Pacific Whale Foundation, Pacific Whale

advertisement
PACIFIC WHALE FOUNDATION
PACIFIC WHALE FOUNDATION ECO-ADVENTURES
Aloha and welcome to Pacific Whale Foundation, Pacific Whale Foundation Eco-Adventures. We are
pleased to have you join our team.
This handbook describes current policies and procedures of Pacific Whale Foundation, Pacific
Whale Foundation Eco-Adventures (hereinafter PWF Cruises) and explains some of the principles
behind them. It supercedes all other versions of employee manuals that may exist prior to 2005. This
handbook was developed to communicate the employee benefits available to eligible employees,
and to provide some general guidance about Pacific Whale Foundation rules and operating
procedures which the Pacific Whale Foundation believes will be useful to all employees. This
handbook sets out general policies which the Pacific Whale Foundation uses in hiring, management,
compensation, vacations, discharge and other aspects of the employer/employee relationship. We
also will try to keep the lines of communication open through periodic notices to employees, as well
as periodic employee meetings.
As you read through this document please keep in mind that this handbook is not a contract of
employment. Nothing contained in this handbook or in any other statement of Pacific Whale
Foundation policy, including statements made in the course of performance evaluations and wage
reviews, should be taken as constituting an expressed or implied promise of continuing employment.
In order to retain necessary flexibility in the administration of policies and procedures, Pacific Whale
Foundation reserves the right to change, revise or delete the plans, policies, benefits and
procedures described in this handbook at any time.
As an employee of Pacific Whale Foundation, you are a vital member of a team that includes
researchers, marine educators and conservationists who share in our vision and mission. Our
organization, while well established, is a dynamic and entrepreneurial organization, where your
ideas are welcomed. We hope you will share with us your thoughts and vision for making our planet
a better place. As you will see, we work hard -- and we take great pride in all that we have
accomplished, and hope to accomplish together.
Thank you for your commitment to Pacific Whale Foundation -- and most of all, thank you for your
commitment to the marine environment.
Mahalo,
Gregory D. Kaufman
Founder and President,
Pacific Whale Foundation
Revised April 5, 2004
1
WHO WE ARE
PACIFIC WHALE FOUNDATION:
Dedicated to protecting whales, dolphins, coral reefs and our planet's oceans.
At Pacific Whale Foundation, we're dedicated to saving our planet's oceans and the life they contain.
An international non-profit organization, we are Maui's oldest and largest marine research, education
and conservation organization.
Pacific Whale Foundation was founded in 1980 by Greg Kaufman, our president, who was
concerned about the fate of the world's whales -- which were perilously close to the threat of
extinction. Early in our organization's efforts, we expanded our scope to include dolphins and coral
reefs, as well as their ocean habitats. We know that whales and dolphins do not survive in a
vacuum; to protect them we must protect the oceans.
Pacific Whale Foundation is recognized worldwide for the quality marine research programs we've
conducted and continue to conduct throughout the Pacific. We're unique among environmental
organizations for our ability to conduct long-term marine research studies, which help us monitor
changes in the status of threatened or endangered species.
Through our award-winning marine education programs, more than 1.2 million people have learned,
first-hand, about the ocean and the need to protect our planet's seas.
Our research findings also help to educate policy makers worldwide on an international, national,
state and local level, in favor of laws and policies that protect the marine environment. We believe
that knowledge is an essential first step in developing effective conservation programs.
MISSION STATEMENT: The mission of Pacific Whale Foundation, Pacific Whale Foundation's EcoAdventures and Pacific Whale Foundation's Marine Resource Centers is to inspire and promote
appreciation, understanding and protection of whales, dolphins, coral reefs and our planet's oceans.
We accomplish this through public environmental education, by supporting and conducting
responsible marine research, and by addressing marine conservation issues through activism and
education.
STRUCTURE: Pacific Whale Foundation is a non-profit, tax-exempt (IRS 501(c)(3)) organization.
VISION: Pacific Whale Foundation works on a local, national and international level, with emphasis
on projects and programs impacting the fragile and unique marine environment of the Pacific Ocean,
and in particular, the Hawaiian Islands. Pacific Whale Foundation's research programs gather data
that's necessary for lawmakers, policymakers, and wildlife management agencies to make the best
decisions regarding protection of whales, dolphins, coral reefs, and the marine environment. Our
marine education programs utilize our own and other scientific data, to educate the local, national,
and international public, from a scientific perspective, about the marine environment and the need
for marine conservation.
Our conservation programs work independently and in alliances with other non-governmental
organizations, government agencies, and lawmakers, to prevent actions which potentially cause
harm or negative impact to whales, dolphins, coral reefs, and the oceans, and to promote practices
and sound public policy that provide increased protection for the oceans and its inhabitants.
PACIFIC WHALE FOUNDATION ECO-ADVENTURES:
Cruises That Make a World of Difference!
Revised April 5, 2004
2
PWF Cruises is also trade-named Pacific Whale Foundation Eco-Adventures. We use the name
Pacific Whale Foundation Eco-Adventures in all of our literature and promotional material.
Throughout this handbook, we use the original name PWF Cruises.
We are proud to say that PWF Cruises is unlike any other cruise company on Maui -- and possibly,
around the world. As an employee of PWF Cruises you are a vital member of the Pacific Whale
Foundation team. You will be making a difference in the efforts to save our world's precious oceans.
PWF Cruises is a wholly owned subsidiary of Pacific Whale Foundation, a non-profit organization
(an IRS tax-exempt 501(c)(3) organization). All profits from PWF Cruises go to Pacific Whale
Foundation. How exactly does this work? PWF Cruises follows the same rules and pays the same
taxes as other boat companies on Maui. We can't approach the whales any closer. We pay state
excise tax, harbor fees, and insurance just like everyone else. Just like other boat companies, the
money from our ticket sales must first be used to pay commissions to concierge and activity desks,
as well as cover the costs of advertising, vessel employees, reservationists, vessel costs,
maintenance, fuel, food for passengers, snorkel gear, beverages and the other expenses of running
a cruise company.
If we run PWF Cruises well, we can make a profit. With other boat companies the profits that are
earned go to their stockholders and owners. With PWF Cruises, all of the profits go to Pacific Whale
Foundation, to support marine education, research, and conservation programs. The money
generated funds research programs in Australia, Ecuador and Hawaii involving humpback whales,
wild dolphins, and coral reefs; supports a wide array of conservation initiatives; and provides
interactive educational programs for thousands of school children through our innovative and awardwinning Ocean Outreach Programs.
PWF Cruises helps fulfill Pacific Whale Foundation's educational mission. We view our boats as
"floating classrooms" -- a place where we can educate visitors, kids, kama'aina, and others about the
ocean. We work to increase public interest in marine conservation through our marine eco-tours and
the experiential education these tours provide. PWF Cruises makes it possible for Pacific Whale
Foundation to reach tens of thousands of people each year, and educate them about the marine
environment.
PWF Cruises also helps to support the Pacific Whale Foundation in other ways. During our cruises,
we gather data about the cetaceans encountered. Some of our cruise boats are used for our
research projects, as well.
Our knowledgeable marine naturalists help with various research and conservation projects and with
our award-winning Ocean Outreach program, giving talks for Elderhostel groups and community
groups such as the Rotary Club, assisting at our free whale information stations at the McGregor
Point lookout and at Maui Ocean Center's Whale Discovery Center, helping with our marine
education programs for kids, and even leading whalewatches on cruise ships -- to educate their
passengers about whales
MISSION STATEMENT: The mission of PWF Cruises is to educate the public, from a scientific
perspective, about whales, dolphins, coral reefs, and the marine environment, by providing the
public with high-quality, educational and fun marine discovery adventures.
STRUCTURE: PWF Cruises is a wholly owned for-profit subsidiary of Pacific Whale Foundation, a
non-profit organization (an IRS tax-exempt 501(c)(3) corporation). All profits from PWF Cruises go to
Pacific Whale Foundation. The mission of Pacific Whale Foundation is to save whales, dolphins,
coral reefs and the marine environment, through research, conservation and education.
VISION: PWF Cruises actively works to make a positive difference on behalf of our planet's oceans,
by raising funds for the work of the nonprofit Pacific Whale Foundation and by providing safe, fun
Revised April 5, 2004
3
and experiential education opportunities for the public to interact with the marine environment. These
experiences inspire greater ocean stewardship and increased advocacy for marine conservation.
Whenever possible, we utilize and model environmentally friendly ways to operate and maintain our
vessels. We promote environmentally responsible enjoyment and understanding of the ocean. We
also strive to offer the highest quality customer service to our passengers, provided by a team of
dedicated, knowledgeable and enthusiastic employees.
PERSONNEL ADMINISTRATION
The president of Pacific Whale Foundation has responsibility for administering written personnel
policies for the Foundation and its subsidiaries, including PWF Cruises. To handle situations not
covered by written policies, the President may take action, keeping the Board of Directors informed
of significant outcomes. The president of Pacific Whale Foundation has the discretion to make
exceptions to these written policies, which shall not set precedent nor violate existing labor laws.
Obviously, no employee handbook can anticipate every circumstance or question that may arise in
the workplace. Furthermore, it is virtually impossible to write any guideline, which can be fairly
applied, to all situations at all times. Common sense or good judgment may dictate that exceptions
should be approved in certain circumstances, or that certain policies should be abandoned as
unworkable based upon past experience.
Therefore, Pacific Whale Foundation reserves the right to interpret, modify, revise, supplement, or
rescind any policies or portion of the handbook from time to time as it deems appropriate. Such
revisions may be made at Pacific Whale Foundation’s sole discretion and may be made with or
without prior notice. To the extent that policies in this Handbook vary from prior policy or practice, the
provisions of this Handbook will govern. In compliance with federal benefits law (ERISA), changes
in policies pertaining to benefits normally will be made prospectively if the change appears to
adversely affect benefit rights which have accrued and been vested.
EMPLOYEE ORIENTATION
All employees will receive a copy of the Employee Handbook. Every employee is expected to read
and be familiar with these personnel policies and should consult with their supervisor, the Executive
Director, the president of Pacific Whale Foundation and PWF Cruises on questions of interpretation
before decisions are made or actions taken.
It is important to the success of Pacific Whale Foundation and PWF Cruises that all employees
understand the policies laid out in this handbook. Each new employee is to receive a copy of the
Pacific Whale Foundation and PWF Cruises Employee Handbook on or before the employee's first
day at work.
New employees will participate in an orientation with their supervisor on their first day of employment
with Pacific Whale Foundation and PWF Cruises. The intent of this orientation is to familiarize the
employee with the goals and objectives of PWF Cruises and the parent company Pacific Whale
Foundation and the specific tasks and responsibilities of the employee. All employees are required
to review the Employee Handbook annually and whenever a question regarding policy arises.
Communication is a two-way street. As a result, employees are encouraged to openly talk with their
supervisors and managers about ideas which they may have to improve operations, and to discuss
any problems which may prevent the operations from running in an efficient professional manner.
Employees also are encouraged to talk openly with their supervisors about any concerns that they
may have with respect to their particular working conditions. It is the job of our supervisors to act as
a link between employees and upper management, and to help the employee to get answers to
questions or concerns. So, don’t be afraid to talk with your supervisor and ask for his/her assistance
in getting answers to your questions.
Revised April 5, 2004
4
AT WILL POLICY
We trust that our relationship as your employer will be long and mutually beneficial; however, your
employment with Pacific Whale Foundation, PWF Cruises and Ocean Cafe is voluntarily entered into
and you are free to resign at any time. Similarly, Pacific Whale Foundation is free to terminate an
employment relationship at any time, with or without notice, for any reason. Neither you, nor we,
have entered into any contract of employment, expressed or implied. All employment with Pacific
Whale Foundation and PWF Cruises is “at will”.
No other communication by any management representative either written or oral, made at time of
hire or during the course of employment, is intended to, in any way, create an employment contract
unless such an agreement is in writing and signed by the president of Pacific Whale Foundation.
Pacific Whale Foundation and PWF Cruises are unable to give any guarantee, either expressed or
implied, of continued employment. An individual’s employment will continue as long as Pacific Whale
Foundation, in its sole judgment, determines that an employee’s services are satisfactory and/or that
the services are required. This statement of Pacific Whale Foundation policy cannot be amended
orally, and may only be modified in writing signed by the President of Pacific Whale Foundation.
Of course, we hope that you will like it here - and that you will be such a terrific asset to Pacific
Whale Foundation that we would hate to lose you. And, we hope that we can make this such a
terrific place to work that you would hate to leave. But we realize that some employees will leave for
all sorts of reasons (transfer of a spouse, college graduation, starting a family, etc.), and that we may
have to ask others to leave for all sorts of reasons (including inability to do the job, or inability to get
to work on time or at all, or inability to get along with supervisors or coworkers). So, our relationship
may be for a short time or for many years. Regardless of how long we will work together, we do
know this: if we treat one another courteously and with genuine good will, listen to one another, and
try to deal with each other in an honest and fair fashion, we believe that everyone will benefit from
our relationship and be glad for the time which we spend together.
EQUAL EMPLOYMENT OPPORTUNITY
This is to affirm Pacific Whale Foundation and PWF Cruises policy of providing equal opportunity to
all employees and applicants for employment in accordance with all applicable equal employment
opportunity /affirmative action laws, directives, and regulations of federal, state, and local governing
bodies or agencies thereof.
Pacific Whale Foundation and PWF Cruises will not discriminate against or harass any employee or
applicant for employment because of race, color, creed, religion, national origin, sex, sexual
orientation, disability, age, marital status, or status with regard to public assistance.
Pacific Whale Foundation and PWF Cruises will take affirmative action to ensure that all employment
practices are free of such discrimination. Such employment practices include, but are not limited to,
the following: hiring, upgrading, demotion, transfer, recruitment or recruitment advertising, selection,
layoff, disciplinary action, termination, rates of pay or other forms of compensation, and selection for
training, including apprenticeship.
Pacific Whale Foundation and PWF Cruises will commit the necessary time and resources, both
financial and human, to achieve the goals of equal employment opportunity and affirmative action.
Pacific Whale Foundation and PWF Cruises fully support incorporation of nondiscrimination and
affirmative action rules and regulations into contracts.
Revised April 5, 2004
5
Pacific Whale Foundation and PWF Cruises will evaluate the performance of its management and
supervisory personnel on the basis of their involvement in achieving these affirmative action
objectives as well as other established criteria. Any employee of Pacific Whale Foundation, PWF
Cruises and Ocean Cafe or subcontractor of this agency who does not comply with its equal
employment opportunity policies and procedures will be subject to disciplinary action. Any
subcontractor not complying with all applicable equal opportunity/affirmative action laws, directives,
and regulations of federal, state and local governing bodies or agencies thereof will be subject to
appropriate legal sanctions.
Pacific Whale Foundation and PWF Cruises have appointed a staff member to manage the equal
employment opportunity program. Responsibilities include monitoring all equal employment
opportunity activities ad reporting the effectiveness of this affirmative action program as required by
federal, state and local agencies.
The president of Pacific Whale Foundation and PWF Cruises will receive and review reports on the
progress of the program. If any employee or applicant for employment believes she or he has been
discriminated against, please contact the equal employment opportunity programs staff person.
ENVIRONMENTALLY SOUND BUSINESS PRACTICES
As Maui’s largest and oldest non-profit marine research, education and conservation organization,
Pacific Whale Foundation is committed to protecting the environment. Our Pacific Whale
Foundation’s constantly advancing environmental policies and ecologically sound business practices
are a reflection of this commitment. As an employee of Pacific Whale Foundation you are expected
to adhere to and apply the following policies in all areas of your responsibility.
•
•
•
•
•
•
•
•
Responsible Wildlife Watching: On all Pacific Whale Foundation Eco-Adventures, and while
conducting any and all research, education or conservation programs, we will practice
responsible wildlife watching around whales, dolphins, sea turtles, and other marine life, abiding
at all times to federal, state, county, and commonwealth (Australia) guidelines, rules, regulations,
acts or laws. Federal law prohibits any approach to Humpback whales less than 100 yards.
Further regulations are posted on each vessel and available in the PWF office.
Coral Protection: On all Pacific Whale Foundation Eco-Adventures, we will protect the coral
reefs by anchoring only at mooring pins or in sand. We will educate our passengers about ecofriendly reef practices, such as refraining from walking or standing on coral, not feeding the fish,
using waterproof sunscreen, etc.
Energy Efficiency: We will purchase energy efficient appliances and light bulbs whenever
possible. In addition, we will keep all of our vessels tuned for the greatest energy efficiency.
Marine Debris: On all Pacific Whale Eco-Adventures, we will pick up marine debris found
floating in the ocean, unless the marine debris is too large to be handled safely or may pose a
safety problem to the passengers. This will be subject to the captain’s discretion.
Reduce, reuse, recycle: As an organization, we will actively seek ways to reduce the amount of
waste that we generate, reuse materials whenever possible and recycle all materials that are
currently accepted in the Maui County recycling programs. These materials include white paper,
plastic, tin and aluminum cans, brown paper bags, magazines/catalogs and newspapers.
Proper disposal of hazardous waste: We recognize that certain materials (oil, paint, batteries
etc.) do not belong in the public landfill because they can leach contaminants can filter into the
underground aquifers and the ocean. Therefore, it is Pacific Whale Foundation policy that such
materials are disposed of properly, through Maui County’s hazardous waste program.
Buy recycled: When purchasing materials, supplies or products, we will purchase those made
with recycled materials whenever there is an option. Whenever possible, we will use products
that are created in the most environmentally friendly manner, such as those made with
unbleached paper, printed with soy-based inks, etc.
Printing: Our Pacific Whale Foundation literature will be printed on recycled paper, using soybased inks whenever possible.
Revised April 5, 2004
6
•
Cleaning Products: We will use non-toxic cleaning products whenever possible on our boats
and in our offices. Some products include Citra -Solve or Orange-All (rather than Formula 409
and the like) and vinegar and water (rather than Windex).
WHALE AND DOLPHIN WATCHING POLICY
1. Regulations: All vessels and personnel must maintain full compliance with State and Federal
whalewatch regulations for Hawaiian waters. In general, no vessel, swimmer, diver or support craft
shall approach, by any means, closer that 100 yards to a humpback whale.
•
Vessel Speed: From December 1 to May 1, no Pacific Whale Foundation vessel (including research
vessels) shall travel faster than 15 knots. An exception may be made for passenger safety or
emergency rescue attempts wherein higher rates of speed for a short duration may be required.
•
Vessel Approach: All Pacific Whale Foundation vessels shall slow their approach to “no wake” or less
than 6 knots while approaching within 400 yards of a humpback whale or dolphin, or oceanic dolphins.
•
Vessel Departure: When departing from a pod of whales or dolphins, all Pacific Whale Foundation
vessels shall maintain a “no wake” or less than 6 knots until the vessel is 400 yards clear of the focal
pod. Vessels shall not undertake to depart a group of whales until they are well outside the 100-yard
distance limit.
•
Distance Estimation: All captains and naturalist are required to use laser range finders to ensure
vessels do not approach, by any means closer than 100 yards to a pod of humpback whales. All
captains are required to record vessel approaches in the ship’s log, noting the vessel's distance from
the pod when the vessel came to a full stop.
•
Whale Approaches: There is no law prohibiting whales from approaching vessels, however, we must
ensure our vessels are at “full” stop and never maneuvering during whale approaches/departures. All
approaches by the whales to our vessel must be recorded in the ship’s log, along with the whale’s
closest point of approach (as determined by the laser range finder).
•
In-water approaches: Under no circumstances should staff or passengers ever attempt to approach
humpback whales under water. Staff should never enter the water during a whalewatch or dolphin
watch, or cause or encourage passengers to do so. This includes placing one’s face in the water when
an animal is nearby. The only in-water observation allowed is via hydrophone. In the case of an
emergency, whale stranding, entanglement, etc., the proper authorities should be notified first (NMFS,
USCG, police, DLNR/DOCARE), along with Pacific Whale Foundation administration and research
team. Until one of these agencies authorizes Pacific Whale Foundation personnel to help in the
emergency, staff can not (under any circumstances) attempt to touch or help the whale. Humpback
whales are protected by the Marine Mammal Protection Act and Endangered Species Act. These acts
prohibit non-permitted personnel from contacting the animals, dead or alive.
•
Hydrophones: A hydrophone must be deployed on each and every trip.
•
Whale Sightings: Captains are required to maintain a log of all sightings of cetaceans observed by our
vessels. All sighting forms are to be turned in daily to the office for distribution and analysis by the
Research Department.
•
Boats Per Pod: No more than three boats or watercraft of any size or make (commercial or noncommercial) should watch a group of whales. Pacific Whale Foundation vessels should never be the
4th+ boat watching a whale. Regardless if we are there first, when there are more than three boats per
pod, please move away (at no wake speed, and when safety and distance allows it) and find another
pod.
Revised April 5, 2004
7
•
Whale Strikes: With the increasing number of whales in Hawaiian waters (and the North Pacific)
cetacean strikes will occur. In fact, they are on the increase worldwide, partially due to faster ships, and
more whales and dolphins in near-coastal areas. To prevent whale strikes or collision, the captain must
ensure a diligent lookout while underway. While transiting to and from the harbor or between pods, one
staff member should always be positioned forward and on the lookout for whales.
Should a strike occur, the vessel should come to an immediate halt (and neutral), and record the GPS
position of the vessel and the time. Try to verify if an animal was struck, and record the pod
composition, and determine which animal may have been struck. If a camera or video is available, try
to photograph/video the injured animal. The crew (prior to disembarking the passengers) should collect
all names and addresses of passengers. The vessel should remain stationary for at least 20 -30
minutes to give the animals 2-3 surfacings to determine the extent, if any, of the damage.
If the animal is hurt, an emergency call should be made to the President, the Fleet Manager, NMFS and
USCG (in that order). Should the animal be in distress and researchers are present, our research
team, and other teams working in the area should be notified. Do not leave a wounded animal. Wait
until authorities arrive. If you have another trip scheduled, notify the office immediately and the
passengers will be re-scheduled. When in doubt, take every precaution to ensure the animal, and our
passengers are safe and unharmed. If passengers are injured as a result of the strike – you may be
required to move the vessel to a safe harbor to unload the passengers for medical care. In this case,
you may be unable to wait the full 20-30 minutes allotted to observe the whales.
•
Collection of specimens: Whales, dolphins and marine mammals, whether dead or alive, are
protected by the Marine Mammal Protection Act and, in the case of endangered species, the
Endangered Species Act. While within the boundaries of the Hawaiian Island Humpback Whale
National Marine Sanctuary, humpback whales are afforded additional protection under the National
Marine Sanctuaries Act. Federal and State laws strictly prohibit possessing or collecting parts of
marine mammals (e.g. sloughed skin, teeth, baleen, etc.) from marine mammals. All staff is forbidden
from such collection. In the case of strandings, entangled whales or animals found dead, you must
notify National Marine Fisheries Service, the USCG, and DLNR immediately. Do not attempt to ever
collect any specimens.
BUSINESS ETHICS
Pacific Whale Foundation maintains the highest standards of lawfulness, responsibility and
accountability. All employees shall at all times comply with all laws and the highest standards of
business ethics and conduct. If you have concerns about the business ethics of Pacific Whale
Foundation, its subsidiaries or its employees; we encourage you to bring them to management’s
attention without fear of retaliation. In compliance with the Hawai’i Whistleblowers Protection Act,
Pacific Whale Foundation protects employees from discharge, threats, or discrimination because an
employee or person acting on behalf of an employee: (1) reports a violation, or suspected violation,
of a state or federal law or regulation to a public body; or (2) is requested to participate in an
investigation or hearing by a public body or court.
EMPLOYEE STANDARD OF CONDUCT
Employees are required to maintain a consistent degree of honesty and professionalism in their job
performance and adhere to proper personal standards of conduct during working hours. Employees
must also avoid conduct on and off the job that may injure or Pacific Whale Foundation and PWF
Cruises reputation in the community, including but not limited to criminal conduct. The following
guidelines establish standards of conduct expected of all employees while at work or otherwise
representing Pacific Whale Foundation and PWF Cruises. These guidelines are incorporated as part
of your job description.
As an employee you are expected to:
Revised April 5, 2004
8
1. Be courteous, friendly, helpful, and supportive. Use a person’s name and use such
phrases as “please,” “thank you,” and “may I help you?” when appropriate.
2. Promote team spirit. Work together and cooperate in an effort to promote quality client
services, enhance employee relations and succeed at designated goals. Recognize others’
achievements.
3. Anticipate and meet client needs. Be observant and aware of and react to individual
client needs. Client dignity is of primary importance.
4. Participate in making the quality of work better. Suggest improvements to your
supervisor. Help others learn correct procedures. Be open to new ideas and methods.
Maintain current knowledge in your area of skill and expertise, and strive to improve your
own work.
5. Report to work on time as scheduled. You should be at your work assignment ready to
begin work at scheduled starting times. Observe break times appropriately.
6. Make efficient use of your time at work. Establish priorities with your supervisor, and use
your time wisely.
7. Do your part to help the team succeed. Meet all assigned deadlines and attend all
mandatory staff meetings.
8. Communicate effectively. Be open, honest and truthful with yourself and others. Talk to
your supervisor. Ask questions. Give your supervisor pertinent information stating the facts
without concealment or exaggeration.
9. Maintain confidentiality. Keep information concerning clients or coworkers confidential.
10. Maintain an appropriate appearance. Make sure clothing is clean and you are neatly
groomed. It is important to portray a positive image.
11. Understand and promote the structure, philosophy, and purpose of the organization.
Know how you fit into the structure and purpose of the organization.
Actions, which are grounds for disciplinary action ranging from reprimands to immediate
discharge depending on the seriousness of the matter and previous record of employee,
include:
1. Theft, fraud, embezzlement, or other acts of dishonesty.
2. Unauthorized use or possession of supplies, equipment, assets, or funds.
3. Possession of firearms or weapons while on PWF premises, PWF vessels or carrying them
while on PWF business.
4. Disorderly conduct or the use of foul or abusive language in front of, or within hearing range
of customers.
5. Deliberately or negligently damaging Pacific Whale Foundation records, documents, or
property.
6. Misuse of petty cash fund.
7. Performing personal business during work hours.
8. Misrepresenting work hours or leave time.
9. Submitting false information on expense accounts.
10. Consistent failures to meet assigned deadlines or attend mandatory staff meetings.
11. Any harassment of a fellow employee that is verbal, physical, sexual, mental, or visual.
12. Fraternization with a fellow employee that disrupts the job performance of the subject
employee or others.
13. Obtaining employment on the basis of false or misleading information.
14. Solicitation or acceptance of gifts (money or merchandise) in connection with providing
favors from the association.
15. Reporting to work under the influence of, or in possession of liquor, illegal drugs, or other
stimulants, or consumption of such substances while on the premises or during work hours.
16. Use of physical strength to harm another employee, a minor in the care of the association,
or a participant in any association activity.
17. Failure to keep Executive Director or immediate supervisor informed of all major problems
and/or changes within a department or program component.
18. Obtaining outside employment that constitutes a conflict of interest.
19. Falsification of documents.
Revised April 5, 2004
9
20. Refusal to follow instructions from one’s supervisor directly related to the performance of
one’s job.
21. Any use of Pacific Whale Foundation property, educational information, or client information
for personal benefit or gain.
22. Willful violation of any current policy as outlined in this Personnel Policy manual.
23. Excessive absenteeism or tardiness, or job abandonment.
24. Consistently unsatisfactory work performance.
25. Failure to complete work as outlined in the employee’s job description.
26. Conduct that might cause either another employee, vendor, subcontractor, applicant, or
program participant embarrassment, loss of dignity, feelings of intimidation, or loss of
opportunity. This includes any form of discrimination or harassment that focuses on age,
sex, race, sexual preference, religion, handicap, or national origin.
27. Providing preferential treatment or engaging in discriminatory practices based on the level
of membership support pledge balance, membership, associate status, or race.
28. Any and all conduct that causes management to lose confidence in the employee’s ability or
trustworthiness. This is to include any acts not addressed above.
29. Violation of any federal, state or county ordinance designed to protect marine life or the
marine environment.
30. Failure to comply with any Federal, State or County regulations governing the course of any
of our business.
31. Failure to comply with stated policies in this Handbook.
UNSATISFACTORY PERFORMANCE AS OUTLINED ABOVE MAY RESULT IN DISCIPLINARY
ACTION, INCLUDING TERMINATION.
DUTY TO AVOID CONFLICTS OF INTEREST
Employees have an obligation to monitor their conduct and personal associations in order to avoid
actual or potential conflicts of interest. The purpose of these guidelines is to provide general
guidance about the types of situations that may result in a conflict of interest. Contact the Accounting
Department or your supervisor for more information or questions about conflicts of interest.
A conflict of interest automatically is considered to arise when the employee who makes decisions
on purchases by the organization is placed in the position where such decisions may be influenced
by any factors other than the best interest of the organization. Improper factors which may influence
an employee to do business with a particular vendor (instead of with a competitor who may offer a
better price or produce to the organization) includes having a hidden ownership interest in the
vendor (directly or through a family member); accepting personal favors, tickets to sporting events,
invitations to parties, or other special treatment for the vendor; accepting offers of special jobs for
relatives; and accepting kickbacks, bribes, “commissions” or other financial inducements in
exchange for steering business to the vendor or as a reward for having done so.
No employee may accept anything of monetary value in exchange for steering business to a
particular vendor (or as an inducement or reward for having done so). Likewise, no employee should
permit a close relative or friend to accept anything of value from a vendor in circumstances where it
would be a conflict of interest for the employee to have accepted the benefit.
Where the employee becomes aware of an actual or potential conflict of interest, the employee is
obligated to immediately disclose this fact. Such disclosure automatically is required when a relative
goes to work for a vendor with whom the employee regularly does business.
With proper and timely disclosure, the organization may be able to make arrangements which will
alleviate its concerns over possible conflicts of interest. However, Pacific Whale Foundation retains
the right to insist on elimination of the conflict as a condition of continued employment. Where an
employee accepts anything of value from a vendor without immediate and prompt disclosure, or
Revised April 5, 2004
10
otherwise violates this policy, the employee will be subject to serious discipline (up to and including
discharge). Where the employee received kickbacks or other payments of significant monetary
value, the organization reserves the right to seek repayment of any ill-gotten gains from the
employee (or his relatives) and from the vendor.
Outside employment, which constitutes a conflict of interest, is prohibited. In order to assess whether
a conflict of interest may arise, employees must notify the Accounting Depart and/or their supervisor
when they are offered outside employment, and must obtain a clearance to take the position.
Employees should be aware that business relationships change, and that Pacific Whale Foundation
reserves the right to withdraw such clearance at any time.
Employees normally will be allowed to hold outside jobs with companies that are not competitors,
customers, suppliers or vendors of the organization, as long as they continue to meet the
performance standards of their job. All employees will be judged by the same performance
standards and will be subject to the organization’s scheduling demands, regardless of any existing
outside work requirements. If Pacific Whale Foundation determines that an employee's outside work
interferes with performance or the ability to meet the requirements of the organization as modified
from time to time, the employee may be asked to terminate the outside employment if he or she
wishes to remain with the organization.
Employees may not perform work for other companies, or for their own personal business ventures,
on organization time. Likewise, employees may not use, sell or convey confidential business
knowledge acquired while at the Pacific Whale Foundation and PWF Cruises to any third parties
(regardless of whether still employed by the organization or working elsewhere at the time that such
information is conveyed).
Employees may accept minor gratuities (such as meals or minor tokens of appreciation, such as
pens) from customers, vendors and suppliers, as long as the reasonable value is less than $15.00 and
as long as any such gratuities are accepted only on an sporadic basis. Employees are required to
report an offer of goods, monies or services in excess of this amount, and likewise are required to
report an effort by any vendor, customer or supplier to obtain confidential internal organization
information (regardless of whether compensation is offered in exchange for such information, or the
request is merely based upon “friendship”, or “doing a favor for a buddy”, or some other similar
basis).
EMPLOYEE STATUS DEFINITIONS
Pacific Whale Foundation relies upon the accuracy of information contained in the employment
application, as well as the accuracy of other data presented throughout the hiring process and
employment. Any misrepresentations, falsifications, or material omissions in any of this information
or data may result in Pacific Whale Foundation’s exclusion of the individual from further
consideration for employment or, if the person has been hired, may result in termination of
employment. It is the practice of Pacific Whale Foundation to check employment references of all
employees.
It is the responsibility of each employee to promptly notify the Pacific Whale Foundation of any
changes in personnel data. Personal mailing addresses, telephone numbers, number and names of
dependents, individuals to be contacted in the event of an emergency, educational
accomplishments, and other such status reports should be accurate and current at all times. If any
personnel data is changed, the employee must notify the Accounting Department.
Under federal wage and hour laws, employees are classified as exempt or nonexempt employees.
You will fall into one of these two classifications depending on your duties and salary. If you are
unsure of your status, contact your supervisor.
Revised April 5, 2004
11
Non-exempt employees: include all hourly or salaried employees who are covered by the overtime
provisions of the federal Fair Labor Standards Act and the state wage and hour law. Employees in
this category are entitled to premium pay for work performed in excess of 40 hours in a workweek.
Exempt employees: include all eligible employees who are classified by the Pacific Whale
Foundation as exempt from overtime provisions of the federal Fair Labor Standards Act and state
wage and hour law. Such employees include executive, administrative and professional employees,
and other employees who are not required to be paid overtime.
In addition, your position at Pacific Whale Foundation will fall into one of the following staffing
categories:
Administrative: An employee whose principal workplace is in Pacific Whale Foundation and PWF
Cruises office. These include all full-time Executive, Managerial, Accounting, Assistants, and
Reservations employees. A full-time employee is one who is scheduled to work 35 hours or more
per week on a regular basis and are entitled to full benefits outlined in the Benefits section of this
handbook.
Vessel: An employee whose principal workplace is on board one of PWF Cruises' vessels, Ocean
Odyssey, Ocean Explorer, Ocean Spirit, Manute’a or leased vessels. Vessel employees are
normally hired and compensated on per trip basis.
Sales: An employee whose principal workplace is at Slip 11, Lahaina harbor, the retail and marine
resource centers located in Maalaea and Lahaina.
Part-time: An employee who is scheduled to work less than 35 hours per week on regular basis.
Depending on his/her number of regularly scheduled hours, part-time employees may be eligible to
receive limited benefits (see Benefits).
Temporary: Employees who are hired as interim replacements, usually to temporarily supplement
the work force or to assist in the completion of a specific project. Employment assignments in this
category typically are of a limited duration. Employment beyond any initially stated period does not in
any way imply a change in employment status. Temporary employees retain that status unless and
until notified of a change. While temporary employees receive all legally mandated benefits (such as
workers' compensation insurance and Social Security), they will be ineligible for other benefit
programs.
Casual: Employees who have established an employment relationship with the Pacific Whale
Foundation, but who are assigned to work on an intermittent and/or unpredictable basis. While they
receive all legally mandated benefits (such as workers' compensation insurance and Social
Security), they are ineligible for all other benefit programs.
Introductory: An employee whose performance is being evaluated to determine whether regular
full-time or part-time employment in a specific position is appropriate. All employees (except
temporary and casual workers) will work on an introductory (or probationary) basis for the first 60
calendar days after their date of hire. This introductory period is intended to give new employees the
opportunity to demonstrate their ability to achieve a satisfactory level of performance and to
determine whether the new position meets their expectations. Pacific Whale Foundation uses this
period to evaluate employee capabilities, work habits, and overall performance.
Any significant absence will automatically extend an introductory period by the length of the
absence. Where the designated introductory period did not allow sufficient time to thoroughly
evaluate the employee's performance, the introductory period may be extended. Upon satisfactory
completion of the initial introductory period, employees enter the "regular" employment classification.
Revised April 5, 2004
12
Employees who are promoted or transferred within the organization after completion of their initial
Introductory period must complete a secondary Introductory period of 60 calendar days with each
assignment to a new position. If moving from one regular full-time position to another regular fulltime position, this new introductory period will have no effect on benefit participation. However,
employees moving to a regular full-time position from any classification which is not a regular fulltime position must complete an initial introductory period as a regular full-time employee before they
will be eligible for benefits offered only to regular fulltime employees.
If an employee fails to satisfactorily complete the initial introductory period, the employee will be
terminated. If the employee fails to satisfactorily complete an introductory period after moving to a
new position, the employee usually will be allowed to return to his or her former job or to a
comparable job for which the employee is qualified, depending on the availability of such positions
and the Pacific Whale Foundation's needs.
VESSEL EMPLOYEE QUALIFICATIONS & TRAINING REQUIREMENTS
All vessel applicants must provide proof of a current drug test prior to being offered employment with
PWF Cruises. Furthermore, as a condition of your continuing employment, employees will be
randomly tested (in accordance with guidelines and regulations established by the U.S. Coast
Guard, see Drug Policy) for drug use, and must undertake a drug orientation program.
All vessel employees must be CPR approved, Red Cross First Aid and Lifeguard certified. However,
PWF Cruises extends a 30-day grace period from initial start date to obtain such certification and
proof of certification will be required at the time of your probationary review.
All vessel employees must also complete a Marine Naturalist and/or Marine Mammal Naturalist
Certification Program within 120 days of employment. Certification programs are offered by Pacific
Whale Foundation throughout the year. All employees are encouraged to participate in these
programs as well. Please contact the Director of Naturalist Programs at Pacific Whale Foundation
for further information. The employee must remain employed with Pacific Whale Foundation & PWF
Cruises for a full year after completion of the courses. If the employee is not employed for the full
twelve months he or she may be required to repay a portion of the cost based on the number of
months employed following the completion of the course. That sum may be deducted from the
employee’s final paycheck.
Sea Time Certifications: Pacific Whale Foundation will provide Sea Time Certification for any
employee in need of this documentation. An employee must make written request to the Accounting
Department 30 days in advance to obtain this documentation.
WORK HOURS, WORKLOAD & TIME CLOCK PRACTICES
Hours of Operation: Pacific Whale Foundation & PWF Cruises offices are open and staffed daily,
with reservation employees working from 6 AM to 10 PM, and managerial personnel working from 8
AM to 4:30 PM (or until the work load is completed).
Vessels operate daily on a passenger
demand, per trip basis.
Work Load: The general rule is that a commitment of 40 hours of work per week is expected for
salaried employees, and the responsibilities of the position must be fulfilled regardless of the time
required. Work time away from the office for meetings must be noted at least the day before.
Emergencies that require departure from these hours should be cleared in advance. If not possible,
call immediately to your supervisor to note the situation and arrange staffing.
Breaks: Employees are allowed one 30-minute lunch break (non-paid), and two 15-minute rest
breaks (non-paid) during the course of eight hour work shift (nine hours total including breaks). A
Revised April 5, 2004
13
supervisor has the latitude to schedule alternate hours in the best interest of Pacific Whale
Foundation, PWF Cruises and Ocean Cafe and the employee.
All personnel are expected to be at work at their assigned time of arrival, ready to work. It is the
employee's responsibility to inform the supervisor before the start of the work period if unable to
report for work. Failure to do so may result in severe penalties.
Personal business should be arranged outside of regular work hours, if at all possible. If it is not
possible to arrange personal business at a time outside of work hours, refer to the Leaves section or
talk with your supervisor to find out the procedures and requirements which must be followed in
order to ask for permission to take time off work. However, unless accrued paid leave can be
applied to the absence, or unless the work can be made up, the absence may be treated as
unexcused.
Time Clock Practices and Timekeeping: Accurately recording of time worked is the responsibility of
every non-exempt employee. Federal and state laws require Pacific Whale Foundation to keep an
accurate record of time worked by non-exempt employees in order to calculate employee pay and
benefits. Non-exempt employees should accurately record the time they begin and end their work,
as well as the beginning and ending time of each meal period. They should also record the
beginning and ending time of any split shift or departure from work for personal reasons. Employees
should not work overtime without obtaining the permission of the supervisor. All overtime work must
be recorded on time sheets.
Altering, falsifying, or tampering with time records (including punching in a time card for another
employee) may result in disciplinary action, up to and including termination of employment. Nonexempt employees should report to work no more than 10 minutes prior to their scheduled starting
time and should not stay more than 10 minutes after their scheduled stop time without prior
authorization from their supervisor.
It is the responsibility of every employee to sign his/her own time records to certify the accuracy of all
time recorded. The supervisor will review and then initial the time record before submitting it for
payroll processing. If corrections or modifications are made to the time record, both the employee
and the supervisor normally will be required to verify the accuracy of the changes by initialing the
time record.
COMPENSATION
It is the policy of Pacific Whale Foundation and PWF Cruises to compensate employees in
accordance with their skill, performance and experience in the labor market. We monitor pay rates
in the community and industry in which we work and strive to provide competitive rates and benefits
to our employees. Your pay rate is confidential information and we prefer that you not disclose your
pay to fellow employees. All questions regarding your pay should be directed to your immediate
supervisor.
Wages are determined through use of a compensation system that considers such factors as:
1. Required experience/expertise and educational background including:
a. Depth of experience or expertise required at hiring, as well as the nature of the required
experience/expertise;
b. Level and focus of education or training required;
2. latitude or degree of choice in determining personal, departmental, and institutional working
methods, procedures, schedules, objectives, and goals;
3. Degree of supervision or independence required; and impacts on revenue generation,
program quality, or financial management.
Revised April 5, 2004
14
Most positions at Pacific Whale Foundation and PWF Cruises have an identified salary range, with
an entry level, midpoint and cap. Starting wages are generally at the entry level of the range, unless
depth of experience or other unusual qualifications warrant a higher starting wage. All salaries are
gross salaries, and may be subject to mandatory and voluntary deductions.
OVERTIME AND COMPENSATORY TIME
Pacific Whale Foundation and PWF Cruises recognizes that sometimes operating requirements or
other needs cannot be met during regular working hours, employees will be given overtime work
assignments. Overtime is mandatory, and failure to work scheduled overtime will be considered an
unexcused absence, which will subject the employee to disciplinary action.
Nonexempt employees who work overtime, with their supervisor’s approval, will be paid in
compliance with the federal Fair Labor Standards Act and the state wage and hour law at the rate of
time and one half times their regular hourly rate if they work over 40 hours in a workweek. Our
workweek is considered to start at 12:01AM on Monday and ends at 12:00 midnight on Sunday.
Overtime is not paid unless the hours are actually worked, so non-worked time (such as sick days,
vacation days, etc.) will be excluded in determining whether the employee is eligible for overtime
pay.
Non-exempt employees are not permitted to decide on their own initiative that they will work
overtime, as this could cause the Pacific Whale Foundation to be required to make large unexpected
payments for time which it never needed or expected to have been worked. All overtime work must
receive the supervisor's prior authorization. Working more than 40 hours per week without obtaining
express approval by the supervisor may subject a non-exempt employee to disciplinary action, up to
and including discharge. Non-exempt employees should not report for work more than 10 minutes
before their scheduled starting time, and should remain outside their work areas until the start of
their shift. Likewise, such employees should stay out of their work areas during scheduled lunch
breaks.
Exempt employees who work overtime due to project demands may, with their supervisor’s
approval, be granted compensatory or “Comp” time. Exempt employees are required to document
any approved comp time on a monthly basis with the Accounting Department. Comp days must be
used in the year that they are accrued and do not roll forward into the following year. In order to use
an earned comp day, a request must be made in writing to your supervisor and forwarded
Accounting upon approval.
PERFORMANCE REVIEWS
All employees will receive a formal annual review of their performance. In addition interim
performance reviews may take place and provide an opportunity for employees and supervisors to
review progress to date on personal goals and challenges. You may also request a meeting with
your supervisor to discuss your performance at any time. Except in special circumstances, the
employee’s immediate supervisor conducts reviews.
New employees receive a performance review upon the completion of 60 days of employment. Its
purpose is solely to review the new employee's progress in the probationary period as the basis for
decisions regarding extension of probation, termination or ending of probation.
A review is a written document and provides a structured format for you to discuss your job and
receive feedback on your performance. It will include a discussion regarding areas that may need
improvement and objectives to be met during the coming year. You will be given the opportunity to
add any comments you may have to your written review. You will be asked to sign and date the
review document, which will then become part of your permanent personnel file. If you choose not
to sign your review document, a third party witness will sign stating, “employee has refused to sign”.
Revised April 5, 2004
15
On occasion, a supervisor may forget that an review is due because of other work pressures.
Employees are encouraged to speak up and request their review if overdue, as raises generally are
not given until a satisfactory appraisal has been completed for the employee.
PROMOTIONS
Promotions from within are encouraged at Pacific Whale Foundation and PWF Cruises. A promotion
is a change from one position to another and may be accompanied by an increase in wage. The
major criteria used in the promotion process are demonstrated ability of the applicant to perform
satisfactorily beyond the requirements of her/his current position and evidence of the skills, expertise
or experience necessary for meeting the required responsibilities of the new position.
Employees who are promoted or transferred within the organization after completion of their initial
Introductory period must complete a secondary Introductory period of 60 calendar days with each
assignment to a new position. If moving from one regular full-time position to another regular fulltime position, this new introductory period will have no effect on benefit participation. However,
employees moving to a regular full-time position from any classification which is not a regular fulltime position must complete an initial introductory period as a regular full-time employee before they
will be eligible for benefits that are offered only to regular fulltime employees.
If an employee fails to satisfactorily complete the initial introductory period, the employee will be
terminated. If the employee fails to satisfactorily complete an introductory period after moving to a
new position, the employee usually will be allowed to return to his or her former job or to a
comparable job for which the employee is qualified, depending on the availability of such positions
and the Pacific Whale Foundation's needs.
RAISES
Pacific Whale Foundation and PWF Cruises believe in merit pay or "pay for performance". This
means your job performance will be evaluated on a regular schedule as articulated above and may
result in a wage increase. If a wage increase is recommended by your supervisor as part of this
performance review and approved, the increase will be effective the next pay period after receipt of
approval. There is no automatic annual cost of living adjustment at Pacific Whale Foundation and
PWF Cruises (also see Performance Review).
a. Salary increases are based on merit and performance as indicated in the written
evaluation. The fulfillment of a certain period of time in a position does not, in itself,
justify a salary increase.
b. Salary ranges for any job classification may be increased (or decreased in times of
financial difficulty) by the board of directors.
c. Salary increases depend on the organization's ability to meet its budget.
Understand, however, that income is not entirely dependent upon the organization
itself and its operation, since the sources of income include government funds and
interest earned from endowments. Therefore, any changes to income by these
sources will affect the organization’s ability to provide raises.
d. The provisions of this section do not apply to temporary employees. The Executive
Director individually determines the salaries of such employees.
e. Cost-of-living adjustments may be made at the discretion of the President or
Executive Director. Such adjustments depend on the overall financial status of the
nonprofit and are neither automatic nor granted on any regular basis.
ACCESS TO PERSONNEL FILES
To ensure the confidentiality and safe-keeping of Pacific Whale Foundation records Pacific Whale
Foundation and PWF Cruises permits only current employees to view their personnel files. This may
Revised April 5, 2004
16
be done during regular business hours by making an appointment to do so with your immediate
supervisor. Your supervisor must be present at all times while you are viewing your file.
PAY SCHEDULE
Pacific Whale Foundation and PWF Cruises operate on a semi-monthly pay schedule. Employees
will be paid on the first, and the fifteenth of each month. If payday falls on a weekend or holiday, you
will be paid on the following Monday, or if the holiday falls during the week, the day after the holiday.
Checks will be available after 2 PM on the 1st and the 15th at Pacific Whale Foundation’s
administrative offices. You have the option to pick them up, have them mailed to you, or if you bank
at either Bank of Hawaii or American Savings, you may leave deposit slips with the Accounting
Department and they will deposit them for you.
We take all reasonable steps to ensure that employees receive the correct amount of pay in each
paycheck, and that employees are paid promptly on the scheduled payday. In the event that there is
an error in the amount of pay, the employee should promptly bring the discrepancy to the attention of
the Accounting Department so that corrections can be made as quickly as possible. Errors on time
cards that have been signed and initialed will be corrected on the following payday. Payroll
processing errors will be corrected as soon as possible.
PAYROLL DEDUCTIONS
Pacific Whale Foundation and PWF Cruises fully complies with all local, state, and federal laws
regarding payroll deductions.
Taxes
• Federal Income Tax: will be deducted, based on the number of dependents claimed on the W2 form, for all U.S. citizens unless the employee indicates on his/her signed W-4 form that he/she is
exempt.
• Hawaii State Income Tax: will be deducted for all employees based on the number of
dependents claimed on the state withholding form, unless the employee indicates that he/she is
exempt.
• Social Security Tax (FICA) & Medicare: In accordance with federal law Pacific Whale
Foundation and PWF Cruises withholds a percentage (currently 7.65%--6.2% Social Security and
1.45% Medicare) of your pay, matches it with an equal contribution from Pacific Whale Foundation
and PWF Cruises and, and pays the resulting amount each month as Social Security (FICA) taxes
and Medicare, to cover the benefits paid by the government to retired, disabled, and other citizens
eligible for Social Security income and Medicare.
FICA taxes and Medicare must be withheld for all employees, regardless of the number of hours
worked, their status as temporary or regular employees, or their exemption from federal income
taxes. The only exception is for individuals hired as independent contractors, who are responsible
for paying their own FICA taxes and Medicare.
Other Deductions
• Insurance Premiums: Employee portions of medical or dental premiums, as detailed in the
Benefits sections of this handbook will be deducted. These will be deducted "pre-tax" from your
wage.
• Special Deductions: Occasionally arrangements are made between the employee and Pacific
Whale Foundation and PWF Cruises to handle employee debts such as child support payments,
employee purchases, etc.
EMPLOYEE BENEFITS
Revised April 5, 2004
17
GROUP MEDICAL AND DENTAL INSURANCE:
Pacific Whale Foundation and PWF Cruises offers a group health insurance plan to all regular
employees effective 30 days after employment of 20 hours or more per week for four consecutive
weeks. Spouse and dependants can be selected for coverage under this insurance plan. Employees
are responsible for all plan payments for spousal or dependent coverage. You will receive a
summary of benefits under the plan when you qualify, and a full copy of the current plan is kept on
file in the Accounting office for anyone wanting additional detail.
If you would like to review the plan before making a decision concerning enrollment, ask Accounting
for specific information. The charge for the employee is 1.5% of your gross pay (pre-tax) each pay
period. The Pacific Whale Foundation and PWF Cruises pay for the remaining cost of the premium.
If you elect to join your spouse's family medical coverage (spouse employed elsewhere), Pacific
Whale Foundation and PWF Cruises will no longer be responsible for your medical coverage.
Upon termination, it is the responsibility of the employee to notify accounting as to what you would
like to do with your medical insurance coverage. You have the option to continue coverage through
COBRA, or to cancel completely. Failure to communicate your choice will result in the employee
being placed on COBRA and the bill will be sent to the current address in your employee file.
HEALTH BENEFITS CONTINUATION (COBRA):
Federal law (COBRA) gives employees and their qualified beneficiaries the opportunity to continue
their existing health insurance coverage under Pacific Whale Foundation’s health plan for a period of
time after the occurrence of a "qualifying event" which otherwise would result in the loss of coverage.
Some common qualifying events are termination of employment (whether by resignation, layoff,
discharge or even death); a substantial reduction in an employee's hours; an extended non-FMLA
leaves of absence; or legal separation or divorce of the employee and his/her spouse.
When such a qualifying event occurs, under Pacific Whale Foundation will notify the employee of the
right to continue health insurance coverage under COBRA, as well as the time limits and triggering
events which are applicable in order to continue coverage. To continue coverage, the employee (or
beneficiary) must timely elect to exercise their COBRA rights and must timely pay the total premiums
required for coverage (including their own share and the Pacific Whale Foundation's share, as well
as an administrative fee).
Upon request, under Pacific Whale Foundation also will provide a written notice to covered family
members which describes their separate rights under COBRA (such as the rights of a divorced
spouse to continue coverage by payment of applicable premiums). It is very important to keep
Accounting advised of changes within the family unit, so that the appropriate notices may be sent in
a timely manner.
For additional details see “Consolidated Omnibus Budget Reconciliation Act (COBRA) Health Insurance Policy” in
Appendix 1.
SOCIAL SECURITY COVERAGE:
Every pay period, you and the organization will contribute a significant percentage of your wages
(currently about 7.7% each) into the Social Security system, including Medicaid. This money
provides certain important benefits for each employee. The benefits offered by Social Security
include disability payments and medical insurance for you if you become totally disabled for any
reason prior to normal retirement; survivor benefits to your spouse and minor children if you die; and
also retirement benefits and health insurance for you and your spouse when you reach retirement
age. Information about available Social Security benefits may be obtained from your nearest Social
Security office. Some general information also is available from Accounting.
WORKERS COMPENSATION INSURANCE:
Pacific Whale Foundation is required to purchase workers compensation insurance on each
employee, at a substantial annual cost. This insurance provides important benefits to an employee
who sustains an on-the-job injury while doing work for the organization. Benefits provided include:
payment of all costs of medical care needed for the injury (including necessary rehabilitation);
Revised April 5, 2004
18
payment of temporary disability payments during the time that the employee cannot work due to the
injury; certain lump sum payments for any permanent residual disability which may limit future
employment prospects of the employee; and payment for retraining if the employee is unable to
return to the former occupation. The state workers compensation court administers the benefits
(with benefits other than medical payments usually being established through a schedule fixed by
the court). The forms needed to apply for such coverage are available through Accounting, and will
be filed for you upon prompt notice of any on-the-job injury. Certain strict time limits apply on these
claims, so it is very important to give prompt notice of any injuries to your supervisor and/or
Personnel.
UNEMPLOYMENT COMPENSATION INSURANCE:
Pacific Whale Foundation pays premiums to the state unemployment insurance fund in order to
provide unemployment insurance for its employees. This fund is designed to pay for unemployment
benefits in cases where the employee is out of work through no fault of his/her own. Benefits are
available when employment is terminated or suspended as a result of a layoff due to lack of work,
and also may be available where employment is terminated due to inability of the employee to
perform assigned work despite earnest effort to meet expectations. Benefits also may be available if
the employee left due to a substantial alteration in pay or working conditions.
Claims for unemployment compensation are handled through the offices of the State Employment
Service, which make an initial assessment of the claim, and then can hold hearings if there is a
question or dispute about whether the employee is eligible for benefits. Pacific Whale Foundation
and PWF Cruises have the right to challenge, question, or dispute any claim for unemployment
benefits.
TEMPORARY DISABILITY INSURANCE:
In compliance with state law, a temporary disability insurance program (TDI) covers all employees.
TDI is a wage replacement policy for non-work related disability.
Employees are eligible for TDI benefits after a waiting period of seven calendar days, after which the
appropriate insurance form must be completed by the Pacific Whale Foundation, the employee and
the employee's treating physician. It is important that the employee notify the Accounting
Department so that forms can be prepared before the seven-day wait period has passed. TDI does
not apply to vessel employees, which are covered by provisions in the Jones Act.
RETIREMENT PLAN:
Under the auspices of a Simplified Employee Pension-IRA Plan (SEP-IRA), all employees who are
at least 21 years of age and have worked for Pacific Whale Foundation, PWF Cruises or Ocean
Cafe for three out of the last five years may be included in this retirement plan. Contributions are
based on the same percentage formula for all employees receiving contributions. The percentage
contribution made to the SEP-IRA is subject to annual approval by the Board of Directors by April
15th of each year, predicated upon the financial condition and outlook of PWF Cruises and Ocean
Cafe and their parent Pacific Whale Foundation. Total contributions including those made by both
the employee and the Pacific Whale Foundation cannot exceed 15% of the employee’s gross salary.
HOLIDAYS
Pacific Whale Foundation and PWF Cruises observes the following holidays:
New Year's Day
Memorial Day
Independence Day
Labor Day
Thanksgiving Day
Christmas Day
Revised April 5, 2004
19
Holidays are paid leave days for regularly scheduled full-time (non-temporary) employees.
Employees that are required to work on these days (typically Naturalists and Captains, Sales
employees and Reservationists) will be paid at a double time rate. Salaried, full-time (nontemporary) employees working on holidays are entitled to a "comp" day. To be eligible for holiday
pay, employees must work the last scheduled day immediately preceding the holiday, as well as the
first scheduled day immediately following the holiday.
If a recognized holiday falls during an eligible employee's paid absence (such as vacation or sick
leave), the absence for this day shall be credited to holiday pay instead of the other leave account.
For example, if the employee is on vacation over the Memorial Day holidays, he would not be
charged for a vacation day for Memorial Day and would instead receive regular holiday pay for that
holiday.
In addition, Pacific Whale Foundation and PWF Cruises recognizes that not all employees are of any
one faith or belief system, or observe the same winter holidays.
Therefore one “floating holiday” is provided to be used by an employee as an alternative to the
Christmas Day holiday (such as Hanukkah, Kwanzaa, or Solstice) or the employee’s birthday. As
stated above, your supervisor must grant prior approval.
VACATION LEAVE
All full-time, regular, administrative, retail and vessel employees are eligible to earn paid vacation
time at the following rates:
TIME EMPLOYED
ACCRUAL RATE
VACATION EARNED
Less than six months
0.5 days/month
0 days
Six months to 1 year
2 through 3 years
4 through 5 years
0.5 days/month
0.834 days/month
1.25 days/month
6 days
6 years on
1.66 days/month
10 days
15 days
20 days
Part-time, regular employees who work 20 hours or more per week earn vacation time based upon
the above schedule and calculated by the average number of hours worked per day throughout the
work year.
USE OF VACATION LEAVE:
Vacation leave becomes available after six months of employment. Vacation must be cleared with
your supervisor and approved by Accounting, preferably one month in advance.
Vacation days not used within six months of the following year accrued will be lost. Because
PWF Cruises primarily serve the visitor industry, the most appropriate time periods for vacations are:
Administration: September 7 - October 30; Vessel and sales employees: September 15 - November
15, May 15 - June 30.
Only accrued vacation time may be taken following a notice of termination, and then only if approved
by your supervisor. Any unused earned vacation time is payable to you upon termination. If you
have taken unearned vacation time, and were paid for it, the pay for that time will be deducted from
your last paycheck.
EMPLOYEE PURCHASE DISCOUNTS
Revised April 5, 2004
20
All employee purchases must be made in person at Pacific Whale Foundation's Ocean Stores.
Employees shall receive up to a 40% discount on all adult clothing you can wear as a uniform, and
up to a 25% discount on all children’s clothing, jewelry and gifts, and up to a 20% discount on all
books.
Employees are prohibited from making purchases on the vessels or making retail sales to
themselves.
COMPLIMENTARY TICKETS
Complimentary, stand-by tickets are available to all continuing employees who have successfully
completed 60 days of regular employment, and have perfect job attendance. To have perfect
attendance, an employee must not have any tardiness or absences that have not been approved by
their supervisor.
Qualified employees are entitled to either: two complimentary guest passes per month for use on a
snorkel or a whale watch cruise on a space available basis, subject to last minute 'bumping'. All
requests for 'comp' trips must be approved in advance by PWF Cruises Sales and Marketing or
Reservations Manager. Once approved, the comp trip must be called in to reservations and must be
accompanied by a comp pass number. A comp pass must be presented at time of boarding.
Confirmed tickets may be purchased for you or extended family members or friends at a special
promotional rate of 50% off the normal ticket price. Tickets must be purchased in advance, at either
the Lahaina or Ma’alaea marine resource centers.
Comp passes may not be used during various "black-out" periods (e.g. Christmas/New Years week),
check with the PWF Cruises Sales and Marketing or Reservations Manager for actual "black-out"
dates.
Employees found to be admitting unpaid or "non-comped" individuals on board a cruise will be
subject to disciplinary action.
SICK LEAVE
Full-time administrative, reservation and sales employees working 35 hours or more per week are
entitled to paid sick leave. You are allowed up to four days per year (accrued at a rate of 0.333 days
per each month worked) with pay for an approved absence. Sick leave becomes available after six
months of employment. These days may not accumulate from one year to another, and Pacific
Whale Foundation and PWF Cruises do not reimburse employees for unused sick leave.
Sick days are to be used only for illness or injury, visits to the doctor or dentist, or illness of a
dependent family member. If you are absent from work because of illness for more than three
consecutive workdays, you must submit a doctor's certificate to your supervisor. To be credited for a
sick day, an employee must notify their supervisor promptly on or before the morning of the day they
will be out, and submit written notification to both their supervisor and Accounting upon their return.
FUNERAL LEAVE
Employees are provided with a maximum of three days of paid bereavement or funeral leave per
year. Bereavement pay is payable only for the time which the employee needs to miss work in order
to attend the funeral of one of the following relatives: the employee’s spouse, or the parent, child,
sibling, grandparent or grandchild of the employee. Bereavement pay is calculated based on the
base pay rate at the time of absence, and will not include any special forms of compensation, such
as incentives, commissions, bonuses, or shift differentials.
Revised April 5, 2004
21
In order to allow an employee to deal with the particular trauma of the death of the employee’s
spouse or minor child, the Pacific Whale Foundation normally will allow the employee to take
additional time off (either by granting an unpaid leave of up to two additional weeks or allowing the
employee to apply up to two weeks of accrued vacation time to the absence). The employee should
coordinate with Accounting and their supervisor, if the employee wishes to obtain extended leave in
such instances.
Requests for funeral leave must be made as soon as the employee is aware of the need for leave,
and must include appropriate information to allow Pacific Whale Foundation to verify the need for the
leave (including full name of the deceased, relationship to the employee, as well as name/address
and phone number of the funeral home). Fraudulent requests for funeral leave are grounds for
immediate discharge.
FAMILY AND MEDICAL LEAVE
Pacific Whale Foundation and PWF Cruises provides for maternity, family and medical leave in
compliance with the Federal Family and Medical Leave Act of 1993 (FMLA). FMLA entitles eligible
employees to take up to 12 weeks of unpaid, job-protected leave in a 12-month period for specified
family and medical reasons.
Employee eligibility:
To be eligible for FMLA benefits, an employee must:
1. have worked for the employer for a total of 12 months;
2. have worked at least 1,250 hours over the previous 12 months; and
3. work at a location in the United States or in any territory or possession of the United States
where at least 50 employees are employed by the employer within 75 miles.
Leave entitlement:
An eligible employee is granted up to a total of 12 workweeks of unpaid leave during any 12-month
period for one or more of the following specific reasons:
1. for the birth and care of the newborn child of the employee;
2. for placement with the employee of a son or daughter for adoption
or foster care;
3. to care for an immediate family member (spouse, child, or parent)
with a serious health condition; or
4. to take medical leave when the employee is unable to work
because of a serious health condition (as defined by law under
FMLA).
Spouses employed by the same employer are jointly entitled to a combined total of 12 work-weeks
of family leave for the birth and care of the newborn child, for placement of a child for adoption or
foster care, and to care for a parent who has a serious health condition.
Under some circumstances, employees may take FMLA leave intermittently — which means taking
leave in blocks of time, or by reducing their normal weekly or daily work schedule.
1. If FMLA leave is for birth and care or placement for adoption or foster care, use of intermittent
leave is subject to the employer's approval.
2. FMLA leave may be taken intermittently whenever medically necessary to care for a seriously ill
family member, or because the employee is seriously ill and unable to work.
Notice and certification:
Revised April 5, 2004
22
Employees seeking to use FMLA leave are required to provide 30-day advance notice of the need to
take FMLA leave when the need is foreseeable and such notice is practicable. In addition,
employees must provide medical certification supporting the need for leave due to a serious health
condition affecting the employee or an immediate family member and periodic reports during FMLA
leave regarding the employee's status and intent to return to work.
When intermittent leave is needed to care for an immediate family member or the employee's own
illness, and is for planned medical treatment, the employee must try to schedule treatment so as not
to unduly disrupt the employer's operation.
PERSONAL LEAVE
Leaves of absence may be granted to allow the employee to handle personal, family, educational or
religious matters which cannot be handled during regular vacation time off and which are not
covered by FMLA leave. Such personal leaves may be granted for periods of one week up to a
maximum of six months. The decision to grant or deny the leave is within the sole discretion of the
organization (based upon a number of factors, including the amount of time requested; whether
vacation time was available which could have been used in lieu of asking for added time off; the
reason for the request; whether the leave will benefit the organization in any way; the prior work
history of the employee; the hardship to the organization if the leave is granted; and related factors).
Employees are not eligible to apply for a personal leave until after they have completed three full
years of service. Except in extremely unusual circumstances, no employee will be granted more than
one extended personal leave (i.e., leave in excess of two weeks) in any three-year period.
All such leaves will be unpaid; no benefits will accrue during any extended leave; and the employee
will be required to reimburse the organization for health insurance premiums during any extended
leave, in the same manner as required for COBRA extension of benefits.
JOB-RELATED INJURY LEAVE
Any non-vessel employee who sustains an on-the-job injury will be granted a leave of absence while
the employee is temporarily unable to perform the duties of their job (called Temporary Total
Disability or "TTD"). Vessel employees are covered by medical treatment under the "Jones Act” (see
DISABILITY INSURANCE section). This leave will run concurrently with any available FMLA leave,
but can be extended for as long as the period of TTD continues (even if FMLA leave has expired).
When a accident occurs notify your supervisor and Accounting immediately.
witness reports must be turned in the same day.
Incident and
The injured employee has the responsibility of advising the treating physician(s) of the essential
physical requirements of the job (or, where applicable, mental requirements), so that the physician
can have the necessary information to assess when the employee will be able to return to work. The
employee should contact their supervisor to obtain a description of the essential functions of the job
in question, and must promptly provide the same to all treating physicians. In addition, the employee
may be required to provide a release to Accounting to contact the treating physician to obtain
appropriate additional information needed to assess the ability of the employee to work.
In most cases, the opinion of the treating physician will be sufficient to allow leave to be granted.
However, on occasion, the assessment of the treating physician may be called into question. Such
situations frequently arise where the employee has chosen to see a chiropractor or general
practitioner who primarily handles workers compensation and car wreck claims, instead of a boardcertified specialist in the type of injury sustained (such as a certified hand surgeon for a hand injury,
or orthopedic specialist for a bone/joint injury, or neurologist for a nerve injury). Thus, employees
who wish to avoid delays or unnecessary complications in the resolution of their claims may find that
Revised April 5, 2004
23
their claims will be handled more easily if they choose to obtain treatment from a recognized
specialist in the area. While this does not guarantee that no differences of opinion will arise between
their treating physician and physician hired by the insurance carrier to conduct an independent
exam, such disputes tend to be less frequent and less severe when a recognized specialist is used
for treatment of the injury.
When the ability of the employee to return to work has been called into question, Pacific Whale
Foundation and PWF Cruises reserves the right to condition additional leave upon prompt
cooperation in an Independent Medical Examination or cooperation by the employee in the prompt
presentation of the issue to the Court for decision.
While the employee is recuperating, the employee should be aware that the Pacific Whale
Foundation and PWF Cruises have a limited ability to accommodate requests for temporary light
duty. In situations where the doctor does not believe that the employee has recovered sufficiently to
be given a full release to return, the employee should request that the doctor contact Pacific Whale
Foundation and PWF Cruises to determine whether work can be provided which will meet the
restrictions which the doctor believes to be necessary.
On occasion, temporary light duty work only will be available in a different job classification, and
Pacific Whale Foundation and PWF Cruises reserves the right to offer temporary reassignment to
this position (with or without any change in pay) in order to allow the employee to return to work.
Failure to accept a temporary light duty assignment can lead to termination of TTD pay, and may
result in a ruling by the court that the remainder of any leave will be without pay.
Once the employee has reached maximum medical improvement, the treating physician will issue a
final impairment rating to assess if there is any residual permanent impairment. At this point, the
employee also will be released from further medical care, but this release may be with or without
restrictions. When this final release is made, the employee must bring a copy of the doctor's report
to Pacific Whale Foundation and PWF Cruises .
If released without restrictions before FMLA leave time has been exhausted, the employee will be
reinstated to his former position as quickly as possible (except in cases where the job has been
eliminated and/or persons of like status are on layoff status). Where restrictions have been
imposed, the Pacific Whale Foundation and PWF Cruises will assess whether reasonable
accommodations are available which would permit the employee to perform his prior job, or whether
other jobs are available which the employee could do with the restrictions imposed.
On occasion, the injury may have been so severe that reinstatement is not possible. In such
circumstances, Pacific Whale Foundation, PWF Cruises and Ocean Cafe will make efforts to assist
the employee in pursuing any retraining available under the workers compensation laws or to assist
the employee in seeking a total disability determination from Social Security.
JURY DUTY OR COURT APPEARANCES
Full-time, regular employees who are selected for jury duty, will be granted time off, as required, and
paid the difference between their Pacific Whale Foundation and PWF Cruises pay and the amount
received in jury fees.
Pacific Whale Foundation and PWF Cruises may require proof of such court attendance. Employees
on jury duty will receive their regular compensation, less jury pay, for the first ten working days of
any such service.
Revised April 5, 2004
24
Additional jury duty time beyond ten working days will be unpaid (unless the employee chooses to
apply available accrued leave time to the absence). However, any absence for jury duty will be
considered to be excused, and during the period of jury service the employee will be treated in the
same manner as any employee on unpaid personal leave. If an unpaid leave will present an undue
hardship to the employee, the employee should advise the court of this fact at the time of jury
selection.
Employees who wish to make court appearances in their own litigation should make advance
arrangements to request time off for such appearances. Vacation time normally may be applied to
the absence, if such time is available and advance arrangements have been made. Employees
should be aware that court dates normally are set several weeks in advance. Failure to request time
off in a timely manner may be viewed as grounds for denial of the leave and/or denial of the
application of vacation time to the absence. As a result, employees may be well advised to inform
their counsel of the need to receive timely notice of any court appearances (because "emergencies"
created by neglect of counsel are not viewed as genuine emergencies by the organization).
If the employee is subpoenaed to appear on behalf of another person in litigation to which the
employee is not a party, the employee should follow the usual procedures for requesting personal
time off. Absences for such appearances will be unpaid (subject to any FLSA requirements
applicable to exempt employees), unless the employee is permitted to apply accrued vacation time
to the absence.
If an employee appears as a witness on behalf of the Pacific Whale Foundation and PWF Cruises in
any litigation, the time spent will be treated as working time and will be paid.
VOTING TIME
Most employees have adequate time to vote before or after work hours. If special arrangements
need to be made to arrange adequate voting time, employees should request adjustment of their
work schedules at least one day before the date of the election. Please contact Accounting or your
supervisor to make such arrangements.
TRAINING AND PROFESSIONAL EDUCATION LEAVE
Pacific Whale Foundation and PWF Cruises encourage employees to continue to develop their skills
and knowledge through training and professional education. Pacific Whale Foundation and PWF
Cruises employees, with the approval of their supervisors, may be eligible to attend workshops,
training programs, relevant professional meetings, or courses, if the employee and his/her
supervisor believe that the program will contribute directly to the individual's work at Pacific Whale
Foundation and PWF Cruises. Providing that the departmental budget and work schedule can
accommodate the expense.
TUITION REIMBURSEMENT AND OTHER EDUCATIONAL BENEFITS
To further develop staff skills, Pacific Whale Foundation and PWF Cruises encourages staffers to
continue their education. If staffers wish to enroll in college courses while maintaining their
employment at Pacific Whale Foundation and PWF Cruises, they should discuss the matter with
their supervisor.
On a case-by-case basis, Pacific Whale Foundation and PWF Cruises may pay for a portion of an
employee’s continuing education if funds are available and if:
a. The employee has been a regular full-time employee for at least nine months.
Revised April 5, 2004
25
b. In the opinion of management, the courses selected are directly related to the
employee’s job and/or the purpose of Pacific Whale Foundation and PWF Cruises, or
are intended to help the employee obtain his or her undergraduate degree.
c. The employee completes an undergraduate-level course with a final grade of a ‘C’ or
better. A final grade of a ‘B’ or better is required for a graduate-level course.
d. The employee remains employed at Pacific Whale Foundation and PWF Cruises for a
full year after completion of the course. If the employee is not employed for the full 12
months, she or he may be required to repay 100 percent of the cost of the course or a
portion of the cost based on the number of months she or he was employed following
the completion of the course. That sum may be deducted from the employee’s final
paycheck.
The President and/or Executive Director will make the sole determination of what amount, if any,
shall be paid by Pacific Whale Foundation/PWF Cruises towards an employee’s continuing
education. Employees may attend classes during the workday at the discretion of their supervisor
and the President or Executive Director.
MILITARY LEAVE
Active Duty: Any employee, other than a temporary employee, who is required to report for active
duty in the military service, shall be entitled to a leave of absence. Where possible, at least two
weeks notice should be given to your supervisor before taking such leave.
Upon completion of military service, Pacific Whale Foundation and PWF Cruises will reinstate all
eligible employees to their previous positions, or comparable ones with the same status, seniority,
and pay, provided that they meet the following conditions:
a. The employee satisfactorily completed the period of active duty and has certificate
to that effect;
b. the employee is able to perform the duties of the position;
c.
d.
The employee applies for reinstatement within ninety days after discharge, unless
the employee was rejected for military service, in which case he or she must apply
for reinstatement within thirty days following such rejection; and
The employee has served no more than four years of active military duty.
Military Reserve and National Guard: Employees who are members of the Military Reserve or the
National Guard shall also be entitled to a leave of absence, upon request for a period of up to three
consecutive months for the purpose of training. Upon release from training, an employee will be
returned to his/her position with the same seniority, status, and pay that the employee would have
received if he or she had not be absent from work.
LEAVE WITHOUT PAY
On occasion, Pacific Whale Foundation and PWF Cruises may grant an employee leave without pay
for a specified and limited amount of time so long as it does not significantly interfere with the
operation of the Pacific Whale Foundation.
Such leave must be cleared with your supervisor and the President, preferably two weeks in
advance. Before considering such leave, you should discuss the implications with your supervisor, to
identify the potential impact on continuation of your employee benefits.
Procedure for Foreseeable Absences: If an employee desires non-emergency time off work for
personal reasons related to care of the employee or member of the employee's immediate family
(under circumstances which would not qualify as FMLA leave), the employee must apply to the
Revised April 5, 2004
26
immediate supervisor for permission to take time off as soon as the need for the absence is known
and provide full details regarding the proposed date/time of the absence, the reason for the absence,
how the employee proposes that missed work will be made up, or what type of leave is proposed to
be applied to the absence. An example might be to take an afternoon off work so that a child may go
to the orthodontist to be fitted for braces on the teeth.
Every effort must be made to coordinate the scheduling of the proposed absence with the supervisor
so as to cause the least possible disruption of the business. Subject to work requirements, an
excused absence usually will be granted if at least two weeks notice of the absence has been given
and work schedules can be rearranged so that missed work can be made up without undue
disruption of the business operations. Normally, non-exempt employees will need to be able to
make the work up within the same workweek (so that overtime problems will be avoided). In
essence, this results in a one-time flextime arrangement (and can be made in a variety of ways,
including trading shifts or days off with another employee, or working early or late on certain days to
make up the missed work).
Permission also may be granted if a request is made at least two weeks in advance and vacation
pay can be applied to the absence (so long as this does not conflict with the scheduled vacation of
another employee) or the employee has available sick pay time which may be applied to the
absence (i.e., the absence is a type which qualifies for sick pay).
Where no paid leave is available and/or where the work cannot be made up, permission for time off
is within the sole discretion of Pacific Whale Foundation and PWF Cruises (except where leave is
required by FMLA or other applicable federal or state law). Unless the employee offers an
exceptionally good reason for the absence, and has consistently maintained an excellent work
history, additional time off is unlikely to be approved in these remaining cases.
Severe disciplinary action may be imposed (up to and including discharge) where:
a) The employee fails to seek or obtain timely advance permission for foreseeable
absences;
b) The employee fails or refuses to make reasonable efforts to accommodate the business
needs of the Pacific Whale Foundation or legitimate expectations of coworkers; and
c) The employee fails to report to work after permission for time off has been denied or
postponed due to unwarranted delays by the employee in providing proper advance notice
of the absence.
Procedure for Emergency absences: Unscheduled absences create very severe headaches for
any Pacific Whale Foundation. Such absences should be kept to a bare minimum, and reserved for
truly serious matters that could not be foreseen and could not have been avoided (even with
advance planning by the employee).
If an emergency situation arises, the employee must immediately contact the supervisor to advise of
the reasons for the absence and request permission to take time off. If the information provided is
insufficient to satisfy the supervisor that the absence was due to an unavoidable emergency, the
absence may be treated as unexcused (or a decision may be postponed pending receipt of further
information). Sick pay may be applied to such emergency absences, if the absence otherwise would
qualify under the sick pay policy. Vacation time normally cannot be applied to unscheduled
absences (although, in the case of extended emergency absences due to severe injuries or illness,
the organization may elect to waive this limitation).
IMPORTANT - PLEASE NOTE:
PURSUANT TO THE EMPLOYEE RETIREMENT INCOME SECURITY ACT OF 1974, PACIFIC
WHALE FOUNDATION RESERVES THE RIGHT, TO THE MAXIMUM EXTENT PERMITTED BY
LAW, TO AMEND OR TERMINATE ANY OF THESE BENEFIT PLANS, IN WHOLE OR IN PART,
Revised April 5, 2004
27
OR TO ESTABLISH OTHER PLANS IN ANY WAY WHICH SEEMS ADVIISABLE TO THE
PRESIDENT’S DISCRETION. THE PACIFIC WHALE FOUNDATION ALSO RESERVES THE
RIGHT TO INCREASE, REDUCE OR ELIMINATE THE AMOUNT AND APPLICATION OF THE
PACIFIC WHALE FOUNDATION’S CONTRIBUTIONS TO ANY EMPLOYEE BENEFIT PLAN.
FURTHERMORE, THE PACIFIC WHALE FOUNDATION RESERVES THE RIGHT TO INTERPRET
ITS EMPLOYEE BENEFIT PLANS IN THE EVENT OF ANY DISPUTE AND ITS INTERPRETATION
SHALL BE FINAL AND BINDING ON ALL PARTIES.
CONFIDENTIALITY AND PROPRIETARY INFORMATION
As an employee of Pacific Whale Foundation and PWF Cruises you will be expected to protect the
trade secrets and proprietary information of the organization from release or misuse. Our policy,
which is consistent with state law, requires that at no time will you, without prior written consent of
the President, disclose any of Pacific Whale Foundation and PWF Cruises trade secrets or
proprietary information to any internal or external party not involved in the execution of such or to a
third party, or use or permit the use of trade secrets or proprietary information in any manner
adverse to Pacific Whale Foundation or PWF Cruises. This includes but is not limited to: research
data, grants or contracts, recipes, formulas, vessel design, research methodology and analysis, cost
or pricing information, customer lists, supply information, internal business procedures, computer
capabilities, programs or passwords, market studies, business and campaign strategies, expansion
plans, potential acquisitions, terms of any acquisition and similar, non-public information relating to
internal operations, business policies or practices.
•
•
It is prohibited to use any information learned from your employment with Pacific Whale
Foundation for personal advantage or reveal it to anyone outside the organization without a
valid subpoena or as otherwise required by law.
It is prohibited to give out the home address, telephone/fax numbers or email/web site
addresses of any employee to anyone who does not work here.
Employees who improperly use trade secrets or confidential business information, or who improperly
disclose such information, will be subject to disciplinary action (up to and including discharge).
Employees who regularly have access to highly-confidential information may be required to sign a
specific acknowledgement of their non-disclosure obligations as a condition of employment, to serve
as additional proof of their knowledge of these legal obligations to Pacific Whale Foundation.
Regardless of whether any such signed acknowledgement is obtained, Pacific Whale Foundation
normally will have the legal right to insist on confidentiality of such information, even after the
employee has gone to work for another company. Disclosure of confidential information to a future
employer is strictly prohibited, and may subject the former employee (as well as the new employer)
to suit for any damages resulting from the unauthorized disclosure. At termination, employees will
be required to certify that they have returned all Pacific Whale Foundation documents and records
(including any duplications of the same). To the extent permitted by law, final paychecks will be held
pending receipt of this certification.
HEALTH AND SAFETY
Pacific Whale Foundation and PWF Cruises are committed to providing all employees with a safe
work environment. No body wants to be hurt on the job. Safety meetings are held regularly, and
employees are expected to attend and participate. It is the duty of all employees to see to it that their
work areas are free from safety hazards.
Any employee who observes a situation that constitutes a danger or hazard must report the problem
to their supervisor immediately. Injury to any employee means a loss to both that employee and the
Pacific Whale Foundation. Employees who violate safety and health standards, who cause
Revised April 5, 2004
28
hazardous or dangerous situations, or who fail to report or, where appropriate, remedy such
situations, may be subject to disciplinary action, up to and including termination of employment.
All employees are expected to comply with the following minimum health and safety requirements:
1. Be careful, and work safely! Immediately report all unsafe conditions to your supervisor. If a
situation looks unsafe ask your supervisor to examine the situation.
2. Horseplay and practical jokes on the job are prohibited.
3. Often safety is simply a matter of good housekeeping. For example, we can avoid accidents
by (1) keeping all walking areas clear and dry, (2) not overloading electrical sockets, and (3)
by always turning off electrical equipment before leaving for the day.
4. Report every injury or illness, however slight, immediately to your supervisor. Your
supervisor will obtain first aid or the appropriate medical assistance, and will ensure that you
get the appropriate medical benefits.
5. Familiarize yourself with the first aid and CPR trained employees in case you need to call on
them in an emergency, and with the location of first-aid kits. If a medical emergency arises,
keep calm and do not attempt to move the injured person unless absolutely necessary.
Notify your supervisor and the qualified first aid and/or CPR trained employees. If
necessary, call 911 for an ambulance and then render first aid if you are qualified to do so.
6. Do not attempt to remove foreign bodies from the eye of an employee or customer. The
employee or customer should be referred to a supervisor, first aid trained employee, or
directly to a doctor.
7. Never stack material so that it blocks exit doors, exit ways or fire equipment. Know where
fire-fighting equipment is located and how to use it. Practice fire prevention by keeping your
work area clean, obeying all “No Smoking” signs and not storing flammables in work areas.
8. In case of fire, warn your fellow employees and customers first and direct them to exits. Call
or direct someone to immediately call 911 for the fire Department. If you feel the fire can be
controlled by your efforts, you can then return to fight he fire. Do not risk injury.
9. When lifting heavy objects, lift with your legs or better yet, ask for help from a fellow
employee.
10. Only authorized employees are permitted to operate any of the organization’s equipment or
motor vehicles. Authorization to operate these vehicles will be granted by your supervisor
only after training in the operation of the vehicles has been successfully completed and the
employee shows a demonstration of competence.
“SAFETY FIRST” POLICY
No employee should perform any task that they sincerely believe will create a serious safety hazard
to themselves or others. If orders are given to perform a task which the employee believes in good
faith to create a serious safety risk, the employee MUST inform the supervisor of his/her concerns
and, if the problem is not corrected, the employee MUST report the matter immediately to the
location manager or Accounting. Pending further review, the employee should not perform any task
that the employee reasonably believes to be unsafe. Instead, the employee should request
reassignment to other tasks, or request permission to return home if no other work is available.
Common sense is expected to be used in any refusal to perform an assigned task on the grounds
that it is seriously unsafe to do so. For example, if an employee is to drive a Pacific Whale
Foundation car on a trip, and discovers that the front passenger safety belt in an automobile is not
functional (but knows that no passengers are to be taken on the trip and/or the passengers can sit in
the back seat), the absence of an operational front passenger safety belt would not be deemed to be
good grounds for refusal to take the trip. On the other hand, if the driver’s side safety belt was not
functional, this would be good grounds to refuse to make the trip unless a different vehicle was
furnished or until the vehicle’s safety belt could be repaired.
Revised April 5, 2004
29
Similarly, if the safety belt didn’t seem to be working correctly, the employee could delay the trip in
good faith while the belt was being checked out (even if it ultimately was determined that the belt
was functional). Of course, the Pacific Whale Foundation reserves the right to take discipline against
employees who raise bogus safety claims in bad faith (for reasons such as avoiding work, making
trouble, or defying a supervisor).
ACCIDENT REPORTING
If you witness an accident involving a co-worker, notify your supervisor immediately. If you can do so
without serious risk of injury to yourself, promptly take steps to safeguard your co-workers and
Pacific Whale Foundation property. This will set in motion the sequence of events necessary to
insure that no further harm can occur, that first aid may be rendered, transport to emergency care
locations can be swiftly arranged for, and that any necessary paperwork for insurance and treatment
of the accident/injury victim can be obtained.
Likewise, if you sustain any accidental injury at work, no matter how minor, you should notify your
supervisor immediately so that the organization may complete federally-required job safety forms
and make an assessment of whether you should be sent for emergency medical treatment. By
promptly notifying of job-related injuries, you also will protect your rights to workers compensation
benefits in the event that the injury is more serious than first suspected.
Incident reports must be completed immediately and turned into Accounting.
RESEARCH STANDARDS AND PROTOCOL
It is fundamental principle that scientists be honest and fair in the conduct of research and the
dissemination of its results. Violation of this principle constitutes research misconduct and is
grounds for immediate discharge. Specific areas of Pacific Whale Foundation policy with regard to
appropriate research conduct include the following:
DATA ACCESS TO, OWNERSHIP OF, AND PUBLICATION OF:
The results of research should be recorded and maintained in a form that allows analysis and
review. All data either collected by Pacific Whale Foundation employees, interns and/or paid for by
Pacific Whale Foundation are the property of the foundation. Issues of ownership and publication of
data from joint projects or obtained through outside funding agencies should be clearly defined in
writing prior to project commencement. Data should be immediately be made available to
collaborators who have been promised data. Research permit holders are automatically granted
access to data to meet the terms of their permit reporting requirements. Following publication, the
data should be retained for a reasonable period in order to be available promptly and completely to
responsible scientists. Exception may be appropriate in certain circumstances in order to preserve
privacy, to assure patent protection, or for similar reasons.
RESEARCH ETHICS AND MISCONDUCT:
Research misconduct is significant misbehavior that fails to respect the intellectual contributions or
property of others, that intentionally impedes the progress of research, or that risks corrupting the
scientific record or compromising the integrity of scientific practices. Such behaviors are unethical
and unacceptable in proposing, conducting, or reporting research, or in reviewing the proposals or
research reports of others.
Specifically, research misconduct is defined as fabrication, falsification, or plagiarism in proposing,
performing, or reviewing research, or in reporting research results. Fabrication is making up results
and recording or reporting them. Falsification is manipulating research materials, equipment, or
processes, or changing or omitting data or results such that the research is not accurately
represented in the research record. Plagiarism is the appropriation of another person's ideas,
Revised April 5, 2004
30
processes, results, or words without giving appropriate credit, including those obtained through
confidential review of others' research proposals and manuscripts.
A researcher shall not infringe on the intellectual property of the Pacific Whale Foundation or others
with respect to a copyrighted work of another person or the significant scientific findings,
hypotheses, theories or research methods of others, the unauthorized usurpation or assertion of
authorship or (co-) authorship of another person without his or her consent. A researcher shall not
intentionally and without authorization take or sequester or materially damage any research related
property of another, including biological materials, writings, data, hardware, software, or any other
substance or device used or produced in the conduct of research. Research misconduct does not
include honest error or honest differences of opinion.
AKNOWLEDGEMENTS:
All personnel who contribute significant effort to a project should be acknowledged in writing in the
manuscript. Authorship of reports or peer-reviewed publications undertaken while funded by the
foundation should include the author’s primary affiliation as being with the foundation. If the
employee leaves the foundation before publication, more recent contact information can be provided
in a footnote or per journal policy. All publications resulting from direct or in-kind support of Pacific
Whale Foundation should contain the following statement in the acknowledgements: "this project
was made possible through funding (or equipment, data, etc) provided by the Pacific Whale
Foundation." All publications where Pacific Whale Foundation personnel are senior authors should
contain the following statement: "This is publication #(year)-xx of Pacific Whale Foundation."
EQUIPMENT OWNERSHIP AND USAGE:
All supplies and equipment purchased with funds from grants to Pacific Whale Foundation are
property of the Foundation unless grant requirements contain different provisions and are to be used
solely for Pacific Whale Foundation business. At no time may grant money be used to purchase
equipment for personal use or may the employee retain use of any equipment obtained through
grants or by purchase of the Pacific Whale Foundation.
PRESS AND MEDIA RELATIONS
In order to safeguard the reputation of Pacific Whale Foundation and PWF Cruises, and take
effective advantage of opportunities to obtain favorable media coverage, all contacts with the press
or media must be coordinated through the Director of Public Relations. In all cases, inquiries from
members of the media should be referred directly to the Director of Public Relations, the President or
Executive Director. Exceptions to this policy apply to research employees who have the opportunity
to comment authoritatively when present at occurrences such as animal strandings, and vessel
employees who are in the position to comment on animals observed.
All public testimonies or public statements made by staff (whether you plan to identify yourself as
a PWF employee or not) on matters relating to the marine environment must be approved in
advance by the Director of Public Relations, the President or Executive Director.
DEVELOPMENT AND FUNDRAISING POLICY
Successful fundraising requires a team effort. In order to secure on-going financial support from
foundation, corporation, government and private donor sources, most department managers and
some employees (depending on position) will be required as part of their job description to
participate as directed by the President, Executive Director or Program Development Director in the
active fund raising process. From time to time, driven by specific deadlines and set due dates and
with the assistance of the Program Development and Accounting Departments, you and/or your
department will be required to produce:
Revised April 5, 2004
31
•
•
•
•
An annual operating budget for your specific department, program or project(s).
A budget narrative describing all listed expenses.
Written text detailing the need, problem addressed, goals, objectives, action plans,
anticipated outcomes and means of evaluation for your specific department, program or
project(s)
Written text that reports on the successes, failures and outcomes of projects, programs or
departments funded by a specific grant.
DEADLINES:
It is crucial to the success of the grant seeking process that all deadlines assigned for the purpose of
grant writing and grant reporting is met on time. Persistent failure to meet assigned deadlines will be
considered potential grounds for discharge.
COORDINATION OF FUNDRAISING ACTIVITES AND COMMUNICATIONS:
All grant writing, grant reporting and donor solicitation efforts will be coordinated exclusively under
the direction of the Program Development Director or Executive Director. Under no circumstances
should an employee initiate grant writing, grant reporting or donor or foundation communications
without the direct involvement and approval of the Program Development Director or Executive
Director.
MANAGEMENT OF GRANT MONIES:
Grant monies received will be managed exclusively by the Accounting Department. All funds
received via grants will be earmarked and used only for specific expenses as outlined in the
accompanying grant agreement. Department and project managers are required to keep precise
records of expenses paid out against specific grant monies.
EQUIPMENT, EMAIL, INTERNET AND TELEPHONE USAGE
No personal use of Pacific Whale Foundation property is allowed. Pacific Whale Foundation and
PWF Cruises tools, equipment, supplies, materials, or other products and property may not be
removed from the premises under any circumstances unless you are specifically authorized to do so
by your supervisor for a specific business reason.
Pacific Whale Foundation’s mail, email, voicemail, computer, Internet, intranet, and telephone
systems (including cellular phones and fax) are for business transactions and communications only.
Please have your personal communications directed to your residence. If personal communications
are necessary, they should be made during break periods or the lunch break whenever possible. Of
course, true emergency phone calls may be placed or received at any time. Any long distance
personal calls should be reported to your supervisor – you will be required to pay any charges
incurred for these calls. Receiving or making personal phone calls on the toll free (1-800) line is
prohibited.
Electronic mail (“email”) and all computer systems are Pacific Whale Foundation property and you
are not permitted to use pass codes or passwords unknown to the Pacific Whale Foundation. We
maintain a workplace free of harassment and discrimination. Therefore use of computers and the
Internet and email system in ways that are disruptive, offensive to others or harmful to morale are
prohibited.
Such use includes but is not limited to ethnic slurs, racial comments, off-color jokes or anything that
may be unwelcome to other employees. The receipt, transmission or dissemination of inappropriate
images, pictures, or information on Pacific Whale Foundation property or equipment is prohibited. In
addition, offensive material may not be archived, stored, distributed, edited or recorded using the
Pacific Whale Foundation’s network or computing system. Email may not be used to solicit others for
commercial ventures, religious or political causes, outside organizations or other non-business
matters.
Revised April 5, 2004
32
When using Pacific Whale Foundation Internet facilities, employees shall identify themselves
honestly, accurately and completely and respect copyright, software-licensing rules, property and
privacy rights. The Internet facilities and computer systems provided by Pacific Whale Foundation
and PWF Cruises must not be used to violate the laws and regulations of the United States or any
nation, state, city or province in any material way. Use of Pacific Whale Foundation property for
illegal activity is grounds for discipline, including immediate termination.
No employee may use any Pacific Whale Foundation equipment to knowingly download or distribute
any software. Any software or files downloaded via the Internet into the Foundation’s network
become the property of the Foundation. Any file that is downloaded must be scanned for viruses
before it is run or accessed.
Use of Pacific Whale Foundation internet facilities to commit infractions such as misuse of Pacific
Whale Foundation assets or resources, any type of harassment, unauthorized use, misappropriation
or theft of intellectual property is prohibited.
All of the Foundation’s internet facilities, computer systems and the email or other messages, files,
data, software and other information stored or transmitted on them are, and remain at all times the
property of the Foundation. Likewise, all information created, sent or retrieved through Foundation
internet facilities, computer systems, telephone and voicemail systems and all activities conducted
using these facilities and systems should not be considered private or confidential. For this reason,
Pacific Whale Foundation and PWF Cruises reserves the right at all times and without prior
notice to the employee to inspect and search all of the Foundation’s internet facilities and
computer systems, email, telephone and cellular phone voicemail systems and any and all
information contained therein to determine whether this policy or any other Pacific Whale
Foundation policy has been complied with or violated. These inspections may be conducted
at the Foundation’s sole discretion during or outside business hours and in the presence or
absence of employees.
The use of company-paid postage, envelopes or supplies for personal correspondence is not
permitted. Similarly, the use of Pacific Whale Foundation copiers, fax machines or computers for
personal business is forbidden.
VISITORS IN THE WORKPLACE
To provide for the safety and security of employees and the facilities at the Pacific Whale Foundation
and PWF Cruises, only authorized visitors are allowed in the workplace. Restricting unauthorized
visitors helps maintain safety standards, protects against theft, ensures security of equipment,
protects confidential information, safeguards employee welfare, and avoids potential distractions and
disturbances.
All visitors should enter Pacific Whale Foundation and PWF Cruises at the main entrance.
Authorized visitors will receive directions or be escorted to their destination. Employees are
responsible for the conduct and safety of their visitors. If an unauthorized individual is observed on
the Pacific Whale Foundation's premises, employees should immediately notify their supervisor or, if
necessary, direct the individual to the main entrance.
GROOMING POLICY
First impressions are lasting, and it is important that an employee's appearance reflect the image we
strive to protect. Our guests expect, and deserve, to encounter employees that are professional and
well groomed in appearance. All employees are required to meet or exceed our grooming
standards, which include the following:
Revised April 5, 2004
33
• Employees are required to wear clean, stain-free Pacific Whale Foundation and PWF Cruises
uniforms as defined under the Uniform Policy, and to wear underwear.
• Employees are expected to use good personal hygiene and use deodorant/antiperspirant.
Employees should avoid excessive use of perfumes or shave lotions.
• Employees must not eat, drink, smoke, use profanity, chew tobacco or gum, or groom in view
of customers (brushing hair, applying make-up, etc.)
• Hair, beards, and mustaches must be kept clean and well maintained in a professional
manner (no streaked, extremely dyed or erratic styles), and jewelry should be kept to a minimum.
Vessel employees may wear ≈ Sunglasses, but are not to be worn during check-in, vessel
boarding, unloading of guests, or at any time in the sales booth in Lahaina. Sunglasses should be
professional in nature, avoiding heavily pigmented or reflective lens styles. Sunglasses should only
be worn when necessary since they minimize eye contact with guests, which is important in
establishing a friendly rapport with our guests.
Any exceptions to this policy must be made in writing by the employee's immediate supervisor.
UNIFORM POLICY
Pacific Whale Foundation and PWF Cruises have an excellent reputation in customer service and
product quality which all employees should be proud. We are constantly striving to offer new and
innovative cruises and products.
To do so we must set high standards for service, which includes employee’s appearance and
behavior.
All employees in direct contact with customers or potential customers are required to wear a uniform.
Because reservation employees have limited physical interactions with the public, the extent of their
required uniform is less than the retail, vessel and sales booth employees.
A minimum of two uniforms is to be purchased through the Lahaina or Maalaea Ocean Stores.
Employees receive a discount on uniform purchases. Uniforms must be replaced when worn, torn,
stained or when determined unacceptable by your supervisor or manager.
All vessel and sales (booth, reservations, café) employees are required to wear a Pacific Whale
Foundation Eco-Adventure uniform comprised of an approved:
• Approved Pacific Whale Foundation logo shirt
• Pacific Whale Foundation logo walking shorts, skirt, pants, dress or skort.
• Name Tag
• Closed-toe non-marking "tennis" or deck shoes, which are 90% white (e.g. shoes must have
contain 10% or less in colored accents)
• Pacific Whale Foundation swimwear (worn only during snorkeling portion of cruises)
• Pacific Whale Foundation belt
• Optional (if needed): Pacific Whale Foundation hat, jacket, rain gear or sweatshirt.
All
optional outerwear must be Pacific Whale Foundation logo gear only.
Vessel employees are to remain in complete uniform at all times. The only exceptions are when
doing maintenance work (before or after a trip) and during snorkeling times. Employees are required
to wear official PWF swimwear (except purser who does not enter the water). Employees are
expected to dry off and return to their uniforms in timely manner after snorkel sessions end.
Office employees are required to wear a Pacific Whale Foundation uniform consisting of:
• Pacific Whale Foundation logo shirt and/or logo shorts, skirt, skort, capris dress, pants.
Education and Research employees are required to wear a Pacific Whale Foundation or Maui
Marine Science Center (MMSC) uniform consisting of an approved:
• Pacific Whale Foundation/ MMSC logo shirt
• Pacific Whale Foundation/ MMSC logo walking shorts or skorts
Revised April 5, 2004
34
• Name Tag
• Pacific Whale Foundation/ MMSC belt
• Optional (if needed): Pacific Whale Foundation/ MMSC hat, jacket, sweatshirt or swimwear.
Education and Research employees are required to wear a complete uniform at all times. Except
research employees when they are conducting research on the water. When the education and
research employees are working in the office they are to abide by the reservation/office employees
uniform requirement. Complete uniforms should be worn during all outreach programs: e.g.
Elderhostel talks, school visits, lectures, meetings, cruise ship, Maui Ocean Center, Pali Program or
any public functions.
No other types of outer-clothing (i.e. non-Pacific Whale Foundation logo hats, bandanas, and
scarves) are permitted.
Clothing accessories are limited to Pacific Whale Foundation logo pins, wedding rings, necklace
(worn inside uniform), non-dangling earrings (both pierced and un-pierced) and bracelet. Facial
rings, body piercing and large tattoos are not permitted.
Special uniforms may be required when new cruises, products or ventures are introduced (e.g.
dinner cruise). Any questions regarding which Pacific Whale Foundation clothing logo wear has
been approved for vessel uniforms, please check with the Retail Manager or PWF Cruises Sales
and Marketing Director, Education Director, or Director of Naturalist Programs.
Failure to comply with any aspect of the uniform policy could result in termination.
INITIAL UNIFORM ALLOTMENT:
Captain new hires can make a one-time purchase of 1 pair of shorts, 1 belt, 1 captain shirt, and 1
tee shirt for $45.00.
Naturalist, education and research new hires can make a one-time purchase of 2 t-shirts, 1 pair of
shorts, belt, and a swim element (suit for women, shorts for men) for $45.00.
Pursers and Lahaina booth new hires can make a one-time purchase of 1 pair of shorts, 2 t-shirts,
and a belt for $25.00.
Retail and office employees are required to wear complete uniforms at all times. New hires can
make a one-time purchase of 1 pair of shorts and 2 t-shirts for $25.00.
After six months of employment employees may seasonally purchase 1 pair of shorts, and 2 t-shirts
for $25.00. There are two seasons, one starting June 1st and the second December 1st. The
captains may purchase 1 pair of shorts and either 1 captain shirt or 2 t-shirts for 25.00.
VESSEL STAFF GRATUITY POLICY
We will refer to this program at all times as a gratuity policy. The word “tip” or any other variation of
it is never used.
• The captain will make announcement of the gratuity policy after the closing remarks at the
conclusion of the trip.
• In the interest in maintaining uniformity in the implementation of the gratuity policy, the following
format and language shall be used in the announcement: One sentence recap highlighting some
experiential/educational feature of this trip. Mentioning the vessel staff by name and
incorporating appropriate Hawaiian terms.
“Any makana (gift) that you wish to provide in appreciation of our ho’okipa (hospitality) is
gratefully accepted. Mahalo and a hui hou, until we meet again-aloha.”
Revised April 5, 2004
35
•
•
•
Example: “It’s not everyday that one gets a chance to see wild spinner dolphins in their
natural habitat. Cindy, Andy, Kimo and I have had a great time today offering you our
hoku’elima (five star service) in sharing our knowledge of the kai (ocean) with you. Any
makana (gift) that you wish to provide in appreciation of our ho’okipa (hospitality) is
gratefully accepted. Mahalo and a hui hou, until we meet again-aloha.”
At the conclusion of the announcement, the approved bamboo mahalo container will be placed
in the galley. (Should a replacement be necessary, please contact Merrill).
At the end of each day, the captain is required to indicate the amount of gratuities received on
the daily manifest.
Failure to comply strictly with the aforementioned conditions will result in immediate
revocation of this policy.
TRAVEL EXPENSE REIMBURSEMENT
Pacific Whale Foundation and PWF Cruises will reimburse employees for reasonable business
travel expenses incurred while on assignments away from the normal work location. All business
travel must be approved in advance by the supervisor or manager
When approved, the actual costs of travel, meals, lodging, and other expenses directly related to
accomplishing business travel objectives will be reimbursed by the organization, if same is paid by
an employee. Employees are expected to limit expenses to reasonable amounts. Cash advances to
cover reasonable anticipated expenses may be made to employees after travel has been approved.
Employees should submit a written request to their supervisor when travel advances are needed.
Out of pocket expenditures of cash by Pacific Whale Foundation employees who claim cash
reimbursement must submit detailed expense accounts at the time of the reimbursement claim. The
expense record must show the amount, date, and place, what the expense was for, with whom the
expense occurred and must be accompanied by a receipt, voucher or other source document.
Employees should contact their supervisor for guidance and assistance on procedures related to
travel arrangements, travel advances, expense reports, reimbursement for specific expenses, or any
other business travel issues.
Employees who are involved in an accident while traveling on business must report the incident to
their immediate supervisor, as soon as practical. Vehicles owned, leased, or rented by the
organization may not be used for personal use without prior approval.
Pacific Whale Foundation may issue gasoline and other credit cards to certain employees. In all
cases, those issued cards are responsible for the accuracy of the charges, and any accompanying
records. Charges for anything other than direct Pacific Whale Foundation business is grounds for
dismissal. All credit card transaction documents shall be submitted to accounts payable as soon as
possible. The individual responsible for the charge will pay charges appearing on charge card
statements not supported by receipts.
Abuse of this business travel expenses policy, including falsifying expense reports to reflect costs
not incurred by the employee, can be grounds for disciplinary action, up to and including termination
of employment.
Air Travel:
All travel for Pacific Whale Foundation and PWF Cruises business must be booked through the
Foundation’s designated travel agent or online service. Traveling employees should seek the most
economical and direct airfare, and book as early as possible to take advantage of special fares. A
supervisor must authorize all travel expenses before any expense is incurred and subsequently
submitted on the appropriate Expense Reimbursement form.
Revised April 5, 2004
36
TO: ALL Pacific Whale Foundation Staff
FROM: Greg Kaufman
DATE: April 15, 2004
Please not e modification of employee reimbursement policy below.
EMPLOYEE EXPENSE REIMURSEMENT
Pacific Whale Foundation and PWF Cruises will reimburse employees for reasonable
business travel expenses incurred while on assignments away from the normal work
location. All business travel must be approved in advance by the supervisor or manager.
When approved, the actual costs of travel, meals, lodging, and other expenses directly
related to accomplishing business travel objectives will be reimbursed by the
organization, if same is paid by an employee. Employees are expected to limit expenses
to reasonable amounts. Cash advances to cover reasonable anticipated expenses may be
made to employees after travel has been approved. Employees should submit a written
request to their supervisor when travel advances are needed.
Out of pocket expenditures of cash by Pacific Whale Foundation employees who claim
cash reimbursement must submit detailed expense accounts at he time of the
reimbursement claim. The expense record must show the amount, date, and place, what
the expense was for, with whom the expense occurred and must be accompanied by a
receipt, voucher or other source document. All employee requests for reimbursement
must be pre-approved by your supervisor and submitted with receipts to accounting
within 60 days of receipt date. Failure to submit receipts within 60 days will result in
non-payment of reimbursement. Upon notice of termination, all requests for
reimbursement with receipts must be submitted within 24 hours.
Use of Personal Automobile:
When it is necessary for employees to use their own automobiles Pacific Whale Foundation and
PWF Cruises business, they may be reimbursed at 31.5 cents per mile. If you use your car for
Pacific Whale Foundation and PWF Cruises business while on your way to or from work, Pacific
Whale Foundation and PWF Cruises will reimburse for only those miles above
your normal round trip drive to work. Employees who use privately owned vehicles for Pacific
Whale Foundation and PWF Cruises business are responsible for complying with state laws and for
personal insurance protection related to operation of the vehicle. Any accident occurring on Pacific
Whale Foundation and PWF Cruises business must be reported promptly to the Accounting
Department.
Automobile Rental:
Cars may be rented only when pre-authorized by your supervisor. Under no circumstances should a
Pacific Whale Foundation and PWF Cruises employee or representative drive a vehicle without
insurance.
Traffic Violations:
Pacific Whale Foundation and PWF Cruises will not pay for traffic violations, including parking
tickets, received by employees for violating any traffic or parking violations. Such tickets are the sole
responsibility of the employee who receives it.
Revised April 5, 2004
37
Ground Transportation:
Whenever possible, trains, buses and other forms of public transportation should be used for ground
transportation. Taxis should be used when other means are limited in availability, impractical due to
constraints, or felt to be unsafe.
Lodging & Meals:
Employees should seek the lowest rates available that will provide them with lodging in a clean, safe
establishment and a location appropriate to their business activity. The actual costs of individual
meals may be reimbursed (with receipts), up to a maximum of $35 per day. Employees should make
every effort to stay within the general guidelines of: breakfast $8.00; lunch $10.00; and dinner,
$17.00.
When appropriate tips of no more than 15% may be added on to the price of the meal. No liquor
expenses are reimbursable. Meal costs for authorized guests will be reimbursed with approval of
your supervisor.
HARASSMENT
Consistent with its legal and ethical obligations, Pacific Whale Foundation and PWF Cruises
prohibits employee harassment based upon race, color, sex, age, religion, national ancestry,
disability, handicap unrelated to job ability, sexual orientation, marital status, parental status, source
of income, military discharge status or any other protected status.
We are committed to maintaining a workplace free of unreasonable interference, intimidation,
hostility, sexual harassment or offensive behavior on the part of managers, coworkers, or visitors.
Pacific Whale Foundation and PWF Cruises will treat all complaints fairly and evenhandedly in order
to prevent frivolous or malicious accusations and will take strong disciplinary steps, up to and
including discharge, against any person who engages in conduct that has been demonstrated to
violate this policy. See below for procedures specific to sexual harassment.
Definition of harassment:
Harassment consists of unwelcome statements or actions based on sex, race, age, religion, national
origin, handicap, sexual orientation or other protected group status that are sufficiently severe or
pervasive so as to unreasonably interfere with an individual's work performance or create an
intimidating, hostile or offensive working environment.
Reporting of harassment:
Everyone at Pacific Whale Foundation and PWF Cruises is responsible for assuring that our
workplace is free from all forms of harassment. Any person who has a complaint of prohibited
harassment by anyone Pacific Whale Foundation and PWF Cruises, including superiors and coworkers, is strongly urged to bring the problem to the attention of the following persons:
1. President of Pacific Whale Foundation
2. Executive Director of Pacific Whale Foundation
3. President of PWF Cruises
4. Chief Operations Officer for PWF Cruises
5. Accounting Department
Pacific Whale Foundation and PWF Cruises prohibit retaliation against anyone for having raised
such a complaint in good faith.
Procedure for handling complaints of harassment:
Complaints of harassment will be investigated as promptly as possible. The allegations of the
complaint and the identity of the persons involved shall be maintained on a confidential basis,
Revised April 5, 2004
38
subject to the need to conduct a full and impartial investigation, remedy violations, monitor
compliance and administer policy.
The investigation will include, but will not be limited to, discussion with the complaining party, the
complained-of party, and witnesses. Where appropriate, a report shall be forwarded to Pacific
Whale Foundation Board of Directors with recommendations concerning remedial action, if
necessary. The Board shall review the recommendation and any additional submission by either
party, determine the appropriate corrective action, if any, notify the complained-of party and the
complaining party of its decision, and implement that decision.
SEXUAL HARASSMENT
This policy is to establish key procedures for processing sexual harassment charges. This policy
shall apply to all full-time, part time and temporary employees.
“Sexual Harassment” is defined as any physical or verbal conduct of a sexual nature as well as
repeated and unwanted sexual requests and advances. The specific behaviors that are prohibited
include but are not limited to:
A. Repeated, offensive sexual flirtation, advances, propositions
B. Continued or repeated verbal abuse of a sexual nature
C. Graphic verbal commentaries about an individual’s body
D. Offensive comments, jokes, or suggestions about another employee’s gender or
physical attributes
E. Lewd or obscene jokes and gestures
F. Leering, pinching, patting, and swearing, particularly when sexual terms are used
G. Sexually offensive and / or explicit posters, photos, etc., at the workplace
H. Unwelcome questions or discussions about one’s personal sex life
I. Open display and/or discussion of sexual relations between management and nonmanagement employees, especially when connected to any type of favoritism toward
the non-management employee involved
J. Social invitations accompanied by discussion of terms or conditions of employment or a
performance evaluation
K. Use of degrading, derogatory, or slang terms such as “honey,” “sweetie,” “girl,” “doll,” or
always using first names or other personal greetings for employees of one sex while
using more respectful or formal with those of the opposite sex
L. Requests or instructions that clothing be worn for sexual effect
M. Reprisals such as escalation of the harassment, poor work assignments, sabotaging of
work, sarcasm, unsatisfactory job evaluations, threatened demotions and transfers,
denial of promotions and benefits, dismissal, and poor job references.
RESPONSIBILITIES:
1. Employees
• Be sure beyond a reasonable doubt that the offensive conduct is discriminatory or
harassing. Find witnesses or other substantiation.
• Let the offending person(s) know the conduct is offensive. If it does not stop or if it recurs,
file a complaint with the Accounting Department.
2. Supervisors
• Supervisors need to be alert to any sexual harassment and responsible for maintaining a
workplace free of harassment and to refrain from all forms of discrimination or harassment at
all times.
• Supervisors are responsible for informing employees of the provisions of the policy and
referring harassment charges to the Accounting Department.
Revised April 5, 2004
39
•
•
•
Supervisors are to maintain complete and thorough documentation of any alleged charges
or complaints.
The Accounting Department will handle the complaint and the results of the investigation
within seven working days.
The Accounting Department will make every effort to determine the facts and resolve the
situation.
3. Complaint Process
• Any employee who is sexually harassed can contact the Accounting Department without
going through the supervisor.
• Any employee can make an informal or formal complaint to the Accounting Department.
• Any employee who has knowledge of sexual harassment can report it to the Accounting
Department.
• If a supervisor is informed of an incident, the supervisor should call the Accounting
Department immediately for technical assistance.
• Any job applicant that is sexually harassed can contact the Accounting Department.
• Appropriate disciplinary action will be taken on a probable cause finding as well as on
other recommendations deemed advisable.
• Victims and witnesses are protected from reprisals and may remain anonymous during
the investigation phase. Should a hearing become necessary, the victims and
witnesses may have to testify.
4.
Disciplinary Action
A. Any employee who has engaged in sexual harassment will be subject to
disciplinary action.
1. If verbal conduct of a sexual nature as described in the definitions of “sexual harassment”
should occur, and the Accounting Department based on a probable cause finding deems
disciplinary action necessary; the following action will result:
a. The accused employee will receive a written reprimand from his/her supervisor.
The written reprimand will include consequences of further sexual harassment
complaints from employee(s). Counseling may be offered.
b. After the written reprimand is issued, if such conduct continues and the
Accounting Department, with board approval, deems further action is necessary, the
employee will receive a three to five day suspension without pay.
c.
If after said suspension harassment continues, the employee will be terminated from
employment.
2.
If physical conduct of a sexual nature as described in the definitions of “sexual
harassment “ should occur, and disciplinary action is deemed necessary by the Accounting
Department, with board approval, based on a probable cause finding, the following action
will result:
a. The accused employee will receive an immediate five to ten day suspension
without pay.
b. If after said suspension harassment continues and the Accounting Department
deems further action is necessary, the employee will be terminated from
employment.
DEFINITIONS:
These are terms that are likely to arise in connection with complaints of sexual and other forms
of harassment:
• Unreasonable conduct: Treating someone as if that person is inferior to oneself. This includes
condescension (refusing to take someone seriously), verbal abuse (making negative or
derogatory comments), exclusion (overlooking or denying someone access to places, people, or
information, especially when opportunities for advancement are involved), and tokenism or
Revised April 5, 2004
40
•
•
•
•
“window dressing” which consists of selecting one or a few members of a group for a very visible
position.
Discrimination: Employment decisions implicitly or explicitly based on factors other than jobrelated considerations or treating one employee differently merely on the basis of a protected
characteristic (i.e., that person’s sex).
Harassment: Repeated, unwanted, or unwelcome verbalisms or behaviors of a sexist, racist, or
ageism nature or with overtones related to a protected characteristic (e.g., sex, race, ethnicity,
religion, age, disability, or military status).
Hostile environment: Conduct that has the purpose or effect of unreasonably interfering with a
person’s job performance or creates an intimidating or offensive work environment.
Quid-pro-quo sexual harassment: 1) making submission to sexual demands an implicit or explicit
term or condition of employment: 2) Making decisions affecting someone’s employment or
compensation on the basis of whether the person submits to or rejects sexual demands.
• Unwelcome Behavior: Conduct that the employee did not solicit or invite and that the
employee regards as undesirable or offensive.
WORK RELATED ACCIDENTS
Any employee who has a work-related accident, injury or illness must:
•
Notify your supervisor immediately; even if you do not feel medical treatment is needed at
the time.
•
If immediate medical treatment is needed make whatever effort possible to have someone notify
your supervisor as soon as possible. Your supervisor can help to arrange for you to obtain the
appropriate medical treatment.
•
Complete an accident report form with your supervisor as soon as possible. Your supervisor will
work with you to investigate the incident and gather all the necessary facts. The purpose of an
accident investigation is to gather facts and to prevent or reduce the possibility of future similar
accidents.
•
Non-vessel employees are covered by a standard workers' compensation policy; vessel
employees are covered by worker's compensation medical treatment under the "Jones Act” (see
DISABILITY INSURANCE section below). In either case, all bills for approved medical treatment
should be sent promptly to Accounting.
•
Supervisors are to notify Accounting at the time of accident and need to insure that proper
reports are completed and turned into Accounting in a timely manner.
DISABILITY INSURANCE
Employees Covered by Standard Workers' Compensation:
All administrative, sales, management employees are covered for medical and disability expenses
associated with on-the-job injuries in accordance with federal and state Worker's Compensation
Laws. This insurance can provide you with partial compensation and payment of medical bills if you
have suffered a work-related injury or illness. If you are injured on the job, or suffer a work-related
illness, you must report it to your supervisor and the Accounting Department within 48 hours.
There is a three-day waiting period before workers' compensation payments begin. Employees
covered under the federal program receive payment for the first three days only if the disability
continues after the 14th calendar day of absence. Please be aware it is the practice of our insurer to
Revised April 5, 2004
41
contact the injured employee within 24 hours after they receive the accident report. Delays in
reporting may result in delays of payment.
Due to business reasons Pacific Whale Foundation and PWF Cruises may find it necessary to
terminate your employment if you are not able to return to work within 6 months. If you are receiving
benefits under Worker's Compensation or if you are receiving other legally approved claim payments
for your work-related illness or injury, such termination will have no affect on the continuation of
those benefits.
Employees covered by the “Jones Act":
All vessel employees or maritime employees fall under the jurisdiction of the "Jones Act" and are not
covered under workers' compensation. Such employees who sustain work-related injuries are
entitled to "maintenance and cure" rather than the standard medical and disability benefits provided
under workers' compensation. Cure represents medical expenses resulting from the injury, covered
until such point where the employee is determined to be recovered or until no further recovery is
possible.
PWF Cruises offers vessel employees who are unable to work due to a work-related injury
"maintenance" wages from our insurance provider for the duration of the disability until recovered or
until no further recovery is possible.
DRUG, ALCOHOL & WEAPONS POLICY
Pacific Whale Foundation and PWF Cruises does not permit employees to possess any firearms or
other weapons on company property (including in cars parked on its premises). Do not bring
weapons onto our premises without our express consent.
Pacific Whale Foundation and PWF Cruises wishes to maintain a work environment that is free of
illegal drugs, alcohol, firearms, explosives, or other improper materials. Desks, lockers, and other
Foundation property remain the sole property of Pacific Whale Foundation. Accordingly, employees
are on notice that these areas may be inspected by any agent or representative of Pacific Whale
Foundation at any time, either with or without prior notice. Nothing should be stored in such areas
that the employee does not wish to have inspected. Drug and/or alcohol testing may be required
under certain circumstances, as set forth below.
1. It is a violation of Pacific Whale Foundation policy for any employee to possess, sell,
trade, or offer for sale illegal drugs or otherwise engage in the illegal use of drugs on the job.
2. It is a violation of Pacific Whale Foundation policy for anyone to report to work under the
influence of alcohol or illegal drugs.
3. It is a violation of Pacific Whale Foundation policy for anyone to use prescription drugs
illegally. (However, nothing in this policy precludes the appropriate use of legally prescribed
medications).
4. Violations of this policy are subject to disciplinary action up to and including termination.
It is the responsibility of the Pacific Whale Foundation's supervisors to counsel employees whenever
they see changes in performance or behavior that suggest an employee has a drug problem.
Although it is not the supervisor's job to diagnose personal problems, the supervisor should
encourage such employees to seek help and advise them about available resources for getting help.
Everyone shares responsibility for maintaining a safe work environment and co-workers should
encourage anyone whom may have a drug problem to seek help.
Revised April 5, 2004
42
The goal of this policy is to balance our respect for individuals with the need to maintain a safe,
productive and drug-free environment. The intent of this policy is to offer a helping hand to those
who need it, while sending a clear message that use of alcohol and illegal drugs is incompatible with
employment at Pacific Whale Foundation and PWF Cruises .
Pacific Whale Foundation and PWF Cruises and reserves the right to implement any drug testing
required by federal or state laws or regulations. Drug testing protocols and procedures for
employees required by federal and state laws or regulations are outlined in the 46 CFR Substance
Abuse Policy.
A.
The goals of the policy are to maintain a drug-free workplace and to otherwise comply with
the Drug-Free Workplace Act of 1988. In compliance with the Act, every employee will
receive a copy of this policy and acknowledge his or her compliance.
B. Pacific Whale Foundation and PWF Cruises recognize that misuse of alcohol and other
drugs is a pervasive problem in our society. Pacific Whale Foundation and PWF Cruises
also recognizes that the state of an employee’s health affects his or her job performance,
the kind of work to be preformed, opportunities for continued employment, and the job
performance of other employees.
C. The most effective way of approaching this problem is through education and concerned
intervention. This policy is intended to promote treatment and rehabilitation as well as a
safe and secure work environment. Employees are encouraged to seek treatment and to
use the Employee Assistance Program (EAP). To promote these goals, the agency has
established a Drug-Free Awareness Program.
D. The Drug-Free Awareness Program informs employees about
1. The dangers of drug abuse in the workplace
2. The agency’s policy of maintaining a drug-free workplace
3. Any available drug counseling, rehabilitation, and employee assistance programs
available to employees
4. The penalties that will be imposed on employees for drug abuse violations in the
workplace
E. 1. The unlawful manufacture, distribution, dispensing, possession, or use of a controlled
substance by employees while on agency premises or on agency business is prohibited.
2. Reporting to work with alcohol or illegal drugs in the body is prohibited. Conducting
business, which includes driving vehicles or operating agency equipment, while under the
influence of alcohol or drugs is also prohibited.
3. Engaging in the use of alcoholic beverages on or off agency premises during business
hours is prohibited.
4. Engaging in any of these prohibited activities may result in disciplinary action and
including discharge.
F. As a condition of continued employment, employees will
1. Abide by the terms of the statement policy.
2. Notify Pacific Whale Foundation and PWF Cruises of any criminal drug statute conviction
for a violation occurring in the workplace no later than five days after such a conviction.
G. Supervisors will, within 30 days of receiving notice of a conviction, impose the following
sanctions or remedial measures on any employee who is convicted of drug abuse in the
workplace:
1. Take an appropriate personnel action against the employee up to and including
termination, or
Revised April 5, 2004
43
2. Require the employee to satisfactorily participate in a drug abuse assistance or
rehabilitation program approved for such purpose by a federal, state, or local health, law
enforcement, or other appropriate agency.
H. Pacific Whale Foundation and PWF Cruises will make a good faith effort to maintain a drugfree workplace through implementation of these policies.
ASSISTANCE:
Employees who abuse drugs or alcohol threaten themselves, their co-workers, and their family. Any
one who suspects they may have a drug problem should report to your supervisor and we will
arrange to get you help. Our insurance carrier, HMSA, provides insurance benefits for private and
group drug and alcohol counseling and rehabilitation. HMSA will provide a confidential referral to a
professional for you by calling 1-800-344-6122. HMSA may provide up to 30 days per year in a
facility and pays up to 90% of up to 30 visits to inpatient services for psychological or psychiatric
help.
DRUG AND ALCOHOL ABUSE TREATMENT PROGRAMS OFFERED ON MAUI:
Alcoholics Anonymous
Aloha House
70 Central Avenue #1
Maunaolu Campus
Wailuku, HI 96793
PO Box 490
244-9673
Paia, HI 96779
579-9584
Castle Medical Center
270 Hookahi Street, #302
Wailuku, HI 96793
242-9733
Maui Youth & Family Services
16 South Market Street
Wailuku, HI 96793
242-4757
Narcotics Anonymous
PO Box 978
Wailuku, HI 96793
242-6404
Teen Challenge
PO Box 250
Wailuku, HI 96793
661-3914
DRUG TESTING POLICY
Pacific Whale Foundation and PWF Cruises have a strong commitment to preventing drug related
accidents and incidents by our employees. As part of this commitment Pacific Whale Foundation
and PWF Cruises has established a Drug Testing Policy in accordance with applicable United
States Coast Guard (USCG) rules and regulations.
Pacific Whale Foundation and PWF Cruises also encourages the rehabilitation of its employees who
have drug-related problems. Employees may voluntarily request assistance in dealing with a
personal drug problem by participating in the Employee Assistance Program (see Assistance).
In addition to complying with all relevant governmental laws and regulations regarding drug testing,
this Policy has been developed to:
•
•
•
•
•
•
Establish and maintain a healthy, injury-free working environment;
Ensure public safety;
Eliminate or prevent accidents that result from the use of drugs, thereby reducing possible
fatalities, injuries and/or property damage;
Inform employees of the Substance Abuse Policy;
Reduce unnecessary costs associated with substance abuse;
Reduce the negative impact substance abuse has on the health and welfare of employees
and their families.
Revised April 5, 2004
44
All vessel employees will be subject to drug testing in accordance with USCG regulations and rules.
Specifically, such individuals will be tested for the presence of controlled substances (marijuana,
cocaine, opiates, amphetamines -- including crystal methamphetamine, and phencyclidine (PCP))
and will be subject to pre-employment, reasonable suspicion, periodic, random, and post accident
drug testing. Such individuals must also TEST NEGATIVE for the presence of controlled
substances.
Pacific Whale Foundation and PWF Cruises reserves the right to implement any drug testing
required by Federal or State laws or regulations.
VIOLATIONS:
Employees who are covered under this Policy and who fails any required drug test must immediately
be removed from duties that directly affect the safe operation of the vessel (or denied employment in
the case of a pre-employment test). Employees are further subject to disciplinary actions established
under the Pacific Whale Foundation's Drug and Alcohol Policy.
Pacific Whale Foundation's must make a written report to the Coast Guard of all positive drug tests
resulting from any required testing of an vessel staff. Positive test results
must be reported both for present and prospective employees. The Pacific Whale Foundation's must
make this report whether or not the individual was hired and regardless if the position required a
license..
Anyone who has tested positive for use of a dangerous drug must obtain a "drug-free" letter from an
MRO, as per 46 CFR 16.370, prior to being allowed to return to work in any safety related position
There are several options available, none of which are a ‘quick fix’. A common misconception is that
by providing a subsequent drug test result, which is negative, the matter of the positive test will end.
This is not true. The Coast Guard will continue to prosecute the positive test result regardless of any
negative test taken thereafter.
CLASSIFICATIONS OF TESTING
1. Pre-hire Testing
All applicants will be subject to pre-hiring drug testing. It shall be the applicants
responsibility to provide the required drug free certificate as per 46 CFR 16.210.
2. Reasonable Suspicion Testing
An employee will be tested for the use of controlled substances if reasonable suspicion
exists.
3. Periodic Testing
Employees will be tested as necessary for license renewals.
4. Random Testing
All employees governed by USCG rules and regulations will be subject to random drug
testing. This means that tests for controlled substances are unannounced to employees.
An employee shall submit to drug testing within 4 hours of being randomly selected. Since
employees are selected randomly, an employee may be tested more than once per calendar
year.
The schedule for random testing is at the sole discretion of Pacific Whale Foundation &
PWF Cruises. At least 50% of the number of pool employees shall be required to submit to
random testing each year at the Pacific Whale Foundation's expense.
Employees must provide a urine sample for drug testing and a blood or breath sample for
alcohol testing when directed by management. Any vessel staff who refuses to provide a
Revised April 5, 2004
45
test sample will be reported to the nearest Coast Guard Marine Safety/Inspection Office for
the Coast Guard to take action in accordance with applicable laws and regulations.
Additionally, previous drug cases have established the precedent that "unconscious
ingestion" (you did not knowingly take the drug and don't know how it got in your system)
and "passive inhalation" (you did not personally smoke it; you were just standing nearby),
are not plausible defenses to a "use of a dangerous drug" charge.
5. Return To Duty Testing
Any employee who returns to active employment status in any capacity after testing positive
pursuant to this Policy and/or who successfully completes a rehabilitation program shall be
subject to unannounced drug testing for a sixty (60) month period that commences upon the
individuals return to active employment status. Return to duty testing shall be at the sole
discretion of Pacific Whale Foundation and PWF Cruises. The above requirement is in
addition to the USCG requirements in order to return to work after testing positive.
REFUSAL TO TEST:
If an employee refuses to be tested, the employee should be warned that his/her refusal is an act of
insubordination and he/she may be subject to severe disciplinary action up to and including
termination of employment pending further investigation.
An employee who refuses to be tested or fails to be tested within the four hour test period under the
provisions of this Policy shall be viewed as a positive test and subject the employee to the
disciplinary guidelines established under U.S. Coast Guard regulations 46 CFR 16.201 (c)(d).
CRIMINAL CONVICTIONS:
• Employees are required to notify Pacific Whale Foundation, PWF Cruises and Ocean Cafe
within five (5) days of any criminal drug conviction for violation occurring on or off Pacific
Whale Foundation, PWF Cruises and Ocean Cafe premises while conducting company
business.
•
Pacific Whale Foundation, PWF Cruises and Ocean Cafe will notify the government
contracting or granting agency with which employer is doing business, within ten (10) days,
of any employee convicted of workplace drug abuse.
•
Pacific Whale Foundation, PWF Cruises and Ocean Cafe will require discipline and/or
rehabilitation for any employee convicted of workplace drug abuse.
GRIEVANCE POLICY
Employees are entitled to a grievance procedure to protect their individual rights. It is the policy of
Pacific Whale Foundation, PWF Cruises and Ocean Cafe that grievances are fairly heard and
resolved using the procedures outlined below. Any grievance must be initiated through the
grievance procedure within 30 days of the occurrence of the event on which the grievance is based
and shall be settled in the following manner.
Step 1:
A. Any employee who believes that he/she has a justifiable request or complaint shall promptly
discuss the request or complaint with their immediate supervisor.
If the supervisor and the employee, after full discussion, feel the need for aid in arriving at a solution,
they may, by agreement, invite such additional employees as may be necessary and available to
participate in further discussion. Additional participants shall not relieve the supervisor and employee
from the responsibility for solving the problem.
Revised April 5, 2004
46
B. The foregoing procedure, if followed in good faith by both parties, should lead to a fair and
speedy solution of most of the complaints arising out of the day-to-day operation of the Pacific
Whale Foundation. Whenever either party notifies the other that further discussion of the complaint
cannot contribute to its settlement, the supervisor shall give her/his oral response to the complaint
within three days.
C. If the supervisor’s response is not appealed to step 2, as provided below, the grievance shall be
considered settled on the basis of such response and shall not be eligible for further appeal.
Step 2:
A. In order for a grievance to be considered beyond Step 1 it must be filed in duplicate with the
President or Executive Director within three days of the supervisor’s oral response. It shall be dated
and signed by the employee and include such information and facts as may be of aid to
management and the employee in arriving at a fair, prompt, and informed decision. The President or
Executive Director shall sign and date the grievance form and return one copy to the employee.
B. Grievances properly appealed to Step 2 shall be discussed by the supervisor and the employee
within seven days following the date of appeal. They may, by agreement, invite such additional
employees as may be necessary and available to participate, but their attendance shall be limited to
time required for their testimony and shall not relieve the President or Executive Director and
employee from the responsibility for solving the problem.
C. Grievances discussed at this step shall be answered by the President or Executive Director in
writing no later than five days after the meeting.
D. If the President or Executive Director’s decision in this step is not appealed to Step 3, as
provided below, the grievance shall be considered settled on the basis of such decision and shall not
be eligible for further appeal.
Step 3:
A. In order for a grievance to be considered further, written notice of appeal shall be served within
ten days after the receipt of Step 2 decision by the employee upon the Board of Directors. Notice
shall state subject matter of grievance and objections taken by either party to previous dispositions.
B. Grievances properly appealed to Step 3 shall be discussed at a meeting between Board of
Directors and the employee within ten days following the date of appeal.
C. They may, by agreement, invite such additional employees from the Pacific Whale Foundation as
may be necessary and available to participate, but their attendance shall be limited to time required
for their testimony and shall not relieve the Board of Directors and employee from the responsibility
for solving the problem. The Board of Directors shall answer the grievance discussed in such a
meeting in writing within ten days after the date of such meeting.
D. The decision of the Board of Directors is final.
JOB ABSENCES (ALSO SEE: LEAVE WITHOUT PAY)
Administrative, Sales, Part-time and Temporary Employees:
Scheduled Absences: Scheduled absences (vacation, jury duty, sick leave for doctor's
appointments, etc.) require notification and approval in advance from you supervisor as outlined
elsewhere in this manual.
Revised April 5, 2004
47
Unscheduled Absences: When sickness or emergency result in an unscheduled absence from work
for all or a portion of a day, you are expected to notify your supervisor--or if she/he is not available
Accounting -- no later than one hour before you will be late or unable to report work that day.
Remember that your unscheduled absence, particularly on an extended or repetitive basis, can
cause undue hardship for your co-workers and/or reduce the efficiency of your department's efforts.
Unreported or chronic absences without sufficient cause may result in disciplinary action, up to and
including termination.
Report of Absences: If you leave during the workday, you must notify your supervisor and
reservations/reception so messages may be taken or referred. You must submit a time sheet for
each semi-monthly pay period in order to be paid. For salaried employees, the primary purpose of
this time sheet is to record absences. For hourly employees, this time sheet also serves as the
basis for wage calculations. The accounting department will maintain running balances of accrued
and used vacation and sick leave for each employee. Disciplinary action may be taken in the form of
probation or termination for unreported, unapproved or chronic absence.
Vessel Employees:
Absences
Vessel employees are paid per trip and are scheduled as needed. If you are unable to fulfill your
shift (for sickness, etc.), you are required to find another approved vessel employee to fill-in for you.
All planned or unplanned absences must be reported to the Captain of the shift and the Director of
Naturalist Programs. Failure to report for your shift may result in termination. Vessel employees are
expected to be on board their vessel not later than 45 minutes before departure of a scheduled
cruise.
"Show-up Pay"
Vessel employees may be entitled to show-up pay when a scheduled cruise is canceled the day of
the departure due to weather or mechanical failure. Show-up pay is not offered when a trip is
cancelled up to two hours before departure and is not the sole trip of the day. Employees must
report trip cancellations and show-up on their time sheets. Vessel employees must check-in with
reservations by 9 PM the evening prior to their working to ensure trips are scheduled and operating.
JOB ABANDONMENT/ABSENCE WITHOUT LEAVE (AWOL)
If an employee has failed to report to work as scheduled and has failed to notify his/her supervisor of
the absence on those days, or if the employee leaves work without permission, or if the employee is
absent without authorization, the supervisor or management staff may recommend termination of
employment.
PROCEDURES:
A. If an employee fails to report to work as scheduled and has failed to notify her/his supervisor
of the absence, an attempt should be made by the supervisor or the Accounting Department
to contact the employee as soon as possible by calling the employee’s home number.
1. The call should be documented, including the date and time it was made and the result.
2. The supervisor should notify the manager and the Accounting Department as soon as
possible of the unauthorized absence.
3. If the employee has not reported to work or called her/his supervisor by the second
consecutive workday, another attempt should be made to contact the employee.
4. The call should be documented, including the date and time it was made and the result.
5. If the second attempt to contact the employee is unsuccessful, an alternative phone number
from the employee’s Emergency Notification form is to be tried. The supervisor should notify
the manager and the Accounting Department of the result of the call.
6. On the third day of absence, if there has been no contact with the employee, the supervisor
should notify the manager and the Human Resources Department.
Revised April 5, 2004
48
7. The Accounting Department will attempt to make contact with the employee by letter,
mailgram, or telegram, notifying the employee that if contact is not established by the close
of business within two working days (the fifth day of absence), management will assume that
the employee is resigning.
a. If the employee contacts the Accounting Department within the designated time
period, an explanation is to be obtained and discussed with the immediate supervisor.
(1) The immediate supervisor and the Accounting Department will make a
determination as to what action should be taken.
(2) Termination of the employee may be recommended if the supervisor and the
Accounting Department agree that the absence was not justified.
(3) If termination is recommended the appropriate director and the President or Executive
Director is informed.
A. If the employee does not contact the Accounting Department by the end of the specified time
period, a letter, mailgram, or telegram will be sent to the employee’s last known residence,
stating that management is processing a voluntary termination due to job abandonment.
B. If an employee leaves work without permission and does not return, the same procedure
will be followed. The day the employee left work will count as the first day of absence.
1.
If the employee returns to work the next day, the supervisor will use the
Disciplinary Procedure to address the incident.
C. If an employee is absent on non-pay status after the supervisor or manager has disapproved
a request for leave (vacation, sick leave, personal observance, leave without pay),
management will treat this absence as job abandonment and process as above, whether or
not the employee makes contact with management.
D. If an employee is absent from work on leave, approved or disapproved, but has failed to
provide the required documentation (doctor’s statement, hospital form, etc.), the absence
will be considered AWOL and treated as job abandonment.
E. If the determination is made to process a voluntary termination, the immediate supervisor
should complete a Termination of Employment form and forward it immediately to the
Accounting Department for processing and any final payment owed. The termination will be
processed within 72 hours.
F. The Termination of Employment form should indicate payment through the last day worked.
The date of termination will be the date the employee is being removed from the payroll (for
example, last day worked was 10/21; decision to terminate was made on 10/26; termination
date is 10/26).
DISCIPLINE, RESIGNATION & TERMINATION PROTOCOL
DISCIPLINE: If an employee fails to meet our overall expectations for performance of the job
(including compliance with company rules and procedures, as well as use of common sense and
common courtesy), the company must decide whether imposition of discipline is likely to fully correct
performance deficiencies and turn the employee into a desirable worker.
If Pacific Whale Foundation and PWF Cruises does not believe that discipline is likely to turn the
employee into a desirable worker, then the employee is subject to immediate termination. Instances
where no disciplinary action is likely to be considered to be worthwhile include situations where,
despite real effort, the employee simply cannot do the work assigned (whether due to lack of
needed skills, lack of physical ability, personality issues, or other factors which the employee is likely
to be unable to change within the time needed).
Discipline also may be considered not to be worthwhile where the overall record of the employee is
poor and/or the employee requires an excessive amount of supervisory time (e.g., the supervisor is
often dealing with problems created by the employee, or often having to oversee the employee's
Revised April 5, 2004
49
work to get satisfactory work or effort, or often having to adjust schedules due to unexcused
absences, tardiness or poor work effort by the employee).
In making the decision on whether to impose discipline, as well as what type of discipline to impose,
Pacific Whale Foundation and PWF Cruises considers the following types of factors: the severity of
the particular offense in question (some acts are so serious that termination is the only viable
option); the prior overall record of the employee (including the number of times that the employee
has presented past disciplinary problems, even if different from the current offense, as there is a
point where an employee becomes more trouble than she/he is worth); the effect of the offense/
discipline on the morale of other employees in the organization; the effect of the offense/discipline on
those who do business with the Pacific Whale Foundation and PWF Cruises; and whether the
employee has demonstrated an overall aptitude, ability and willingness to satisfactorily perform
assigned job duties (so that it makes sense to devote scarce supervisory time and resources
towards working with the employee to try to correct the problems).
Pacific Whale Foundation and PWF Cruises believes in treating every employee as an individual,
and in assessing each particular situation to determine the disciplinary action to be taken. On
occasion, this may mean that an employee will receive greater or lesser discipline for a particular
offense than someone else (in most cases, this arises when one person has a clean disciplinary
record and has been doing excellent work for several years, while the other is a short-time employee
who has been in constant trouble for varying offenses since hire and whose overall work is poor).
Any of the following types of disciplinary action may be given to an employee. In addition, where the
decision is made to continue employment, Pacific Whale Foundation and PWF Cruises reserves the
right to impose special requirements or terms on the employee as a condition of continued
employment (such as probationary periods during which additional infractions and/or failure to
adhere to an agreed performance improvement plan may result in further disciplinary action or
termination).
Termination: Pacific Whale Foundation and PWF Cruises decides that further employment of the
individual is not in its best interest, and severs the employment relationship.
Suspension without pay: Generally, these suspensions are from one to three days of time off
without pay. The days of the week of the suspension are Tuesday, Wednesday and Thursday (i.e.,
the suspension will be set up to avoid giving the employee a long weekend off work). As an
alternative to suspension without pay, other forms of pay cuts may be imposed as a disciplinary
measure (including denial or postponement of raises or bonuses, as well as outright cuts in pay rate
or commission levels). Normally, suspensions will not be used for attendance-related offenses, as it
makes no sense to provide more time off to someone whose attendance is already unacceptable.
Written warning: Employee receives formal written notice from supervisor of the infraction, and the
steps required to correct the problem. Employee must commit in writing to immediate correction of
the problem.
Verbal warning: their supervisor of the infraction verbally notifies Employee, and a commitment is
obtained from the employee to cease the offending conduct immediately.
The type of discipline selected is in the sole discretion of Pacific Whale Foundation and PWF
Cruises Employees who are dissatisfied with the discipline imposed are free to present their
complaints through the grievance procedure. However, pending resolution of their complaint, any
discipline imposed will continue in effect unless management specifically advises the employee to
the contrary.
REASONS FOR TERMINATION:
Employment may be ended by the employee or by Pacific Whale Foundation and PWF Cruises at
any time, and for any reason. Common reasons for ending the employment relationship are:
Revised April 5, 2004
50
RESIGNATION: Voluntary employment termination initiated by an employee. As a courtesy, Pacific
Whale Foundation and PWF Cruises requests two weeks notice of resignation for general staff, and
thirty days notice for managers/supervisors so that it can seek to fill the opening with minimum
disruption.
LAYOFF: Involuntary employment termination initiated by the organization for lack of work; staff
reductions; departmental closure and the like.
RETIREMENT: Voluntary employment termination initiated by the employee meeting age, length of
service, and any other criteria for retirement.
TERMINATION: Involuntary employment termination initiated by Pacific Whale Foundation and PWF
Cruises when further employment of the individual appears to no longer be in the best interest of the
organization. This category includes non-disciplinary terminations (such as where an employee
cannot return from leave, or is unable to do the job despite good faith effort, or simple personality
conflicts where the relationship has deteriorated to the point where the Pacific Whale Foundation
concludes that one person must go). It also included terminations for disciplinary reasons.
PROCEDURES AT TERMINATION:
Upon termination of their employment, employees will receive their final pay in accordance with
applicable state law (usually at the next regular pay period following termination). All accrued, vested
benefits that are due and payable upon termination also will be paid at this time.
After termination, health insurance benefits usually may be continued at the employee's expense if
the employee so chooses, and it may be possible to continue certain other insurance benefits,
depending on the terms of the plan. The employee will be notified in writing of the benefits, which
may be continued, and of the terms under which this is possible.
Pacific Whale Foundation and PWF Cruises will generally schedule exit interviews at the time of
employment termination. The exit interview will afford an opportunity to discuss such issues as
employee benefits, conversion privileges, repayment of outstanding debts to Pacific Whale
Foundation and PWF Cruises, or return of Pacific Whale Foundation-owned property. Suggestions,
complaints, and questions can also be voiced.
SEVERANCE PAY
Pacific Whale Foundation and PWF Cruises do not have any policy for payment of severance pay
on termination. However, it reserves the right to offer such pay to particular employees, in its sole
discretion. Any payment of severance pay will be conditioned upon execution of a full release of any
claims against the Pacific Whale Foundation and PWF Cruises arising out of employment and/or
termination (except for rights under any existing benefit plans, and claims which cannot be released
without court approval).
OUTSIDE REFERENCE CHECKS
Reference checks on former employees are handled by the Accounting. Please do not ask your
supervisor to provide a reference for you, as this is against our Policy and places the supervisor in
an awkward position. As a general rule, Pacific Whale Foundation and PWF Cruises will confirm
only dates of employment, last position held, and salary at termination in response to reference
checks (unless the employee engaged in such gross misconduct that it may have a legal obligation
to warn others, such as a situation where the employee embezzled monies, or was dealing drugs at
work).
Revised April 5, 2004
51
If you wish, Accounting will provide you with a statement that describes our general policy on
references, and lists the information applicable to your employment, which you may wish to provide
to future employers in lieu of a formal reference check.
RETURN OF PROPERTY
Employees are responsible for all property, materials or written information issued to them or in their
possession or control. All Pacific Whale Foundation and PWF Cruises property must be returned by
employees on or before their last day of work. Where permitted by applicable laws, Pacific Whale
Foundation and PWF Cruises may withhold from the employee's check or final paycheck the cost of
any items that are not returned when required. Pacific Whale Foundation and PWF Cruises may also
take all action deemed appropriate to recover or protect its property.
APPENDIX 1
CONSOLIDATED OMNIBUS BUDGET RECONCILIATION ACT (COBRA) HEALTH INSURANCE
COVERAGE POLICY
The purpose of this section is to define the policy of health insurance coverage in the event that a
covered employee leaves employment at Pacific Whale Foundation and PWF Cruises .
POLICY:
1. Pacific Whale Foundation and PWF Cruises employees covered under the health
insurance policy may be eligible for the continuation of benefits outlined in the
Consolidated Omnibus Budget Reconciliation Act (COBRA).
2. All full-time employees will receive a written explanation of the act during orientation. An
employee will need to sign off indicating that he/she has received an explanation of
COBRA.
3. Under federal law, employees have the option to continue the group coverage(s)
indicated on the “Election Form for Continuance Coverage.” Their group coverage will
terminate due to one of the qualifying events described below. Also, their covered
dependents, if any, are eligible if their coverage will terminate due to one of these
events. The length of the continuation period depends on which qualifying event
occurred.
4. The employee must notify Pacific Whale Foundation and PWF Cruises, in writing, of
any changes involving dependents or marital status.
Qualifying Event
Duration of Continuation of Coverage
1. Termination of employment
Up to 18 months
(except for “gross misconduct”)
2. Reduction of the employee’s hours
Up to 18 months
that results in a loss of coverage
3. Death of an employee
Up to 36 months
4. Divorce
Up to 36 months
5. The loss of dependent coverage because
Up to 36 months
employee becomes entitled to benefits under Medicare
6. A dependent child no longer meets the
Up to 35 months
definition of an eligible dependent
7. Disabled at time of termination
Up to 29 months
Revised April 5, 2004
52
In the event of an employee’s death, dependent coverage under the group plan automatically
continues for the period of time, if any, specified in the employer’s plan. This federal continuance
option will take effect after the end of that period.
5. Coverage ends on the date the first of the following occurs:
a. The employer ceases to provide any group health plan to any employee.
b. The terminated employee fails to make any required payment when due.
c. The terminated employee becomes a covered employee under any other group health plan,
after the date of election, except if the new plan does not cover preexisting conditions.
d. The terminated employee becomes entitled to benefits for Medicare, after the date of
election.
e. In the case of a spouse, such spouse remarries and becomes covered under a group health
plan.
f. The specific duration period ends.
PROCEDURES:
1. Election. The “Election form for Continuance coverage” must be completed and
returned to the employer within 60 days after the terminating employee receives notice
of COBRA eligibility. Unless otherwise specified, election of coverage will automatically
include an election for other individuals who would also lose coverage.
2. Payment for Continued Coverage. The terminated employee must pay the entire cost
of the continued coverage. This cost includes both the employer and employee
contributions, making the total amount higher than when she/he was employed by the
agency. The amount and method of payment are shown in the election form. First
payment must be made to the employer no later than 45 days from the date of election.
Additional payments must be made to the employer by the first of each month.
3. Coverage Privilege. If the terminated employee exercises a Conversation Privilege
during the continuation period, continued coverage ends after the 18 or 36 month
continuation period.
ADDENDUM
Regarding changes under the Health Insurance Portability and Accountability Act of 1996 (P.O 104191) (the Act) has revised the COBRA law.
Effective January 1, 1997:
1. A qualified COBRA beneficiary (an employee or an eligible dependent) who becomes
disabled at any time during the first 60 days of COBRA for a maximum period of 29
months if the beneficiary
a. is determined to be disabled under the Social Security Act
b. notified the agency of the determination before the end of the 18-month period
Prior to this change, the extended 29-month coverage under COBRA was available only if the
qualified beneficiary was determined under the Social Security Act to have been disabled at the time
of the qualifying event.
2. Any child born or placed for adoption with a qualified COBRA beneficiary during the
period of COBRA coverage will also be considered a “qualified beneficiary.”
This means that if a second qualifying event happens to an employee who has elected COBRA,
such as death, then any child born to or placed for adoption with this beneficiary will be eligible to
continue coverage under COBRA, after the death of the beneficiary.
Prior to this change, the term “qualified beneficiary” included only individuals who were either the
spouse of the dependents of the covered employee at the time of the qualifying event.
3. A COBRA beneficiary’s coverage under this plan will be terminated before the maximum
period of coverage under COBRA if:
Revised April 5, 2004
53
a.
b.
he or she becomes covered under another group health plan
the new group health plan credits the period covered under this plan toward the
satisfaction of the preexisting condition limitation period or affiliation period in
that plan because of the requirements of this Act.
Prior to this change, a new group health plan was not required under any federal law to credit the
period of coverage under a prior plan, which resulted in a COBRA beneficiary electing to be covered
under both plans because of a preexisting condition. The Act, effective July 1, 1997 requires a
group health plan issued or renewed on or after this date to credit the previous coverage under
another group health plan (including coverage under COBRA) if there is only a 63 day ‘gap” between
the coverage’s.
Revised April 5, 2004
54
Revised April 5, 2004
55
Revised April 5, 2004
56
PACIFIC WHALE FOUNDATION
PACIFIC WHALE FOUNDATION ECO-ADVENTURES
2006 EDITION EMPLOYEE HANDBOOK
EMPLOYEE HANDBOOK ACCEPTANCE FORM
This memo serves as acknowledgement that I have read the Pacific Whale Foundation/ Pacific
Whale Foundation Eco-adventures Employee Handbook in its entirety and have been given the
opportunity by my immediate supervisor to discuss any questions I may have regarding the policies
and information contained in this handbook.
NAME ____________________________________________________________
TITLE___________________________________________________________
SIGNATURE
Revised April 5, 2004
_______________________________DATE__________________
57
Revised April 5, 2004
58
Download