Guidelines & Policies

We are a rapidly growing nonprofit organization founded on the principles of social entrepreneurship and collaboration. We fully acknowledge that we are not perfect. We continually evolve (and improve) from the inputs and ideas of our network. We are committed to providing a fair, professional and supportive workplace for our staff. Therefore, this handbook outlines Move This World’s people procedures, employee conduct policies and general office guidelines to ensure consistency in decisions.

MTW HQ

Move This World's global headquarters is located at 424 Broadway, Suite 405, New York, New York 10013. The office is generally open between 9:00 AM and 6:00 PM (Eastern US Time).

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Meetings

At MTW we try to practice what we preach. All meetings will begin with a centering and end with a closing. We execute a number of different meetings:

Move This Day
Daily movement exercises, guided meditation, breathing exercises or perhaps even yoga. Move This Day takes places all days at 12:30-12:45pm. We keep this space free and sacred.

Global All-Staff
Monthly meetings about the state of the organization, updates, news and plans.

Global Fireside Chats
More informal monthly chats about the future of the organization, ideas, strategy and concepts.

Monthly Lunches
On the first Wednesday of every month, the Staff will come together for lunch to look ahead at the month and discuss what they are working on, what deadlines are coming up, and the general status of departmental affairs.

One on Ones
We hold weekly one-on-one meetings with our supervisors to ask questions, discuss key issues, trouble shoot problems and check-in on how we're doing. It is not our supervisor's responsibility to drive those agendas; it's our opportunity to share what we're thinking about that week.

Weekly Whip Around

At the end of each week, a Weekly Whip Around email is sent out to all of the staff to share key organizational highlights and challenges from the week, moments of inspiration, and any upcoming travel or events.

Holidays

MTW HQ will remain closed on the following federal holidays: President’s Day, MLK Day, Memorial Day, Fourth of July, Labor Day, Thanksgiving, the day after Thanksgiving, Christmas Eve, Christmas, New Years Day. We'll probably close some other days too, but we'll play that one by ear.

At-will Employment Relationship

Employment with Move This World, Inc. is voluntarily entered into. Move This World, Inc. or the employee may terminate the employment relationship at any time, without prior notice. In accordance with law, Move This World, Inc. may terminate an employee for any or no reason with or without the use of progressive discipline. This is called “at will employment.” No written or verbal communication by a supervisor, manager or any other employee of Move This World, Inc. is intended to, or can, create a contract of employment, alter at will employment, or provide a guarantee of benefits.

Employment Classifications

The following terms are used to describe employment classifications and status at Move This World.

Full-Time Employees / Staff
Full-time employees are those who are regularly scheduled to work at least 40 hours per week.

Part-Time Employees / Support
Part-time employees are those who are regularly scheduled to work at least 20 but fewer than 40 hours per week. Part-time employees are not eligible for Company paid benefits.

Temporary Employees / Temporary Support
Employees hired for an interim period of time, usually to fill in for vacations, leaves of absence, or projects of a limited duration. Temporary employees are not eligible for Company benefits.

Volunteers and Interns
All non-profits, including MTW, are dependent on passionate, motivated, dedicated volunteers who are interested in supporting and promoting the cause, in exchange for learning and growth opportunities.

Independent Contractors
Persons hired by Move This World, Inc. to perform a particular job, typically for a limited time period. These persons may be self-employed or they may work for an outside agency. Independent contractors are not eligible for Company benefits and they are not considered employees of Move This World, Inc.

Pay Policy

Please report your hours using the Submit Your Time Sheet page. You should report your hours for the FULL month (1st – 30th/31st) no later than the 3rd of the following month. Additionally, please note your daily hours with the Log Your Hours document and attach it when you submit your hours. (Note: Please create a copy of the document before filling out your information.)

Your hours will be processed by the 15th of the following month.

Vacation Policy

If you would like to request vacation hours, use the Request Vacation Hours page to submit a request.

If you are requesting 3 or more consecutive days of vacation, your request must be submitted one month in advance. If you are requesting less than 3 consecutive days, your request must be submitted at least one week in advance. Additionally, add your requested vacation hours in to your Google Calendar after you have submitted the request.

After your submission, the request will be sent to your supervisor for approval. Your request is NOT complete until it has been approved by your supervisor. Please check back on your request to ensure it has been approved.

Performance Reviews

You will have your first performance review at the end of your three months of employment (90 days review) with Move This World, Inc. At this initial review, you and your supervisor will sign a Performance Agreement outlining your core responsibilities. The next review will take place after six months of employment with Move This World, Inc. After the six-month period, performance reviews will be conducted semi-annually. All performance reviews will be completed in writing by your supervisor or manager on the form designated by Move This World, Inc., and reviewed during a conference with you.

Equal Opportunity Employer

Move This World, Inc. is an Equal Opportunity Employer. We will extend equal opportunity to all individuals without regard to race, religion, color, sex (including pregnancy), national origin, sexual orientation, age, marital status, disability, genetic information or any other status protected under applicable Federal, State or Local law. Our policy reflects and affirms Move This World, Inc.’s commitment to the principles of fair employment and the elimination of all discriminatory practices. Details of our Equal Employment Opportunity policies are further explained in Part III below.

Immigration Law

Move This World, Inc. complies with the Immigration Reform and Control Act of 1986 by employing only United States citizens and non-citizens who are authorized to work in the United States. All employees are asked on their first day of work to provide original documents verifying the right to work in the United States and to sign a verification form required by federal law (Form I-9). If you cannot verify your right to work in the United States within three days of hire, Move This World, Inc. is required by law to terminate your employment.

Affirmative Action Policy

Move This World is committed to providing equal employment opportunity without regard to race, color, religion, sex, sexual orientation, disability, or any other protected status with respect to recruitment, hiring, upgrades, training, promotion, and other terms and conditions of employment. This policy complies with applicable state and local laws governing non-discrimination in employment.

Move This World values people from diverse backgrounds, working to create an open atmosphere of trust, honesty and respect. Harassment or discrimination of any kind – including that involving race, color, religion, gender, age, national origin, citizenship, disabilities, sexual orientation, veteran status, or any other similarly protected status – is unacceptable. This principle applies to all aspects of employment, including recruitment, hiring, placement, transfer, promotion, layoff, recall, termination and other terms and conditions of employment.

Acceptable Use of the Internet and E-Mail

Move This World, Inc. encourages the use of the Internet and email because they make communication more efficient and effective. However, Internet service and email are Move This World, Inc. property, and they are to be used to assist you in the performance of Move This World, Inc. business. It is permissible to use Move This World, Inc. email and Internet system for incidental personal purposes if the use does not: (i) interfere with the user’s work performance, (ii) interfere with any other user’s work performance, (iii) have undue impact on the operation of the computer system, or (iv) violate any other provision of this policy or any other policy, guideline or standard of Move This World, Inc. Personal use of the computer system is a privilege that may be revoked at any time. Every employee has a responsibility to maintain and enhance the Company’s public image and to use Company email and Internet access in a productive manner. Employees should have no expectation of privacy in their use of Move This World, Inc. internet access, email, telephones, or other communications devices.

Internet Access

Access to the Internet and World Wide Web is given principally for work-related activities or approved educational / training activities. Incidental and occasional personal use and study use is permitted. This privilege should not be abused and must not affect a user’s performance of employment-related activities.

The Move This World, Inc. email and Internet system is the property of Move This World, Inc. Technology is an intricate part of the Move This World office. With our geographic dispersion, we rely on cloud computing to share information and keep lines of communication open (Google Docs, Salesforce, Google Sites, etc). The following guidelines help us organize our collaboration and more efficiently utilize this technology.

Responsibilities and Obligations

Employees may not access, download or distribute material that is in breach of the law, or which others may find offensive or objectionable, such as material that is pornographic, bigoted, an incitement to violence, or otherwise in violation of Move This World policies governing acceptable workplace behavior.

You must respect and comply with copyright laws and intellectual property rights of both Move This World, Inc. and other persons at all times. When using web-based sources, you must provide appropriate attribution and citation of information to the websites. Software must not be downloaded from the Internet without the prior approval of qualified persons within Move This World, Inc.

Violation of this Policy

In all circumstances, use of Internet access and email systems must be consistent with the law and Company policies. Violation of this policy is a serious offense. This policy is incorporated as part of the terms of employment by Move This World, Inc. Subject to the requirements of law, violation of this policy may result in a range of sanctions; from restriction of access to electronic communication facilities, to disciplinary action, including dismissal.

E-Mail

The email system is the property of Move This World, Inc. All emails are archived on the server in accordance with our records retention policy, and all emails are subject to review by Move This World, Inc. You may make limited personal use of our email system for personal business matters, so long as such use is kept to a minimum and does not interfere with your work. Move This World, Inc. email system is company property, and as such, is subject to monitoring. System monitoring is done for your protection and the protection of the rights or property of the provider of these services. Please consider this when conducting personal business using Company hardware and software. Electronic mail is like any other form of company communication, and may not be used to harass. Your email account is a company-provided privilege, and is company property.

Remember that when you send email from Move This World, Inc. domain, you represent Move This World, Inc. whether your message is business-related or personal.

Social Media

Social media tools (specifically Facebook and Twitter) are key elements to the Move This World communication strategy. We ask that all staff utilize these same tools as part of our professional communication. We also respect the division of private and personal life. Therefore, we encourage you to maintain adequate security settings to manage that division to your level of comfort.

Phones

Employees use personal cell phones and personal laptop computers at this time. Move This World, Inc. is not responsible for additional charges incurred on personal cell phones. Employees may use alternate mechanisms to make work-related phone calls if their personal phone plans are over-spent.

Drug-free Workplace

Move This World, Inc. takes seriously the problem of drug and alcohol abuse, and is committed to providing a substance abuse free workplace for its employees. Substance abuse of any kind is inconsistent with the behavior expected of our employees, subjects all employees and visitors to our facilities to unacceptable safety risks, and undermines our ability to operate effectively and efficiently.

It is our desire to provide a drug-free, healthful, and safe workplace. To promote this goal, employees are required to report to work in appropriate mental and physical condition to perform their jobs in a satisfactory manner. The presence of alcohol and any illegal drug or controlled substance at work and the influences of these substances on employees during the working hours are inconsistent with this objective.

While on Move This World, Inc. premises and while conducting business-related activities off Move This World, Inc.’s premises, no employee may use, possess, distribute, sell, or be under the influence of any illegal drug or controlled substance. The legal use of prescribed drugs is permitted on the job only if it does not impair an employee’s ability to perform the essential functions of the job effectively and in a safe manner that does not endanger other individuals in the workplace.

Alcohol may not be brought onto Move This World, Inc. property, nor consumed during working time. In the event of a Move This World-sponsored activity at which alcoholic beverages may be served or allowed, employees are expected to conduct themselves in such a manner so they do not represent a danger to themselves, to other employees, to the general public, or to the Company’s reputation. Prior approval by a Move This World, Inc. Leadership Team member is required for any Move This World sponsored activity at which alcohol will be served or allowed.

Violations of this policy may lead to disciplinary action, up to and including immediate termination of employment, and/or required participation in a substance abuse rehabilitation or treatment program. Such violations may also have legal consequences.

Discrimination is Prohibited

Move This World, Inc. is an equal opportunity employer and makes all employment decisions without regard to race, color, age, religion, sex (including pregnancy), national origin, disability, genetic information, or sexual orientation, marital status, or any other status protected under applicable Federal, State or Local law. This policy applies to all terms and conditions of employment, including but not limited to: hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, benefits, compensation, and training. We seek to comply with all applicable federal, state and local laws related to discrimination.

Move This World, Inc. makes decisions concerning employment based strictly on an individual's qualifications and ability to perform the job under consideration, the comparative qualifications and abilities of other applicants or employees, and the individual's past performance within the organization.

If you believe that an employment decision has been made that does not conform with management's commitment to equal opportunity, you should promptly bring the matter to the attention of the Human Resources Department. Your complaint will be thoroughly investigated.

There will be no retaliation against any employee who files a complaint in good faith, even if the result of the investigation produces insufficient evidence to support the complaint.

Americans with Disabilities Act

The Americans with Disabilities Act (ADA) prohibits discrimination against qualified individuals with disabilities in job application procedures, hiring, firing, advancement, compensation fringe benefits, job training and other terms, conditions and privileges of employment. The ADA does not alter Move This World, Inc.’s right to hire the best-qualified applicant, but it does prohibit discrimination against a qualified applicant or employee because of his or her disability, or because of a perceived disability. Most, if not all states now have similar statutes prohibiting discrimination against the disabled. As a matter of company policy, Move This World, Inc. prohibits discrimination of any kind against people with disabilities.

Workplace Harassment

Move This World, Inc. is committed to providing a work environment that provides employees equality, respect and dignity. In keeping with this commitment, Move This World, Inc. has adopted a policy of “zero tolerance” with regard to employee harassment. Harassment of any other person, including, without limitation, fellow employees, visitors, clients or customers, whether at work or outside of work, is grounds for immediate termination. Move This World, Inc. will make every reasonable effort to ensure that its entire community is familiar with this policy and that all employees are aware that every complaint received will be investigated and resolved appropriately.

Sexual Harassment

Sexual harassment is prohibited by federal, state and local laws, and applies equally to men and women. It is defined as any unwelcome sexual advance, request for sexual favor(s), or other verbal or physical conduct of a sexual nature when (1) submission to the conduct is made either explicitly or implicitly a term or condition of an employee’s employment; (2) submission to or rejection of such conduct by an employee is used as the basis for employment decisions affecting the employee; or (3) such conduct has the purpose or effect of unreasonably interfering with an employee’s work performance or creating an intimidating, hostile or offensive working environment.

These behaviors may include, for example: subtle or overt pressure for sexual favors; inappropriate touching; lewd, sexually oriented comments or jokes; foul or obscene language; posting of suggestive or sexually explicit posters, calendars, photographs, graffiti, or cartoons; and repeated requests for dates. Company policy further prohibits harassment and discrimination based on sex stereotyping. (Sex stereotyping occurs when one person perceives a man to be unduly effeminate or a woman to be unduly masculine and harasses or discriminates against another person because he or she does not fit the stereotype of being male or female.) Move This World, Inc. encourages reporting of all perceived incidents of sexual harassment, regardless of who the offender may be. Every employee is encouraged to raise any questions or concerns with Operations.

If you believe that you have been subjected to harassment or if you believe you have witnessed any form of harassment, you should immediately contact an appropriate manager, supervisor or the Director of Operations. An allegation against your own supervisor should be filed with the Director of Operations. Your complaint will be immediately and thoroughly investigated in a professional manner. There will be no retaliation against any employee who files a complaint in good faith or who assists in providing information relevant to a claim of harassment, even if the investigation produces insufficient evidence to support the complaint. If it is determined that inappropriate conduct has occurred, we will act promptly to eliminate the offending conduct, and we will take such action as is appropriate under the circumstances. Such action may range from counseling to termination of employment, and may include such other forms of disciplinary action, as we deem appropriate under the circumstances and in accordance with applicable law.

To protect the privacy of persons involved, confidentiality will be maintained throughout the investigatory process to the extent practicable and appropriate under the circumstances. Investigations may include interviews with the parties involved, and where necessary, individuals who may have observed the alleged conduct or who may have relevant knowledge.

Procedures for Reporting and Investigating Sexual Harassment

Employees should report incidents of inappropriate behavior or sexual harassment as soon as possible after its occurrence. Employees who believe they have been sexually harassed, regardless of whether the offensive act was committed by a Manager, co-worker, vendor, visitor, or client, should promptly notify their immediate supervisor or the Director of Operations. If the employee’s immediate supervisor is involved in the incident, the employee should report the incident to the Director of Operations. Every claim of sexual harassment will be treated seriously, no matter how trivial it may appear. All complaints of sexual harassment or other inappropriate sexual conduct will be promptly and thoroughly investigated by Move This World, Inc.

There will be no retaliation for filing or pursuing a sexual harassment claim. To the extent possible, all complaints and related information will remain confidential except to those individuals who need the information to investigate, educate, or take action in response to the complaint.

Employees who believe they have been unjustly charged with sexual harassment can defend themselves verbally or in writing at any stage of the investigation. At the conclusion of a sexual harassment investigation the complainant and the “alleged harasser” shall be informed of the determination of the investigation. Where appropriate, the “harasser” and the “victim” may be offered counseling through an Employee Assistance Program, or mediation.

Penalties for Violation of Sexual Harassment Policy

If our investigation leads to the determination that there is merit to the allegations of harassment, the necessary corrective discipline, up to and including termination, will be taken by Move This World, Inc.

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