordingly. If you have personal errands to run, doctor’s appointments, or will be unavailable, submit a PTO request.


Employment Policies

ACCESS TO CONFIDENTIAL INFORMATION The employee recognizes that during the course of the employee’s employment, the employee may receive, develop, otherwise acquire, have access to or become acquainted with trade secrets or other confidential information relating to the business of EDSI, including, but not limited to, information acquired by the employee concerning EDSI’s clients, prospective clients, employees, client contacts, referral sources, vendors, pricing, advertising, business systems, business processes, computer programs, marketing techniques and procedures (hereafter “Confidential Information”).

COMPLAINT PROCEDURE If the employee believes that he/she or another employee has been the subject of discrimination or harassment, the employee should report the situation to his/her Manager promptly, or if the employee feels that his/her Manager has failed to address the situation adequately or would rather not approach the Manager, the employee should speak directly with a Talent Representative. The Talent Representative may speak with a Regional Director of Operations. Additionally, to seek additional perspective and/or resolution, it may be suggested for the employee to consult with the CCF (Community Connections Forum), a group of diverse, solution-oriented employees serving in various capacities throughout the organization. The CCF meets regularly and serves as an added support to EDSI’s employees.

A prompt investigation of all complaints will be undertaken. To the extent practicable under the circumstances, efforts will be made to maintain the confidence and privacy of the complaining party and other involved parties during the investigation. Any employee who, after investigation, is determined to have participated in or engaged in discrimination or harassment may be subject to discipline, up to and including termination.

INJUNCTIVE RELIEF The employee acknowledges that a violation of this handbook by employee will result in irreparable injury to EDSI, the loss of which cannot be reasonably compensated in damages in an action at law. The employee acknowledges that in addition to any other rights or remedies that EDSI may possess, EDSI shall also be entitled to injunctive and other equitable relief to prevent a threatened or continuing breach of this Agreement by the employee, and employee shall pay all costs, including attorney fees, incurred by EDSI in an attempt to enforce the provisions, or seek other remedies for a violation of this Agreement.

MEDICAL EXAMINATIONS AND TESTING Employees may be required to undergo periodic medical examinations (including alcohol and drug screenings), determined by EDSI, in its sole discretion. All EDSI-required medical examinations are paid for by EDSI. Situations that may require a medical examination include, but are not limited to, medical examinations conducted under the company's Drug and Alcohol Policy, Family and Medical Leave Policy and applicable laws and regulations.


Any refusal of an employee to consent to a medical examination reasonably requested by EDSI may result in discipline, up to and including termination.

NATURE OF EMPLOYMENT The employment relationship between EDSI and its employees is terminable at the will of either the employee or EDSI at any time, without notice, without cause and for any reason, or no reason whatsoever. No person other than the CEO of EDSI has the authority to enter into any agreement for a specified term of employment, or to alter the at-will nature of the employment relationship. Any such agreement, to be effective, must be in writing signed by both the employee and the CEO of EDSI.

NON-DISCLOSURE Employee agrees that the employee will not, either directly or indirectly, for competitive or other purposes, disclose or cause to be disclosed or make or cause any unauthorized use of any Confidential Information of EDSI, either during the employee’s employment or at any such time thereafter. The employee also agrees that all such Confidential Information, and any copy, extract or summary thereof, whether originated or prepared by or for the employee or otherwise coming into the employee’s knowledge, possession or control, shall be and remain the exclusive property of EDSI.

NON-DISCRIMINATION AND HARASSMENT POLICY EDSI is an equal opportunity employer who prohibits discrimination on the basis of race, color, sex, age, religion, national origin, disability, sexual orientation, gender identity or any other category protected under law. This policy applies to all circumstances of employment, including but not limited to, recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training. As a part of this policy, EDSI prohibits any form of workplace harassment based on race, color, sex, age, religion, national origin, disability, sexual orientation, gender identity or any other category protected under law. Conduct in violation of this policy may result in disciplinary action, up to and including termination.

PERSONS WITH DISABILITIES CIVIL RIGHTS ACT (PWDCRA) APPLICABLE TO ALL MICHIGAN EMPLOYEES In accordance with PWDCRA, an employee with a handicap must notify the Company, in writing, of any need for accommodation within 182 days after the date the employee knew or reasonably should have known that an accommodation was needed.

PERFORMANCE REVIEWS Performance reviews are conducted quarterly at the sole discretion of EDSI. The existence or use of performance appraisals does not alter the terminable at-will nature of the employment relationship between EDSI and its employees.


PERSONNEL RECORDS All personnel records are confidential and available only to the employee and appropriate supervisory personnel unless disclosure is otherwise authorized, allowed or permitted by law.

Employees are required to notify the HR Director of any change in status so that personnel, payroll and insurance records may be kept current. Changes to be reported include name, address, phone number, marital status, the number of dependents, person to notify in an emergency, and change in health insurance coverage or beneficiary designations.

In accordance with applicable law, personnel files may be available to employees for inspection. Typically, viewing of the file is done during regular business hours in the presence of the HR Director.

RESIGNATION/TERMINATION If the employee desires to terminate his/her employment, the employee must provide written notice to his/her Manager and the HR Director at least two weeks prior to the effective date.

In the event of termination of employment with EDSI, the employee must immediately deliver to EDSI all equipment, keys, materials, notebooks, documents, memoranda, reports, supplies, equipment, manuals, files, books, correspondence, client lists, vendor lists, computer disks, software, computer files, or other written or electronically stored records, information or property of or relating to EDSI or its business, including information containing confidential information, and any copies, transcripts from or extracts of any of the foregoing, that are in his/her possession or under his/her control.

RETALIATION EDSI prohibits any retaliation against an employee who, in good faith, has made a complaint by following the Complaint Procedure. Any employee of EDSI who, after reasonable investigation, has been determined to have retaliated against an employee for making a good faith complaint under the complaint procedure may be subject to discipline, up to and including termination. If an employee believes he or she has been the subject of retaliation, the employee should use the complaint procedure.

SEXUAL HARASSMENT EDSI prohibits sexual harassment of any kind by any person. Sexual harassment includes unwelcome sexual advances, unwelcome requests for sexual favors, or other unwelcome verbal or physical conduct or communication of a sexual nature when:

• Submission to such conduct or communication is made either explicitly or implicitly a term or condition of the individual’s employment

• Submission to or rejection of such conduct or communication by an individual is used as the basis for employment decisions affecting such individuals

• Such conduct or communication has the purpose or effect of substantially interfering with an individual’s employment or creates an intimidating, hostile or offensive work environment

Conduct in violation of this policy may result in disciplinary action, up to and including termination.


SOCIAL MEDIA There are numerous times throughout the year when EDSI employees participate in events such as community service, training and partnerships, which may be photographed or videotaped and used on social media platforms such as Facebook, Twitter, LinkedIn, etc.

The employee gives EDSI permission to record his/her photographic image, by film and/or video, and comments, by tape and/or transcription, together with the right to use, publish, copyright and reproduce in whole or in part any such photographic images and comments as described for use in promotional materials, whether the use of materials be for public relations, recruitment, development, or any other legitimate purpose of EDSI. The employee hereby waives any right that he/she may have to inspect or approve any such photographic images and comments or completed products, which incorporate all or part of any such photographic images and comments.

When communicating on social media networks, it is important to do what is best for the blocks. Remember, even when you are interacting personally on social media sites, you are still a representative of EDSI’s brand and what you publish is a reflection of that brand. When posting, commenting or sharing information and opinions, please make sure that all content associated with you is consistent with ESDI’s values and professional standards.


Benefits

401(K) All employees employed with EDSI for at least six (6) months are eligible to participate in the 401(k) deferred savings plan. The specific details of the plan are available from HR upon request and will be provided when the employee becomes initially eligible. Employees are automatically enrolled in the 401(k) plan during the enrollment period unless they choose to manually opt out of the plan.

EDSI currently matches 25% of the first 4% the employee contributes to his/her plan. EDSI reserves the right to change or eliminate this contribution or the plan at any time.

BEREAVEMENT LEAVE Employees who wish to take time off due to the death of an immediate family member should notify their Manager. Pending approval, employees may receive up to three days paid absence. Immediate family member is defined as an employee’s spouse, child, mother, father, sister, brother, mother-in-law, father-in-law, brother-in-law, sister-in-law, employee’s grandparents, legal guardian, or any dependent as described by the IRS for tax purposes. One paid day of bereavement to attend the funeral is allowed for a non-immediate family member or friend, with prior approval from the HR Director.

DENTAL AND VISION EDSI currently maintains group plans for dental and vision insurance for its eligible full-time employees. Participation by employees is completely voluntary, and all premiums and costs are paid by the employee.

HEALTH INSURANCE Benefits eligibility commences on the first day of the month, following 30 days of employment. Full-time employees will have 30 days from the date of hire to make benefit elections. Completion of the onboarding process will trigger the benefits window to open on the following day. EDSI currently pays a specified portion of the premium. Except as otherwise required under state or federal law (FMLA), employees on approved leaves of absence are responsible for 100% of the cost of health insurance premiums, plus any administrative fee(s) under COBRA. EDSI reserves the right to change or eliminate its contribution at any time. EDSI, at its sole discretion, may make modifications or changes to this program at any time, including change in benefits, carriers and discontinuance of the program. More detailed information on this program will be provided at the time of the employee’s eligibility. Eligibility and coverage are governed by the policy or plan documents and can be obtained from HR.


FAMILY AND MEDICAL LEAVE In accordance with the Family and Medical Leave Act (FMLA), eligible employees (as defined under the FMLA) may be granted up to 12 weeks of unpaid FMLA leave in a 12-month period for the following reasons:

• For the birth of the employee’s child, and to care for the newborn child • For the placement with the employee of a child for adoption or foster care • To care for the employee’s spouse, child or parent with a serious health condition • Because of a serious health condition that makes the employee unable to perform the

functions of the employee’s job

In addition, FMLA provides additional leave entitlements for “Military Care Givers” and “Qualifying Exigencies” which arise from a covered military member being called to active duty. Eligible employees may take up to 26 weeks in a 12-month period to care for a “covered service member” with a serious illness or injury incurred in the line of duty. In addition, the normal 12 weeks is provided to attend to “Qualifying Exigencies” for a “covered military member” being called to active duty to handle a broad array of issues and activities, such as legal arrangements.

In accordance with the FMLA, employees must provide EDSI at least 30-day’s advance notice before FMLA is to begin if the leave is foreseeable. If not foreseeable, notice must be given as soon as possible. Employees will be asked to fill out EDSI’s Request for Leave of Absence Form. The 12-month period used for purposes of establishing the entitlement for FMLA leave is a “rolling” 12-month period measured backward from the date an employee uses any FMLA leave. Under the FMLA, employee is required to provide medical certification/documentation and recertification to substantiate leave requests.

Group health plan benefits as defined under the FMLA shall continue during any authorized FMLA leave provided the employee continues to pay any normally required employee contribution. Employee contributions are due at the same time as payroll deduction. PTO may be used at the commencement of any FMLA leave and will be paid to the employee during the authorized FMLA leave. Such paid time will be counted toward the 12-week limitation for FMLA leave. FMLA leave will not affect seniority or anniversary dates. PTO will not be accrued during FMLA leave.

Subject to certain exceptions under the FMLA, employees on FMLA leave will be returned to the same position the employee held when the FMLA leave commenced or to an equivalent position as defined under the FMLA. All employees who take FMLA leave due to their own serious health conditions are required to provide medical documentation that they are able to resume their work before reinstatement.

This section is intended to provide the employee with general information concerning the rights under the FMLA. Due to the complexity of the issues involved in the FMLA, employees who have any questions regarding their rights under the Act or who wish to take FMLA leave of absence should contact the HR Director for additional information.


FLEXTOUR PROGRAM – (CONTRACT PERMITTED/IF APPLICABLE) The Flextour Program was established as an employee benefit to allow employees to work on a modified schedule. It is a voluntary program that requires approval by the employee’s Manager and is dependent upon, among other things, the employee’s satisfactory performance, punctuality, attendance and adherence to EDSI’s core values of Show up, Smile and Support.

Employees participating in the Flextour Program will work a modified schedule. There are four different flex schedules: A & B (Friday flex day) and C & D (Monday flex day).

A & B Schedule with Friday Flex Day • Week 1 9, 9, 9, 8, 8 • Week 2 9, 9, 9, 8, (0, flex)

C & D Schedule with Monday Flex Day • Week 1 (0, flex) 9, 9, 9, 8 • Week 2 8, 9, 9, 9, 8

The Flextour Program will be offered year-round on a quarterly basis, beginning the first day of January, April, July and October. The Flextour Request Form must be completed and submitted to the Administrative Assistant in Dearborn two (2) weeks prior to the start of the quarter, if:

• An employee has not participated in the Flextour Program before, • An employee will no longer participate in the Flextour Program, or • An employee changes to a different Flextour schedule (must provide the reason for the

change on the form).

Eligibility Only regular, full-time EDSI personnel that have completed 30 days of employment are eligible to participate in the Flextour Program. Participation is voluntary. Employees have the choice not to participate at all or may “opt in” or “opt out” as they choose.

Participation Participation in the Flextour Program must be approved by the employee’s Manager, and approval is subject to the current workflow needs of the office, and an employee’s compliance with policy. Employees must also maintain at least a high satisfactory rating on performance evaluations in order to participate in the Program. If an employee is found to be abusing the Flextour Program or is not in compliance with EDSI policies and procedures, the employee will not be allowed to participate in the Flextour Program.


Working a Flex Day If an employee works on a flex day, he/she is required to take the Flex Day a different day within the two-week Flex Schedule.

Assignment Elsewhere If an employee participating in the Flextour Program is assigned to work in an office or at a client site for an extended period of time (one week or more), the employee will be required to comply with the rules of that office. The employee will be allowed to continue in the Flextour Program if it is offered in the assigned office or if the client is agreeable. Otherwise, the employee will work regular hours for the duration of the assignment.

Deviation from the Program If an employee needs to deviate from the guidelines of the Flextour Program, he/she must submit the needed deviation along with the solutions in writing for consideration, with as much notice as practicable. If approved, he/she will be the next person in line for participation with the deviation. Deviations will be handled on a first come, first served basis.

Flextour Change Occasionally, a need arises to use a different day, other than the normal one, as the employee’s flex day. This must be done in advance of the day requested, and must fall within the same two-week block.

The number of Flextour changes should be limited to those that are absolutely necessary. Abuse of this can lead to dismissal from the Program.

If the employee has an unscheduled absence and would like to use a future flex day instead of PTO to make up for that day, the following must be done: The scheduled flex day must occur within the same two-week block as the unscheduled absence and the employee must notify his/her Manager about the Flex change in advance. The Flex change must then be entered in Paylocity.


HOLIDAYS EDSI observes the following holidays:*

New Year’s Day

Martin Luther King, Jr. Birthday (observed)

Memorial Day

Independence Day

Labor Day

Thanksgiving Day

Day after Thanksgiving

Christmas Eve

Christmas Day

In addition, each employee will be permitted to use one floating holiday per calendar year for the observance of a day for religious or personal reasons, subject to the prior approval of the Manager. There is no pay in lieu of taking a floating holiday, including upon termination of employment. An unused floating holiday cannot be carried to the next calendar year and is lost if not taken. Full-time, non-exempt employees will be paid holiday pay equal to their regular rate of pay for 8 hours for a holiday identified above that is observed during their regularly scheduled work week. EDSI’s observance of a holiday does not affect the compensation of exempt employees.

*Each office location reserves the right to switch the observance of a listed holiday to another holiday observed by our clients to better meet staffing needs. Employees will be notified of any changes as soon as practicable.

JURY DUTY Employees who are summoned to Jury Duty must notify their Manager and the HR Director immediately. A copy of the jury summons must be submitted. EDSI will treat the absence of full-time employees selected for Jury Duty as paid leave. If an employee is excused early from Jury Duty, he or she is expected to report back to work on the next scheduled work day.

LIFE INSURANCE EDSI currently provides term life insurance in the amount of $10,000 for each full-time employee, and employees may purchase additional coverage at their own expense. Details of the plan are available upon request. EDSI reserves the right to change or eliminate this plan at any time.

LONG- AND SHORT-TERM DISABILITY EDSI currently provides long and short-term disability insurance for its full-time employees. Details of the plan are available upon request. PTO does not accrue when on disability, and EDSI reserves the right to change or eliminate these plans at any time.


MEDICAL LEAVE POLICY In situations where an employee is not eligible for FMLA leave (as opposed to situations where an eligible employee exhausts FMLA leave) unpaid medical leaves of absence up to a maximum of four weeks may be requested by an employee for absences due to an employee’s own illness or disability that extends beyond five consecutive days of absence (including a condition relating to pregnancy). All medical leave requests must be accompanied by appropriate medical certification/documentation from the employee’s physician indicating the condition necessitating the leave request and the employee’s projected date of return to work.

Leaves of absence are at the sole discretion of EDSI, and after approval, are subject to further review and approval on a periodic basis. If the employee’s medical leave is granted, the employee is required to provide EDSI with additional physician’s statements, attesting to the employee’s continued medical condition and inability to work. The employee may also be required to submit to a medical examination at any time by a medical facility designated by EDSI at its sole discretion. Benefit accruals for PTO will not be accrued during the leave, but will resume upon return to active employment. Although medical leaves are unpaid, employees may be entitled to compensation under EDSI’s PTO policy and/or eligible for disability insurance benefits. Any continuation of health insurance benefits during a medical leave will be at the employee’s sole expense except as otherwise provided under applicable law.

Before being permitted to return from a medical leave, the employee is required to present EDSI with a note from his/her physician indicating that the employee is able to return to work, with or without reasonable accommodation. EDSI may require the employee to submit to a medical examination by a medical professional designated by EDSI before re-commencement of job duties.

Subject to state and federal law, reinstatement is not guaranteed to employees returning from medical leaves of absence under this policy. However, EDSI endeavors to place employees returning from approved medical leaves in their former positions or in comparable positions, subject to and including, but not limited to, budgetary restrictions, EDSI’s need to fill vacancies, and the ability of EDSI to find qualified temporary replacements.

PRIMARY CAREGIVER LEAVE EDSI provides 12 weeks paid leave at 100% of the employee’s regular pay rate (excluding overtime) following the birth or adoption of a child(ren). This leave must begin as of the date of birth or adoption and be used in one continuous block of time. While on leave, PTO will not be accrued. This leave will be counted as the employee’s 12 weeks of Family and Medical Leave Act leave.

SECONDARY CARE PROVIDER LEAVE EDSI provides one week paid leave at 100% of the employee’s regular pay rate (excluding overtime) following the birth or adoption of a child(ren). This leave must be used within six (6) months of the birth or adoption and must be used in one continuous block of time. While on leave, PTO will not be accrued. This leave will be counted as Family and Medical Leave Act leave. The employee may take any remaining Family and Medical Leave Act leave to which he is entitled pursuant to the terms of our Family and Medical Leave Act leave policy.


FOSTER CARE LEAVE Within one year of placement, EDSI provides 40 hours of paid leave per year, following the first placement of a child(ren) at 100% of the employee’s regular pay rate (excluding overtime). This can be used in one-hour increments. A copy of the placement letter must be submitted. This leave will be counted as Family and Medical Leave Act leave. The employee may take any remaining Family and Medical Leave Act leave to which he or she is entitled pursuant to the terms of our Family and Medical Leave Act leave policy. While on leave, PTO will not be accrued.

MILITARY LEAVE OF ABSENCE Employees will be granted a leave of absence without pay for military service or reserve duty and training as required by state and federal law. EDSI will comply with all applicable state and federal laws and regulations regarding re-employment and continuation of other benefits. If an employee requires a military leave of absence, he/she should notify the HR Director in order to arrange for a leave of absence.

PERSONAL LEAVE OF ABSENCE EDSI may grant leaves of absence without pay to employees who must take time off from work duties for personal reasons.

Leaves of absence will be granted at the sole discretion of the HR Director. A leave of absence may only be taken after all available PTO has been taken.

As soon as an employee becomes aware of the need for a personal leave of absence, he/she should contact his or her Manager and the HR Director. Requests for personal leave will be evaluated based on a number of factors, including anticipated workload requirements and staffing considerations during the proposed period of absence.

Any continuation of insurance benefits during a personal leave will be at the employee’s sole cost. PTO will not be accrued during the leave, but will resume upon return to active employment.

When a personal leave ends, reasonable effort will be made to return the employee to the same position, if it is available, or to a similar available position for which the employee is qualified. However, EDSI cannot guarantee reinstatement.

If an employee fails to report to work promptly at the expiration of the approved personal leave period, EDSI will treat the employee as having voluntarily resigned.

PAID TIME OFF (PTO) Employees are encouraged to utilize their PTO. The time away offers better work-life balance. PTO can be used for vacation, attending to personal business or as sick time.

Employees are responsible for managing their PTO. Your time is based on an accrual system and commences when you begin employment with EDSI. Upon starting, full-time employees will be given a one-time only allotment of 40 hours. You will begin to accrue on top of that number at a monthly rate of 16 hours; if there are three pay periods within a month, time accrued will not exceed 16 hours. The maximum number of hours to accrue is 192. Part-time salaried employees with a regular work schedule of less than 40 hours per week are eligible for a prorated PTO


accrual proportionate to the average number of hours they normally work in a week. Part-time salaried employees will also receive a prorated amount of time at the beginning of their employment based on hours worked.

Once an employee’s earned but unused PTO reaches the maximum cap of 192 hours, the employee will not accrue additional PTO benefits. In such a case, no additional PTO benefits will be accrued for the period in which the employee’s benefits were at the maximum. If the employee later uses enough PTO to fall below the maximum, he/she will resume earning PTO from that day forward until the maximum cap is reached. Employees on paid or unpaid leave do not accrue PTO. PTO may only be taken in increments of at least one hour and must be requested in Paylocity. To take extended PTO of more than one week, employees must request advance approval in writing from their supervisor, which specifies the time period requested. Except in emergency situations, this request must be submitted at least one month in advance of the first PTO day requested. EDSI reserves the right to deny and/or to grant PTO requests at its sole discretion, in accordance with its business needs and applicable law.

EDSI reserves the right to make exceptions, in accordance with its business needs and applicable law.

If a former employee is rehired within 12 months from the last date worked, the employee will receive a one-time only allotment of 8 hours. If a former employee is rehired after 12 months from the last date worked, the employee will receive a one-time only allotment of 40 hours.

To return to work, employees absent for three or more consecutive full days due to an illness are expected to submit a doctor’s note signed by a licensed health care provider.

At the time of termination of employment, employees who have submitted a two-week notice and have been employed with the organization for over 30 days will be paid out for their accrued, unused PTO at the employee’s rate of pay at the date of termination and in accordance with applicable federal, state and/or local laws. Accrued, unused PTO benefits will not be “cashed out” except upon termination of employment.

TUITION ASSISTANCE All full-time employees may be eligible for tuition assistance based on the availability of funds, as determined by EDSI in its sole discretion. If eligible, EDSI will reimburse 65% of tuition costs for an “A” grade or 55% for a “B” grade. Reimbursement cannot exceed $1,000 each semester and $2,000 per calendar year. In order to be eligible for tuition assistance, the class should be job-related and the employee must obtain prior written approval from the HR Director. Upon completion of the course, the employee will provide the HR Director with a receipt for tuition expenses and evidence of successful course completion, including a report card, at which time the employee will be reimbursed for a percentage of tuition costs.

WORKERS’ COMPENSATION INSURANCE EDSI provides worker’s compensation insurance for all of its employees in the event of a job-related injury. All injuries and accidents, no matter how minor, should be reported immediately in writing to the employee’s Manager and HR Director.


Compensation Policies

CLASSIFICATION OF EMPLOYMENT For purposes of salary administration and eligibility for overtime payments and employee benefits, EDSI classifies its employees as follows:

• Full-Time Employees: Employees hired to work at least 30 hours per week on a regular and consistent basis. Such employees may be "exempt" or "non-exempt" as defined below.

• Part-Time Employees: Employees hired to work less than 30 hours per week on a regular and consistent basis. Part-time employees receive benefits required under law, but are ineligible for most Company-provided benefits (see Benefits Policy for more detail). Such employees may be "exempt" or "non-exempt" as defined below.

• Temporary Employees: Employees engaged to work for a limited period on the Company's payroll with the understanding that their employment will be terminated no later than upon completion of a specific assignment. Such employees may be "exempt" or "non-exempt" as defined below. Temporary employees receive no Company benefits, except those required under law.

• Non-Exempt Employees: Employees who are required to be paid overtime at the rate of one and one-half times their regular rate of pay for all hours worked beyond 40 hours in a work week, in accordance with applicable wage and hour laws.

• Exempt Employees: Salaried employees who are not required to be paid overtime under applicable wage and hour laws for work performed beyond 40 hours in a work week. Executives, professional employees, outside sales employees, and certain employees in administrative positions are typically exempt.

The employee will be informed of his/her initial employment classification and status as an exempt or non-exempt employee upon hire. If the employee changes positions during employment as a result of a promotion, transfer, or otherwise, the employee will be informed by the HR Director of any change in his/her classification and exemption status.

LUNCH An unpaid 30-minute lunch break is provided to employees. Lunches are to be taken at times approved by management.

OVERTIME EDSI works hard to maintain a culture of work/life balance. We build positions and position descriptions that are expected to be completed in 40 hours per week (not to exceed 80 hours in two weeks for employees on flex tour). On occasion, overtime may be required to serve our customers. EDSI will try to give advance notice as soon as practicable. Overtime for non-exempt employees is paid in accordance with state and federal law at the rate of 1½ times the employee’s regular rate of pay for hours worked in excess of 40 hours in a work week (80 hours over a two-week period for employees on flex tour). Paid holidays and compensable paid time off benefits are not hours worked and are not used for purposes of determining overtime.


PAYROLL POLICIES Paychecks are currently distributed on a biweekly basis. This is subject to change at the sole discretion of EDSI. Employees will be paid by direct deposit or pay card, and payroll deductions will be made from the employee’s paycheck as authorized by EDSI and/or as authorized by law. Any questions about payroll errors should be brought to the attention of the Payroll Administrator immediately.

Improper deductions from exempt employees are prohibited, and it is the policy of EDSI to only permit deductions from salary for an exempt employee during a work week as expressly permitted by law. A copy of applicable regulations defining proper and/or improper deductions can be obtained from the HR Director. If the employee believes that an improper deduction from his/her salary has occurred, the employee must contact his/her Manager. EDSI will reimburse exempt employees for any deductions determined to be improper.

TIME RECORDING PROCEDURES All employees are required to maintain an accurate record of time worked by use of the computer time tracking system, Paylocity, maintained by EDSI. In addition, employees are required to accurately enter project codes into Paylocity, reflecting projects worked on during the work day. Lunches and any time away from EDSI’s premises, except in connection with EDSI business, are not considered time worked.

All employees are responsible for their own electronic time records. Time records should be maintained daily and must be completed and submitted to the employee’s Manager by the end of each pay period. Falsification of any time record, unauthorized alteration of a time record, or failure to submit a completed time record by the deadline may result in disciplinary action, up to and including termination.

Non-exempt employees understand that they are required to enter all hours worked (time spent on activities that add value to EDSI and its clients) on their timesheet. Because EDSI wishes to pay overtime when it is required, non-exempt employees will accurately record all time worked on their employee timesheet. If there are occasions when non-exempt employees will need to be in the office for personal reasons (waiting for a ride, dropped off early, etc.), that time should not be recorded on the timesheet.

WORK HOURS Regular working hours for employees of EDSI vary depending on their job, workload, location and customer service needs. Normal business hours are from 8:00 a.m. to 4:30 p.m., Monday through Friday. However, work hours may be scheduled on any day, Sunday through Saturday, and at any time during the day.

Employees will be provided with a regular work schedule upon hire, promotion or transfer. Daily and weekly regular working schedules may be changed at any time, at the sole discretion of EDSI, as it deems necessary to meet the varying conditions of its business. Changes in work schedules will be announced as far in advance as possible.


Drug & Alcohol Policy

EDSI regards substance abuse, including both illegal drug and alcohol abuse, as a serious medical, business, social and economic problem. It is the intent of this policy to provide a workplace free from the adverse impact of alcohol and illegal drug use, and to take reasonable measures to ensure that their use does not jeopardize the success of the Company, or otherwise affect our employees or clients.

ALCOHOL The use or possession of alcoholic beverages on Company property or on Company business (except in moderation at Company-authorized functions or events) is prohibited. Reporting to work while under the influence of alcohol is also prohibited. An employee will be considered to be “under the influence” of alcohol if its consumption has impaired or is likely to impair the employee’s job performance in the sole judgment of the Company.

ALCOHOL AND DRUG DEPENDENCY An employee suffering from alcoholism or drug dependency is encouraged to seek proper medical treatment. An employee’s decision to seek treatment will not be used as a basis for disciplinary action against the employee. However, satisfactory job performance and adherence to Company policy is still mandatory, and an employee seeking treatment will not avoid disciplinary action if he/she does not otherwise meet satisfactory job performance standards and other Company policies.

ALCOHOL AND DRUG TESTING Any employee who is involved in a job-related accident or whose on-the-job behavior indicates that he or she may be under the influence of drugs or alcohol in violation of this policy, in the sole judgment of the Company, may be required to submit to alcohol and drug testing conducted by medical personnel designated by the Company. An employee’s refusal to submit to drug and alcohol testing is considered insubordination and may subject the employee to disciplinary action, up to and including termination. If the results of testing indicate evidence of alcohol or drug usage in violation of this policy, the employee may be subjected to disciplinary action, up to and including termination. The Company will endeavor to keep the results of any alcohol and drug test confidential and disclose only on a need-to-know basis.

ILLEGAL USE OF DRUGS The sale, purchase, transfer, use or possession of any illegal drug while on Company property or on Company business is prohibited. An employee will be considered “under the influence” of a drug if the employee tests positive for illegal drugs or when its use has impaired or is likely to impair job performance in the sole judgment of the Company.


LEGAL USE OF PRESCRIPTION DRUGS AND OVER-THE-COUNTER MEDICATION Prescription drugs and over-the-counter medications are only a cause for concern to the Company if they affect the ability of an employee to work safely. It is the responsibility of the employee to review any work restriction that should be observed while taking the drug. If there is a work restriction, it is also the responsibility of the employee to review that restriction with their Manager before the commencement of job duties.

MICHIGAN’S MEDICAL MARIJUANA ACT (MMMA) Michigan passed the MMMA. Notwithstanding the above policy, the Company’s Drug and Alcohol Policy shall not be implemented in any way that would cause a violation of the MMMA, or any other state or local law applicable to our employees.


Social Security Number Privacy Policy

OBTAINING SOCIAL SECURITY NUMBERS Social Security Numbers may only be collected where required or permitted by federal and state law for legitimate reasons consistent with this policy.

PUBLIC DISPLAY All or more than four sequential digits of a Social Security Number shall not be placed on identification cards, badges, time cards, employee rosters, bulletin boards, permits, licenses or any other materials or documents that are for public display. Documents, materials or computer screens that display all or more than four sequential digits of a Social Security Number shall be kept out of public view at all times.

MAILED OR TRANSMITTED DOCUMENTS Company documents containing all or more than four sequential digits of a Social Security Number shall only be transmitted, both internally and externally, in cases where state or federal law, rule, regulation, or court order or rule authorizes, permits or requires that a Social Security Number appear in the document. Documents containing all or more than four sequential digits of a Social Security Number, that are sent through the mail, shall not reveal the number through the envelope window or otherwise be visible from outside of the envelope or package. All or more than four sequential digits of a Social Security Number shall not be used or transmitted on the Internet or on a computer system or network unless the connection is secure or the transmission is encrypted.

STORAGE AND DISPOSAL All hard copies of documents containing Social Security Numbers shall be stored in a physically secure manner. Social Security Numbers shall not be stored on computers or other electronic devices that are not secured against unauthorized access. Documents containing Social Security Numbers will be retained in accordance with the requirements of state and federal laws. At such time as documents containing Social Security Numbers may be disposed of, such disposal shall be accomplished in a manner that protects the confidentiality of the Social Security Numbers, such as shredding.

ACCESS TO SOCIAL SECURITY NUMBERS Only authorized personnel with legitimate business reasons will have access to records containing Social Security Numbers. Personnel using records containing Social Security Numbers must take appropriate steps to secure such records when not in immediate use.

VIOLATIONS Any employee who obtains, uses or discloses Social Security Numbers contrary to the requirements of this policy shall be subject to disciplinary action, up to and including termination.


PROTECTING CUSTOMER INFORMATION We are committed to protecting privacy at all times and maintain security standards and procedures to protect customer information. This policy describes the steps we take to protect customer information contained on EDSI forms and other customer identifying information. Following this policy prevents others from unauthorized access to customer information. In the event of a security breach, the Manager and/or Director must be notified immediately. When possible, a full written account of what happened leading up to the loss of data should be documented.

• All completed forms with customer information must be stored in a locked filing cabinet when not in use

• After data entry or review, document must be returned to a locked filing cabinet • Completed customer identifying documents are not to be taken home or offsite for any

reason • In the event of an offsite recruitment event, all completed customer identifying documents

must be returned to the center upon conclusion of the event* • Completed customer identifying documents cannot be scanned, faxed or photographed

for any reason other than that listed below • Blank and/or completed customer identifying documents may not be stored at any offsite

locations • During transit, customer identifying documents must remain in designated folder and on

your person

*If the employee cannot return the customer identifying documents to an EDSI office on the day they were collected (due to change in event time or duration of event exceeded expectations), the Manager and/or Director must be notified prior to leaving offsite location. The sign-in sheet must be scanned/photographed before leaving the offsite location (to have a digital copy) and attached in an email to the employee and the employee’s Manager. The customer identifying documents must be enclosed in the designated folder and remain inside the employee’s closed bag. The employee must remain alert at all times and must not remove the customer identifying documents from his/her bag for any reason. Customer identifying documents should travel with the employee who is going directly home and going to work the following business day and should not be left unsecured or unattended.

For events scheduled to end past business hours, the employee must plan with his/her Manager in advance to secure data. During the time in between the end of event and work the next morning, all customer data must be stored in a residence. It is not permissible to keep data in a vehicle. Employees may not give the bag to someone else or store it in an alternate location.


Technology Policy

EMAIL AND VOICEMAIL USAGE GUIDELINES Use of email is limited to employees. Employees are responsible for maintaining the security of their accounts and must take precautions to prevent unauthorized access to their mailbox by logging off or locking their computers when possible if their terminal is unattended, and by password protecting and locking their cell phone if they use it to access Company email. Unauthorized entry to an individual’s account or mailbox poses system security issues for other users. Computer passwords and security codes are unique to the individual and should not be shared, transferred or disclosed. EDSI reserves the right to know all such passwords and security codes and retains ownership of and access to all Company systems and information on those systems.

Employees are expected to read email and listen to voicemail as close to real-time as possible and within one (1) scheduled work day, as both systems are used to communicate Company information important to everyday business at EDSI. Efficient use of the email and voicemail systems suggests that messages should be concise and directed only to individuals that have an interest or need to know.

The email and voicemail systems are Company property. All messages composed, sent and/or received on the email or voicemail systems are and remain the property of EDSI. They are not the private property of any employee. Employees are not authorized to delete any pertinent emails. Emails should be archived, in accordance with their IT Specialist’s/Manager’s instructions, when storage capacity becomes limited. Management reserves the right to retrieve, audit, and disclose all messages created, received or sent through the email system. EDSI has the right to view, listen to, copy, or delete email and voicemail messages without the employee’s permission. Therefore, the employee should not assume that messages are confidential. As a general guideline, the employee should not put anything on email or voicemail that he/she would not put in a formal or public memo. Backup copies of email may be maintained and referenced for business and legal reasons. As with other forms of business communication at EDSI, email and voicemail should always be professional in content and format. If composing or responding to a work email on a cell phone, employees must use a professional signature.

Managers and other management personnel may access an employee’s email or voicemail at any time, particularly if employees are on leave of absence, compensated time, or are transferred from one department to another. If an employee leaves the Company at any time, email and voicemail privileges and messages remain the property of EDSI.


EQUIPMENT AND DATA POLICY Employees must appropriately use EDSI equipment and data including, but not limited to, computers, laptops, laptop bags, projectors, phones, cell phones, wired and wireless networks to ensure proper care and accountability.

Employees who are issued EDSI equipment and/or property shall be responsible for the safekeeping, serviceable condition, proper care, use and cost of a replacement of EDSI property assigned or entrusted to them. Portable equipment should always be stored in the workplace in a locked drawer or cabinet. When not stored in the workplace, extra security measures should be applied for the safekeeping of equipment. EDSI equipment is not to be left in a parked car or other unsecure area where it can be damaged by weather conditions or stolen.

EDSI equipment and/or property shall only be used by those to whom it was assigned. Use should be limited to official purposes and in the capacity for which it was assigned, except when otherwise directed by appropriate supervisor or IT Manager. The equipment may contain highly sensitive and private information and no one but an EDSI employee should have access to it. EDSI is within its rights to review any and all data and information obtained from the equipment, including web browsing history, data, call and text usage.

Damaged or unserviceable EDSI equipment and/or property shall not be thrown away, sold, traded, donated, destroyed, or otherwise disposed of without proper authority. In the event that any EDSI equipment and/or property becomes damaged or unserviceable, no employee shall attempt to repair the equipment and/or property. Incidents must be reported to the Manager and IT Manager.

An employee’s intentional or negligent abuse or misuse of EDSI equipment and/or property may lead to appropriate disciplinary action which may include, but may not be limited to, verbal counseling, verbal reprimand, written reprimand, suspension, demotion, or termination of employment. Any damage costs, charges or fees beyond normal usage incurred by EDSI due to misuse or breach of these or ethical guidelines will be charged to the user.

INSTALLATION OF UNAUTHORIZED SOFTWARE EDSI provides employees with personal computers and software that is needed to perform their duties. In order to preserve uniformity with all its computers, the installation of unauthorized software is strictly prohibited. Any unauthorized software that is found on an employee’s computer or on the network drives will be removed immediately and may subject the employee to disciplinary action, up to and including termination, at the sole discretion of EDSI.


INTERNET USAGE Internet access to global electronic information resources on the Internet is provided by the Company to assist employees in their work. The following additional guidelines have been established to help ensure reasonable and productive Internet usage.

• While Internet usage is intended for job-related activities, incidental and occasional brief personal use is permitted within reasonable limits, within the sole discretion of EDSI.

• All Internet data that is composed, transmitted, or received via our computer communications system is considered part of the Company record. Consequently, employees should always ensure that the business information contained in Internet, email and other transmissions is accurate, appropriate, ethical and lawful.

• Data that is composed, transmitted, accessed or received via the Internet must not contain content that could be considered discriminatory, offensive, obscene, threatening, harassing, intimidating or disruptive to any staff member or other person. Examples of unacceptable content may include, but are not limited to, pornographic materials, sexual comments or images, racial slurs, gender-specific comments or any other comments or images that could reasonably offend someone on the basis of race, weight, age, sex, height, religious beliefs, national origin, disability or any other characteristic protected by law.

• The unauthorized use, installation, copying, or distribution of copyrighted, trademarked or patented materials on the Internet is expressly prohibited.

PERSONAL COMPUTER USAGE GUIDELINES EDSI makes personal computers (PCs) available to its employees. Computer files and the software furnished to employees are the property of EDSI and are exclusively intended for business use. An employee’s PC should be viewed as a business instrument to be used to conduct EDSI business. Violation of this PC usage policy may result in disciplinary action, up to and including termination, at the sole discretion of EDSI.


UNACCEPTABLE USAGE EDSI strives to maintain a workplace free of harassment and is sensitive to the diversity of its employees. Therefore, EDSI strictly prohibits the use of technology in ways that are disruptive, offensive or harassing of others, or harmful to morale. This includes, but is not limited to, the display or transmission of sexually explicit messages, images or cartoons. Other prohibited uses include, but are not limited to, slurs, racial comments, off-color jokes, or anything that may be construed as harassment or showing disrespect for others. Prohibited use of technology may result in disciplinary action, up to and including termination. Examples of misuse include the following:

• Transmitting offensive or disruptive messages. Examples include sexually-explicit messages, cartoons, or jokes; unwelcome propositions; ethnic or racial slurs; or any other messages that are prohibited under the Company’s Non-Discrimination and Harassment Policy.

• Use of Company email for personal business, competing businesses or chain letters • External email communication without authorization of the Manager • Distributing Company confidential messages to parties outside the Company • Using the email system to send (upload) or receive (download) copyrighted materials,

trade secrets, proprietary financial information or similar materials without authorization • Breaking into the system or unauthorized use of a password/mailbox • Broadcasting unsolicited personal views on social, political, religious or other non-

business-related matters • Solicitation to buy or sell goods or services • Making personal purchases using a Company email address


USE OF COMPANY PROPERTY FOR PERSONAL REASONS Company property, including telephones, computers, copiers, software, fax machines and the like are available during working hours for Company business and should not be used for personal business. In accordance with this policy, the following guidelines will be followed:

• Use of Company telephones should be confined to business calls. Personal telephone calls are limited to those which are absolutely necessary and should be brief. This restriction on the use of telephones applies to personal calls to fellow employees as well. Incoming personal calls are discouraged and should be taken only when absolutely necessary.

• Use of any Company fax machines, copiers, mail facilities or Company stationery for personal reasons is strongly discouraged, and should not be used unless absolutely necessary.

• Use of computers and voice or email systems are strictly limited (including the internet, email and voicemail), and are provided for business purposes (see Computer, Voicemail and Email Policy). Personal use is only permitted to the extent its use is occasional, brief, within reasonable limits, and otherwise consistent with Company policy. Utilization of Company computers and other property for the creation of non-business related websites or programming is strictly prohibited. In addition, employees may not use the Company’s computers to download games or other entertainment software, or play games over the internet or otherwise.

• To ensure that the use of business equipment is consistent with the Company’s legitimate business interests, the Company may monitor the use of such equipment (including downloading and reviewing information stored in computers) from time to time, and employees waive any right to privacy in connection therewith.

Violations of this policy may result in disciplinary action, up to and including termination.

U.S. COPYRIGHT LAWS It is EDSI’s policy to comply with U.S. copyright laws and to honor all individual vendor contracts through which software products are obtained and used within the Company.

Any illegal acquisition, use or copying of software by EDSI’s employees for any reason is strictly prohibited. This policy also applies to the use of associated manuals and documentation. An employee’s failure to comply with this software policy may result in disciplinary action, up to and including termination of employment, at the sole discretion of EDSI.

There are serious penalties associated with violating U.S. copyright laws including, but not limited to, seizure and forfeiture of illegal copies, statutory damages that may reach $100,000.00 for willful copyright infringements and criminal penalties including imprisonment up to five (5) years.

If an employee is aware of any improper practices, including the illegal copying of software and associated manuals and documentation occurring within the Company, or has questions regarding this policy, they should contact the HR Director.


Travel Policy

These guidelines summarize the major review and approval requirements of EDSI for Company travel and related incurred expenses.

• Request for travel approval must be submitted prior to finalizing plans for a business trip • A satisfactory statement of the business purpose must be provided • Travel and business expenses are to be submitted at the conclusion of the trip or at the

end of the month through Concur online • Reports must be accurate and complete • All travel expense reports must be submitted through Concur with original receipts – do

not fax

Generally, EDSI reimburses all reasonable and necessary travel and other expenses incurred in connection with Company business, as explained in more detail below.

BUSINESS MEETINGS AND CUSTOMER ENTERTAINMENT Prior written approval is required for extra expenses associated with business meetings and entertainment.

CAR RENTAL DURING DOMESTIC TRAVEL Where shuttles and taxis are available for business purposes, and the expense is less than renting a car, they will be reimbursed.

EDSI will reimburse car rental fees with prior approval. Mid-size cars are allowed.

Unless the employee obtains prior written approval from EDSI for an additional authorized driver, under no circumstance is another person allowed to operate the rented vehicle. The employee cannot rent or drive a vehicle in the Company name unless that employee is listed on the EDSI automobile policy, or the employee accepts the rental company’s additional coverage.

All car rental reservations will be made by the Administrative Staff. The rented vehicle is to be returned with a full tank of gasoline whenever possible, unless otherwise stated in the rental agreement.

DOMESTIC TRAVEL For domestic flights, only coach airfare will be reimbursable. Once tickets are purchased, the Company will pay penalties incurred for flight changes only if the Company requires the change or when prior approval is obtained from the Controller. The employee may always stand by for a different flight at no cost. All travel requests must be received by the Administrative Staff a minimum of three weeks prior to travel date(s). Company policy is to return staff home after two weeks of onsite travel. Exceptions will be made only with prior approval based on the project, the client and the duration of the project. For domestic assignments, employees will not be paid for travel time over and above the eight-hour workday.


INCIDENTALS All other incidental costs incurred by the employee during travel will not be reimbursed by EDSI, unless approved.

LODGING DURING DOMESTIC TRAVEL Lodging arrangements will be made by the Administrative Staff. When listing lodging charges in Concur, enter only the cost of the room and associated taxes in the appropriate space.

MEALS AND INCIDENTALS DURING DOMESTIC TRAVEL Meals and incidentals are reimbursed up to $55 per day, based on actual receipts, up to the per diems listed below. This includes breakfast, lunch, dinner, tips related to lodging and baggage handling, laundry cleaning and incidental costs. Alcohol charges will not be reimbursed and should not be included in per diems. All employees are required to submit receipts for their expenses, up to the allotted amount, not to exceed it.

Breakfast $12.00 Lunch $15.00 Dinner $23.00

Incidentals: $5.00

When meals are provided by the client or paid by another source (other EDSI staff, seminar lunches, etc., or staff staying at a facility where breakfast is provided), the employee should not request reimbursement for these meals.

On the day of departure, employees receive the full meal and incidental portion of the per diem rate if the scheduled flight departure time is earlier than 12:00 p.m., or one-half of the meal and incidental portion of the rate if the scheduled flight departure time is 12:00 p.m. or later. On the return day, employees receive one-half of the applicable meal and incidental portion of the per diem rate if the actual flight arrival time is at 5:00 p.m. or earlier, and the full meal and incidental portion of the rate if the actual flight arrival is after 5:00 p.m.

If employees are traveling together, each employee will request his/her per diem on a travel expense report in Concur. Employees dining with clients are considered entertaining and should notify the Controller prior to incurring the expense. Entertaining is reimbursable for the exact amount of the total bill, when approved. Actual receipts with date, client and business purpose must be submitted. The employee should remove this meal from the per diem.

MILEAGE DURING DOMESTIC TRAVEL The Controller maintains a schedule for mileage.

CELL PHONE POLICY TO PREVENT DISTRACTED DRIVING We deeply value the safety and well-being of all representatives. Team members may not use handheld or hands-free mobile electronic devices or voice features while operating a motor vehicle under any of the following situations:

• When employee is operating a vehicle owned, leased or rented by the company • When employee is operating a personal motor vehicle in connection with company business • When the motor vehicle is on company property • When the cellular telephone or mobile electronic device is company owned or leased • When employee is using a cellular telephone or mobile electronic device to conduct

company business


OTHER EXPENSES Any additional expenses incurred and not specified under the reimbursable expenses are not covered.

OTHER TRAVEL EXPENSE REQUIREMENTS It is required that all travel expense reports be entered online in Concur within five (5) working days after the completion of an assignment.

PARKING AND TOLLS DURING DOMESTIC TRAVEL Parking and tolls are reimbursable. All original receipts are required for reimbursement.

REIMBURSABLE EXPENSES To receive full reimbursement, Company policy requires that the employee submits receipts (original receipts, cash register receipts or credit card receipts) for all airline tickets, lodging, meals, car rental agreements, other transportation, laundry and any other expenses incurred.

TRAVEL WITH FAMILY MEMBERS In cases where an employee decides to have a family member accompany him or her on a business trip, the employee must pay all additional expenses. In any instance of appropriately authorized company payment for a family member’s travel, expenses are to be reported on the proper expense report.

Exceptions for any travel expense must be made in writing and submitted to the Administrative Staff. These policies apply to both contract consultants and to Company employees.

EDSI Employee Handbook

Documents

Transcript of EDSI Employee Handbook