1 At-Will Employment
All employees’ employment relationships with CARE USA are at-will, meaning that employment with CARE USA is voluntarily entered into, and the employee is free to resign at any time. This policy also means that CARE USA may terminate employment at will at any time, with or without notice or cause.
Please read the full policy here.
2 Anti-Discrimination, Harassment & Exploitation
CARE expressly prohibits and will not tolerate any form of harassment, exploitation, sexual harassment and sexual favoritism, as defined within this policy, of any individual, employee, or program participant, regardless of their work relationship. CARE employees are obliged to create and maintain an environment that prevents exploitation, abuse and retaliation. This includes compliance with all federal, State and local equal employment opportunity laws.
Please read the full Policy Against Discrimination here.
Please read the full Policy Against Harassment here.
3 HIV/AIDS Status Policy
CARE will not discriminate against a qualified individual with regard to job applications, hiring, advancement, discharge, compensation, training, or other terms, conditions or privileges of employment based on their HIV status. CARE does not and will not require HIV screening as part of pre-employment or general workplace physical examinations and our employment practices will comply with local laws and regulations.
Please read the full policy here.
4 Conflict of Interest
CARE staff must scrupulously avoid any conflict between their personal or other professional interests and the interests of CARE. In addition to avoiding actual conflicts of interest, CARE staff must avoid giving the appearance of a conflict of interest to all people inside and outside of CARE. In the event an actual or perceived conflict of interest arises or may reasonably be foreseen, the employee must disclose such interest or relationship to his/her immediate supervisor and follow the policy as outlined in this document.
Actual conflicts of interest or serious or repeated perceived conflicts of interests may result in appropriate disciplinary action up to and including termination.
Refer to the full policy for information regarding Conflict of Interest definitions, restrictions related to fundraising, advocacy and procurement, gift giving, outside employment, employment of relatives, and non-platonic relationships between colleagues.
Please read the full policy here.
5 Fraud Awareness, Reporting & Response
CARE does not tolerate fraud or corruption by staff or related third parties, including any of CARE’s agents, consultants, vendors or partners. CARE staff are required to be watchful for fraud and corruption, and report it or any suspicious behavior. Country Offices may have and maintain their own country-specific fraud policy and reporting mechanism, so long as it is consistent with this policy and related procedures. All reported fraud and corruption will be reported to a centralized location, and appropriately investigated, disclosed to the donor, monitored, remediated, and closed out.
Please read the full policy here.
6 Outside Activities
While conducting CARE business and other relationships outside CARE, you are expected to:
- Comply with all laws;
- Be fair with respect to the rights, interests, and responsibilities of others;
- Protect CARE USA’s reputation at all times through responsible conduct; and
- Appropriately address perceived, actual, or potential conflicts of interest.
7 Dress Code
Regular business attire is appropriate when a CARE USA employee is meeting with a donor or any third party. At other times, business casual dress is acceptable.
8 Recruitment & Staff Movement
8.1 Internal Recruitment
CARE USA believes that our employees are the best resource when filling openings within the organization. We encourage you to apply for positions at your location or in other countries. In general, you must have worked in your current job for at least six months and have an acceptable job performance in order to be considered for an open position within the organization. Your manager has the discretion to approve a move within your unit at any time. It is not mandatory to inform your manager of your intent to apply for a position. However, by the time you reach the interview stage of the hiring process, you are required to inform your manager of your candidacy. Expect the hiring manager to contact your current manager as a reference.
8.2 Organizational Staffing Needs/Opportunities
CARE USA offers a variety of on-the-job opportunities to staff around the globe. We believe it is in the best interest of the organization and our employees to ensure continual growth through a combination of on-the-job experiences and varied assignments. Below are examples of opportunities to obtain experience outside of your current job.
8.3 Temporary Acting Positions
Temporary acting positions are normally a result of turnover, medical or personal leave, or an extended absence from a department for business reasons, including temporary assignment or service on a task force. In such situations, your manager, with the approval of his/her Country/Region/Division Head, may appoint you to fill a vacancy temporarily. This temporary vacancy typically will take place within your current unit or department. These positions often provide you with a developmental opportunity through on-the-job training. Acting positions generally are not for periods greater than six months. In some situations, you may be required to assume the responsibilities of the acting position in addition to your current duties; a matter that should be discussed with your manager.
8.4 Temporary Duty Assignments (TDY)
Temporary duty assignments are periods of short-term work outside of your current duties lasting between 1 and 12 months in duration. While on a TDY, staff will normally cease their current duties and perform new responsibilities during the specified TDY period. Staff are expected to return to their original responsibilities at the end of the TDY, therefore no TDY will be granted for staff whose regular position has been or will be eliminated. TDYs cannot exceed 12 months, either initially or via extensions. Any TDY that is extended for more than 12 months shall be considered a transfer, and staff will be released from their original position.
TDYs may be created due to an emergency, special project, or prolonged absence of a current employee. TDY opportunities shall be posted. To be considered for a TDY assignment, you must have been in your position for a minimum of 90 days and performing satisfactorily, meet the qualifications for the TDY, and obtain approval from your manager who must also approve the duration the TDY.
9 Immigration and Travel
9.1 Travel Visas
Staff traveling on behalf of CARE USA must obtain the appropriate visas based on an accurate representation of the travel purposes in compliance with the law in the relevant country. These visas will be paid by CARE.
Non-immigrant employees working in US offices must obtain the proper visas for the US and travel outside the US. CARE USA may apply for the appropriate US visas, but cannot guarantee their issuance. After obtaining the appropriate visa, CARE USA must be kept informed of work visa expiration dates or any changes to an employee’s immigrant status. Adequate time to renew visas or address any immigration problem is required.
Non-immigrant employees may come to the US on a visitor’s visa only for purposes of business meetings or short-term formal classroom training opportunities. They may not use these visas to perform work in the United States. If you have questions, please contact the Office of General Counsel.
9.2 Work Authorization
For all positions physically based in the United States, CARE USA employs only US citizens and non-US citizens who are legally authorized to work in the United States. International staff posted to country offices may be required to obtain a visa or work permit before beginning their assignment.
As a condition of employment in the United States, each new or re-hired employee must complete the employment eligibility verification Form I-9 on or before the first day of employment and provide required documentation within three working days of beginning work as required by US law. Rehired employees must complete the I-9 form if their previous I-9 is no longer valid or available. CARE participates in E-Verify. The Form I-9 and E-Verify process cannot legally be completed until after the offer has been extended, but should be completed before the first day of hire whenever possible. If you have any questions after reviewing the full policy, contact the HR Service Center.
9.3 Sponsorship for Permanent Residence – (US-based employees only)
CARE USA may sponsor staff based within the United States for permanent residence if the criteria outlined in CARE’s policy are met. The decision to sponsor staff for permanent residence is made solely by CARE USA at its discretion, and only an immigration law firm that CARE has selected will be utilized for these services.
CARE will also cover the associated costs as outlined in the policy. Non-US citizen staff employed by CARE USA in the US will cease to receive their international allowance when their form I-140 (Alien Worker Petition) is filed with the US Citizenship and Immigration Services (USCIS).
There is no assurance that an application for permanent residence will be approved. CARE USA makes no representation or warranty regarding sponsorship, the performance of immigration counsel, the amount of time it may take, or the employee’s likelihood of success in obtaining permanent residency.
9.4 Travel Policy
In order of importance, these three guiding principles must inform all travel decisions:
- Safety – decisions must be made to maximize the safety and security of the traveler
- Cost – decisions must be made to minimize the cost of travel. Business class travel is not allowed
- Time – reasonable decisions may be made that minimize the amount of time a traveler is required to spend in transit
We trust all travelers to act responsibly given the particular facts and circumstances of each trip with their manager’s approval. Travelers must act as if their travel related decisions will be scrutinized by our donors and the partners with whom we work.
All travel arrangements for U.S.-based staff must be booked through CARE’s designated travel management company, ADTRAV, for direct bill options for air, rail, car and some hotels; being part of the traveler monitoring system; and to contribute to travel data to help inform decisions.
Staff traveling internationally must complete a Record of Emergency Data (RED) form and submit it to the destination office prior to arrival.
CARE USA will provide per diems for lodging, meals and incidentals as outlined in this policy. Per Diem rates are updated February 1. These rates are unique to CARE and can be found on the Travel site.
Travel advances are available for CARE staff through Accounts Payable.
Travel Expense Reports must be submitted within 30 days of the traveler’s return in order to receive reimbursement. Please see Procedures section V of the Travel Policy for more information.
All CARE Consultants are required to abide by the CARE Travel Policy. Please see section IV.VI of the Travel Policy for more information.
Please read the full policy here.
10 Employee Classifications & Pay Periods
10.1 Classifications
CARE USA has established employment categories to assist in determining eligibility for various benefits:
Regular Employees – Headquarters, US-based field office and international positions are either full-time or part-time, and are approved in the budget and headcount. Regular employees scheduled to work 20 hours per week or more receive benefits which are subject to tax withholding. Headcount authorizations for regular employees are determined during the annual budgeting process.
Temporary Employees – Staff working in positions for a limited duration arising out of special projects, abnormal workloads, or emergencies. Temporary staff members may work full or part time, but are not eligible for CARE-sponsored benefits. The duration for CARE-paid temporary positions is nine months. Within the US, it is highly recommended that staff agencies be utilized when possible to fill temporary positions. CARE currently has master contracts with nationwide agencies – please contact the HR Service Center for details.
Full-Time Status – 40 or more hours per week. Regular full-time staff may be eligible for all CARE-sponsored benefits.
Part-Time Status – Specific schedule of less than 40 hours per week. Part-time staff may be eligible for CARE-sponsored benefits if they work a minimum of 20 hours per week in a regular (not temporary) position.
10.2 Pay Periods & Paychecks
Staff paid by CARE USA and based in the United States are paid biweekly. Staff paid by CARE USA and based outside the US are paid on the last day of each month, unless otherwise notified.
CARE strongly encourages you to take advantage of direct deposit, rather than receiving a paper check. In the event you misplace your paycheck, notify the HR Service Center immediately. You may be required to provide information or fill out forms before a replacement check can be issued. CARE USA will likely place a stop payment order on the lost check, so the sooner the notification the better. This process may take a few days, so be prepared.
If you are accidentally overpaid any compensation (salary, commission, bonus, etc.), CARE USA may recover the amount of the overpayment, consistent with the requirements of applicable law.
All final paychecks will be processed according to federal and state requirements.
11 Attendance Policy
CARE USA’s defined workweek for all US-based work locations begins each Saturday and ends the following Friday. The standard work hours at the Atlanta office are Monday through Friday, 8:30 am to 5:00 pm with a half hour break for lunch. Managers may adjust these work hours for their direct reports if the adjustment fulfills a business need. Exempt employees are expected to work the hours necessary to fulfill the obligations of their jobs. Nonexempt (hourly) employees are paid for all time worked.
Normally, CARE’s US-based offices remain open during inclement weather conditions. If an office is officially closed due to severe weather or any other conditions, the day will be designated an official holiday for that location. For those working from home or working remotely in a location where there is no CARE office, the staff’s manager can approve to suspend work if the conditions do not allow the staff to work for that day.
For additional information on paid and unpaid leave (sick days, paid time off, Family Medical Leave Act, etc.), please visit the Benefits section of the Employee Handbook. CARE also provides Guidelines for US-Based Flexible Work Schedules and further guidance for managers in the Policy Library.
Please read the full policy here.
12 Overtime Policy
CARE USA treats non-exempt staff members as being subject to the overtime pay provisions of state and federal wage and hour laws and compensates them consistently with the relevant law’s overtime requirements for all time worked in a workweek, including all overtime hours worked on and off work premises. This currently means that overtime is paid at the rate of 1.5 times the employee’s hourly rate of pay.
It is the responsibility of manager to plan and schedule work so it can be performed within the regularly scheduled hours. Therefore, non-exempt staff may not be permitted to perform overtime work except when the manager concludes that this is absolutely necessary.
If overtime is required, staff are expected to perform the overtime assignments, but must receive prior authorization from their supervisor/manager in order to work any overtime. Nonexempt employees may not work more than their regularly scheduled daily or weekly hours without prior authorization from their manager.
Please read the full policy here.
13 Telework and Alternative Work Schedules
13.1 Telework Policy
Approval of teleworking arrangements is solely and exclusively CARE’s decision. CARE’s managers must consider all relevant factors, which may include the employee’s position, job duties, reporting structure, performance record, whether the employee has demonstrated responsibility and a capability for self-motivation and management, the need for in-person communication with co-workers, impact on others, costs, and whether the arrangement will enhance the quality of work, productivity, and timeliness of performance. At all times, the arrangement must be consistent with the best interests of the organization.
In order to be considered for a telework arrangement, staff must, as outlined in this policy, meet eligibility criteria, maintain a safe work location, adhere to the equipment and communication standards, and carry out only CARE business during set work hours. Further, the employee and manager must set anticipated work hours, define and clarify roles and expectations, and evaluate the work arrangement as part of annual and semi-annual appraisals, including establishing a method of measuring output and results. Non-exempt teleworking employees shall continue to accurately record and submit all time worked in the same manner as for work performed in a CARE office. All employees must adhere to local laws that may be applicable to teleworking. Prior to any full-time telework arrangement, staff must also sign CARE’s standard Full-time Teleworking Agreement.
CARE will cover only associated costs that are outlined in this policy. CARE will either provide the employee, and/or reimburse the employee for reasonable, pre-approved expenses incurred for equipment or supplies necessary for the employee to perform his/her job. Please refer to the full policy for details.
Telework is not to replace vacation days, sick days, leave or to be used as a substitute for dependent care (care of a child, elder, other). Adequate childcare and dependent care arrangements must be made when teleworking.
Teleworking arrangements do not change the terms of conditions of employment or required compliance with policies and rules. CARE retains the right to end or modify this policy and any teleworking arrangement at any time and for any reason in its sole and exclusive discretion. Failure to follow this policy and other terms and conditions of employment may result in disciplinary action.
Please read the full policy here.
13.2 Guidelines for US-based Flexible Work Schedules
Flexible work schedules are a privilege, not a benefit or right, and are subject to performance and manager discretion. Managers may consider requests for flexible or alternative work schedules for their direct reports when they are reasonable, enhance the quality of work, productivity, and timeliness of performance, and are consistent with the best interests of the organization.
Please read the guidelines in their entirety here.
Additional Resources:
Effectively Managing Flexible Work Schedules & Teleworkers
14 Performance Management
14.1 Performance Management Approach
Helping employees reach their full potential and furthering CARE’s mission is at the basis of our approach to Performance Management. CARE strongly encourage every employee to have meaningful conversations about performance with their manager and peers throughout the year. These conversations should occur regularly and include progress on goals, individual contribution to team and cross functional efforts, development, and commitment to core values.
Continuous Conversations: CARE expects check-ins with your manager to happen on a regular basis. These check-ins create space for meaningful conversations about recent achievements, potential challenges, stretch opportunities or feedback provided by colleagues and stakeholders. They also ensure that development and recognition are an integral part of your work experience. Practically, this approach requires managers and employees to commit to having regular check-ins at least every 2 weeks. These types of conversations are organic to the work you do, and the collaboration required at all levels to achieve CARE’s mission.
Goals: CARE recommends goals to be set at the beginning of the fiscal year or at the start of a new role and align them to your department/function/regional canvas. Goals should build on your strengths, but also challenge you to develop necessary skills. Teams are expected to leverage the strength of their members to become high-performing teams. Goals are not submitted to HR, as the document you save them and should become a “living” document that is routinely updated with progress notes and/or changes. CARE recommends managers and employees to review and discuss goals at least every quarter to focus on progress and impact, not just the end result or completion. You and your manager should also assess whether goals are still relevant and adjust as needed.
Feedback: Feedback should be given and received throughout the year in real-time. Staff are encouraged to actively ask for and give feedback from and to your manager and peers. Feedback should always be given to help someone grow and develop. CARE encourages staff to have open and authentic feedback conversations with your manager and peers and therefore are offering both anonymous and non-anonymous ways to provide feedback.
Documentation: You and your manager are encouraged to document periodical goal reviews, feedback on performance, and career development conversations. Documentation is intended to help you capture the agreements made, summarize conversations, and note your progress. To ensure performance documentation is saved in the employee file, email them to HR Service Center at <HRServiceCenter@care.org>
Responsibility: Both managers and employees are responsible for managing performance. Employees should regularly be reviewing their goals, articulating their progress, asking for help and offer improvement suggestions. Managers should be engaging with their employees on a regular basis, know what they are working on and provide ongoing support. Managers should also provide real-time feedback and have difficult conversations when an issue needs to be addressed.
Performance Improvement Plans (PIP): A Performance Improvement Plan (or PIP) is written commitment and plan intended to help managers and employees address and resolve performance issues. A PIP is agreed upon by the manager and employee after a manager has held prior discussions and communicated expectations of change. If you are placed on PIP and have difficulty reaching your goals or are unclear about the expectations, talk to your manager or reach out to your HR Business Partner (HRBP).
14.2 Service Awards and Recognition
CARE USA strongly believes in recognizing and honoring our staff’s contributions and years of service to the organization. Service is defined as the cumulative time spent working for CARE. Service pins, certificates and letters of appreciation are presented to mark the anniversary and appreciation at each five-year increment, beginning with the completed fifth year of service.
CARE USA also encourages you to acknowledge the day-to-day efforts of your colleagues. It is important, however, to note that any gift of cash or item that is convertible to cash (such as a gift certificate) is subject to taxation and must be reported. Non-cash gifts may also be subject to taxation. Please read the Conflict of Interest Policy, and contact the HR Service Center for guidance prior to giving a gift of any kind to an employee.
15 Staff Care and Safety
Please read the full policy here.
Violence in the Workplace
CARE USA prohibits actual or threatened violence by Staff against co-workers or other persons. Violence, intimidation, physical altercations, and destruction of property by or against employees will not be tolerated. CARE USA also strictly prohibits the use or possession of any unauthorized weapon on CARE property or on CARE business.
Substance Abuse in the Workplace
The unlawful manufacture, distribution, dispensing, possession, or use of a controlled substance is also prohibited on CARE USA premises or workplace locations both in the United States and internationally. Furthermore, staff are prohibited from working while intoxicated or under the influence of illegal drugs.
Smoking
In attempts to provide a healthy and comfortable working environment for all employees, CARE USA offices based in the United States prohibit smoking by employees and visitors throughout their buildings. CARE encourages Country Offices to adopt similar policies, as in accordance with their local laws.
Reporting Workplace Injuries/Accidents
CARE USA is covered under workers’ compensation. Should you sustain a work-related injury or become involved in a work-related accident, you must immediately notify your manager and the HR Service Center.
Reporting Involvement in a Crime
All Staff who are convicted of, plead guilty to, or are sentenced for a crime, excluding minor traffic offenses, are required to report the situation to their manager within five (5) days. Failure to comply may result in disciplinary action, up to and including termination of employment. Cooperation in complying may result in suspension without pay to allow management to review the nature of the charges and the employee’s past record with CARE.
16 Visitors in the Workplace
From time to time, you may receive personal visitors at the office. If so, you are responsible for the conduct of your visitor while he or she is on CARE USA premises. Please ensure that your visitor does not disturb the work of others. Under some circumstances, CARE USA may decide that certain persons are not permitted on CARE USA premises.
CARE USA also recognizes that you may occasionally need to bring your children to the office. Out of respect for your colleagues, please keep this to a minimum. Children should be in the presence of their guardian or alternate care provider at all times, who should ensure that they remain safe and do not disturb others or disrupt the workplace.
17 CARE USA Equipment & Property Overview
CARE USA’s electronic media, computer equipment and communication systems, including, but not limited to, computers, computer networks, electronic mail (email), Internet access and systems, telephone systems and equipment, smartphones and other CARE–provided devices, voice mail, fax equipment, hardware, software, user identifications, passwords, postage meters and equipment, and all data, files and other applications (“CARE USA equipment and systems”), are the property of CARE USA. All materials and information created, transmitted or stored on or through these systems are the property of CARE USA and may be accessed or monitored by authorized personnel at any time. CARE USA has the right to enter or access any and all CARE USA equipment or systems at any time without notice in order to inspect or review any and all data, consistent with the requirements of applicable law.
Employees should not have any expectation of privacy with respect to CARE USA equipment, materials, systems or information transmitted and/or stored thereon. CARE may monitor electronic media. CARE may also maintain a log of employees’ Internet access, sites visited, and network activities. All Internet use, including social networking, conducted on CARE-provided equipment or systems is subject to CARE’s review without notice. An employee’s participation in social networking is not private or personal to any individual employee.
CARE USA’s equipment and systems are to be used primarily for CARE USA business, and personal use should be kept to a reasonable minimum. Personal telephone usage should occur during breaks and meal periods away from other employees’ work stations to the extent possible. Employees are not permitted to make long distance telephone calls at CARE USA’s expense. Personal use of CARE USA’s postage and overnight shipping is not permitted. All data, including Internet data, which is composed, transmitted or received via CARE USA’s equipment and systems may be subject to disclosure to law enforcement or other third parties. Consequently, employees should always ensure that the business information contained in Internet email messages and other transmissions is accurate, appropriate, ethical, and lawful. CARE USA has access to all e‑mail communications, including all Internet sites visited by each employee, and may review email messages in connection with internal audits or investigations or for other business purposes, consistent with the requirements of applicable law.
Unauthorized access or use of CARE USA computer, electronic or communication systems is strictly prohibited. When using CARE USA equipment and systems, employees are expected to exercise care, perform required maintenance, and follow operating and safety instructions and guidelines. The unauthorized use, installation, copying, or distribution of copyrighted, trademarked, or patented material on the Internet is expressly prohibited.
Employees may not use CARE USA equipment or systems in any way that may be disruptive, embarrassing or offensive to others, including, but not limited to, the transmission of materials that violate CARE USA’s Equal Employment, Anti-Harassment and/or Retaliation policies.
All CARE USA equipment and systems must be returned to CARE USA at the termination of employment.
All other CARE USA-provided property on CARE USA premises remains the property of the organization at all times. Employees should have no expectation of privacy with respect to any CARE USA property with which they are provided for use in the course of their employment.
Please read all IT related policies here.
18 CARE USA Intellectual Property
Please read the full policy here.
CARE Name, Logo & Trademark
The CARE name, logo, and trademark may only be used in activities and circumstances sanctioned by CARE and in the appropriate form.
Work Prepared by Employees
All work prepared by employees within the scope of their jobs—including, without limitation, reports, data, photographs, videos, brochures, software—belongs to CARE and constitutes “work-for-hire.” CARE owns all rights to this work. The organization may also have the opportunity to nominate CARE work for awards and/or other recognitions. Any resulting awards or commendations are the property of CARE as well.
Employee Likeness or Words
In the scope of their work, employees may have their image or words recorded by CARE through photograph, audio, or videotape or otherwise. By permitting such recordings, expressly or tacitly, employees agree to permit CARE’s use of their likeness or words in any manner that CARE may deem appropriate.
Confidential Information
Additionally, CARE USA maintains records and information that are confidential, and employees must treat such materials accordingly.
19 Personal Property
During an investigation, it may be necessary for CARE USA or law enforcement officials to search CARE USA property and, unless otherwise prohibited by law, any other property brought into the workplace. To the extent permitted by applicable law, such inspections may include a search of (1) the contents of all packages, bundles, tote bags, knapsacks, suitcases, briefcases, and other containers or personal property taken into or out of CARE USA’s premises; (2) all desks and workstations; and (3) all motor vehicles on CARE USA property. Employees have no reasonable expectation of privacy in, and may not withhold permission for CARE USA to search, any such property. A refusal to permit a search requested by management may result in disciplinary action, up to and including termination of employment.
Because an inspection might result in the discovery of an employee’s personal possessions, all employees are encouraged to avoid bringing into the workplace any personal property that they do not wish others to see. In addition, for security reasons, employees should not leave personal belongings of value in the workplace.
All other CARE USA-provided property on CARE USA premises remains the property of the organization at all times. Employees should have no expectation of privacy with respect to any CARE USA property with which they are provided for use in the course of their employment.
20 Communication Regarding CARE
Communication with Media/Press
All press and media inquiries should be forwarded to CARE USA’s Communications and Media team or the appropriate Country Director – whether the media interest is local, national, or international. Unless explicitly designated to do so, staff should not field any questions or supply any information to the media, either verbal or written. The Communications and Media team is available to work with and help prepare those staff designated to communicate with the news media.
Communication with Lawyers
Staff should refrain from communicating with a lawyer not representing CARE, when the communication involves CARE business. If a staff member receives any unsolicited telephone call from a lawyer not representing CARE (whether a lawyer in private practice or even a government lawyer), they should immediately and politely refer the lawyer to the Office of the General Counsel (OGC). In this way, the OGC can confirm the propriety of the call in light of the rules governing when such a lawyer can communicate with CARE and our employees.
21 Use of Social Media Policy
Each individual is personally and legally responsible for his or her own participation in social networking. Regardless of your privacy settings, information placed on any electronic medium and data sent via electronic methods may become public. Other employees, potential employees, donors, clients and vendors of CARE and third parties may use electronic media to obtain information about CARE and its activities.
Employees are expected to act responsibly, exercise good judgment and the highest degree of professionalism, and follow all requirements outlined in this policy when communicating any information that concerns or identifies CARE or any of its employees, donors, partners or other stakeholders.
All staff are responsible for protecting CARE’s reputation. If you see content on social media sites that disparages or reflects poorly on CARE or its stakeholders, you should contact your manager or communications staff.
Please read the full policy here.
22 Personnel Records
22.1 Personnel File
CARE USA keeps a personnel file on each employee. Personnel files are confidential and are maintained by Human Resources. Please contact HR Service Center if you would like to review your file. The original file must be reviewed in the presence of an HR representative. Additionally, employees may have copies of any documents in their personnel file.
If the employee disagrees with information contained in the personnel file, removal or correction of the information may be made by mutual agreement by CARE USA and the employee. If an agreement cannot be reached, the employee may submit a written statement explaining his or her position which shall become a part of his or her personnel file.
22.2 Personal Data
It is very important that you keep all personal data up to date. Examples of data that should be updated include: information on changes in household, address, post and education achievements. US-based staff may make these changes through Employee Self Service (ESS), a tool that enables you to review and update various personnel, benefits, and payroll information. All changes must be made within 30 days of occurrence through ESS (if possible) or by notifying the HR Service Center. Failure to update your records in a timely manner may jeopardize your benefits eligibility.
22.3 Requests for Employee Information or References
In response to requests from third parties, CARE USA will provide dates of employment, and last position held for current and former employees. No other employment data will be released without the appropriate written authorization from the individual who is the subject of the inquiry. Under no circumstance should anyone other than the designated HR staff members provide CARE USA reference information. This includes via social networking sites such as LinkedIn© or Facebook©. All requests for information about a current or former CARE USA employee must be referred to the HR Service Center.
[1] See the Policy Framework for CI’s Relations with Military Forces contained in the CARE International Code, Section 12 for more information on CARE’s stance on weapons.