Foundation
Employee Handbook
REVISED JULY 1, 2013
Table of Contents
Policy
Page
Introduction ................................................................................................................................. 1
About the Natural History Museum of Los Angeles County ................................................................ 1
Introductory Statement ....................................................................................................................... 3
Employment Acknowledgement Form................................................................................................. 5
Employment ................................................................................................................................. 7
101
102
103
104
105
106
107
Employment At-Will .................................................................................................................... 7
Open Communications ................................................................................................................ 7
Equal Employment Opportunity .................................................................................................. 8
Sexual and Other Unlawful Harassment ..................................................................................... 9
Disability Accommodations ......................................................................................................... 9
Immigration Law Compliance .................................................................................................... 10
Physical/Medical Examinations ................................................................................................. 10
Employment Status & Records .................................................................................................... 11
201
202
203
204
205
206
207
Employment Categories ............................................................................................................ 11
Job Postings ............................................................................................................................... 12
Performance Evaluations........................................................................................................... 12
Employment Reference Checks ................................................................................................. 12
Employment Applications.......................................................................................................... 13
Access to Personnel Files ........................................................................................................... 13
Personnel Data Changes ............................................................................................................ 13
Employee Benefits Programs ....................................................................................................... 15
301
302
303
304
305
306
307
308
309
310
311
312
313
314
315
Employee Benefits ..................................................................................................................... 15
Vacation ..................................................................................................................................... 16
Holidays ..................................................................................................................................... 17
Floating Holiday ......................................................................................................................... 18
Religious Holidays ...................................................................................................................... 18
Sick Leave................................................................................................................................... 18
Time Off to Vote ........................................................................................................................ 19
Bereavement Leave ................................................................................................................... 20
Jury Duty .................................................................................................................................... 20
Witness Duty ............................................................................................................................. 21
Health Insurance........................................................................................................................ 21
Benefits Continuation (COBRA) ................................................................................................. 22
Life Insurance and AD&D ........................................................................................................... 22
Short-Term and Long-Term Disability Insurance ....................................................................... 22
Workers' Compensation Insurance ........................................................................................... 23
Work Hours, Time Keeping & Payroll ........................................................................................... 25
401
402
403
404
405
406
407
408
409
410
411
Hours of Work ........................................................................................................................... 25
Recording & Reporting Hours Worked ...................................................................................... 25
Rest and Meal Periods ............................................................................................................... 26
Overtime .................................................................................................................................... 27
Make-Up Time ........................................................................................................................... 27
Paydays ...................................................................................................................................... 27
Work Schedules ......................................................................................................................... 28
Pay Advances ............................................................................................................................. 28
Pay Corrections.......................................................................................................................... 28
Pay Deductions .......................................................................................................................... 28
Direct Deposit ............................................................................................................................ 29
Leaves of Absence....................................................................................................................... 31
501
502
503
504
505
506
507
508
509
510
511
512
513
514
515
516
Family and Medical Leave ......................................................................................................... 31
Kincare ....................................................................................................................................... 34
Pregnancy Disability Leave ........................................................................................................ 34
Coordination with California Family Rights Act Leave Policy .................................................... 36
Personal Leave ........................................................................................................................... 36
Military Leave ............................................................................................................................ 37
Military Spouse Leave................................................................................................................ 38
Rehabilitation Leave .................................................................................................................. 38
Time Off for Crime Victims ........................................................................................................ 38
Domestic Violence / Sexual Assault Victims Leave.................................................................... 39
Time Off for Volunteer Firefighters ........................................................................................... 39
Time Off for Volunteers of the California Wing of the Civil Air Patrol ...................................... 39
Time Off to Attend Required School Meetings ......................................................................... 39
Time Off for School-Related Activities....................................................................................... 40
Literacy Assistance..................................................................................................................... 40
Paid Family Leave Wage Replacement Benefits ........................................................................ 40
Employee Conduct & Personnel Policies ...................................................................................... 41
601
602
603
604
605
606
607
608
609
610
Attendance and Punctuality ...................................................................................................... 41
Guest Service ............................................................................................................................. 41
Courtesy and Responsiveness ................................................................................................... 42
Museum Celebrity Policy ........................................................................................................... 42
Museum Code of Ethics ............................................................................................................. 43
Non-Disclosure .......................................................................................................................... 43
Outside Employment ................................................................................................................. 44
Hiring of Relatives...................................................................................................................... 44
Solicitation and Postings............................................................................................................ 45
Social Media Policy .................................................................................................................... 45
611
612
613
614
615
616
617
618
619
620
621
622
623
624
Personal Letters, Published Articles, and Public Affairs ............................................................ 48
Use of Telephones and Mail ...................................................................................................... 48
Computer and E-Mail Usage ...................................................................................................... 49
Use of Museum Equipment and Vehicles.................................................................................. 49
Return of Property ..................................................................................................................... 50
Business Travel Expenses .......................................................................................................... 51
Personal Appearance................................................................................................................. 51
Visitors in the Workplace .......................................................................................................... 52
Smoking ..................................................................................................................................... 52
Lactation Accommodation ........................................................................................................ 52
Emergency Closings ................................................................................................................... 53
Safety ......................................................................................................................................... 53
Security Issues ........................................................................................................................... 54
Security Inspections and Searches / Guns and Weapons in the Workplace ............................. 54
Employee Conduct & Disciplinary Action ..................................................................................... 55
701
702
703
704
705
706
707
708
709
Standards of Conduct and Work Rules ...................................................................................... 55
Employee Dishonesty ................................................................................................................ 56
Drug and Alcohol Use ................................................................................................................ 57
Employee Assistance Program .................................................................................................. 58
Progressive Discipline ................................................................................................................ 59
End of Employment ................................................................................................................... 60
Problem Resolution ................................................................................................................... 61
Working Relationships with Co-Workers................................................................................... 61
Workplace Violence ................................................................................................................... 62
Appendix A Code of Ethics, Conflict of Interest............................................................................. 63
Appendix B Whistleblower Policy and Procedures ....................................................................... 71
Appendix C Information Technology and Security Policy .............................................................. 75
Privacy and Confidentiality................................................................................................................. 76
Non-Removal ...................................................................................................................................... 79
Internet and E-mail Access ................................................................................................................. 80
Telephone Systems ............................................................................................................................ 80
Appendix D Museum Pest Management Policy ............................................................................ 81
Index .......................................................................................................................................... 85
Introduction
About the Natural History Museum of Los Angeles County
Mission Statement
The mission of the Natural History Museum of Los Angeles County (the “Museum”) is to inspire wonder,
discovery and responsibility for our natural and cultural worlds.
Vision Statement
Human beings are connected - to each other, to communities, to other species, and to the Earth. As
humans increasingly influence natural systems, it is critical that we understand these relationships. This
understanding, in the context of the history of the Earth and its inhabitants, guides our approach to
investigation and interpretation. By integrating our global research and extensive collections with
engaging learning experiences that reveal all aspects of our work, we provoke curiosity and deepen
understanding of our natural and cultural worlds. This dynamic learning laboratory and forum for the
exchange of ideas is a new model that sets the standard for museums of the future. We inspire the
widest possible audience to enjoy, value and become stewards of the living Earth.
Natural History Family of Museums
Natural History Museum of Los Angeles County
The NHM has amassed one of the world’s most extensive and valuable collections of natural and cultural
history - more than 35 million objects, some as old as 4.5 billion years. Its curatorial staff not only cares
for those collections, but uses them for groundbreaking scientific and historic research. The Museum
also curates new, immersive exhibitions that give visitors the opportunity to explore the “big picture” of
our planet - specimens and objects, the stories behind them, and the increasing interrelatedness of the
natural and cultural worlds.
Page Museum at the La Brea Tar Pits
Located in the heart of metropolitan Los Angeles, the world famous Page Museum at the La Brea Tar
Pits represents the only active urban paleontological excavation site in the United States. This unique
Southern California attraction displays Ice Age fossils of animals from sticky asphalt deposits 10,000 to
40,000 years old, including saber-toothed cats, mammoths, dire wolves and mastodons. Also on display
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are the fossilized remains of microscopic plant remains, insects and reptiles. Daily, visitors can watch
scientists and volunteers clean, repair, and identify fossil remains inside the glass-enclosed Fishbowl Lab.
During the summer, visitors can watch the live excavation of fossils.
William S. Hart Park and Museum
Silent film star William S. Hart purchased ranch property in Newhall, north of Los Angeles, in 1921. He
built a 22-room mansion and filled it with Western art, Native American artifacts, and early Hollywood
memorabilia. Hart bequeathed the entire estate to Los Angeles County for the enjoyment of the public
at no charge. Tours and programs such as silent movie screenings take place frequently at the park and
museum. Among the ranch’s permanent residents is an assortment of animals, including a small herd of
bison, a gift from the Walt Disney Studios in 1962.
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Introductory Statement
This Handbook is designed to acquaint you with the Los Angeles County Museum of Natural History
Foundation (“Foundation” or “Museum”) and provide you with information about working conditions,
employee benefits, and some of the policies affecting your employment. You need to read, understand,
and comply with all provisions of the Handbook. It describes many of your responsibilities as an
employee and outlines the programs developed by the Museum to benefit employees. One of our
objectives is to provide a work environment conducive to both personal and professional growth.
While every attempt has been made to create these policies consistent with federal and state law, if an
inconsistency arises, the policy(ies) will be enforced consistent with the applicable law.
No Employee Handbook can anticipate every circumstance or question about policy. The Los Angeles
County Museum of Natural History Foundation has prepared this Employee Handbook for informational
purposes only. None of the statements, policies, procedures or rules contained in this Handbook
constitutes a guarantee of employment, a guarantee of any other rights or benefits or a contract of
employment, expressed or implied. The Museum reserves the right to revise, change, supplement or
eliminate any policies or portion or provisions set forth in this Employee Handbook at any time with or
without notice, except for the rights of the parties to terminate employment At-Will, which may be
modified only by an express written agreement signed by the employee and the President & Director of
the Los Angeles County Museum of Natural History Foundation. This Handbook supersedes all previous
handbooks, statements, policies, procedures and rules given to employees, whether verbal or written.
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Employment Acknowledgement Form
I have received a copy of the Employee Handbook issued by the Los Angeles County Museum of Natural
History Foundation (“the Foundation”), on ____________________, 20 ____. I understand that I should
consult Human Resources regarding any questions I may have that are not answered in the Handbook.
I have entered into my employment relationship with the Foundation voluntarily and acknowledge that
there is no specified length of employment. Accordingly, either the Foundation or I may terminate the
relationship at will, with or without cause, at any time.
Since the information, policies, and benefits described here are necessarily subject to change, I
acknowledge that revisions to the Employee Handbook may occur, except to the Foundation’s policy of
employment at will, which can only be altered by an express written agreement signed by the President
& Director of the Museum. All revisions to the Handbook will be communicated to employees by written
notice as soon as feasible.
Furthermore, I understand that it is my responsibility to read and comply with the policies contained in
this Handbook and any revisions made to it.
EMPLOYEE'S NAME (printed):
_______________________________________________
EMPLOYEE'S SIGNATURE: ___________________________________________________
DATE: __________________________________
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Section 1
Employment
101 Employment At-Will
The employment with the Foundation is considered to be “At-Will” which means that it is for an unspecified period of time and either the employee or the Museum may end the relationship at any time
for any reason, with or without notice or cause. Nothing contained in the Museum’s Employee
Handbook or in any oral or written statement shall change the employment At-Will status or otherwise
limit the right to terminate employment at will. Policies set forth in this Handbook are not intended to
create a contract, nor are they to be construed to constitute contractual obligations of any kind or a
contract of employment between the Foundation and any of its employees. No manager or employee of
the Foundation shall have the authority to enter into an employment agreement - express or implied with any employee providing for employment other than At-Will.
This policy of At-Will employment defines the sole and entire relationship between the employee and
the Foundation as to the duration of your employment and the circumstances under which the
employment may be terminated.
With the exception of this employment At-Will policy, the terms and conditions of the employment with
the Foundation may be modified, changed or revoked at the sole discretion of the company for any
reason at any time. No implied contract concerning any employment-related decision or term or
condition of employment can be established by any other statement, conduct, policy, or practice.
Examples of the types of terms and conditions of employment that are within the sole discretion of the
company include, but are not limited to, the following: promotion, demotion, transfers, hiring decisions,
compensation, benefits, qualifications, discipline, layoff or recall, rules, hours and schedules, work
assignments, job duties and responsibilities, production standards, subcontracting, reduction, cessation,
or expansion of operations, sale, relocation, merger, or consolidation of operations, determinations
concerning the use of equipment, methods, or facilities, or any other terms and conditions that the
company may determine to be necessary for the safe, efficient, and economic operation of its business.
102 Open Communications
If employees have concerns about work conditions or compensation, they are strongly encouraged to
voice these concerns openly and directly to their supervisors.
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Our experience has shown that when employees deal openly and directly with supervisors, the work
environment can be excellent, communications can be clear, and attitudes can be positive. We believe
that the Museum amply demonstrates its commitment to employees by responding effectively to
employee concerns.
103 Equal Employment Opportunity
The Foundation maintains a continuing policy of nondiscrimination in all employment practices and
decisions, ensuring equal employment opportunities for all qualified individuals without regard to race,
color, creed, religion, sex, national origin, age, physical or mental disability, sexual orientation, gender
identity, marital status, pregnancy, childbirth or related individual conditions, medical conditions (as
defined by state law), military or veteran status, genetic information or any other characteristic
protected by federal, state or local law. This applies to both the Foundation employees and applicants
for employment with the Museum.
In keeping with this policy, the Foundation does not discriminate against any person because of race,
color, creed, religion, sex, national origin, age, physical or mental disability, sexual orientation, gender
identity, marital status, pregnancy, childbirth or related individual conditions, medical conditions (as
defined by state law), military or veteran status, genetic information or any other characteristic
protected by federal, state or local law. This nondiscrimination policy extends to all terms, conditions
and privileges of employment as well as all employment actions, including but not limited to recruiting,
hiring, promotions, compensation, training, benefits and termination of employment as well as use of all
company facilities and participation in company-sponsored activities.
All aspects of employment with the Foundation will be governed on the basis of merit, competence and
qualifications and will not be influenced in any manner by an individual's race, ancestry, color, religion,
national origin, marital status, sex (including sexual harassment and gender identity), pregnancy, sexual
orientation, disability (physical or mental including HIV/AIDS diagnosis), medical condition (cancer and
genetic characteristics), age or exercising the right to any legally provided leave of absence in the
application of any policy, practice, rule or regulation.
All decisions made with respect to recruiting and hiring, evaluations and promotions for all job
classifications will be based solely on individual qualifications as related to the requirements of the
position. Likewise, all other personnel matters such as compensation, benefits, transfers, layoffs,
training, educational opportunities and programs will be administered free from any illegal
discriminatory practices.
Any employees with questions or concerns about any type of discrimination in the workplace are
encouraged to bring these issues promptly to the attention of their immediate supervisor or Human
Resources. Our employees are entitled to raise concerns and make reports without fear of reprisal.
Anyone found to be engaging in any type of unlawful discrimination will be subject to disciplinary action,
up to and including termination of employment.
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104 Sexual and Other Unlawful Harassment
The Foundation is also committed to providing a work environment that is free of harassment, including
sexual harassment.
Sexual harassment includes:
 Unwanted sexual advances;
 Offering employment benefits in exchange for sexual favors;
 Making or threatening reprisals after a negative response to sexual advances;
 Visual conduct: leering, making sexual gestures/comments, displaying of sexually suggestive
objects or pictures, cartoons or posters;
 Verbal conduct: making or using derogatory comments, epithets, slurs, and jokes;
 Verbal sexual advances or propositions;
 Verbal abuse of a sexual nature, graphic verbal commentaries about an individual's body,
sexually degrading words used to describe an individual, suggestive or obscene letters, notes, or
invitations; and
 Physical conduct: touching, assault, impeding or blocking movement.
Any form of discrimination or harassment, including sexual harassment, is absolutely prohibited. Any
incident of possible discrimination or harassment should be brought immediately to the attention of the
Human Resources Department of the Museum which will thoroughly investigate the matter in
confidence. After reviewing all the evidence, the Museum will make a determination concerning
whether reasonable grounds exist to believe that harassment has occurred.
Disciplinary action, up to and including discharge, will be taken against any employee who is found to
have engaged in harassment.
No employee shall be subjected to any form of retaliation for reporting any violation of this policy
truthfully and in good faith.
In addition, the Foundation will take all reasonable steps to prevent or eliminate sexual harassment by
non-employees including customers, clients and suppliers who are likely to have workplace conduct with
our employees.
105 Disability Accommodations
The Museum is committed to complying fully with the Americans with Disabilities Act (ADA) and the
California Fair Employment and Housing Act in terms of ensuring equal opportunity in employment for
qualified persons with disabilities. All employment practices and activities are conducted on a nondiscriminatory basis.
The Museum’s hiring procedures are designed to provide meaningful employment opportunities for
persons with disabilities. Pre-employment inquiries of such persons related to the disability are to be
limited to the applicant's ability to perform the essential functions of the position.
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Reasonable accommodation is available to all otherwise qualified individuals with disabilities that the
Museum is made aware of and that affect the performance of essential job functions, unless providing
the accommodation would result in an undue hardship to the Museum.
Qualified individuals with disabilities are entitled to equal pay and other forms of compensation (or
changes in compensation), as well as equal treatment in job assignments, classifications, organizational
structures, position descriptions, seniority lists, and leaves of absence.
The Foundation is also committed to not discriminating against any qualified employees or applicants
because they are related to or associated with a person with a disability. The Foundation will follow any
state or local law applicable to the Foundation that provides individuals with disabilities greater
protection than the ADA.
This policy is neither exhaustive nor exclusive. The Foundation is committed to taking all other actions
necessary to ensure equal employment opportunity for persons with disabilities in accordance with the
ADA and all other applicable federal, state, and local laws.
106 Immigration Law Compliance
The Museum is committed to employing only United States citizens and aliens who are authorized to
work in the United States and does not unlawfully discriminate on the basis of citizenship or national
origin.
In compliance with the Immigration Reform and Control Act of 1986, each new employee, as a condition
of employment, must complete the Employment Eligibility Verification Form I-9 and present
documentation establishing his or her identity and employment eligibility. Former employees who are
rehired must also complete the form.
Employees with questions or seeking more information on immigration law issues are encouraged to
contact Human Resources.
107 Physical/Medical Examinations
To help ensure that employees are able to perform the essential functions of their job safely, physical
and/or medical examinations of employees may be required.
After an offer has been made to an applicant entering a designated job category, a medical examination
may be performed at the Museum’s expense by a health professional of the Museum’s choice. The offer
of employment and assignment to duties is contingent upon satisfactory completion of the exam.
Information on an employee’s medical condition or history will be kept separate from other employee
information and maintained confidentially. Access to this information will be limited to those who have
a legitimate need to know.
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Section 2
Employment Status & Records
201 Employment Categories
It is the Museum’s intent to clarify the definitions of employment classifications so that employees
understand their employment status and benefits eligibility. These classifications do not guarantee
employment for any specified period of time, and the Museum may reclassify employees as appropriate
to its needs.
Each employee is designated as either NON-EXEMPT or EXEMPT.
a) Exempt employees are those who are exempt from federal and state overtime laws and generally
are paid a fixed amount of compensation that does not vary based on the number of hours worked.
b) Non-exempt employees are those who are entitled to overtime pay in accordance with applicable
federal and state overtime provisions. For all hours worked in excess of 8 hours in one day or of 40
hours in one week, non-exempt employees will be paid at one and one-half times the employee’s
regular rate of pay. The employee will be paid double time for hours worked in excess of twelve
hours in any work day or in excess of 8 hours on the seventh consecutive day of the same workweek. There may be exceptions to these standards where allowed by law.
In addition to the above categories, each employee will belong to one other employment category:
a) REGULAR FULL-TIME employees are regularly scheduled to work the Museum's full-time schedule of
35 hours or more per week, and are not on temporary status as described below.
b) REGULAR PART-TIME employees are regularly scheduled to work less than the full-time work
schedule, at least 20 hours per week but less than 35 hours per week, who are not on temporary
status as described below.
c) CASUAL PART-TIME employees are those who are not on a temporary status and who are regularly
scheduled to work less than 20 hours per week.
d) TEMPORARY employees are those who are hired for a limited time (up to 12 month period) to
supplement the work force or to assist in the completion of a specific project. Employment beyond
any initially stated period does not in any way constitute or imply a change in employment
classification. Temporary employees retain that status, unless and until notified of a change in
writing by the Museum.
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202 Job Postings
The Museum provides employees an opportunity to indicate their interest in open positions and
advance within the organization according to their skills and experience. In general, notices of all
regular, full-time and part-time job openings are posted, although the Museum reserves the right, at its
discretion, not to post a particular opening.
Job openings will be posted on the Museum’s Webpage and normally remain open for 5 days. Each job
posting will include job title, department, location, job summary, essential duties, and qualifications
(required skills and abilities).
To be eligible to apply for a posted job, employees normally must have performed competently for at
least 180 calendar days in their current position. Employees who have a written warning on file, or are
on probation or suspension, normally are not eligible to apply for posted jobs. Eligible employees should
only apply for those posted jobs for which they possess the required skills, competencies, and
qualifications.
All applicants must complete the online application form. The request should also describe how their
current experience with the Museum and prior work experience and/or education qualifies them for the
position.
Job posting is a way to inform employees of openings and to identify qualified and interested applicants
who might not otherwise be known to the hiring manager. Other recruiting sources may also be used to
fill open positions in the best interests of the Museum.
203 Performance Evaluations
Supervisors and employees are strongly encouraged to discuss job performance and goals on an
informal, regular basis. In addition, formal written performance evaluations are conducted at least
annually to provide both supervisors and employees the opportunity to set performance goals, to
discuss job tasks, identify and correct weaknesses, encourage and recognize strengths, and discuss
positive, purposeful approaches for meeting goals.
204 Employment Reference Checks
To ensure that individuals who join the Museum are well qualified and have a strong potential to be
productive and successful, the Museum’s policy is to check the employment references and conduct a
background search on all applicants. All applicants who are selected for employment for a position that
regularly engages in handling credit cards, cash or other financial transactions must undergo a credit
check. This includes new employees or existing employees who are transferring to such a position.
Departments that may require a credit check include but are not limited to the Finance, Guest Relations
and/or Membership.
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Only the Human Resources Department may respond to reference check inquiries from other
employers. All requests for references or verifications must be referred to the Human Resources
Department. Responses to such inquiries normally will confirm only dates of employment and
position(s) held.
205 Employment Applications
The Museum 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
the Museum's exclusion of the individual from further consideration for employment or, if the person
has been hired, may on its own be the basis of termination of employment.
206 Access to Personnel Files
The Museum maintains a personnel file on each employee. The personnel file generally includes such
information as the employee's job application, resume, records of training, documentation of performance appraisals, wages and salary information, and other employment records.
Personnel files are the property of the Museum and employment information contained in the files is
considered confidential. Access to the information contained in the Museum’s personnel files is restricted to those with a need to access such information. Generally, only supervisors, managers and the
Human Resource representatives with a legitimate reason to review information in a file are allowed to
do so.
With reasonable advance notice, employees may review their own personnel files in the Museum’s
offices and in the presence of an individual appointed by the Museum to maintain the files and may request copies of documents contained in their file pursuant to applicable state and local laws. In addition,
employees may receive a copy of their payroll record within 21 days after making a request, preferably
in writing. Employees are responsible for paying the reasonable expenses incurred in copying the record
for them. Please contact Human Resources to arrange a mutually convenient time to review the file.
207 Personnel Data Changes
It is the responsibility of each employee to promptly notify the Museum of any changes in personal 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 information
provided to the Museum should be accurate and current at all times. If any personal data has changed,
please promptly notify the Human Resources Department in writing.
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Section 3
Employee Benefits Programs
301 Employee Benefits
Eligible employees at the Natural History Museum are provided a wide range of benefits. A number of
the programs (such as Social Security, workers' compensation, state disability, and unemployment
insurance) cover all employees in the manner prescribed by law.
Benefits eligibility is dependent upon a variety of factors, including employee classification. Employees
should contact their supervisor or the Human Resources Department to identify the benefits for which
they are eligible. Details of many of our benefit programs can be found elsewhere in the employee
handbook or in summary plan descriptions that are available to our employees.
The following benefit programs are currently available to eligible employees (subject to change):
 Benefit Conversion at Termination
 Bereavement Leave
 Dental Insurance
 Employee Assistance Program
 Employee Discounts
 Floating Holiday
 Gift Store Discount
 Holidays
 Leave required by state and federal law
 Life and Accidental Death & Dismemberment Insurance
 Long-Term Disability
 Medical Insurance
 Museum Cafe Discount
 Parking
 Pregnancy Disability Leave
 Retirement 403(b) Plan
 Short-Term Disability
 Sick Leave
 Vacation
 Vision Care Insurance
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Some benefit programs require contributions from the employee, but most are fully paid by the
Museum. Except for benefits required by law, the Museum reserves the right to modify or eliminate any
particular benefit program at any time. Some of the benefits listed above are described within this
Handbook. For those that are not, contact the Human Resources Department for more information.
302 Vacation
Vacation time off with pay is available to regular full-time employees to provide opportunities for rest,
relaxation, and personal pursuits. Regular part-time and other employees are not eligible.
Paid Vacation time is accrued per anniversary year, beginning on the first day of employment, as
follows:
 During their first five years of employment, employees accrue 10 vacation days each year, which
is 0.417 days per pay period. The maximum number of days allowed to be accrued and carried
on payroll records is 20 days or 160 hours.
 After the completion of five years of employment, employees accrue 15 vacation days each
year, which is 0.625 days per pay period. The maximum number of days allowed to be accrued
and carried on payroll records is 30 days or 240 hours.
 After the completion of ten years of employment, employees accrue 20 vacation days each year,
which is 0.833 days per pay period. The maximum number of days allowed to be accrued and
carried on payroll records is 40 days or 320 hours.
Once employees have reached the maximum number of days or hours allowed to be accrued and
carried on payroll records, they will not accrue more vacation time until their vacation accrual falls
below the maximum allowed.
Employees are encouraged to use their available paid vacation time. Paid vacation time can be used in
minimum increments of one-half hour for non-exempt employees and one day (8 hours) for exempt
employees. To take vacation, employees must request advance approval from their supervisors.
Requests will be reviewed based on a number of factors, including business needs and staffing
requirements. The supervisor has the discretion to establish how much advance notice is needed to
grant vacation time. The Museum has the discretion to approve or deny vacation requests based on
operational requirements, staffing needs or if employees do not provide enough advance notice.
Vacation time off is paid at the employee's base pay rate at the time of vacation and will not include any
special forms of compensation.
Upon termination of employment, employees will be paid for unused vacation time that has accrued
through the last day of employment.
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303 Holidays
The Museum currently will grant holiday time off to all employees on the holidays listed below:
* New Year's Day (January 1)
* Martin Luther King, Jr. Day (third Monday in January)
* Presidents' Day (third Monday in February)
* Memorial Day (last Monday in May)
* Independence Day (July 4)
* Labor Day (first Monday in September)
* Columbus Day (second Monday in October)
* Veterans' Day (November 11)
* Thanksgiving (fourth Thursday in November)
* Day after Thanksgiving
* Christmas (December 25)
Regular full-time employees will be paid for the holiday time off; other employees are not eligible for
pay for the above holidays. Holiday pay will be calculated based on the employee's straight-time pay
rate (as of the date of the holiday) times the number of hours the employee would otherwise have
worked on that day. Employees must work their normal working days before and after a holiday to
receive pay for the holiday unless the absence is approved or authorized by the employee’s supervisor
before the holiday.
Generally, if a holiday falls on a Saturday, the Museum will celebrate the holiday on the Friday
immediately preceding it. If a holiday falls on a Sunday, the Museum will observe the holiday on the
following Monday.
If a recognized holiday falls during an eligible employee's paid absence (such as vacation or sick leave),
holiday pay will be provided instead of the paid time off benefit that would otherwise have applied.
If eligible non-exempt employees work on a recognized holiday, they will receive holiday pay plus wages
at their straight-time rate for the hours worked on the holiday.
If an exempt employee works on a recognized holiday, they may take a day off during the same pay
period if this is approved in advance by the employee’s supervisor.
Paid time off for holidays will not be counted as hours worked for the purposes of determining
overtime.
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304 Floating Holiday
In addition to the recognized holidays previously listed, regular full-time employees will receive one
floating holiday each fiscal year at the beginning of each fiscal year following the commencement of
their employment. Employees must request the time off from their supervisor prior to using the floating
holiday. Floating holiday time may not be used in less than a full day increment. The Day is to be used
during the fiscal year, and if not, the day is converted to accrued vacation at the end of the fiscal year.
Paid time off for holidays will not be counted as hours worked for the purposes of determining
overtime.
305 Religious Holidays
The Museum will attempt to accommodate employee requests to observe religious holidays. Employees
may request unpaid time off from work for the observance of religious holidays by notifying his or her
immediate supervisor at least ten (10) days in advance of the required time off. Vacation time and
personal holidays may be used to receive pay for religious observances. Sick time may not be used for
religious observance.
306 Sick Leave
The Museum provides paid sick leave benefits to all regular full-time employees for periods of
temporary absence due to illnesses, injuries or medical appointments. Regular part-time and other
employees are not eligible.
Sick leave benefits are accrued per anniversary year, beginning on the first day of employment, at the
rate of 12 days per year (one day for every full month of service).
Unused sick leave benefits will be allowed to accumulate until the employee has accrued a total of 60
calendar days (480 hours) worth of sick leave benefits. Thereafter, employees will not accrue additional
sick leave except to the extent accumulated sick leave is taken. If the employee's benefits reach this
maximum, further accrual of sick leave benefits will be suspended until the employee has reduced the
balance below the limit.
Paid sick leave can be used in minimum increments of one-half hour by exempt and non-exempt
employees. Eligible employees may use sick leave benefits for an absence due to their own illness or
injury or that of an immediate family member or domestic partner who resides in the employee's
household. The Employee must have accrued the sick time in order to use the time for these purposes.
Employees who are unable to report to work due to illness, injury or medical appointment must notify
their direct supervisor before the scheduled start of their workday if possible. The direct supervisor must
also be contacted on each additional day of absence.
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If an employee becomes sick during the workday, he or she must notify his or her manager or supervisor
before leaving the work site. Failure to notify one’s supervisor or manager as stated herein may result in
disciplinary action, up to and including termination.
Employees absent more than five (5) consecutive days due to their own illness or injury must apply for a
medical leave of absence, if eligible.
The Museum reserves the right to require a satisfactory statement from a health care provider whenever an employee misses work due to an illness or injury. The employee may be asked to provide a
physician’s statement that verifies that an illness or injury existed, its beginning and ending dates, and
the employee’s ability to return to work. When requested, such verifications and releases may be a
condition to receiving sick leave benefits and returning to work. Although a physician’s statement
normally will not be requested for absences of five (5) working days or less, the Museum may request
such a statement in situations where it determines that a physician’s statement is warranted. Abuse of
sick leave privileges will subject an employee to disciplinary action, up to and including termination of
employment.
Sick leave benefits will be calculated based on the employee's base pay rate at the time of absence and
will not include any special forms of compensation. As an additional condition of eligibility for sick leave
benefits, an employee on an extended absence must apply for any other available compensation and
benefits, such as workers' compensation. Sick leave benefits will be used to supplement any payments
that an employee is eligible to receive from state disability insurance, workers' compensation or the
Museum’s disability insurance programs. The combination of any such disability payments and sick leave
benefits cannot exceed the employee's normal weekly earnings.
Upon termination of employment, employees will not be paid for unused sick time that has been
accrued.
307 Time Off to Vote
The Museum encourages employees to fulfill their civic responsibilities by participating in elections.
Generally, all employees are expected to find time to vote either before or after their regular work
schedule. If employees are unable to vote in an election during their non-working hours, the Museum
will grant up to 2 hours of paid time off to vote. However, employees must provide their supervisor with
a reasonable explanation as to why they cannot vote during non-working hours.
Employees should request time off to vote from their supervisor at least two working days prior to
Election Day. Advance notice is required so that the necessary time off can be scheduled at the
beginning or end of the work shift, whichever provides the least disruption to the normal work schedule.
Employees must submit a voter's receipt on the first working day following the election to qualify for
paid time off.
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308 Bereavement Leave
The Museum provides bereavement leave to all regular full-time and regular part-time employees.
Employees who wish to take time off due to the death of an immediate family member should notify
their supervisor immediately.
The Museum defines "immediate family" as the employee's spouse, domestic partner, parent, child,
sibling; the employee's spouse's parent, child, or sibling; the employee's child's spouse; grandparents or
grandchildren. Special consideration will also be given to any other person whose association with the
employee is similar to any of the above relationships.
The maximum amount of paid time off is
three (3) days for local funerals; and
five (5) days for out-of-town funerals. For purposes of this policy, an out-of-town funeral
is one that is held more than two hundred (200) miles from the employee's home office.
An employee needing time off in excess of the time allowed for bereavement leave must request
vacation time off or unpaid time off in accordance with the Museum’s policy.
Bereavement pay is calculated based on the base pay rate at the time of absence and will not include
any special forms of compensation.
Bereavement leave will normally be granted unless there are unusual business needs or staffing
requirements. Employees may, with their supervisors' approval, use any available paid leave for
additional time off as necessary.
309 Jury Duty
The Museum encourages employees to fulfill their civic responsibilities by serving jury duty when
required. Regular full-time employees may request up to 10 days of paid jury duty leave over any oneyear period. Part-time employees are not eligible for pay during jury duty.
If employees are required to serve jury duty beyond the period of paid jury duty leave, they may use any
available paid time off (for example, vacation benefits) or may request an unpaid jury duty leave of
absence, except to the extent pay is required by law for exempt employees who perform work during a
workweek in which jury service occurs.
Employees must show the jury duty summons to their supervisor as soon as it is received so that the
supervisor may make arrangements to accommodate their absence. Of course, employees are expected
to report for work whenever the court schedule permits. Upon return from jury duty, employees must
attach proof of jury service report to the time sheet when submitted. Any check received from the court
system where employees served must be surrendered to the Museum as employees have been paid
your salary while on jury duty. Employees may keep the mileage reimbursement from the court.
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Either the Museum or the employee may request an excuse from jury duty if, in the Museum's
judgment, the employee's absence would create serious operational difficulties.
The Museum will continue to provide health insurance benefits for the full term of the jury duty
absence.
310 Witness Duty
The Museum encourages employees to appear in court for witness duty when subpoenaed to do so.
If employees have been subpoenaed or otherwise requested to testify as witnesses by the Museum,
they will receive paid time for the entire period of witness duty.
Employees will be granted unpaid time off to appear in court as a witness when subpoenaed or
requested to appear in a matter other than Museum business. Employees are free to use any available
paid leave benefit (such as vacation leave) to receive compensation for the period of this absence.
The subpoena should be shown to the employee's supervisor immediately after it is received so that
operating requirements can be adjusted, where necessary, to accommodate the employee's absence.
The employee is expected to report for work whenever the court schedule permits.
311 Health Insurance
The Museum's health insurance plan provides employees and their dependents access to medical,
dental, and vision care insurance benefits. Regular full-time employees are eligible to participate in the
health insurance plan, subject to all terms and conditions of the agreement between the Museum and
the insurance carrier. Regular part-time and other employees are not eligible.
A change in employment classification that would result in loss of eligibility to participate in the health
insurance plan may qualify an employee for benefits continuation under the Consolidated Omnibus
Budget Reconciliation Act (COBRA). Please refer to the Benefits Continuation (COBRA) policy for more
information.
Details of the health insurance plan are described in the Summary Plan Description (SPD) and, in the
event of conflict with this Handbook, the provisions of the SPD will apply. An SPD and information on
cost of coverage will be provided in advance of enrollment to eligible employees. Please contact the
Human Resources Department for more information about health insurance benefits.
The Museum reserves the right to modify and/or eliminate any particular benefit program or eligibility
at any time.
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312 Benefits Continuation (COBRA)
The federal Consolidated Omnibus Budget Reconciliation Act (COBRA) gives employees and their
qualified beneficiaries the opportunity to continue health insurance coverage under the Museum's
health plan when a "qualifying event" would normally result in the loss of eligibility. Some common
qualifying events are resignation, termination of employment, or death of an employee; a reduction in
an employee's hours or a leave of absence; an employee's divorce or legal separation; and a dependent
child no longer meeting eligibility requirements.
Under COBRA, the employee or beneficiary pays the full cost of coverage at the Museum's group rates
plus an administration fee. The Museum provides each eligible employee with a written notice
describing rights granted under COBRA when the employee becomes eligible for coverage under the
Museum's health insurance plan. The notice contains important information about the employee's
rights and obligations and, in the event of a conflict with this Handbook; provisions of the notice will
govern the employees’ eligibility for COBRA benefits.
313 Life Insurance and AD&D
Life insurance offers employees and their family’s important financial protection. The Museum provides
a basic life insurance plan for employees. Accidental Death and Dismemberment (AD&D) insurance
provides protection in cases of serious injury or death resulting from an accident. AD&D insurance
coverage is provided as part of the basic life insurance plan.
Regular full-time employees are eligible to participate in the life insurance plan, subject to all terms and
conditions of the agreement between the Museum and the insurance carrier. Regular part-time and
other employees are not eligible.
Details of the basic life insurance plan including benefit amounts are described in the Summary Plan
Description provided to eligible employees and, in the event of conflict with this Handbook, the
provisions of the SPD will apply. Please contact the Human Resources Department for more information
about life insurance benefits.
The Museum reserves the right to modify or eliminate any particular benefit program or eligibility at any
time.
314 Short-Term and Long-Term Disability Insurance
The Museum provides a short-term (STD) and long-term disability (LTD) benefits plan to help eligible
employees cope with an illness or injury that results in a short-term and/or long-term absence from
employment. STD and LTD are designed to ensure a continuing income for employees who are disabled
and unable to work.
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Regular full-time employees are eligible to participate in the STD/LTD plan, subject to all terms and
conditions of the agreement between the Museum and the insurance carrier. Regular part-time and
other employees are not eligible.
Eligible employees may begin STD coverage after a seven day waiting period and continues for up to 13
weeks. STD coverage is reduced by the amount of any other disability income. LTD benefits begin after
90 days or the end of STD maximum benefit period; whichever is later, and continues up to the age of 65
as long as the employee remains disabled.
LTD benefits are offset with amounts received under Social Security or workers' compensation for the
same time period.
Details of the STD/LTD benefits plan including benefit amounts, and limitations and restrictions are
described in the Summary Plan Description provided to eligible employees. In the event of conflict with
this Handbook, the provisions of the SPD will apply. Please contact the Human Resources Department
for more information about STD/LTD benefits.
The Museum reserves the right to modify or eliminate any particular benefit program or eligibility at any
time.
315 Workers' Compensation Insurance
The Museum provides a comprehensive workers' compensation insurance program at no cost to
employees. This program covers any injury or illness sustained in the course of employment that
requires medical, surgical, or hospital treatment. Subject to applicable legal requirements, workers'
compensation insurance provides benefits after a short waiting period or, if the employee is
hospitalized, immediately.
Employees who sustain work-related injuries or illnesses should inform their supervisor immediately. No
matter how minor an on-the-job injury may appear, it is important that it be reported immediately. This
will enable an eligible employee to qualify for coverage as quickly as possible.
Neither the Museum nor the insurance carrier will be liable for the payment of workers' compensation
benefits for injuries that occur during an employee's voluntary participation in any off-duty recreational,
social, or athletic activity sponsored by the Museum.
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Section 4
Work Hours, Time Keeping & Payroll
401 Hours of Work
The work week of the Museum begins Sunday at 12:01 am and ends Saturday at 12:00 midnight.
The Museum schedules the regular workweek for each employee depending on the employee’s position
and the number of hours each employee is classified to work per week.
Various factors such as workloads and staffing needs may require variations in an employee’s starting
and quitting time and the total hours worked each day or week. Employees may be required to work
overtime and/or weekend hours. The Museum maintains its right to assign employees to jobs other than
their usual assignments when required for legitimate business reasons.
402 Recording & Reporting Hours Worked
Accurately recording time worked is the responsibility of every non-exempt employee. Federal and state
laws require the Museum to keep an accurate record of time worked in order to calculate employee pay
and benefits. Time worked is all the time actually spent on the job performing assigned duties.
Non-exempt employees must record their work hours on time sheets, including the time when they
arrive for work and the time when they leave work for the day. Non-exempt employees must also
record their start and end times for meal periods on their time cards. Employees cannot start work more
than seven (7) minutes before the start of their shift or continue working any later than seven (7)
minutes after completion of their shift unless their supervisor has authorized overtime work.
Non-exempt employees should note any absences (sick leave, vacation, jury duty, etc.) on their time
cards in order to receive pay due, if eligible, for the absence. Failure to follow this procedure may result
in an error on the employee’s paycheck.
An employee’s time sheet is the record of his or her hours worked, from which a payroll check is
computed. Therefore, care should be taken to ensure that each employee’s time sheet is an accurate
record of time worked. If for any reason an employee fails to clock in/out or record their time or finds an
error on their time sheet, the employee must immediately notify their supervisor so that the error or
omission can be corrected in the system or on the timesheet in a timely manner.
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Employees who are characterized by the Museum as exempt according to state and federal overtime
provisions are paid a salary that is intended to fully compensate them for all hours worked each week.
Exempt employee’s salaries are not subject to reduction because of variations in their schedules or the
quantity of the employee’s work. As a general rule, an exempt employee’s salary is not subject to hour
reductions. Exceptions to the general rule will apply only when they are expressly authorized under
applicable state and federal laws. This may occur, for example, when an employee has exhausted all
accrued vacation benefits and misses additional days of work for personal reasons.
Non-exempt employees are responsible for signing their time sheets to certify the accuracy of all time
recorded. Supervisor’s will review and then sign the time sheet before submitting it for processing by
payroll. Supervisors are also responsible for reviewing and approving their direct reports online
timesheets after each pay period.
Altering, falsifying, tampering with time records, or recording time on another employee's time record
may result in disciplinary action, up to and including termination of employment.
403 Rest and Meal Periods
Non-exempt employees who are scheduled to work more than five (5) hours must take a thirty (30)
minute uninterrupted meal period, off the clock, no later than the end of the fifth hour of work.
Employees are entitled to be relieved of all their duties and free to take care of personal matters during
that time. Employees that have a six (6) hour shift may voluntarily waive the meal period if they execute
a Six Hour Shift Waiver Form. Employee should see their supervisor if interested.
Employees working more than ten (10) hours are entitled to a second thirty (30) minute meal period
before the end of the tenth hour of work, unless the employee voluntarily executes a Twelve Hour Shift
Waiver Agreement and has taken the first meal period.
The Museum provides a paid ten (10) minute rest period for every four (4) hours of work or major
fraction thereof. An employee who works between three and a half (3 ½) to six (6) hours is entitled to
one (1) ten minute break, an employee who works over six (6) hours is entitled to a second ten minute
break. An employee that works less than three and a half (3 ½) hours is not entitled to receive a paid ten
(10) minute rest period. Employee should check with their supervisor for the appropriate time to take
meal and rest breaks.
It is against the Museum’s policy for any employee to perform work during meal or rest periods. It is
against the Museum’s policy to return to work before the end of a thirty (30) minute meal period or ten
(10) minute rest break. It is also against the Museum’s policy for employees to work “off the clock,” that
is, perform work without recording it as time worked on their timesheets.
Meal periods and breaks may not be waived to leave early nor may they be consolidated for a longer
break or meal period.
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404 Overtime
When operating requirements or other needs cannot be met during regular working hours, non-exempt
employees may be asked to or required to work overtime.
Overtime will be paid to all eligible non-exempt employees as follows:
 One and one-half (1 ½) times their regular hourly rate of pay for hours they are required to work
in excess of eight (8) hours in any one (1) workday or in excess of forty (40) hours in any one (1)
workweek, and for the first eight (8) hours of work on the seventh (7th) consecutive day of work.
 Two (2) times their regular hourly rate of pay for all hours they are required to work in excess of
twelve (12) hours in any one (1) workday and for all work in excess of eight (8) hours on the
seventh (7th) consecutive day of any workweek.
There shall be no pyramiding of overtime. When more than one overtime premium can be applied to
the same working time (for example, an employee works in excess of eight (8) hours on a particular
workday and the employee’s hours also total more than forty (40) hours for that workweek) only one
computation, whichever is of greater benefit to the employee, shall be used to compute overtime pay.
All overtime must be authorized by the employee’s supervisor in writing in advance. Employees should
refer to the Home Department Overtime request form. Failure to work scheduled overtime, or working
overtime without prior authorization from the supervisor may result in disciplinary action, up to and
including possible termination of employment.
Overtime pay is based on actual hours worked. Time off for sick leave, vacation leave, holidays, or any
leave of absence will not be considered hours worked for purposes of calculating overtime.
405 Make-Up Time
Non-exempt employees may be permitted to make up time that they take off for a personal obligation
with the approval of their supervisor. If an employee wishes to make up such time, they must submit a
written request to their supervisor. The make-up time must be worked during the same workweek as
the time missed and cannot result in working more than 11 hours in a workday or more than 40 hours in
that workweek. Employees will be compensated for such make-up time at the non-overtime rate of pay.
An employee’s use of make-up time is completely voluntary. The Museum does not encourage,
discourage or solicit the use of make-up time.
406 Paydays
All employees are paid semi-monthly on the 15th and the 30th of the month. Each paycheck will include
earnings for all work performed through the end of the previous payroll period.
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In the event that a regularly scheduled payday falls on a day off such as a weekend or holiday,
employees will receive pay on the last day of work before the regularly scheduled payday.
If a regular payday falls during an employee's vacation, the employee's paycheck will be available upon
his or her return from vacation.
Each employee will receive a detachable itemized pay statement that has been approved by the State of
California Labor Standards Enforcement showing dates of the pay period, all hours, earning and
deductions from each employee’s pay check.
407 Work Schedules
Work schedules for employees vary throughout the Museum. Supervisors will advise employees of their
individual work schedules. Staffing needs and operational demands may necessitate variations in
starting and ending times, as well as variations in the total hours that may be scheduled each day and
week.
408 Pay Advances
The Museum does not provide pay advances on unearned wages to employees.
409 Pay Corrections
The Museum takes 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 unlikely event that there is an error in the amount of pay, the employee should promptly bring
the discrepancy to the attention of the Human Resources Department so that corrections can be made
as quickly as possible.
410 Pay Deductions
The law requires that the Museum make certain deductions from every employee's compensation.
Among these are applicable federal, state, and local income taxes.
The Museum also must deduct Social Security, Medicare and State Disability Insurance (SDI) taxes from
each employee's earnings.
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The Museum offers programs and benefits beyond those required by law. Eligible employees may
voluntarily authorize deductions from their paychecks to cover the costs of participation in these
programs.
Employees having questions concerning deductions or how they were calculated, should contact Human
Resources.
411 Direct Deposit
Employees may have pay directly deposited into their bank accounts if they provide advance written
authorization to the Museum. Employees will receive an itemized statement of wages when the
Museum makes direct deposits.
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Section 5
Leaves of Absence
501 Family and Medical Leave
Under the federal Family and Medical Leave Act ("FMLA") and the California Family Rights Act ("CFRA"),
regular full-time employees are eligible to take up to 12 weeks of unpaid FMLA Leave within a 12 month
period and be restored to the same or an equivalent position upon their return from leave provided the
employee: (1) have worked for an otherwise covered worksite employer for at least 12 months, (2) have
worked for at least 1,250 hours in the last 12 months, and (3) are employed at a worksite that has 50 or
more employees within 75 miles from the location from which they were assigned. A "rolling" 12 month
period measured backwards from the date employees take leave will be used for computing the period
within which the 12 weeks of leave may be taken.
Reasons for Leave
Employees may take FMLA leave for any of the following reasons:
(1) the birth of a son or daughter and to care for such son or daughter;
(2) the placement of a son or daughter with you for adoption or foster care and to care for the newly
placed son or daughter;
(3) to care for a spouse, son, daughter or parent ("covered relation") with a serious health condition;
(4) because of the employee’s own serious health condition which renders them unable to perform
an essential function of their position; or
(5) because of any qualifying exigency arising out of the employee’s spouse, child or parent being a
covered military member on active duty or having been notified of an impending call or order to
active duty in support of a contingency operation.
A “serious health condition” is an illness, injury, impairment or physical or mental condition that
involves (a) an overnight stay in a hospital, hospice or medical care facility or (b) continuing treatment
by a health care provider, as defined under the FMLA. Subject to certain conditions, the continuing
treatment requirement may be met by a period of incapacity of more than 3 consecutive calendar days
combined with at least two visits to a health care provider or one visit and a regimen of continuing
treatment, or incapacity due to pregnancy, or incapacity due to a chronic condition.
A “qualifying exigency” that may qualify for FMLA leave generally includes to address issues arising from
a short-notice deployment, to attend an official military ceremony, program or event, to arrange for
alternative childcare due to active duty or call to active duty status, to make or update financial or legal
arrangements, to attend counseling, to spend time with a covered military member on short-term rest
and recuperation, to attend post-deployment activities and to address other events which arise out of
the covered military member’s active duty or call to active duty status.
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An eligible employee will be entitled to a total of 26 weeks of unpaid FMLA leave during a single 12month period for the following reason:
 to care for a spouse, child, parent or next of kin who is a covered service member with a serious
injury or illness.
Leave because of reasons (1) or (2) must be completed within the 12 month period beginning on the
date of birth or placement.
Eligibility
An employee is eligible for FMLA leave after being employed by the Museum for 12 months and having
worked for at least 1,250 hours within the 12-month period immediately preceding the beginning of the
leave.
Husband and Wife Working for the Museum
If both a husband and wife work for the Museum and are eligible for FMLA leave, their combined total
amount of leave during any 12-month period will be limited to 12 weeks for the birth of a child, placement of a child for adoption or foster care, and to care for the employee’s parent with a serious health
condition and will be limited to 26 weeks if the leave is taken to care for a covered service member with
a serious injury or illness.
Intermittent or Reduced Schedule Leave
An employee may take FMLA leave intermittently or on a reduced leave schedule when medically
necessary or due to qualifying exigencies. The Museum may temporarily transfer an employee requiring
intermittent leave or leave on a reduced work schedule to an available alternative position for which the
employee is qualified and which better accommodates recurring periods of leave. When the employee
no longer needs leave on an intermittent or reduced leave schedule basis, the employee will be
returned to the substantially same or equivalent job that he or she held when the leave began.
Reinstatement
An employee returning to work following FMLA leave will be able to return to the substantially same
position the employee held prior to taking leave or to an equivalent position with equivalent benefits,
pay and other terms and conditions of employment, unless the employee would have been terminated
due to a layoff, downsizing, restructuring, etc., if the employee had not taken leave.
An employee who fails to return to work following FMLA leave will be considered to have voluntarily
resigned his or her employment.
The Museum may require an employee on FMLA leave to report periodically on the employee’s status
and intent to return to work.
Benefits during Leave
An employee may choose to continue health insurance benefits while on FMLA leave by making
arrangements to pay the normal employee portion of health insurance premiums. If the employee fails
to make the required payments for health coverage within 30 days of the date that such payments are
due, health coverage will be discontinued. In addition, unless due to circumstances beyond the
employee’s control, if an employee fails to return to work following FMLA leave, the Museum shall be
entitled to recover from the employee the Museum’s share of the health insurance premiums paid
during the period of the employee’s unpaid FMLA leave.
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Employees will not accrue vacation or sick leave while on FMLA, nor be paid for holidays that occur
during the leave.
Substitution of Paid Leave
An employee who takes FMLA leave will be required to substitute any other accrued sick time as long as
the leave is for the employee’s own medical condition and the Museum permits them to do so. Accrued
sick time may not, however, be used during a leave to care for someone other than the employee.
In addition, if an employee is off of work due to an injury covered by worker’s compensation and if the
injury qualifies as a “serious health condition”, the Museum may designate the leave as FMLA leave, and
the worker’s compensation leave and FMLA leave will run concurrently.
Procedure for Requesting FMLA Leave
If the need for leave is foreseeable, an employee must provide the Museum with at least 30 days
advance notice before the FMLA leave is to begin. If 30 days notice is not practicable due to a medical
emergency or the date for leave is not known, the employee must provide notice to the Museum as
soon as practicable based on the facts and circumstances of the individual case. Generally, it should be
practicable for the employee to provide notice of the need for leave either the same day or the next
business day after learning of the need for FMLA leave.
When planning medical treatment, an employee must consult with the Museum and make a reasonable
effort to schedule the treatment so as not to unduly disrupt the Museum’s operations, subject to the
approval of the employee’s health care provider.
When the need for FMLA leave is not foreseeable and, the employee must comply with the Museum’s
usual and customary call-in procedures to report their absence from work. In addition, an employee has
an obligation to respond to the Museum’s questions designed to determine whether an absence or
request for leave is potentially an FMLA-qualifying leave. Failure to respond to the Museum’s reasonable
inquiries regarding the leave request may result in denial of FMLA protection if the Museum is unable to
determine whether the leave is FMLA-qualifying.
Medical and Other Certification Requirements
The Museum requires that an employee requesting FMLA leave provide medical certification from a
health care provider regarding the employee’s own serious health condition or that of the employee’s
covered family member. The Museum also may request periodic recertification of the need for leave
taken because of an employee’s own serious health condition or the serious health condition of a family
member, to the extent permitted by law.
For an employee requesting FMLA leave because of a qualifying exigency arising out of the active duty
or call to active duty status of a covered military member, the Museum requires that the employee
provide a copy of the covered military member’s active duty orders or other documentation issued by
the military which indicates that the covered military member is on active duty or called to active duty
status and the dates of that service.
For an employee requesting FMLA leave to care for a covered service member with a serious injury or
illness, the Museum requires that the employee obtain a certification completed by an authorized
health care provider of the covered service member.
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Failure to provide any required certification in a timely manner may result in the denial of FMLA
coverage.
Fitness for Duty Certification
The Museum requires that an employee seeking to return to work following FMLA leave due to the
employee’s own serious health condition provide certification from the employee’s health care provider
that the employee is able to come back to work and is able to perform the essential functions of the
employee’s job. If an employee fails to provide a fitness-for-duty certification, the employee may no
longer be entitled to reinstatement and may be terminated.
Museum Notification of Eligibility and Designation of Leave
The Museum will inform employees requesting leave whether they are eligible under FMLA and if not
eligible, will provide a reason for the ineligibility. The Museum also will inform employees if leave will be
designated as FMLA-protected leave and the amount of leave counted against the employee’s FMLA
leave entitlement.
Other Employment and Activities Prohibited During Leave
An employee on FMLA leave from the Museum may not work for another employer or engage in
activities that violate specific health care provider restrictions, unless granted permission in advance
from the Museum.
FMLA Rights
The Museum will not interfere with, restrain or deny the exercise of any right provided under FMLA. Nor
will the Museum discharge or discriminate against any person for opposing any practice made unlawful
by FMLA or for involvement in any proceeding under or relating to FMLA.
502 Kincare
An employee is entitled to use one-half of their annual sick leave benefits in any calendar year to attend
to an illness of a child, parent, spouse, registered domestic partner or child of the registered domestic
partner. The employee must have the sick time accrued in order to use time-off for this purpose.
503 Pregnancy Disability Leave
If an employee is disabled by pregnancy, childbirth or related medical conditions, they are eligible to
take a pregnancy disability leave (PDL). If they are affected by pregnancy or a related medical condition,
they are also eligible to transfer to a less strenuous or hazardous position or duties, if such a transfer is
medically advisable and can be reasonably accommodated. In addition, if it is medically advisable for
employee to take intermittent leave or work a reduced schedule, the Museum may require them to
transfer temporarily to an alternative position with equivalent pay and benefits than can better
accommodate recurring periods of leave.
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The PDL is for any period(s) of actual disability caused by an employee’s pregnancy, childbirth or related
medical condition up to four months (or 88 work days for a full-time employee) per pregnancy.
The PDL does not need to be taken in one continuous period of time, but can be taken on an as-needed
basis.
Time off needed for prenatal care, severe morning sickness, doctor-ordered bed rest, childbirth, and
recovery from childbirth is covered by PDL.
Generally, the Museum treats pregnancy disability the same as they treat other disabilities of similarlysituated employees. This affects whether leave will be paid or unpaid.
Employees are required to obtain a certification from their health care provider of their pregnancy
disability or the medical advisability for a transfer. The certification should include: 1) the date on which
the employee became disabled due to pregnancy or the date of the medical advisability for a transfer; 2)
the probable duration of the period(s) of disability or the period(s) for the advisability of a transfer; and,
3) a statement that, due to the disability, they are either unable to work at all or to perform any one or
more of the essential functions of their position without undue risk to themself or to other persons; or a
statement that, due to the pregnancy, a transfer to a less strenuous or hazardous position or duties is
medically advisable.
At the employee’s option, they can use any accrued vacation time or other accrued paid time off as part
of PDL before taking the remainder of their leave on an unpaid basis. The Museum requires, however,
that employees use any available sick leave during their PDL. The substitution of any paid leave will not
extend the duration of PDL.
The Museum encourages employees to contact the Employment Development Department ("EDD")
regarding their eligibility for state disability insurance for the unpaid portion of their leave.
If employees do not return to work on the originally scheduled return date nor request in advance an
extension of the agreed upon leave with appropriate medical documentation, they will be deemed to
have voluntarily terminated their employment with the Museum. Failure to notify the Museum of the
employee’s ability to return to work when it occurs, or their continued absence from work because of
their leave must extend beyond the maximum time allowed, may be deemed a voluntary termination of
their employment with the Museum, unless they are entitled to Family Leave.
Upon the employee’s return from a covered PDL, they will be reinstated to their same position in most
instances.
Taking PDL may impact certain employee’s benefits and seniority dates. If employees want more
information regarding their eligibility for a leave and the impact of the leave on their seniority and
benefits, employees should contact their supervisor or the Human Resources Department.
Any request for leave after the employee’s disability has ended will be treated as a request for family
care leave under the California Family Rights Act and the federal Family Medical Leave Act, if they are
eligible for that type of leave. Please refer to the Family and Medical Leave policy.
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504 Coordination with California Family Rights Act Leave Policy
If employees take pregnancy disability leave and are eligible under the federal or state family and
medical leave laws, the Museum will maintain group health insurance coverage for up to a maximum of
12 workweeks (if such insurance was provided before the leave was taken) on the same terms as if they
had continued to work. Leave taken under the Pregnancy Disability Leave Policy runs concurrently with
Family and Medical Leave (FMLA) under federal law, but not California Family Rights Act Leave. If
employees are ineligible under the federal and state family and medical leave laws, while on pregnancy
disability they will receive continued paid coverage on the same basis as other medical leave that the
Museum may provide and for which they are eligible. In some instances, the Museum may recover
premiums it paid to maintain health coverage for them if they fail to return to work following pregnancy
disability leave.
If employees are on pregnancy disability leave and are not eligible for continued paid coverage, or if
paid coverage ceases after 12 workweeks, they may continue their group health insurance coverage
through the Museum in conjunction with federal COBRA guidelines by making monthly payments to the
Museum for the amount of the relevant premium. Employees should contact the Human Resources
Department for further details.
505 Personal Leave
The Museum in its discretion may provide leaves of absence without pay to eligible regular full-time
employees who wish to take time off from work duties to fulfill personal obligations.
As soon as the employee becomes aware of the need for a personal leave of absence, they should
request a leave from their supervisor and inform the Human Resources Department.
Personal leave may be granted for a period of up to 60 calendar days within a two-year period. With
their supervisor's approval, employees may take any available sick leave or vacation leave as part of the
approved period of leave.
Requests for personal leave will be evaluated based on a number of factors, including anticipated work
load requirements and staffing considerations during the proposed period of absence.
Subject to the terms, conditions, and limitations of the applicable plans, the Museum will continue to
provide health insurance benefits through COBRA. The employee needs to pay the full portion of the
health insurance premiums. If the employee fails to make the required payments for health coverage
within 30 days of the date that such payments are due, health coverage will be discontinued.
The period of time during which an employee is on leave of absence is not considered time worked for
purposes of determining eligibility for, or the amount of, certain benefits, such as vacation and sick time.
When an employee returns from a leave of absence, the eligibility and accrual dates for such benefits
will be adjusted forward to reflect the period of the leave. If a paid holiday falls during the period an
employee is on leave of absence, the employee will not be eligible for the holiday pay and forfeits the
holiday.
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Except as required by law, the Museum cannot guarantee an employee’s position will be open when he
or she returns from his or her leave of absence. If an employee’s former position is unavailable when he
or she is ready to return from an approved leave, reasonable effort will be made to place the employee
in a comparable position for which he or she is qualified. An employee who does not accept the position
offered will be considered to have voluntarily terminated his or her employment with the Museum,
effective the day such refusal is made.
If an employee does not return to work immediately after an approved personal leave and fails to
contact the Museum regarding the extended absence, the Museum will assume that the employee has
voluntarily resigned his or her position with the Museum. Employees who resign in this manner are not
likely to be eligible for rehire.
506 Military Leave
A military leave of absence will be granted to employees who are absent from work because of service
in the U.S. uniformed services in accordance with the Uniformed Services Employment and
Reemployment Rights Act (USERRA). Advance notice of military service is required, unless military
necessity prevents such notice or it is otherwise impossible or unreasonable.
The leave will be unpaid. However, employees may use vacation time off for the absence.
Continuation of health insurance benefits is available as required by USERRA based on the length of the
leave and subject to the terms, conditions and limitations of the applicable plans for which the
employee is otherwise eligible.
Benefit accruals, such as vacation, sick leave, or holiday benefits, will be suspended during the leave and
will resume upon the employee's return to active employment.
Employees on military leave for up to 30 days are required to return to work for the first regularly
scheduled shift after the end of service, allowing for reasonable travel time. Employees on longer
military leave must apply for reinstatement in accordance with USERRA and all applicable state laws.
Employees returning from military leave will be placed in the position they would have attained had
they remained continuously employed or a comparable one depending on the length of military service
in accordance with USERRA. They will be treated as though they were continuously employed for
purposes of determining benefits based on length of service.
Employees should contact the Human Resources Department for more information or questions about
military leave.
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507 Military Spouse Leave
All employees who work at least 20 hours per week are eligible for a military spouse leave of absence.
They will be granted a leave from work when their spouse is on leave from a period of military conflict.
Employees will be eligible for up to 10 unpaid days off. Employees may use any earned but unused
vacation for this leave period.
The employee must provide the Museum with notice within at least two business days of receiving
official notice that their spouse will be on leave from deployment that s/he wishes to take leave.
All requests for military spouse leaves of absence must be submitted on a Leave of Absence Request
form, along with written documentation certifying the spouse will be on leave from deployment.
508 Rehabilitation Leave
The Museum is committed to providing assistance to employees to overcome substance abuse
problems. The Museum will reasonably accommodate any employee who wishes to voluntarily enter
and participate in an alcohol or drug rehabilitation program. This accommodation may include an
adjusted work schedule or time off without pay, provided the accommodation does not impose an
undue hardship on the Museum. Employees may use any accrued sick or vacation benefits while on
leave under this policy. However, additional benefits will not be accrued during the unpaid portion of
the leave of absence. A leave of absence under this policy will be subject to the same provisions and
rules as apply to medical leaves of absence. The Museum will attempt to safeguard the privacy of an
employee's participation in a rehabilitation program.
Employees must notify their supervisor, manager or the Human Resources Department if they need to
request an accommodation under this policy.
509 Time Off for Crime Victims
Employees, who have been victims of serious or violent felonies, as specified under California law, or
felonies relating to theft or embezzlement, may take time off work to attend judicial proceedings related
to the crime. Employees also may take time off if an immediate family member has been a victim of
such crimes and the employee needs to attend judicial proceedings related to the crime. "Immediate
family member" is defined as spouse, registered domestic partner, child, child of registered domestic
partner, stepchild, brother, stepbrother, sister, stepsister, mother, stepmother, father, or stepfather.
Employees must give the Museum’s Human Resource Department a copy of the court notice given to
the victim of each scheduled proceeding before taking time off, unless advance notice to the Museum of
the need for time off is not feasible. When advance notice is not feasible, the employee must provide
the Museum with documentation evidencing the judicial proceeding, within a reasonable time after the
absence. The documentation may be from the court or government agency setting the hearing, the
district attorney or prosecuting attorney's office, or the victim/witness office that is advocating on
behalf of the victim.
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Employees may elect to use accrued paid vacation time, or other paid time off for the absence. If the
employee does not elect to use paid time off, the absence will be unpaid. However, exempt employees
will be paid their full salary for any workweek interrupted by the need for time off under this policy.
510 Domestic Violence / Sexual Assault Victims Leave
An employee who is a victim of domestic violence or sexual assault will be granted unpaid time off to
appear in court to obtain a temporary restraining order or obtain other court assistance to help ensure
their health, safety or welfare, or that of their child. Employees should notify their supervisor in advance
of the need for time off, when feasible, and may be required to provide documentation for the absence.
An employee may use earned vacation, personal leave, or compensatory time off that is otherwise
available to the employee.
511 Time Off for Volunteer Firefighters
An employee who is a volunteer firefighter, reserve peace officer or emergency rescue personnel is
permitted unpaid time off to perform such emergency duties. If they request time off under the policy,
they must notify their direct supervisor immediately after the need for the leave becomes known.
512 Time Off for Volunteers of the California Wing of the Civil Air Patrol
An employee who is a volunteer member of the California Wing of the Civil Air Patrol and who has been
employed with the Museum for at least 90 days immediately preceding the leave, is permitted 10 days
of unpaid, job protected leave per year to respond to emergency operational missions. Affected
employees must notify their supervisor immediately after being advised of the emergency operational
mission. First responders and disaster service workers are not covered under this leave.
513 Time Off to Attend Required School Meetings
Employees who are parents or guardians of a child who has been suspended from school or who have
been requested in writing to attend a school conference will be granted time off from work to appear at
the school in connection with that suspension or request. The employee must provide reasonable notice
to their supervisor. The Museum reserves the right to request supporting documentation from the
school.
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514 Time Off for School-Related Activities
Parents, guardians, or grandparents with school children from kindergarten through Grade 12, or who
attend licensed child daycare facilities, are provided unpaid time off (up to a maximum of eight (8) hours
in one (1) calendar month and 40 hours in one (1) calendar year) to participate in school or day care
activities. The Museum may require proof of an employee's participation in these activities. They must
provide reasonable advance notice to their supervisor before taking any time off under this policy. The
employee shall utilize earned vacation, personal leave or compensatory time off for purposes of the
planned absence.
515 Literacy Assistance
The Museum is committed to providing assistance to employees who require time off to participate in
an adult education program for literacy assistance. If employees need time off to attend such a program,
they should inform their direct supervisor. The Museum will attempt to make reasonable
accommodations for them by providing unpaid time off or an adjusted work schedule, provided the
accommodation does not impose an undue hardship on the Museum. The Museum will attempt to
safeguard the privacy of their enrollment in an adult education program.
516 Paid Family Leave Wage Replacement Benefits
An employee who is off work to care for a child, spouse, parent, or registered domestic partner with a
serious health condition, or to bond with a new child, may be eligible to receive partial wage replacement benefits through the California "Paid Family Leave" ("PFL") program, which is administered by the
Employment Development Department ("EDD").
These partial wage replacement benefits solely are financed through employee contributions to the PFL
program. That program is solely responsible for determining if an employee is eligible for such benefits.
There generally is a seven day waiting period during which time no PFL benefits are available. The EDD
can provide additional information about any applicable waiting period.
Note that employees taking time off work to care for a child, spouse, parent, or registered domestic
partner with a serious health condition or to bond with a new child are not guaranteed job reinstatement unless they qualify for such reinstatement under federal or state family and medical leave laws.
Please see the "Family and Medical Leave" policy in this Handbook for eligibility requirements.
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Section 6
Employee Conduct & Personnel Policies
601 Attendance and Punctuality
To maintain a safe and productive work environment, the Museum expects employees to be reliable
and to be punctual in reporting for scheduled work. Absenteeism and tardiness place a burden on other
employees and on the Museum. In the rare instance when you cannot avoid being late to work or are
unable to work as scheduled, you must notify your supervisor as soon as possible in advance of the
anticipated tardiness or absence (for absences, preferably at least one hour prior to the start of your
shift). If you become sick during the work day, you must notify your supervisor before leaving the work
site. Failure to notify your supervisor may result in disciplinary action, up to and including termination.
The Museum reserves the right to require a statement by a health care provider whenever an employee
misses work due to an illness or injury. Such verification may be a condition of returning to work.
Although a physician’s statement normally will not be requested for absences of five (5) working days or
less, we may request such a statement in situations where it determines that a physician’s statement is
warranted.
Failure to show up for work along with failure to notify ones supervisor will result in an absence being
classified as a “No Call/No Show.” Any “No Call/No Show” is a serious violation of company attendance
guidelines and may result in disciplinary action, up to and including termination.
Poor attendance and excessive tardiness are disruptive. Either may lead to disciplinary action, up to and
including termination of employment.
602 Guest Service
Guests are among our organization’s most valuable assets. Every employee represents the Museum to
our guests and the public. The way we do our jobs presents an image of our entire organization. Guests
judge all of us by how they are treated with each employee contact. Therefore, one of our first business
priorities is to assist any guest or potential guest. Nothing is more important than being courteous,
friendly, helpful, and prompt in the attention employees give to customers.
The Museum will provide guest relations and service training to all employees with extensive guest
contact. Our personal contact with the public, our manners on the telephone, and the communications
we send to guests are a reflection not only of ourselves, but also of the professionalism of the Museum.
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Positive guest relations not only enhance the public’s perception or image of the Museum, but also pay
off in greater customer loyalty and increased sales and profit.
603 Courtesy and Responsiveness
Every employee represents the Museum in the eyes of its members and the public. The way employees
do their job presents an image of the entire organization. People judge the Museum by how they are
treated in each contact with employees. Therefore, one of the Museum staff’s highest priorities is to be
responsive and cordial at all times to Museum members and members of the public. Nothing is more
important than being courteous, friendly, helpful and prompt in the attention you give to people with
whom you come in contact with.
604 Museum Celebrity Policy
Museum Staff Expectations
The expectation for floor staff and non-floor staff alike is that celebrity guests are given the same outstanding experience that all guests receive during their visit. Additionally, the presence of a celebrity
guest should not detract from the experience of the rest of our visitors. Therefore, in order to limit
crowds, employees should remain off the floor unless they are specifically required to be there as part
of the everyday scope of their job. Any unprofessional interactions between staff members and guests,
including but not limited to requests for autographs or photos, or discussion of guest’s personal information will not be tolerated. Any staff member in violation of this policy will be subject to corrective
action, up to and including termination.
Photography and Social Media
Any social media posting or photography of celebrities, except as part of an official Museum Marketing
and Communications, or Advancement initiative, is expressly prohibited. Staff members observed
taking, or attempting to take photos, film, video, etc., will be subject to corrective action, up to and
including termination.
Notification of Key Staff Members
1) Once a Guest Relations Supervisor is alerted to the arrival or pending arrival of a celebrity, he/she
will notify:
 The Guest Experience Operations Lead (GEO Lead)
 And, the Security lead via Control
2) The GEO Lead will:
 Direct the on-site visit coordination with all departments to ensure an excellent guest
experience by all.
 Immediately notify the Director of Marketing and the Director of Communications via phone or
text, who will:
Decide upon any further course of communication beyond visit coordination depending upon
the situation and coordinate with the GEO Lead as necessary.
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Special Requests
Should a celebrity guest come in with a personal guard, the GEO Lead will partner with the guard to see
if any additional security steps need to be taken, for example, working with Security or Guest Relations
staff for crowd control purposes.
Requests for Private Tours should be communicated to GI Supervisor at least 72 hours in advance to
allow for appropriate staffing. In some instances, the Museum may be able to accommodate a
completely private Museum experience either before or after normal operating hours. These requests
must be sent to Director of Marketing and the Director of Communications for coordination.
605 Museum Code of Ethics
Employees have an obligation to conduct business within guidelines that prohibit actual or potential
conflicts of interest. The Museum has a Code of Ethics which has been adopted by both the Board of
Trustees and the Board of Governors. All County and Museum staff are required to read carefully and
strictly abide by the Museum’s Code of Ethics.
For reference, a complete copy of the Code of Ethics, as amended in 2004, is included with this
Employee Handbook as Appendix A. The Code of Ethics includes without limitation provisions on the
responsibilities of staff members with respect to conflicts of interest; gifts, favors and discounts; use of
Museum property and information; outside employment; outside volunteer activities; and personal
collecting.
Conflicts of interest prohibited by the Code of Ethics include a variety of circumstances specifically
referenced in the Code as well as others such as more than incidental use of Museum property, labor or
vendors for personal benefit, without the express authorization of the President and Director.
In the event of questions regarding any aspect of the Code of Ethics, employees should contact the Vice
President and General Counsel of the Museum.
606 Non-Disclosure
The protection of confidential business information and trade secrets is vital to the interests and the
success of the Museum. Such confidential information includes, but is not limited to, the following
examples:
 compensation data
 research and development strategies
 employee data
 scientific data
 member lists
 scientific formulae
 member preferences
 scientific prototypes
 financial information
 technological data
 marketing strategies
 technological prototypes
 new materials research
 contract terms
 pending projects and proposals
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All records and files maintained by the Museum are confidential and remain the property of the
Museum. No Museum records, files or Museum-related information may be removed from the
Museum’s premises or disclosed to any outside party without the express permission from the Museum.
Employees who improperly use or disclose trade secrets or proprietary or confidential business
information will be subject to disciplinary action, up to and including termination of employment and
legal action, even if they do not actually benefit personally from the disclosure of the information.
Work and documents generated by a Museum employee in the course of employment are the property
of the Museum and constitute works made for hire. Such work and documents cannot be used for nonMuseum purposes without advance approval in writing by the President and Director.
607 Outside Employment
Any employee who believes outside employment is necessary and appropriate must obtain the prior
written approval of Museum management before accepting the position to determine if there is a
conflict of interest. Under no circumstances may an employee accept outside activity, whether for profit
or not, if the employment or activity might (1) pose a potential, actual or apparent conflict of interest,
(2) subject the Museum to adverse publicity or criticism, or (3) interfere with the employee’s
performance of his or her duties or productivity on behalf of the Museum.
Employees are required to submit a disclosure statement at least annually with his or her supervisor
providing information concerning certain kinds of outside employment. The current version of that form
is available from the Museum’s Human Resources Department.
The Museum encourages individual participation in civic activities. Normally, such voluntary efforts must
take place outside of regular business hours. If voluntary efforts require the use of business time, prior
approval must be obtained from the employee’s supervisor and Museum management.
608 Hiring of Relatives
The employment of relatives or individuals involved in a dating relationship in the same area of an
organization may cause serious conflicts and problems with favoritism, supervision and employee
morale. In addition to claims of partiality in treatment at work, personal conflicts from outside the work
environment can be carried into day-to-day working relationships.
Although the Museum has no policy against hiring relatives of current employees, the Museum is
committed to monitoring situations in which relatives work in the same area. Where warranted due to
the development of actual or potential problems, the Museum will take prompt action. This can include
reassignment or, if necessary, termination of employment for one or both of the individuals involved.
For the purposes of this policy, a relative is any person who is related by blood or marriage, or whose
relationship with the employee is similar to that of persons who are related by blood or marriage.
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609 Solicitation and Postings
In an effort to ensure a productive and harmonious work environment, persons not employed by the
Museum may not solicit or distribute literature in the workplace at any time for any purpose.
The Museum recognizes that employees may have interests in events and organizations outside the
workplace. However, employees may not solicit or distribute literature concerning these activities
during working time. (Working time does not include lunch periods, work breaks, or any other periods in
which employees are not on duty.)
In addition, examples of impermissible types of solicitation include:
 The distribution of literature that may be considered offensive or inappropriate by co-workers
 The solicitation of memberships, fees, or dues
 The solicitation of bets, betting pools or gambling of any kind
 Employees may not use Museum equipment or systems, including but not limited to computers,
e-mail, telephones, voice-mail, copiers, and fax machines to prepare, send or receive solicitation
or literature.
 Employees may not post any literature, articles or solicitations on company bulletin boards
without prior express approval of management.
In addition, the posting of written solicitations on Museum bulletin boards is restricted. These bulletin
boards display important information, and employees should consult them frequently for:
 Employee announcements
 Internal memoranda
 County job openings
 Organization announcements
 Payday notice
 Workers' compensation insurance information
 State disability insurance/unemployment insurance information
 Employment law postings
If employees have a message of interest to the workplace, they may submit it to Human Resources for
approval. All approved messages will be posted by Human Resources.
610 Social Media Policy
The Museum understands the importance of social computing, networking, online communication and
social media in today's world. Social media takes many forms including network sites (Facebook,
LinkedIn, MySpace, Twitter, etc.), blogs, wikis, file sharing sites, forums, discussion groups and chat
rooms, with more media types being added every week. Social media can be an extremely effective way
of marketing our Museum and expanding our interactions with employees, suppliers, distributors,
investors, prospective employees, guests and donors.
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While embracing new technologies, we also want to make sure that our employees conduct themselves
professionally and responsibly in their use of social media and other digital technologies. Employees
must exercise care when participating in social media, as the lines between professional and personal
content, and between public and private content, is often blurred. Employees must follow the same
behavioral standards online as they would while engaging in other professional interactions. All of our
policies, procedures and/or guidelines apply regardless of the vehicle used to communicate them.
The same principles and guidelines found in the Museum’s policies apply to employees activities online.
Ultimately, employees are solely responsible for what they post online. Before creating online content,
they should consider some of the risks and rewards that are involved. They need to keep in mind that
any conduct that adversely affects their job performance, the performance of fellow employees or
otherwise adversely affects guests, employees, suppliers, distributors, investors, prospective employees,
donors, or people who work on behalf of the Museum or the Museum’s legitimate business interests
may result in disciplinary action up to and including termination.
Carefully read these guidelines, the Museum’s Standards of Conduct and Work Rules, and the Museum’s
policies regarding Sexual and Other Unlawful Harassment (104), Problem Resolution (707), Working
Relationships with Co-Workers (708), and Workplace Violence (709), and ensure postings are consistent
with these policies.
Employees must not use social media to harass, bully or intimidate other employees. Harassment,
workplace violence and inappropriate conduct, apply to employees online activities. Behaviors that
constitute harassment and bullying include, but are not limited to, comments that are derogatory with
respect to race, religion, gender, sexual orientation, color, or disability; sexually suggestive, humiliating,
or demeaning comments; and threats to stalk, haze, or physically injure another employee.
If employees decide to post complaints or criticisms, avoid using statements, photographs, video or
audio that reasonably could be viewed as malicious, obscene, threatening or intimidating. They should
keep in mind that they are more likely to resolve complaints by speaking directly with their co-workers
or utilizing the Problem Resolution Policy (707) rather than posting complaints to a social media outlet.
Post Appropriate Content
 Maintain the confidentiality of the Museum’s trade secrets and private or confidential
information. Trade secrets may include information regarding the development of systems,
processes, products, know-how and technology. Examples of confidential information include
customer lists, pricing, processes, vendor contracts, etc.
 Do not post internal reports, policies, procedures or other internal business-related confidential
communications.
 Respect all copyright and other intellectual property laws. For the Museum’s protection as well
as your own, it is critical that one shows proper respect for the laws governing copyright, fair
use of copyrighted material owned by others, trademarks and other intellectual property;
including the Museum’s own copyrights, trademarks and brands.
Users may not post content on the Internet in the name of the Museum or in a manner that could
reasonably be attributed to us without prior written authorization from the Museum’s Communications
Department, Vice President of Marketing or Vice President and General Counsel of the Museum.
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Be Honest and Accurate
 Make sure you are always honest and accurate when posting information or news, and if you
make a mistake, correct it quickly. Be open about any previous posts you have altered.
Remember, that the Internet archives almost everything; therefore, even deleted postings can
be searched.
 Never post any information or rumors that you know to be false about the Museum, fellow
employees, members, customers, suppliers, distributers, people working on behalf of the
Museum, or competitors.
 Be transparent about your affiliation with the Museum. If you choose to list your work affiliation
on a social network, be clear that the opinions raised are your own. Do not imply or state that
personal opinions are endorsed or supported by the Museum. When participating in social
media networking sites state that the views expressed by the author represent the author’s
alone and do not represent the views of the Museum. Write in the first person to help identify
that you speak for yourself and not the Museum. It is best to include a disclaimer such as “The
postings on this site are my own and do not reflect the views of the Natural History Museum of
Los Angeles County.”
Using Social Media At Work
If employees use the Museum’s information systems to access social media sites or web based e-mail
accounts, they should have no expectation of privacy in anything they create, store, send or receive
using the Museum’s computer systems or equipment. Confidentiality should not be presumed. The
Museum reserves the right to review all information systems and data contained within them at any
time per our Computer and E-mail Usage policy.
Employees are expected to limit conducting personal business while at work or on company time.
Personal use of social media should not interfere with the performance of job duties or obligations. This
includes the use of personal cell phones and smart phones.
For Non-Business Participation On Social Media Sites:
 Always use your personal email address as your primary means of identification.
 Do not create a link from your blog, website or other social networking site to the Museum’s
website without identifying yourself as a Museum employee.
Practices
 Managers and supervisors should avoid social media relationships with their direct nonmanagerial employees, except in cases where the relationship is limited to business-related
networking. One’s personal life could impact business relationships leading to an uncomfortable
situation for you, your employees or co-workers.
 It is against the Museum’s employment practices for a hiring manager to utilize any form of
social media as a screening tool while making a hiring decision. Verification of qualifications,
credentials, education, prior work history etc. is conducted by Human Resources after an
acceptance of employment. Additionally, the Museum prohibits the request for personal social
media usernames and passwords for prospective employees or employees of the Museum.
 It is the Museum’s policy not to provide recommendations for former or current employees. As
a representative of the Museum, managers and supervisors should not provide a recommendation or an endorsement for a former or current employee on a social media site. Verification of
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

employment information is limited to position held, dates of employment and compensation
information upon written employee consent.
Employees are not permitted to create a company page on behalf of the Museum without
corporate approval.
The Museum reserves the right to utilize public social media postings in the course of an
investigation.
Retaliation Is Prohibited
The Museum prohibits taking negative action against an employee for reporting a possible violation of
this policy or for cooperating in an investigation. Any employee who retaliates against another
employee for reporting a possible violation of this policy or for cooperating in an investigation will be
subject to disciplinary action, up to and including termination.
Media Contacts
Employees should not speak to the media on behalf of the Museum without contacting the Museum’s
Communications Department. If they identify material on the Internet that is in violation of the
Museum’s Social Media Policy, they need to send it to the Museum’s Communications Department and
report it to Human Resources. If they have any questions about these guidelines, please contact the
Human Resources Department.
This policy is not intended to restrict or interfere with any employee’s federal or state labor law rights,
including any and all rights under the National Labor Relations Act, or any whistleblower protections
under federal or state law.
611 Personal Letters, Published Articles, and Public Affairs
When writing personal letters or articles to be published or when participating in public affairs,
employees are cautioned to avoid embarrassing situations which would reflect negatively on the
employee or the Museum. Personal letters must not be written on the Museum’s letterhead.
Endorsements, testimonials, publications or participation in public affairs must be approved by the
Museum management if the Museum could be associated with the activity.
612 Use of Telephones and Mail
Employees may be required to reimburse the Museum for any charges resulting from their personal use
of the telephone. Personal cell phones may only be used during employee breaks and meal periods and
must be turned off or on vibrate so as not to disturb others in the workplace.
The mail system is reserved for business purposes only. Employees are not permitted to use Museumpaid postage for personal correspondence. Employees should refrain from sending or receiving personal
mail at the workplace. All mail delivered to the Museum is presumed to be related to Museum business.
Mail sent to them at the Museum will be opened by the office and routed to their department. If they
do not wish to have their correspondence handled in this manner, they have it delivered to their home.
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613 Computer and E-Mail Usage
Computers, computer files, the e-mail system, and software furnished to employees are Museum
property intended for business use. Information and data on e-mail systems and computers may be
accessed by the Museum and may be used by the Museum for disciplinary purposes. Employees should
have no expectation of privacy in such information or data. In addition, employees should not use a
password, access a file, or retrieve any stored communication without authorization. To ensure
compliance with this policy, computer and e-mail usage may be monitored.
The Museum strives to maintain a workplace that is free of harassment and is sensitive to the diversity
of its employees. Therefore, the Museum prohibits the use of computers and the e-mail system in ways
that are disruptive, offensive to others, or harmful to morale.
For example, the display or transmission of sexually explicit images, messages, and cartoons is not
allowed. Other such misuse includes, but is not limited to, ethnic slurs, racial comments, off-color jokes,
or anything that may be construed as harassment or showing disrespect for others.
The Museum has adopted an Information Technology and Security Policy (the “IT Policy”) applicable to
all County and Museum staff of the Museum. For reference, a complete copy of the IT Policy is attached
to this Employee Handbook as Appendix C.
The IT Policy contains detailed provisions, including without limitation sections on the appropriate and
inappropriate use of the Museum’s technology resources; confidentiality and lack of personal privacy for
information generated by the technology resources; maintenance and security of technology resources;
hardware and software ownership and use; use of personal technology resources; network security; and
communications systems and services.
All Museum employees are required to read carefully and strictly abide by the Museum’s IT Policy. If
employees have any questions regarding any aspect of the IT Policy, they should contact the Director,
Information Technology.
Employees should notify their immediate supervisor, the Director, Information Technology, Human
Resources or any member of management upon learning of violations of this policy or the Museum’s IT
Policy. Employees who violate this policy or the Museum’s IT Policy will be subject to disciplinary action,
up to and including termination of employment.
614 Use of Museum Equipment and Vehicles
Equipment and vehicles essential in accomplishing job duties are expensive and may be difficult to
replace. When using property, employees are expected to exercise care, perform required maintenance,
and follow all operating instructions, safety standards, and guidelines.
Employees should notify their supervisor if any equipment, machines, tools, or vehicles appear to be
damaged, defective, or in need of repair. Prompt reporting of damages, defects, and the need for
repairs could prevent deterioration of equipment and possible injury to employees or others. Their
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supervisor can answer any questions about their responsibility for maintenance and care of equipment
or vehicles used on the job.
The improper, careless, negligent, destructive, or unsafe use or operation of equipment or vehicles, as
well as excessive or avoidable traffic and parking violations in connection with their work, may result in
disciplinary action, up to and including termination of employment.
A Museum employee may only operate a County-owned vehicle upon completion and approval of the
appropriate County forms. Violation of this procedure may result in disciplinary action up to and
including termination of employment.
It is the intention of the Museum to maintain a workplace that is free from drugs, alcohol or other harmful materials. In order to be able to provide this to our employees, the Museum maintains the right to
inspect or search any item or area of the Museum’s property including an employee’s office, desk, work
station, file cabinets, closets, etc. in the event that business reasons, probable cause or other circumstances reasonably warrant the inspection. Employees should not have an expectation of privacy as to
their office, work station, desks, closets or file cabinets assigned to them.
615 Return of Property
Employees are responsible for items issued to them by the Museum or other Museum property in their
possession or control, such as the following:
 credit cards
 equipment
 identification badges
 keys
 manuals
 pagers
 telephone calling cards
 cellular telephones
 walkie talkies
 security passes
 tools
 written materials
 computer work stations
 collection material and related documentation and data
 museum records
Employees must return all Museum property immediately upon request or upon termination of
employment.
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616 Business Travel Expenses
The Museum 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 Head of the Division.
Employees whose travel plans have been approved are responsible for making their own travel
arrangements.
When approved, the actual costs of coach class travel, meals, lodging, and other expenses directly
related to accomplishing business travel objectives will be reimbursed by the Museum. Employees are
expected to limit expenses to reasonable amounts.
Employees who are involved in an accident while traveling on business must promptly report it to their
immediate supervisor. Vehicles owned, leased, or rented by the Museum may not be used for personal
use without prior approval.
When travel is completed, employees must submit completed travel expense reports within 15 calendar
days. Reports should be accompanied by receipts for all individual expenses.
Employees should contact their supervisor for guidance and assistance on procedures related to travel
arrangements, expense reports, reimbursement for specific expenses, or any other business travel
issues.
Abuse of this business travel expense policy, including falsifying expense reports to reflect costs not
incurred by the employee, is grounds for disciplinary action, up to and including termination of
employment.
617 Personal Appearance
Dress, grooming, and personal cleanliness standards contribute to the morale of all employees and
affect the business image the Museum presents to customers and visitors.
During business hours, employees are expected to present a clean and neat appearance and to dress
according to the requirements of their positions. Employees are expected to dress and groom in
accordance with accepted social and business standards, particularly if their job involves dealing with
customers or visitors in person.
Employees should use their own common sense regarding what is acceptable work attire and if in doubt,
should consult with their supervisor or Human Resources. If at any time their manager feels their
attire/appearance is not appropriate for work, they may be asked to leave their workplace until they are
properly attired. They will not be paid for the time they are off the job for this purpose.
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618 Visitors in the Workplace
To provide for the safety and security of employees and the facilities at the Museum, only authorized
visitors are allowed in non-public work areas. 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 the Museums at the Staff Entrance. Authorized visitors will receive directions or
be escorted to their destination. Employees are responsible for the conduct and safety of their visitors.
All visitors should sign in the Visitors’ Log at the Staff Entrance and are to wear the appropriate visitor’s
ID badge.
If an unauthorized individual is observed on the Museum's premises, employees should immediately
notify their supervisor or, if necessary, direct the individual to the Staff Entrance.
619 Smoking
In keeping with the Museum's intent to provide a safe and healthful work environment and legal
requirements, smoking is prohibited throughout the workplace.
This policy applies equally to all employees, customers, and visitors.
620 Lactation Accommodation
It is the Museum’s policy to accommodate lactating employees, provided such accommodations do not
seriously disrupt the Museum’s operations.
The Museum shall make all reasonable efforts to provide employees with the use of a private room or
other location, in close proximity to the employee’s work area, for the employee to have privacy.
The Museum shall provide a reasonable amount of break time to accommodate employees desiring to
express breast milk for the employee’s infant child. This break time shall run concurrently with rest
periods and meal periods already required by California law and shall be unpaid.
Please refer any requests under this policy to Human Resources.
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621 Emergency Closings
At times, emergencies such as severe weather, fires, power failures, or earthquakes can disrupt
Museum operations. In extreme cases, these circumstances may require the closing of a facility.
When operations are officially closed due to emergency conditions, the time off from scheduled work
may be paid to the extent the Museum determines that it will do so at its sole discretion. Where an
emergency closing does not occur, employees who fail to report for work due to the emergency
condition will not be paid for the time off, except to the extent they request and use available paid leave
time such as unused vacation.
Employees in essential operations may be asked to work on a day when operations are officially closed.
In these circumstances, employees who work will receive regular pay.
622 Safety
To assist in providing a safe and healthful work environment for employees, customers, and visitors, the
Museum has established a workplace safety program. This program is a top priority for the Museum.
The Safety Manager has responsibility for implementing, administering, monitoring, and evaluating the
safety program. Its success depends on the alertness and personal commitment of all.
The Museum provides information to employees about workplace safety and health issues through
regular internal communication channels such as supervisor-employee meetings, bulletin board
postings, memos, or other written communications.
Some of the best safety improvement ideas come from employees. Those with ideas, concerns, or
suggestions for improved safety in the workplace are encouraged to raise them with their supervisor,
with another supervisor or manager, or to bring them to the attention of the Safety Manager. Reports
and concerns about workplace safety issues may be made without fear of reprisal.
Each employee is expected to obey safety rules and to exercise caution in all work activities. Employees
must immediately report any unsafe condition to the appropriate supervisor. Employees who violate
safety standards, who cause hazardous or dangerous situations, or who fail to report or, where
appropriate, to remedy such situations, may be subject to disciplinary action, up to and including
termination of employment.
In the case of accidents that result in injury, regardless of how insignificant the injury may appear,
employees should immediately notify the Safety Manager, Human Resources, or the appropriate
supervisor. Such reports are necessary to comply with legal requirements and to initiate insurance and
workers' compensation benefits procedures.
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623 Security Issues
Throughout the world, security is of prime interest and concern to governments, organizations and
individuals everywhere. In accordance with our continued effort to maintain a secure yet comfortable
environment at the Museum, all employees are issued picture identification badges. Badges must be
worn in plain sight at all times. In addition, every employee is expected to help protect the staff,
members and visitors from theft, vandalism, and other criminal or dangerous conduct. It is important for
all of the Museum’s employees to carry out their security responsibilities in a manner that maintains the
dignity and decorum of the Museum. Please be alert, not only for security violations, but also for
conditions that encourage vandalism, accidental damage and theft. Employees should notify the Head of
Security and their supervisor immediately of any apparent violation of normal security measures.
624 Security Inspections and Searches / Guns and Weapons in the Workplace
The Museum wishes to maintain a work environment free of illegal drugs, alcohol, firearms, knives (that
are not a part of our collection), explosives, or other improper materials. To this end, the Museum
prohibits the possession, transfer, sale, or use of such materials on its premises. The Museum requires
the cooperation of all employees in administering this policy.
Desks, lockers, and other storage devices may be provided for the convenience of employees, but
remain the sole property of the Museum. Accordingly, they, as well as any articles found within them or
in any office or work area in the Museum, may be inspected by any agent or representative of the
Museum at any time, either with or without prior notice. The Museum will provide keys for lockable
storage and employees may not replace Museum-provided keys.
The Museum likewise wishes to discourage theft or unauthorized possession of the property of
employees, the Museum, visitors, and customers, and the safety and security of the staff and the public.
To facilitate these and other objectives, the Museum or its representative may inspect at any time, with
or without prior notice, not only desks and lockers but also persons entering and/or leaving the
premises and any packages, personal effects or other belongings. The Museum also reserves the right to
inspect lockers, desks, company vehicles, personal vehicles on Museum property, packages, lunch boxes,
backpacks, purses, containers, articles of clothing, and other objects brought onto Museum property
that might conceal guns or other weapons.
Any employee who wishes to avoid inspection of any articles, personal effects or materials should not
bring such items onto the Museum's premises. Violation of this policy will result in disciplinary action, up
to and including termination.
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Section 7
Employee Conduct & Disciplinary Action
701 Standards of Conduct and Work Rules
To ensure orderly operations and provide the best possible work environment, the Museum expects
employees to follow standards and rules of conduct that will protect the interests and safety of all
employees, visitors, and the organization.
The Museum’s standards include the following:
 Always strive for professional excellence
 Understand and support the Museum’s mission and overall direction
 Provide superior service to all customers and employees
 Be flexible, innovative, and responsive to change
 Manage human and financial resources wisely
 Be a team player; help others succeed
 Encourage open communication throughout the company
 Treat all individuals with dignity and respect
 Take pride in the Museum and your role in our collective success
While continuation of employment is at the mutual consent of the employee and the Museum, it may
be helpful to identify some examples of the types of conduct that is impermissible and may lead to
various forms of disciplinary action, up to and potentially including immediate termination of employment. It is not practical or possible to provide an exhaustive list of all types of impermissible conduct
and performance, but the following are some examples:
 Theft or unauthorized removal or taking of Museum property or funds
 Falsifying or making a material omission in an employment application, or in other personnel,
time-keeping, or other Museum records or documents
 Working or reporting for work while intoxicated or under the influence of alcohol or illegal drugs
 Possession, distribution, sale, transfer, or use of alcohol or illegal drugs in the workplace, while
on duty, or while operating Museum-owned vehicles or equipment
 Fighting or threatening violence while on Museum property or on Museum business, as well as
any physical and/or verbal assaults on other employees, visitors, or contractors
 Boisterous or disruptive activity in the workplace
 Negligence or improper conduct leading to damage of Museum-owned property
 Insubordination or other disrespectful conduct, including refusal to perform tasks appropriately
assigned by a supervisor
 Violation of safety or health rules, or engaging in conduct that creates a safety or health hazard
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Smoking in prohibited areas
Sexual or other unlawful harassment of an employee, visitor, or contractor
Possession of dangerous or unauthorized materials, such as explosives or firearms, in the
workplace
Being convicted of a felony while an employee which has a significant negative impact on the
Museum’s’ confidence in the employee’s ability to perform his or her job duties
Excessive absenteeism or tardiness, or any absence without notice
Unauthorized absence from the employee’s work station during the workday
Sleeping on the job during work hours
Unauthorized disclosure or use of confidential information or documents belonging to the
Museum
Plagiarism or other improper conduct in connection with research, grants or Museum
exhibitions or collections
Failing to have or maintain licenses that are required for the position
Violation of any Museum or County policy or rules, if applicable
Unsatisfactory performance or conduct
Violation of the Museum Ethics Code
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702 Employee Dishonesty
At the sole discretion of the Museum, employees suspected of dishonest, fraudulent, or criminal acts
within the Museum may be suspended without pay while the Museum, regulatory authorities, and/or
law enforcement offices conduct an investigation.
Dishonest or fraudulent acts against the Museum include, but are not limited to, the following:
1.
Embezzlement, abstraction or misapplication of:
a. the Museum’s money, funds or credits;
b. Money, funds, assets or securities entrusted to the Museum’s custody and care.
2.
False entry in the Museum’s books, reports or statements with intent to:
a. Injure or defraud the Museum;
b. Deceive Company officers, examiners or the regulatory authorities;
c. Cover up large currency transactions.
3.
Receiving or consenting to receive fees, commissions, gifts, or things of value from persons or
companies or obtaining or trying to obtain for any person or company:
a. Loans;
b. Extensions or renewal of loans;
c. Substitution of securities;
d. Purchases or discounts of papers, notes, or bills of exchange;
e. Non-disclosure of large currency transactions.
4.
Conspiring with or helping another employee or outsider to commit fraud or crimes against the
Museum.
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A complete investigation will follow suspected acts of fraud or dishonesty or any undefined shortage of
funds. In addition, it is an obligation of any Museum employee to report criminal activities on the part of
another employee to the Museum’s management.
Investigation of suspected acts of dishonesty or fraud may be conducted internally by the Museum’s
Human Resources Department or may involve the cooperation of appropriate local, state and federal
law enforcement agencies and regulatory agencies.
Following investigations, a suspended employee will be reinstated if no justification for termination has
been revealed. In this event, the suspension period may be without loss of pay or benefits to the
suspended employee. If an investigation reveals termination is warranted, the employee’s permanent
separation from the Museum’s employment will be effective as of the first date of suspension. In
addition, the Museum cannot protect an employee guilty of dishonesty or fraud from criminal penalties
of fines or imprisonment.
703 Drug and Alcohol Use
The Museum is committed to providing a drug-free, healthy, 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.
While on Museum premises and while conducting business-related activities off of Museum premises,
no employee may use, possess, distribute, sell, or be under the influence of alcohol or illegal drugs. The
legal use of prescribed drugs is permitted on the job only if it does not impair an employee's ability to
perform effectively the essential functions of the job and in a safe manner that does not endanger other
individuals in the workplace.
Alcohol may be consumed on special occasions, such as holiday parties, so long as it has been expressly
permitted and monitored by Museum management. With this limited exception, consumption of alcohol
on Museum premises or while performing Museum duties is strictly prohibited.
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 violate criminal laws.
Whenever the Museum has a reasonable suspicion that employees are in violation of this policy, they
are subject to being tested for illegal drugs and alcohol. Reasonable suspicion may arise from, among
other factors, supervisory observation, co-worker reports or complaints, results of searches or other
detection methods, or other circumstances.
Museum employees who are drivers of vehicles covered by regulations of the federal Department of
Transportation (“DOT Regulations”) are subject to drug/alcohol testing and other requirements of the
DOT Regulations.
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Employees with questions or concerns about substance dependency or abuse are encouraged to use the
resources of the Employee Assistance Program the Museum has made available to its employees. They
may also wish to discuss these matters on a confidential basis with their supervisor or Human Resources
to receive assistance or referrals to appropriate resources in the community.
Employees with drug or alcohol problems that have not resulted in, and are not the immediate subject
of, disciplinary action may request approval to take unpaid time off to participate in a rehabilitation or
treatment program through the Museum's health insurance benefit coverage. Leave may be granted to
reasonably accommodate the employee if the employee agrees to abstain from use of the problem
substance and to abide by all the Museum policies, rules, and prohibitions relating to conduct in the
workplace, and if granting the leave will not cause the Museum any undue hardship.
Under the federal Drug-Free Workplace Act of 1988, any employee must notify the Museum of a
criminal conviction for drug-related activity occurring in the workplace. The report must be made within
five days of the conviction.
Employees with questions about this policy or issues related to drug or alcohol use in the workplace are
encouraged to raise their concerns with their supervisor or Human Resources without fear of reprisal.
704 Employee Assistance Program
General Information
Employees are responsible for their performance and for taking constructive action to resolve any personal problems that affects or threatens to affect their on-the-job behavior. The Employee Assistance
Program (“EAP”) provides a confidential, professional resource for assistance in resolving personal problems. Employees are encouraged to seek assistance through the EAP on their own, before performance
has been negatively affected.
The decision to seek and accept assistance through the EAP will not adversely affect an employee’s job
security or advancement opportunities. However, participation in the EAP in no way relieves the
employee of the responsibility to meet acceptable work performance and attendance standards. Time
off and necessary treatment expense will be provided to eligible employees and dependents consistent
with current policy and applicable benefits coverage.
For Information regarding the EAP telephone number and the services offered employees should
contact the Human Resources Department.
Self-Referral
An employee or eligible family member who desires confidential assistance for a personal problem
should call the 800 number and ask to speak to an EAP representative. The EAP representative will
either provide the necessary assistance on the telephone or will arrange for further confidential consultation with a counselor in the employee’s community. Any communication between the employee or
family member and the EAP representative will be held in strict confidence.
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When an employee brings a personal problem to the attention of the supervisor, but work performance
and attendance are within acceptable standards, the supervisor should encourage the employee to use
the EAP. The supervisor should explain to the employee how the program works and offer assistance in
making the appointment. The supervisor will maintain confidentiality at all times, unless given
permission by the employee.
Supervisor Referral
When a supervisor notices a decline in work performance, or a particular on-the-job incident or observation which indicates the possible presence of a personal problem, the supervisor should have a
meeting with the employee to discuss the performance problem and communicate as clearly as possible
the consequences of failure to resolve the performance difficulty. The supervisor should review the EAP
policy with the employee, and strongly encourage the employee to allow the supervisor to arrange an
appointment with the EAP. Although the final decision to use the EAP must be left up to the employee,
the supervisor should emphasize the importance of the EAP.
Mandatory Referral
Mandatory referrals may occur as a result of:
 Voluntary employee disclosure of a substance abuse problem
 A job performance problem serious enough to warrant disciplinary action up to and including
termination
Under the circumstances that warrant a mandatory referral, Human Resources will contact the EAP to
discuss the situation. The supervisor and the Human Resources Department will meet with the
employee regarding the mandatory referral. Refusal to accept referral to the EAP and to follow EAP
recommendations could be grounds for termination. The supervisor and Human Resources will be kept
informed as to whether or not the employee keeps appointments and is following recommendations for
addressing the problem. Any other information will be held in strict confidence by the EAP.
Confidentiality
All employee records pertaining to the EAP will remain the property of the EAP. For self-referred
individuals, the EAP will not reveal any information disclosed by the employee, except in the following
circumstances: (1) consent in writing by the employee or family member; (2) the law requires disclosure;
or (3) it is believed that life or safety are threatened by failure to disclose.
705 Progressive Discipline
The purpose of this policy is to state the Museum's position on administering equitable and consistent
discipline for unsatisfactory conduct in the workplace. The Museum seeks good leadership and fair
supervision at all employment levels, and believe that ensuring fair and impartial disciplinary actions is
in the best interests of the Museum.
Although employment with the Museum is based on mutual consent and both the employee and the
Museum have the right to terminate employment At-Will, with or without cause or advance notice, the
company may use progressive discipline at its discretion. Progressive discipline, however, in no way
limits or changes the employment At-Will relationship and both the employee and the Museum may
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end the employment relationship at any time, with or without notice or cause. Disciplinary action may
include any of four steps - verbal warning, written warning, suspension with or without pay, or
termination of employment - depending on the severity of the problem and the number of occurrences.
There may be circumstances when one or more steps are bypassed, as appropriate according to the
discretion of the management, to achieve the main purposes of disciplinary action: to correct the
problem, prevent recurrence, and prepare the employee for satisfactory service in the future.
The Museum recognizes that there are certain types of employee misconduct that are serious enough to
justify a suspension or immediate termination of employment, without going through the usual
progressive discipline steps. Section 701 above includes some but not all examples of employee
misconduct that may result in suspension or immediate termination of employment. Consistent with the
Museum’s policy of At-Will employment, the Museum reserves the right to utilize all or none of these
steps in addressing issues regarding employee conduct or performance.
By using progressive discipline, the Museum hopes that most employee problems can be corrected at an
early stage, benefiting both the employee and the Museum.
706 End of Employment
Termination of employment is an inevitable part of personnel activity within any organization, and many
of the reasons for termination are routine. Below are examples of some of the general categories of
terminations:
 Resignation - voluntary employment termination initiated by an employee.
 Discharge - involuntary employment termination initiated by the Museum.
 Layoff - involuntary employment termination initiated by the Museum due to reorganization or
reduction in staffing needs or budget.
The Museum 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 the Museum, or return of Museum-owned property. Suggestions,
complaints, and questions can also be voiced at this time.
Employees will receive their final paychecks in accordance with applicable law at the time of
termination.
Employee benefits will be affected by employment termination in the following manner: all accrued,
vested benefits that are due and payable at termination will be paid. Some benefits may be continued at
the employee's expense if the employee so chooses. The employee will be notified in writing regarding
the benefits that may be continued, and the terms, conditions, and limitations of their continuation.
Employees who resign without providing at least two (2) weeks of advance notice, may be considered
ineligible for rehire with the Museum.
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707 Problem Resolution
The Museum is committed to providing the best possible working conditions for its employees. Part of
this commitment is encouraging an open and frank atmosphere in which any problem, complaint,
suggestion, or question receives a timely response from the Museum supervisors and management.
The Museum strives to ensure fair and honest treatment of all employees. Supervisors, managers, and
employees are expected to treat each other with mutual respect. Employees are encouraged to offer
positive and constructive criticism without resort to improper personal commentary. No employee will
be penalized, formally or informally, for voicing a complaint with the Museum in a reasonable, businesslike manner, or for using the problem resolution procedure.
An employee who disagrees with a rule of conduct, policy, or practice, or believes that a decision
affecting them is unjust or inequitable, are encouraged to express their concerns through the following
problem resolution procedure:
1. Employee presents the problem to their immediate supervisor. If their supervisor is unavailable
or they believe it would be inappropriate to contact that person, they may present the problem
to Human Resources or the Vice President and General Counsel of the Museum.
2. Their supervisor responds during the discussion or after consulting with appropriate
management, when necessary. Their supervisor documents the discussion.
3. Employee presents the problem to Human Resources if the problem remains unresolved.
4. Human Resources examines the problem with them. If further consideration is then necessary,
Human Resources assists in putting the problem in writing, visits with their manager(s), if
necessary, and directs them to the Vice President and General Counsel of the Museum for
review of the problem.
Not every problem can be resolved to everyone's total satisfaction, but only through understanding and
discussion of mutual problems can employees and management develop confidence in each other. This
confidence is important to the operation of an efficient and harmonious work environment.
708 Working Relationships with Co-Workers
Because the Museum is a people-oriented service organization, the ability to work well as part of a team
is an important characteristic for the Museum’s employees. The Museum expects employees to
volunteer whenever possible to help out their fellow employees, and try their best to be responsive
when their co-workers ask for their help.
The Museum strives to maintain a positive work environment where employees treat each other with
respect and courtesy. Sometimes issues arise when employees are unaware that their behavior in the
workplace may be disruptive or annoying to others. Many of these day-to-day issues can be addressed
by politely talking with the co-worker to bring the perceived problem to his or her attention. The
Museum encourages all employees to keep an open mind and graciously accept constructive feedback
or a request to change behavior that may be affecting another employee’s ability to concentrate and be
fully productive.
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709 Workplace Violence
The Museum is committed to providing a work environment that is free of violence, and any acts or
threatened acts of violence will not be tolerated. Anyone engaging in such acts will be subject to
disciplinary action up to and including termination, and may also be personally subject to civil or
criminal liability. If employees are subjected to, witness or have knowledge of actions that could be
perceived as violent acts, or have reason to believe that such actions may occur, they must make an
immediate report to their supervisor, Department Head or Human Resources.
For purposes of this policy, violent behavior includes but is not limited to:
 The actual or implied threat of harm to an individual, group of individuals or relatives of those
individuals.
 The possession on Museum property of weapons of any kind, or the brandishing of any object
that could reasonably be construed as a weapon (other than required handling of weapons that
are a part of the Museum’s collection).
 Loud, angry or disruptive behavior in the workplace.
 Callous or intentional disregard for the physical safety or well-being of others or the willful
destruction of property.
 Commission of a violent act on Museum property or any other conduct that a reasonable person
would perceive as constituting a threat of violence.
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Appendix A
Code of Ethics, Conflict of Interest
LOS ANGELES COUNTY MUSEUM OF NATURAL HISTORY
AND
LOS ANGELES COUNTY MUSEUM OF NATURAL HISTORY FOUNDATION
INDIVIDUAL’S CODE OF ETHICS – CONFLICT OF INTEREST POLICY
(Adopted by Board of Trustees: March 19, 1997;
Amended by Board of Trustees: June 16, 2004
Adopted by Board of Governors: April 16, 1997;
Amended by Board of Governors: September 15, 2004)
Preface
Codes of Ethics have been written by both the International Council of Museums (ICOM) and the
American Alliance of Museums (AAM) and similar codes exist for many organizations of which museum
professionals are members. While these codes are thoughtful and worthwhile, they cannot cover all of
the issues facing a complex institution like the Los Angeles County Museum of Natural History and the
Los Angeles County Museum of Natural History Foundation (collectively, the “Museum”), with its diverse
facilities, collections, programs and ancillary interests. It is appropriate, therefore, to adopt a Code that
is tailored to the particular needs and characteristics of this institution. This Code of Ethics must be
broad enough to permit interpretation and flexible enough to evolve or change as the Museum changes
over time.
Leadership of, or employment or other service to, an institution such as the Museum is a public trust
involving significant responsibility. This public trust is reflected in the government’s perception of the
Museum as an educational resource worthy of direct support and of tax exempt status, the donors’
belief that their financial support is wisely spent in the furtherance of our stated mission, and the
Trustees’, staff members’ and volunteers’ belief that their efforts for the Museum are valuable.
The Museum itself holds the public trust in its role as preserver of irreplaceable collections concerning
natural history and humankind’s culture and heritage. To this end, a Collections Policy has been adopted by the Board of Trustees and the Board of Governors that addresses the required practices and procedures for acquiring, borrowing, using, lending, and disposing of objects held by or used by the
Museum for its research, education, and exhibit purposes. The Museum also reflects its public trust by
conducting its research and presenting its public programs with accuracy, honesty and sensitivity. This
very important issue of public trust demands that in all activities Trustees, staff and volunteers must act
with integrity and in accordance with the most stringent ethical principles as well as the highest stand-
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ards of objectivity. All museums enjoy high public visibility and their staffs a generous measure of public
esteem. To the public, the Trustees, staff members and volunteers are never wholly separable from the
institution. They should be mindful that all Museum-related activity by them may reflect on, or be
attributed to, the Museum. It therefore is essential that the provisions of this Code of Ethics, as well as
the reporting procedures, be read and clearly understood by all Trustees, staff members and volunteers.
RESPONSIBILITIES OF TRUSTEES
Background
In 1962, the Los Angeles County Board of Supervisors created a Department of Museum of Natural
History (the “Department”). The Department succeeded to most of the responsibilities of the County
Museum of History, Science and Art that was established in 1913. Today, the Department has
administrative charge and control over all County matters relating to history and science, including the
administration of Hancock Park (except the area devoted to the Los Angeles County Art Museum) and
care, safeguarding and maintenance of all exhibits, equipment and structural improvements directly
relating to exhibits, and the administration and maintenance of the Los Angeles County Museum of
Natural History. Subject to the supervision of the Board of Supervisors, the Department is under the
direction of a Board of Governors.
In 1965, the Los Angeles County Museum of Natural History Foundation (the “Foundation”) was
incorporated, the governing body of which is the Board of Trustees. The Foundation’s purpose is to
provide financial and other resources from the private sector in support of the Museum. In recent
years, the Foundation has expanded its role by providing additional facilities and collections, as well as
personnel to augment the Museum’s staff.
To coordinate and facilitate governance of the Museum, the Governors automatically become members
of the Board of Trustees. Together, the Trustees and Governors serve the public interest as it relates to
the Museum and are responsible for establishing and maintaining its general policies, standards,
collections, condition and operational continuity. This responsibility is discharged under the direction of
a Director of the Department selected by the Board of Supervisors, who also serves as the President of
the Foundation. This Code of Ethics applies to all Trustees whether or not they also serve as Governors.
General Responsibilities
Each Trustee should devote time and attention to the affairs of the Foundation and ensure that the
Foundation and its Board of Trustees act in accordance with the Foundation’s charter and bylaws and
with applicable state and federal laws. Trustees must ensure that no policies or activities jeopardize the
basic nonprofit status of the Foundation or reflect unfavorably upon the Museum.
Trustees should not attempt to act in their individual capacities. All actions should be taken as a board,
committee or subcommittee, or otherwise in conformance with the bylaws or applicable resolutions.
Trustees with special areas of interest within the Museum should understand that advocacy for those
interests should be advanced only within the framework of the Museum’s interests as a whole. Whenever a rule, standard, prohibition or requirement applies to a Trustee under this Code of Ethics, the
same rule, standard, prohibition, or requirement shall apply to persons or entities whose relationship
with the Trustee would normally be ascribed to or influence the Trustee, including close family members
and those living with the Trustee and entities in which the Trustee holds an important or controlling
position.
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Conflicts of Interest
Members of the Board of Trustees must be sensitive to situations or positions that may give rise to, or
create the appearance of, conflicts of interest. A conflict of interest exists whenever a Trustee’s
independence of judgment in the discharge of his or her duties or responsibilities to the Museum may
be influenced or compromised--or it even appears that a Trustee’s independence of judgment could be
influenced or compromised--because of a direct or indirect financial, personal or professional interest, a
financial gain or any other benefit, or whenever a Trustee misuses his or her position in such in a way
that it results or may result in a direct or indirect personal financial gain or benefit.
Any situation that might present an actual or apparent conflict of interest for a Trustee individually
would probably also present a conflict of interest if it results in a financial gain or any other benefit to a
member of the Trustee’s immediate family, a close personal relative or an enterprise in which the
Trustee, a family member or relative has a material financial interest or serves in a management or
policy making role (as by serving as an officer or director).
It is not possible to identify every particular interest, financial gain or benefit that might give rise to a
conflict of interest. Examples of conflicts of interest involving Trustees include the following:
 any material financial interest, directly or indirectly, or a management or policy making role, in a
business enterprise that provides services or supplies materials or equipment to the Museum,
 any material financial interest, directly or indirectly, or a management or policy making role, in a
business enterprise to which the Museum provides services or assistance,
 the acceptance of gifts or other benefits under circumstances from which it might be inferred that
such gifts or benefits were intended to influence decision making; or
 the receipt of a material financial, personal or professional benefit from the knowledge of
confidential Museum information.
Disclosure
A Trustee must disclose to the Chairman of the Foundation, the President of the Board or the Executive
Committee any personal, business or organizational interests and affiliations, including membership on
boards of other nonprofit institutions, that could be construed as being Museum-related or otherwise
might be perceived as presenting an actual or potential conflict of interest. Each Trustee must also
provide a full and complete disclosure of all facts pertaining to any transaction that is subject to any
reasonable question concerning the possible existence of a conflict of interest by the Trustee. A
statement disclosing any such personal, business or organizational interests or actual or potential
conflicts of interest shall be submitted by each Trustee to the President of the Board on an annual basis,
and by each nominee prior to election to the Board of Trustees. A copy of the current version of the
form for such disclosures is available from the Office of the President.
It is recognized that there may be transactions involving the Museum in which a Trustee has a personal
interest or other potential conflict of interest but which is, nevertheless, beneficial to the Museum.
Whenever a matter arises for action by the Board of Trustees, or the Museum engages in an activity,
where there is a potential conflict or the appearance of a conflict between the interests of the Museum
and an outside or personal interest or benefit of a Trustee, the Trustee’s interest or benefit should be
disclosed and made a matter of record. If the Trustee is present when a vote is taken in connection with
such a matter, the Trustee should abstain. In some circumstances, the Trustee should avoid discussing
with other Trustees any planned action or activity, formally or informally, where there might appear to
be a personal interest or benefit.
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Trustees should maintain Museum information in confidence when it concerns the administration or
affairs of the Museum and is not generally available to the public. This does not preclude public
disclosure of information that is properly in the public domain, or information that should be released in
fulfilling the Museum’s accountability to the public.
Personal Collecting
Charges of self interest at the expense of the Museum and charges of personal use of privileged
information can arise whenever a Trustee personally collects objects of a type collected by the Museum.
No Trustee shall compete with the Museum for objects or take personal advantage of information
available to him or her because of his or her Board of Trustees membership. Should a conflict develop,
the interests of the Museum will prevail.
No Trustee, or individual who might act for him or her, may acquire objects from the collections of the
Museum, except when the object and its source have been advertised, its full history made available
and it is sold at public auction or otherwise clearly offered for sale in the public market. No Trustee
may, directly or indirectly, sell objects to the Museum except when the objects and their sources have
been advertised, sold at public auction, otherwise clearly offered for sale in the public market, or sold to
the Museum at a price below fair market value as determined by independent appraisal. The President
or the Board of Trustees may require that any sale to the Museum by a Trustee be approved by an
appropriate curator, the Deputy Director for Research and Collections, the President, and/or a vote of
the Board of Trustees.
Lending to the Museum
Trustees should use Museum property only for official purposes, and make no personal use of the
Museum’s collections, property or services in a manner not available to a member of the general public.
While loans of objects by Trustees can be of great benefit to the Museum, it should be recognized that
exhibition can enhance the value of an exhibited object. A Trustee should not lend any object to the
Museum which he or she is actively planning to sell. Objects belonging to a Trustee may be lent to the
Museum when there is a measurable scholarly or educational benefit to the institution or the public.
Trustee/Staff Relationship
When Trustees seek staff assistance for personal needs they should not expect that such help will be
rendered to an extent greater than that available to a member of the general public in similar
circumstances or with similar needs.
A Trustee should not serve as a paid staff member or perform functions normally performed by staff
members, except that the President may be a member of the Board of Trustees.
The relationship between a Trustee and the staff is naturally close and mutually beneficial to the
Museum. Nonetheless, a Trustee should not make excessive requests for the services or expertise of
the staff.
A Trustee, in general, should communicate any administrative or managerial concerns to the Chairman
of the Foundation, the President of the Board or the President as appropriate. Trustees should avoid
giving directions to, or criticizing the staff, unless such actions are in accord with Board of Trustees or
Executive Committee action or established procedures and the President is apprised. In general,
Trustees should not make requests directly of staff for information or assistance, but should channel
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those requests through the President, whose responsibility it is to monitor the performance and
workload of the staff. Concomitantly, in general, staff should not initiate contact with Trustees about
Museum business but should work through the President or in accordance with established procedures.
Trustee/President Relationship
A significant responsibility of the Trustees derives from the relationship with the President. The
Trustees are responsible for monitoring his or her activities, and this relationship must reflect the
primacy of institutional goals over all personal considerations. The Board of Trustees has an obligation
to define the powers and duties of the President. Trustees should work with the President in all
administrative matters, and deal with him or her openly and with candor.
RESPONSIBILITIES OF STAFF MEMBERS
Conflicts of Interest
Museum staff members should never abuse their official positions or their contacts within the museum
community, compete with the Museum, or bring discredit or embarrassment to the Museum or to their
profession in any activity, whether or not related to the Museum. Within the limits of staff members’
legal rights and responsibilities, they should be prepared to accept the ethical and professional
restrictions that are necessary to maintain public confidence in the Museum and in their profession.
Conflict of interest restrictions placed upon the Trustees must be observed as well by staff members in
carrying out their duties and responsibilities for the Museum.
Gifts, Favors and Discounts
The Museum is committed to the highest ethical principles in all relationships with business suppliers.
Any Museum staff member who is authorized to spend Museum funds should do so with impartiality,
honesty, and with regard only to the best interests of the Museum.
If a staff member or a member of his or her family receives any gift exceeding $25 in value from any
vendor or other person or entity doing business with or having a connection with the Museum, the staff
member must either refuse the gift or instruct the source to redirect the gift to the Museum. Gifts
include discounts on personal purchases from suppliers who sell items or furnish services to the
Museum, except where such discounts are regularly offered to the general public. The term “Gift” may
include offers of meals, entertainment, outside employment or other advantageous arrangements.
Museum Property
No staff member should use, outside the Museum premises or for personal gain, any object or item that
is a part of the Museum’s collection or under the guardianship of the Museum, or use any other
property, supplies or resources of the Museum except in the course of official business of the Museum.
The name and reputation of the Museum are valuable assets and should not be exploited either for
personal advantage or the advantage of any other person or entity.
Within the limits of staff members’ legal rights and responsibilities, information about the administrative
or nonscholarly activities of the Museum that a staff member may acquire in the course of his or her
duties and which is not generally known or available to the public must be treated as confidential and
proprietary to the Museum. Staff members are responsible for maintaining the security of confidential
records and information, and the privacy of individuals or groups who support the Museum.
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Staff members should be circumspect in referring members of the public to outside suppliers to the
Museum. Whenever possible, more than a single qualified source should be named in order to avoid
the appearance of personal favoritism.
Outside Employment
Collaborative work with other organizations and outside employment, including publications, consulting,
and personal professional development outside the direct scope of a staff member’s employment, can
be beneficial to the Museum and to the staff member. However, care should be taken to ensure that
such collaborative work or outside employment is compatible with the mission of the Museum and with
the professional responsibility of staff members to the Museum and does not overly impact the work or
availability of the staff member.
The Museum requires each staff member to file a disclosure statement at least annually with his or her
supervisor providing information concerning certain kinds of outside employment. The current version
of that form is available from the Museum’s Human Resources Department. Among other prohibitions
set out in the disclosure form, outside employment must not be in conflict with the staff member’s
duties as a County or Foundation employee and must not involve advisory or consultative services that
might conflict with the interests of the Museum.
In addition, if it is reasonably foreseeable that an activity will have more than a minimal effect on the
staff member’s regular work assignment, will reflect on the reputation of the Museum, or will involve
the use of the Museum’s name, collections or facilities (including office space, support staff, or
equipment), the staff member must disclose the proposed activity to his or her supervisor and obtain
written approval in advance.
The following considerations are intended as guidance to staff members in determining whether or not
a specific collaborative activity or outside employment opportunity is prohibited. They also are
intended as guidance for supervisors in determining whether or not to grant permission to a staff
member who seeks consent to perform an outside activity for which disclosure is required as described
above.
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The extent to which the activity assists or detracts from the Museum’s performance of its mission;
The effect, if any, of the activity on the staff member’s ability to perform his or her normal work
assignments (including hours of work and availability);
The extent to which Museum resources will be used in the course of the activity;
The extent to which the staff member may be perceived as representing the Museum when
performing the activity;
The amount of remuneration, if any, to be received for the activity and the extent to which the
Museum will share in any such remuneration;
The extent to which performance of the activity would require the staff member to make decisions
on behalf of another entity that could affect the interests of the Museum (for instance, by having an
advisory or fiduciary obligation to another institution that might require making recommendations
or decisions also affecting the best interest of the Museum); and
How the Museum has or intends to respond to similar requests from other staff members.
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Outside Volunteer Activities
Within the constraints concerning outside employment, staff members are encouraged to participate in
voluntary outside activities with community groups or public service organizations. If a staff member
volunteers for an organization and it is reasonably foreseeable that the others will perceive the staff
member to be acting in an official Museum capacity, disclosure to and advance written approval of the
staff member’s supervisor is required. Staff members should conduct themselves so that their activities
on behalf of community or public service organizations do not reflect adversely on the reputation or
integrity of the Museum.
Staff members speaking out on a public issue should do so strictly as individuals and avoid the
appearance of speaking or acting in an official capacity or on the Museum’s behalf.
Personal Collecting by Staff Members
The Museum’s collecting interest is extremely broad in scope, encompassing modern, ancient and
prehistoric objects as well as objects of scientific, historic, aesthetic and cultural importance. Many are
unique or of high or incalculable value; others are everyday objects or examples of commonplace types
of which multiple identical or nearly identical items are available. The scope of the collections and of
the professional affiliations of the Museum staff subjects different staff members to different legal and
professional standards. Therefore, it is impossible to list conclusively all types of personal acquisitions
by Museum staff members that would constitute a conflict of interest with the Museum. However, the
following principles should guide each staff member in his or her personal collecting.
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Staff members must follow all legal requirements relating to the acquisition, holding and disposition
of any object; staff members should note that special legal restrictions apply to certain modern and
fossil animals and plants, to certain archaeological and Native American material, and to certain
objects imported from other countries or collected on public land, and any staff member who has
doubts as to the legal status of any object should seek advice from specialists within or outside the
Museum;
Each staff member must comply with any accepted collecting principles of his or her discipline and,
when acquiring objects outside his or her discipline, should comply with the collecting principles of
the discipline responsible for similar objects within the Museum’s collections;
Staff members must not engage in commercial trade in objects related to the collections or interests
of the Museum;
Staff members must not serve as consultants to the trade or private collectors, whether paid or
unpaid, or advise others related to the Museum on the acquisition or disposition of objects within
the staff person’s area of professional Museum expertise (except as to the legal status of objects or
to provide non-appraisal advice concerning objects that are committed for donation to the
Museum); staff members should note that within certain disciplines it also may be inappropriate to
provide advice to the general public concerning the identification of objects;
Staff members should not acquire objects that are within the collecting interest of the Museum
unless equivalent objects are readily available for acquisition by the Museum. In the event a staff
member acquires an object that is within the collecting interest of the Museum when equivalent
objects are not readily available for acquisition, the staff member must report the purchase to his or
her supervisor. The Museum will have the right to purchase any such object within forty-five days at
the price paid by the staff member; and
In the event a staff member wishes to dispose of an item that is within the collecting interest of the
Museum when equivalent objects are not readily available for acquisition, the staff member must
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notify his or her supervisor and refrain from selling the object for forty-five days. During that period,
the Museum will have the right to purchase the object from the staff member at the lower of the
fair market value or the proposed sale price, or at its election, at a price determined by an
independent appraiser.
Staff members should consider that while household objects, decorative items, items of apparel,
automobiles, gem stones and material in personal libraries and in vocational or professional collections
usually are of a type readily available for acquisition by the Museum, occasionally an equivalent object is
not readily available for acquisition by the Museum (for instance due to an object’s rarity) and,
therefore, the material is subject to the limitations imposed on personal collecting.
No staff member, person close to him or her, or individual who might act for him or her, may acquire
objects from the collections of the Museum, except when the object and its source have been
advertised, its full history made available and it is sold at public auction or otherwise clearly offered for
sale in the public market. No staff member or family member may, directly or indirectly, sell objects to
the Museum except pursuant to the Museum’s right of first refusal described above or when the objects
and their sources have been advertised, sold at public-auction, otherwise clearly offered for sale in the
public market, or sold to the Museum at a price below fair market value as determined by independent
appraisal. The President or the Board of Trustees may require that any sale to the Museum by a staff
member be approved by an appropriate curator, the Deputy Director for Research and Collections, the
President, and/or a vote of the Board of Trustees.
RESPONSIBILITIES OF VOLUNTEERS
Volunteers have played an active and important role in the Museum since its founding. It is incumbent
on the Museum staff to be supportive of volunteers, receive them as fellow professionals, and willingly
provide them with appropriate training and opportunity for their intellectual enrichment.
Volunteers have a responsibility to the Museum as well, especially those with access to the Museum’s
collections, programs and confidential information. Volunteers must work toward the betterment of
the institution and not for personal gain other than the natural gratification and enrichment inherent in
Museum participation. Volunteers must keep confidential information which they obtain in the course
of their work and that is not generally available to the public.
Although the Museum provides special privileges and benefits to its volunteers, they should not accept
from others gifts, favors, discounts, loans or other dispensations or things of value that accrue to them
in connection with carrying out duties for the Museum. Volunteers must not use their affiliation with
the Museum to obtain from the Museum staff or from others benefits not available to the general
public. Conflict of interest restrictions and gift policies placed upon the staff of the Museum must be
observed as well by volunteers.
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Appendix B
Whistleblower Policy and Procedures
(Approved by the Audit Committee — December 3, 2010)
As provided in the Code of Ethics of the Los Angeles County Museum of Natural History Foundation
(Foundation), public trust demands that in all activities Trustees, staff and volunteers must act with
integrity and in accordance with the most stringent ethical principals. All Trustees, staff members and
volunteers must practice honesty and integrity in fulfilling their responsibilities and comply with all
applicable laws and regulations. The purpose of this Whistleblower Policy and Procedures (Policy) is to
provide Trustees, staff and volunteers with a process to report violations, or suspected violations, of
laws or regulations or of the Code of Ethics, and to report concerns regarding corporate accounting,
internal controls, auditing or other financial practices, without concern for retaliation or adverse
consequences.
The Policy is not a vehicle for reporting violations of the Foundation’s human resources policies or
problems with co-workers or supervisors/managers, or for reporting issues related to alleged employment discrimination or sexual or any other forms of unlawful harassment. These types of issues should
be reported directly to the Human Resources Department.
It is the responsibility of all Trustees, staff and volunteers to comply with the Code of Ethics and to
report violations, suspected violations or concerns in accordance with this Policy.
Trustees, staff and volunteers are protected from retaliation if they in good faith bring an alleged
violation or concern to the attention of the Foundation and provide the Foundation with a reasonable
opportunity to investigate and correct or otherwise deal with the alleged violation or concern.
1. REPORTING VIOLATIONS AND CONCERNS: To report an alleged violation or concern, a staff member
should contact his or her supervisor/manager. Communications may be verbal or written and no
particular format is required. Communications should include all information necessary to properly
and completely evaluate the alleged violation or concern. This includes material evidence, names of
persons able to corroborate the alleged violation or concern (if available) and, if anonymity is
desired, how the person making the report can be contacted to assure anonymity.
If a staff member is uncomfortable speaking with his or her supervisor/manager, is not satisfied with
the response from the supervisor/manager or the supervisor/manager is a subject of the alleged
violation or concern, the individual should report the alleged violation or concern directly to the:
 Director of Human Resources, or
 General Counsel, or
 President/Director.
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Any alleged violation involving a member of the Executive Staff, the President/Director, a Trustee or
a volunteer or any concern regarding corporate accounting, internal controls, auditing or other
financial practices, should be reported to the:
• President of the Board of Trustees; or
• Chair of the Audit Committee.
Their contact information is available through the Foundation’s General Counsel.
2. CONFIDENTIALITY: Reports will be kept confidential, to the extent possible, consistent with
applicable law and with the need to conduct an adequate investigation and take appropriate
corrective action. Reports may be made anonymously; however, individuals who make a report are
encouraged to identify themselves and provide contact information so that they may be contacted
for additional information, if necessary, and the matter can be more easily investigated. An
appropriate follow-up investigation may not be possible unless the source of the information is
identified. In addition, if the concern is raised anonymously, proper protection from retaliation or
adverse consequences cannot be guaranteed.
3. GOOD FAITH REQUIREMENT: This Policy prohibits retaliation even if a alleged violation or concern is
found to be without merit. However, anyone reporting an alleged violation or concern must be
acting in good faith and have reasonable grounds for believing the information disclosed indicates
that a violation may have occurred. Any allegations that prove not to be substantiated and made
maliciously or with knowledge of their falsity will be viewed as a serious disciplinary offense.
4. FOLLOW-UP PROCEDURES: Supervisors and managers who receive reports of alleged violations are
required, depending on the nature of the alleged violation, to notify the Director of Human
Resources or the General Counsel. Whether a report is received directly or indirectly from a
supervisor or manager, the Director of Human Resources or the General Counsel, as the case may
be, will take the following actions:
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The Director of Human Resources or the General Counsel will contact the person making the
report, if possible, within a reasonable time to acknowledge receipt of the report.
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The Director of Human Resources or the General Counsel will promptly investigate the report
and take appropriate action, if warranted by the investigation. If the alleged violation or
concern involves corporate accounting, internal controls, auditing or other financial practices,
the Chief Financial Officer should be included in the investigation, unless he or she is a subject
of the alleged violation or concern.
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The Director of Human Resources and the General Counsel have the authority to hire outside
counsel, outside auditors, or consultants to investigate all reports, as deemed appropriate.
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At the conclusion of the investigation, the Director of Human Resources or the General Counsel
shall, depending upon the circumstances, advise the President/Director and/or the Chair of the
Audit Committee of the conclusions and results of the investigation.
Reports submitted directly to the President/Director, President of the Board of Trustees or Chair of
the Audit Committee shall be processed by them as they shall determine in their discretion.
5. NO RETALIATION: The Foundation is committed that no Trustee, staff member or volunteer who in
good faith makes a report about an alleged violation shall be subjected to harassment, retaliation or
adverse consequences with respect to employment or otherwise. A staff member who retaliates
against someone who has made a claim in good faith is subject to discipline up to and including
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termination of employment.
6. DOCUMENT RETENTION AND HANDLING: All documents relating to reported alleged violations or
concerns are confidential and privileged. Access to such documents will be granted at the discretion
of the General Counsel. All reports and related documents will be retained for at least five years
from the date of the submission of the report. After that time, all documents may be destroyed
unless relevant to any pending or potential litigation, inquiry or investigation, in which case they
must be retained for the duration of that litigation, inquiry or investigation or as otherwise required
by legal or Foundation policy.
This Policy is intended to encourage and enable Trustees, staff members and volunteers to raise alleged
violations or serious concerns within the Foundation prior to seeking resolution outside the Foundation.
Trustees, staff members and volunteers with questions regarding this Policy should contact either the
Director of Human Resources or the General Counsel.
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Appendix C
Information Technology and Security Policy
January 9, 2013
I.
Purpose
The purpose of this policy is to ensure appropriate and authorized access, usage, integrity, and
security of the Museum’s information and technology resources.
II.
General
Applicability
All Museum and Foundation staff as well as all other authorized users of the Museum’s technology
resources are required to adhere to this policy as a condition of working with the Museum. For the
purposes of this document, the term “staff” includes all Museum and Foundation employees,
while the term “other authorized users” includes all contract workers, researchers, students,
vendors, volunteers, and any other authorized visitors working on-site at the Museum or off-site
on the Museum’s behalf or using Museum-owned information technology resources.
Relationship to Other Policies
Staff and other authorized users are further subject to the current Information Technology and
Security Policy, as approved and adopted by the Los Angeles County Board of Supervisors. Copies
of this document and any subsequent updates are available from the Museum’s Information
Technology Department. The Museum seeks to incorporate relevant sections of that policy into
this policy statement.
In addition, staff members are subject to the terms of the Museum’s Employee Handbook.
Use of Technology Resources
In support of its charitable and educational mission, the Museum provides its staff and other
authorized users with access to and use of a variety of Museum technology resources including
but not limited to hardware and equipment; local and network systems and software; data
storage; and communications equipment and services. Subject to the approval of Museum
management and budget constraints, staff and other authorized users’ use of these resources is
provided on-site at the Museum and, in some cases, may be provided at approved off-site
locations.
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These resources are provided to staff and other authorized users for Museum business use, and
should be used in a manner that is professional, legal, ethical, and consistent with the Museum’s
business practices, policies, mission, and values. Although personal use of these resources is
discouraged, the Museum understands that these resources may be used occasionally in a limited
and reasonable manner for personal purposes at times which do not interfere with the work
duties of the employee or other authorized user, or with adherence to this policy. Use of these
resources is a privilege, not a right, which may be limited or terminated at any time by Museum
management.
Inappropriate Use
Staff and other authorized users are expressly and strictly prohibited from using the Museum’s
technology resources or any other Museum equipment, systems, or services in any way that
conflicts with the Museum’s business practices, policies, mission, and values, or that violates
applicable state and federal laws or normal standards of professional and personal courtesy,
conduct, and ethics.
The Museum strives to maintain a workplace free of harassment and is sensitive to the diversity of
its employees. Therefore, it prohibits the use of computers, the e-mail system and other technology
resources in ways that could be considered discriminatory, offensive, obscene, threatening,
harassing, intimidating or disruptive to any employee or other person, or in violation of law.
Examples of unacceptable content not to be accessed or transmitted using the Museum’s
computers, e-mail system and other technology resources include without limitation materials
from adult web sites; threatening or harassing statements; movies, music, software or other
materials downloaded in violation of copyright laws; sexual comments or images; racial slurs;
gender-specific comments; or any other comments or images that could reasonably offend
someone on the basis of race, age, sex, religious or political beliefs, national origin, disability,
sexual orientation, or any other characteristic protected by law.
Compliance
Any staff member or other authorized user who violates any aspect of this policy may be subject
to disciplinary action up to and including termination, in addition to any applicable civil and
criminal penalties. Non-employees may be subject to termination of contractual agreements,
denial of access, and other penalties, including civil and criminal penalties.
Staff and other authorized users are asked to report violations of this policy to the department
managers with whom they work.
Privacy and Confidentiality
Staff and other authorized users may only access and use Museum technology resources as
assigned, and are prohibited from accessing or using other resources not assigned to them
without prior authorization. Staff and other authorized users are not authorized to access, read, or
copy files or messages not specifically directed to them without the prior express authorization of
Museum management or the appropriate sender/recipient.
All computer files, messages and data received in or generated on Museum technology resources
is the property of the Museum. Therefore, all information and messages created, transmitted,
downloaded, received or stored in the Museum’s computers may be accessed and inspected by
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designated personnel of the Museum at any time without prior notice. Staff and other authorized
users should not consider any such information or messages (whether or not password-protected)
to be private or their personal property. Similarly, they should not represent to anyone that
messages or other information they receive from outside sources will be private and not be
subject to access or retrieval by authorized Museum personnel.
In addition, disclosing confidential, proprietary or private business information belonging to the
Museum is strictly prohibited unless authorized by Museum management. This includes without
limitation information that is protected under specific privacy legislation or other state or federal
laws .
Passwords should only be used as instructed by department managers or the IT Department. All
user passwords are the property of the Museum, and must be provided to Museum management
or the IT Department upon request. Staff and other authorized users should not assume the
privacy of any information maintained or generated by the Museum’s technology resources, since
even deleted or password-protected information can be retrieved.
III.
Maintenance and Security of Technology Resources
Use of the Museum’s technology resources is supported by the Museum’s Information Technology
Department (“IT Department”) and is facilitated by designated department representatives and
department managers.
Staff and other authorized users share responsibility for the maintenance and security of the
Museum’s technology resources. Since these resources may be difficult to replace, appropriate
care should be exercised to safeguard them.
The Museum’s IT Department seeks to maintain the security its systems and the integrity of data
stored on its servers. Individual staff members and other authorized users are responsible for
supporting these efforts, and for maintaining the integrity of data stored on individual
workstations. They should not knowingly or through negligence cause Museum systems or data to
be modified or corrupted in any way that compromises their integrity or prevents authorized
access.
Users should seek to ensure that they do not expose the Museum to outside threats that may
compromise data integrity or system security. Particular care should therefore be exercised to
ensure in advance that any systems or data from sources outside the Museum are free from
threats and conform to the Museum’s data and system security standards. Individuals who
suspect either a threat or possible damage to the security of the Museum’s data or systems
should inform a manager, the manager’s designee, or the IT Department immediately.
In addition, uses which place particular stress or strain on Museum resources (such as accessing
large amounts of network bandwidth for downloading large media files) are permitted only for
authorized Museum business.
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IV.
Hardware and Software Ownership and Use
Technology Acquisitions
Staff are encouraged to work with their department manager (or a designated staff member) and
with the Museum’s IT Department about their hardware, software, and communication needs,
before decisions are made regarding technology-related acquisitions. Staff must obtain the
approval of the relevant department manager (or a designated staff member) or the IT
Department before acquiring additional technology resources. This consultation and approval
process will help ensure proper licensing as well as conformance with the Museum’s information
technology policies and standards. In addition, IT Department support will only be provided for
approved resources.
Software
The Museum licenses use of software from outside companies and installs software on individual
and shared workstations as approved by the appropriate supervisor or department manager. Staff
may access and use only software that has been specifically assigned to them.
All software used at the Museum or on its behalf must be used in compliance with applicable
licenses, notices, contracts, and agreements. Unless permitted by the copyright owner and
approved by the IT Department, copying software or related documentation owned or licensed by
the Museum, either at the Museum or on its behalf, is strictly forbidden. In order to maintain
system and information integrity, copies of software for backup purposes may be made by the IT
Department, if permitted by the copyright owner.
Software developed by staff or other authorized users on behalf of the Museum is and shall be
deemed the property of the Museum, unless otherwise approved in writing by Museum
management.
Any questions concerning the use or ability to copy specific software information should be
directed to a department manager or the IT Department before proceeding.
Hardware
The Museum may purchase or lease hardware and equipment from outside companies and
assigned to individual staff or other authorized users, or to groups of users, as approved by their
supervisor or department manager. Staff may access and use only hardware that has been
specifically assigned to them. In addition, the configuration for wireless access to the Museum’s
network, from any location or for any purpose, must be approved in advance by the IT
Department.
All hardware and equipment acquired for or on behalf of the Museum shall be deemed the
property of the Museum, and must be used in compliance with all applicable licenses, notices,
contracts, and agreements.
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Non-Removal
Staff and other authorized users of the Museum’s technology resources are prohibited from
removing from the Museum premises any technology resources or any other Museum property
without the express and prior authorization of their supervisor, department manager, or Museum
management.
V.
Use of Personal Technology Resources
By Staff
The Museum discourages staff use on its premises, or on its behalf, of any personal hardware,
software, or any other technology resources not owned or leased by the Museum. Any exceptions
to this policy must be approved in advance by the employee’s department manager or by the IT
Department.
By Other Authorized Users
The use of personal hardware, software, or other technology resources to access the Museum’s
network or its systems by authorized non-staff users must be approved in advance by a
department manager, designated staff member, or the IT Department. This approval should
require confirmation from the proposed user that the use of such resources conforms to the
Museum’s security standards and will not compromise the security of the Museum’s data or its
systems.
Responsibility for Personal Technology Resources
The Museum does not provide technical support for resources it does not own, and is not
responsible for repairing or replacing such resources under any circumstances. Staff or other
authorized users who elect to use such resources on Museum premises or on its behalf, with or
without authorization, do so at their own risk, accepting full responsibility of their maintenance
and security. Such users also agree to hold the Museum harmless for any damage or loss incurred
to personal technology resources.
VI.
Network Security
The IT Department seeks to maintain and protect network security through the use of passwords.
Staff and other authorized users are required to adequately protect and update passwords in
order to prevent unauthorized access to Museum data. To this end, users shall not reveal their
passwords to others, and should change their passwords frequently.
Staff and other authorized users shall not use Museum computers, systems, or services that have
been logged in under another name.
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VII.
Communications Systems and Services
Staff and other authorized users should ensure that greetings, responses, and other
communications are pleasant and professional. Staff and other authorized users should identify
themselves fully in all communications, and are prohibited from sending anonymous
communications unless specifically authorized by management.
Internet and E-mail Access
The Museum may provide staff and other authorized users with access to the Internet and access
to its e-mail systems for Museum business use. Wireless access must be approved in advance by
the IT Department. As discussed above, the Museum understands that these resources may be
used occasionally in a limited and reasonable manner for personal purposes.
Telephone Systems
The Museum operates a Museum-wide wide telephone and voicemail system. Access to these
services and related equipment may be assigned to individuals or groups for authorized Museum
business use at the request of Human Resources and Museum management. Long distance
telephone services are provided expressly for authorized Museum business use.
The Museum understands that its telephone systems and related equipment may be used
occasionally in a limited and reasonable manner for personal purposes. In the case of longdistance calls, staff or others should arrange for personal billing by using a personal phone card,
calling collect, or billing a personal account. In the event that this is not possible, the individual
making the call must reimburse the Museum for any expenses incurred.
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Appendix D
Museum Pest Management Policy
January 4, 2013
Policy:
Integrated pest management, a museum wide approach to controlling insects and other pests by
keeping all areas of the museum as clean as possible
limiting food and drink to non-collections and non-exhibit areas
creating and maintaining as many barriers as possible to the entry of pests
keeping potentially infested items (e.g. wood, live plants, pets) out of the museum
will be practiced by all Museum staff and volunteers.
Background:
Insects and other pests pose one of the greatest threats to the Museum’s collections and may impact
the guest experience as well. Integrated pest management, an institution-wide approach to controlling
pests and preventing infestations, is the most effective and least expensive approach to keeping our
collections and public areas free of pests. Research and Collections staff carry out integrated pest
management procedures to prevent or control infestation of collection areas, but their efforts are
hampered when adjacent areas are infested. Museum-wide preventive practices are the best way to
keep our collections safe and to keep pests out of public areas. These practices are the responsibility of
all museum staff and volunteers. This document outlines the actions and procedures that will keep the
museum pest-free.
Actions and Procedures:
All staff:
Food crumbs, plant material, and dust containing lint and flakes of dead skin provide sources of food for
many insects. To avoid attracting insects that may pose a threat to the museum’s collections:
1. Exhibit and collections areas should be kept as clean as possible. This will make any new pest
activity easier to distinguish.
2. Food must be kept out of collections areas, including exhibits. The only exceptions are certain
special events in exhibits for which special precautions and cleaning have been specifically
scheduled (see below).
3. Office areas must be kept clean. Do not leave any food or dirty dishes lying out overnight. Empty
trash containers in the office daily or dispose of food-related trash in the restroom trash cans. Food
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4.
5.
6.
7.
8.
should be stored in a refrigerator or sealed container. Food should not be carried in the museum
unless it is in a sealed container, such as a to-go box from the café.
Clean up promptly and completely after any meal or gathering that includes food, no matter where
it takes place.
Live plants must be limited to non-collection or non-exhibition spaces with the exception of certain
special events (see below). Staff are encouraged to decorate their offices with artificial plants
instead of live ones. Office plants should be periodically inspected to ensure that they are not
harboring insects.
External doors and windows should be kept closed to limit the ingress of insects.
Pets are never allowed in the museum. Live animals are allowed only if they are part of an Insect
Zoo or Discovery Center display or demonstration. Only assistance dogs or law enforcement dogs
may enter the museum and only in the course of performing their work.
Report any pests seen promptly. Any pest infestation of the exhibits or collection areas should be
reported to Tania Collas, Head of Conservation (x3513). Any pest infestation in other museum areas
should be reported to Dan Hoffman, Manager, Management Support Services, Operations (x3541),
who oversees the Museum’s contract pest control provider. Please copy Tania Collas as well as
Carlos Carrillo, General Services Coordinator, on all correspondence related to pest problems in the
facility.
Maintenance and Construction Services:
To discourage insects from entering the museum building:
1. Plants along the museum’s exterior walls should be removed (or trimmed, if they cannot be
removed) to maintain a barrier between the grounds and the building.
2. Gaps and cracks in the museum building should be filled or sealed to prevent insects from entering.
3. External doors and windows should be kept closed to limit the ingress of insects.
4. Where possible, the climate should be kept cool and dry to inhibit insect activity and mold growth.
A positive air pressure will prevent the entry of small insects.
Catering and Special Events, including staff parties and pot-lucks:
1. Plants and flowers for the café and special events must be treated so they do not carry any insects.
2. All events must be monitored to insure that no food or drink is taken to any areas outside those
where food is being served.
3. A clean-up must be scheduled to immediately following any special event at which food or
beverages are served, including staff meals and pot-lucks.
Guest Relations:
1. Visitors should be informed that food and beverages are not allowed in the museum with adequate
signage at the museum entrances.
2. Garbage receptacles should be located just outside the entrances to the museum so that visitors
may discard any food or drink they are carrying.
Museum Shops:
1. Products made from wood or other minimally processed or animal material, such as dry reeds,
seeds, grain, fur, and feathers, should be inspected and isolated for a period of time before being
offered for sale in the museum gift shops to determine if they are infested. Adequate isolation
usually requires that the material be enclosed in a sealed plastic bag.
2. Food products sold in the gift shop must be adequately sealed to avoid attracting insects.
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3. Staff should remind customers who buy candy or other food items that eating is not permitted in
the galleries.
Public Programs and Education:
1. Minimally processed plant or animal material, such as dry reeds, seeds, grain, fur, and feathers, to
be used for exhibits and educational programs must first be inspected and fumigated or otherwise
treated to ensure it is not infested. Wood to be used for display cases should also be inspected and
treated if necessary.
2. Water used in exhibits must be treated and monitored to ensure that it does not attract pests.
3. Galleries should be regularly cleaned and maintained to discourage insects and other pests. Gallery
cleaning should be coordinated with Collections and Diamond staff.
Research and Collections:
1. Collection storage and exhibition areas must be kept as clean and dust-free as possible to avoid
attracting insects and other pests. Exhibit cleaning should be coordinated with Exhibits and
Diamond staff.
2. The doors to collections storage areas should have a tight seal to discourage insects from entering
the collections storage areas. In addition, damaged gaskets on collections storage cabinets should
be replaced, especially for vulnerable collections, to provide an additional barrier to insects.
3. The conservator and the relevant collections manager should be notified whenever pests are found
in collection storage or exhibit areas. If possible, live, intact examples of the infesting insects should
be collected for identification.
4. Sticky traps are placed systematically and checked regularly to monitor pest ingress. The
conservator and other collection staff identify and count the contents of the traps, enlisting help
from the Entomology Department if necessary.
5. Donations, new accessions, and incoming and returning loans should be inspected, isolated, and
treated if necessary before they are (re)integrated into the collection. Any material vulnerable to
infestation or suspected of previous or active infestation should be isolated and monitored for
insects. Adequate isolation usually requires that the artifact or specimen be enclosed in a sealed
plastic bag. Any material showing active infestation should be treated by freezing, oxygen
deprivation, or fumigation before it is accessioned or reintegrated into the collection. In general,
freezing or oxygen deprivation treatments are strongly recommended as a safeguard measure for
artifacts or specimens vulnerable to infestation that are entering the collection.
6. All collections materials vulnerable to insect infestation should be periodically inspected to ensure
there is no insect activity. Any material showing active infestation should be isolated immediately
and treated by freezing, oxygen deprivation, or fumigation.
7. The conservator and the relevant collection department should retain records of pest control
treatments, such as fumigation, freezing, or oxygen deprivation.
8. Any space that may be used for the quarantine of infested objects should be periodically inspected
to ensure that the building does not become infested.
Any questions about what staff can do to eliminate or control pests at the Museum may be directed to
the Conservation Department (x3513).
Please remember, everyone’s actions, even the smallest ones, do make a difference.
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Index
Access to Personnel Files .........................................13
Advance notice ...................... See End of Employment
Appendix A - Code of Ethics .....................................63
Appendix B - Information Technology/Security Policy
.............................................................................75
Appendix B – Whistleblower Policy/Procedure .......71
Appendix C - Museum Pest Management Policy .....81
Benefit deductions....................... See Pay Deductions
Benefits ....................................See Employee Benefits
Benefits Continuation (COBRA) ...............................22
Bereavement Leave .................................................20
Breaks ............................... See Rest and Meal Periods
Business Travel Expenses.........................................51
California Family Rights Act Leave Policy ............... See
Coordination with California Family Rights Act
Leave Policy
Casual Part Time ............. See Employment Categories
Celebrity Policy ........................................................42
Code of Ethics ............ 63, See Museum Code of Ethics
Compensation.......................................... See Paydays
Computer and E-Mail Usage ....................................49
Conflict of interest ........... See Museum Code of Ethics
Conflict of Interest ...................................................63
Conflict resolution ................. See Problem Resolution
Coordination with California Family Rights Act Leave
Policy....................................................................36
Courtesy and Responsiveness .................................42
Customer Service ............................. See Guest Service
Death of a Family Member ....See Bereavement Leave
Dental Insurance ........................ See Health Insurance
Direct Deposit .................................... 29, See Paydays
Disability Accommodations .......................................9
Disability Insurance... See Short-/Long Term Disability
Insurance
Disciplinary actions ..................................................59
Domestic Violence/Sexual Assault Victims Leave ....39
Dress Code ...............................................................51
Drug / alcohol abuse ....See Standards of Conduct and
Work Rules
Drug and Alcohol Use ..............................................57
E-Mail Usage ............................................................49
Emergency Closings .................................................53
Employee Assistance Program.................................58
Employee Benefits ...................................................15
Employee Benefits Programs ...................................15
Bereavement Leave .............................................20
Floating Holiday ...................................................18
Health Insurance ..................................................21
Holidays ...............................................................17
Jury Duty ..............................................................20
Life Insurance and AD&D .....................................22
Religious Holidays ................................................18
Short-/Long Term Disability Insurance ................22
Sick Leave.............................................................18
Time Off to Vote ..................................................19
Vacation ...............................................................16
Witness Duty........................................................21
Workers' Comp. ...................................................23
Employee Conduct & Disciplinary Action ................55
Drug and Alcohol Use ..........................................57
Employee Assistance Program .............................58
Employee Conduct and Work Rules ....................55
Employee Dishonesty ..........................................56
End of Employment .............................................60
Problem Resolution .............................................61
Progressive Discipline ..........................................59
Working Relationships with Co-Workers .............61
Workplace Violence .............................................62
Employee Conduct & Personnel Policies
Attendance and Punctuality ................................41
Business Travel Expenses.....................................51
Computer and E-Mail Usage ................................49
Courtesy and Responsiveness .............................42
Emergency Closings .............................................53
Guest Service .......................................................41
Hiring of Relatives ................................................44
Lactation Accommodation ...................................52
Museum Code of Ethics .......................................43
Museum Equipment and Vehicles .......................49
Non-Disclosure ....................................................43
Outside Employment ...........................................44
Personal Appearance ...........................................51
Personal Letters, Published Articles, and Public
Affairs...............................................................48
Return of Property ...............................................50
Safety ...................................................................53
Security Inspections and Searches / Guns and
Weapons in the Workplace .............................54
Security Issues .....................................................54
Smoking ...............................................................52
Social Media Policy ..............................................45
Solicitation and Postings ......................................45
Use of Telephones and Mail ................................48
Visitors in the Workplace .....................................52
Employee Conduct & Personnel Policies .................41
Employee Dishonesty ..............................................56
Employee records .......... See Personnel Data Changes
Employee safety ............ See Security Inspections and
Searches
Employment ..............................................................7
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Disability Accommodations ...................................9
Employment At-will ...............................................7
Equal Employment Opportunity ............................8
Immigration Law Compliance ..............................10
Open Communications ..........................................7
Physical/Medical Examinations ...........................10
Sexual and Other Unlawful Harassment ................9
Employment Acknowledgement Form ......................5
Employment Applications ........................................13
Employment At-will ...................................................7
Employment Categories
Full Time ..............................................................11
Part Time .............................................................11
Temporary ...........................................................11
Employment Reference Checks ...............................12
Background screening .........................................12
Employment Status & Records ................................11
Access Personnel Files .........................................13
Employment Applications ....................................13
Employment Categories ......................................11
Job Postings .........................................................12
Performance Evaluations .....................................12
Personnel Data Changes ......................................13
End of Employment ............... See End of Employment
Equal Employment Opportunity ................................8
Equipment Usage.....................................................49
Excessive absenteeism ................See Attendance and
Punctuality
Excessive tardiness ...See Attendance and Punctuality
Exempt Employees ......... See Employment Categories
Facebook................................ See Social Media Policy
Falsifying time records ...... See Recording & Reporting
Hours Worked
Firearms .......... See Security Inspections and Searches
Floating Holiday .......................................................18
Full Time ......................... See Employment Categories
Grooming .................................................................51
Guest Service ...........................................................41
Health Insurance ......................................................21
Hiring of Relatives ....................................................44
Holidays ...................................................................17
Illegal drugs ..... See Security Inspections and Searches
Immigration Law Compliance ..................................10
Information Technology and Security Policy ...........75
Internet and E-mail Access ..................................80
Non-Removal .......................................................79
Privacy and Confidentiality ..................................76
Telephone Systems ..............................................80
Injured in the workplace . See Workers' Compensation
Internet and E-mail Access ......................................80
Introduction ...............................................................1
Mission Statement .................................................1
Natural History Family of Museums ......................1
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Vision Statement ...................................................1
Introductory Statement .............................................3
Welcome Message.................................................3
Job Performance .............See Performance Evaluation
Juror Service .......................................... See Jury Duty
Jury Duty ..................................................................20
Kincare .....................................................................34
Knives.............. See Security Inspections and Searches
Lactation Accommodation .......................................52
Leaves of Absence ...................................................31
California Family Rights Act Leave Policy .............36
Domestic Violence/Sexual Assault Victims Leave 39
Family and Medical Leave ....................................31
Kincare .................................................................34
Literacy Assistance ...............................................40
Military Leave ......................................................37
Military Spouse Leave ..........................................38
Paid Family Leave Wage Replacement Benefits ..40
Personal Leave .....................................................36
Pregnancy Disability Leave ..................................34
Rehabilitation Leave ............................................38
Time Off for Crime Victims ..................................38
Time Off for School-Related Activities .................40
Time Off for Volunteer Firefighters .....................39
Time Off for Volunteers of the California Wing of
the Civil Air Patrol ............................................39
Time Off to Attend Required School Meetings ....39
Life Insurance and AD&D .........................................22
Linked-in ................................ See Social Media Policy
Literacy Assistance...................................................40
Long-Term Disability Insurance See Short-/Long Term
Disability Insurance
LTD ............See Short-/Long Term Disability Insurance
Lunch breaks ..................... See Rest and Meal Periods
Mail Usage ...............................................................48
Make-Up Time .........................................................27
Meal Breaks ...................... See Rest and Meal Periods
Medical Examinations ..............................................10
Medical Insurance ..................... See Health Insurance
Military Leave ..........................................................37
Military Spouse Leave ..............................................38
Mission Statement .....................................................1
Museum Code of Ethics ...........................................43
Museum Pest Management Policy ..........................81
Museum property, Return .......................................50
Natural History Family of Museums ..........................1
No call/No show .......See Attendance and Punctuality
Non-Disclosure ........................................................43
Non-exempt Employees . See Employment Categories
Non-Removal ...........................................................79
Online applications ........................... See Job Postings
Open Communications ..............................................7
Outside Employment ...............................................44
Overtime ..................................................................27
Paid Family Leave Wage Replacement Benefits ......40
Part Time ........................ See Employment Categories
Pay Advances ...........................................................28
Pay Corrections ........................................................28
Payroll ...................................................... See Paydays
Performance Evaluations .........................................12
Performance Goals .........See Performance Evaluation
Personal Appearance ...............................................51
Personal Cleanliness ................................................51
Personal Leave .........................................................36
Personal Letters .......................................................48
Personnel Data Changes ..........................................13
Personnel Files ...............See Access to Personnel Files
Physical/Medical Examinations ...............................10
Poor attendance .......See Attendance and Punctuality
Post-natal care ........... See Pregnancy Disability Leave
Pregnancy Disability Leave ......................................34
Pre-natal care ............ See Pregnancy Disability Leave
Privacy and Confidentiality ......................................76
Problem Resolution .................................................61
Progressive Discipline ..............................................59
Public Affairs ............................................................48
Published Articles ....................................................48
Rehabilitation Leave ................................................38
Religious Holidays ....................................................18
Rest and Meal Periods .............................................26
Rest Breaks ....................... See Rest and Meal Periods
Return of Property ...................................................50
Right to work in the US .............. See Immigration Law
Safety .......................................................................53
Security Inspections and Searches / Guns and
Weapons in the Workplace .................................54
Security Issues .........................................................54
Sexual and Other Unlawful Harassment ....................9
Short-Term Disability Insurance ..............................22
Sick Leave.................................................................18
Smoking ...................................................................52
Social Media Policy ..................................................45
Solicitation and Postings ..........................................45
Standards of Conduct and Work Rules ....................55
STD ............See Short-/Long Term Disability Insurance
Subpoena ......................................... See Witness Duty
Tax deductions ............................. See Pay Deductions
Telephone Systems ..................................................80
Telephones Usage....................................................48
Temporary Employees .... See Employment Categories
Termination of employment . See End of Employment
Theft .........See Standards of Conduct and Work Rules
Time keeping ......... See Recording & Reporting Hours
Worked
Time Off .......................See Family and Medical Leave
Time Off for Crime Victims ......................................38
Time Off for School-Related Activities .....................40
Time Off for Volunteer Firefighter ...........................39
Time Off for Volunteers of the California Wing of the
Civil Air Patrol ......................................................39
Time Off to Attend Required School Meetings
Parents or guardians of school aged children .....39
Time Off to Vote ......................................................19
Time off without pay .. See Time Off for Crime Victims
Time Off without Pay .. See Time Off for Volunteers of
the California Wing of the Civil Air Patrol, See Time
Off for Volunteer Firefighters, See Domestic
Violence/Sexual Assault Victims Leave, See
Rehabilitation Leave, See Military Spouse Leave,
See Personal Leave
Time worked .......... See Recording & Reporting Hours
Worked
Travel Expenses .......................................................51
Twitter ................................... See Social Media Policy
Unauthorized visitors ... See Visitors in the Workplace
Unlawful Harassment ................................................9
Unpaid Time Off.... See Time Off for Volunteers of the
California Wing of the Civil Air Patrol, See Time Off
for Volunteer Firefighters, See Domestic
Violence/Sexual Assault Victims Leave, See Time
Off for Crime Victims, See Rehabilitation Leave,
See Military Spouse Leave, See Personal Leave
Use of Museum Equipment and ..............................49
Use of Telephones and Mail ....................................48
USERRA .......................................... See Military Leave
Vacation ...................................................................16
Vacation Pay ............................................ See Paydays
Vehicles Usage .........................................................49
Vision Insurance......................... See Health Insurance
Vision Statement .......................................................1
Visitors in the Workplace.........................................52
Voting ......................................... See Time off to Vote
Whistleblower Policy and Procedures .....................71
Witness Duty ...........................................................21
Work Hours, Time Keeping & Payroll ......................25
Direct Deposit ......................................................29
Make-Up Time .....................................................27
Overtime ..............................................................27
Pay Advances .......................................................28
Pay Corrections ....................................................28
Pay Deductions ....................................................28
Paydays ................................................................27
Recording & Reporting Hours Worked ................25
Rest and Meal Periods .........................................26
Work Schedules ...................................................28
Work Schedules .......................................................28
Workers' Compensation Insurance .........................23
Working Relationships with Co-Workers .................61
Workplace Violence .................................................62
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