Employee Handbook - Office Policies and Procedures

Emergency Action Plan

Keycard/Gate Transmitter Issuance

All employees are issued a keycard and/or gate transmitter which will open the main gate as well as certain perimeter and interior doors, including the vaults. These devices should not be loaned to anyone. A lost or stolen keycard/transmitter should be immediately reported to a member of the Operations team.

Surveillance Cameras

To help ensure a safe work environment, the RAC is monitored through the use of surveillance cameras which are installed throughout common areas of the buildings, including RAC’s Greenrock and Armonk facilities. Surveillance cameras are not located in areas such as bathrooms, where employees have a reasonable expectation of privacy. Greenrock Security has access to RAC’s surveillance cameras twenty-four (24) hours a day.

Hours of Operation

The RAC buildings open at 7:30 am and close at 6 pm Monday through Friday. Special exceptions to regular hours of operation may be made, such as instances when the RAC hosts special events. Employees who may need to occasionally work outside of regular hours of operation must obtain prior approval from their supervisor. Employees are not permitted in the building before it is opened by facilities staff or after it is closed by Greenrock Security personnel. Employees will not have entry access to the gate between 6pm and 7:20 am Monday through Friday.

Shuttle Service

The RAC provides complimentary transportation to and from the Tarrytown Train Station twice per day. The car service departs the Tarrytown Train Station promptly at 9:15 a.m. to drop off passengers at the RAC and then departs the RAC at 5:15 p.m. to drop off passengers at the Tarrytown Train Station. Since the RAC reimburses employee work-related travel to and from the Tarrytown Train Station, this service is primarily designated for researchers; however, staff are free to use this service whenever there is available space. Employees do not need to inform Operations or Access staff when using this service. They should wait at the designated pickup/drop off locations to see if there is available space.

Procedures for Main Gate Entry

This policy is intended to explain procedures for answering calls from the main gate, to outline responsibilities all employees should follow when expecting visitors, and to clarify expectations when transportation is needed on behalf of employees or visitors.

The Facilities Coordinator is primarily responsible for answering calls from the main gate. Other administrative and operations staff, making up the Gate Group, will serve as backup, when needed. The RAC has designated a Gate Group email address where employees may send notifications related to this policy.

In general, employees are responsible for knowing when to expect their visitors and for meeting their visitors upon their arrival. Notifications sent to the Gate Group email address should include the visitor’s name, approximate time of arrival, designated meeting area, and, if needed, where to contact the employee once their visitor arrives. Employees should also mention if they are unaware of the arrival time of their visitors. Employees who have already coordinated the meeting arrangements with an expected visitor do not have to inform the Gate Group unless there is a need on their part to do so.

Employees should inform their visitors of the following prior to their arrival at the RAC:

• The RAC requires a keypad entry to gain access;
• Upon arrival, visitors should announce to the person answering the gate that they have a scheduled appointment, and they should also mention the specific employee expecting their arrival;
• Unless otherwise specified, visitors driving to the RAC should be instructed to park in the front circle, and
• Visitors traveling by train and/or using the RAC provided car service should be informed of the pickup/drop off locations and times.

Employees and visitors are responsible for waiting in the main foyer, the front circle, or other designated location when expecting to be picked by others or when transportation, such as a taxicab, is requested on their behalf. Employees should coordinate the transportation needs of their visitors, when needed, and should inform their visitors of the designated waiting areas. It is not the responsibility of the Gate Group to locate employees and/or visitors when transportation is called on their behalf.

Inclement Weather Policy

The RAC acts to ensure the safety of all employees, guests, researchers, and visitors during inclement weather.  All decisions to remain closed, close early, or have a delayed opening will be made by the President in conjunction with other staff.  Decisions will generally rely on actual observed conditions rather than predictions.   

Notifications will be posted to the All-Staff General Channel in Teams and recorded on the main number (914-366-6300).  If there is a delayed opening, early closing, or full closure, Operations staff will post a message with as much advance notice as possible.  If it is appropriate, a message will be sent the day before an expected event, and the message will include additional information stating that subsequent messages will be posted by 7am.   Employees are responsible for verifying the building’s opening status before reporting to work. If there is a delayed opening, early closing, or full closure, Operations staff will communicate with the Assistant Director for Access so that the Assistant Director can properly inform researchers who are scheduled to be at the RAC.

Unless the RAC is closed, employees are expected to report to work, and any absences due to inclement weather must be accounted for.  If local roads and weather conditions do not permit travel to the RAC, it is the employee’s responsibility to consult with their supervisor.  Employees who are uncertain of the expectations of their team should communicate with their supervisor for further instructions.  Supervisors are responsible for determining whether an employee is responsible for reporting to work.  If the RAC is closed for business due to inclement weather, employees will not be required to work from home; however, in emergency situations, certain essential employees may still be required to report to work. If the RAC is closed, any employee with previously scheduled vacation leave for that day will not have the time deducted from their vacation allotment.

Meeting Room Reservation Policy and Procedures

The purpose of this policy is to outline the procedures for reserving and using meeting rooms at the RAC. Our goal is to ensure that meeting rooms are effectively used in a consistent and fair manner. This policy lists the meeting rooms that may be reserved, any restrictions on use, and procedures associated with making a reservation.

Rooms Available for Use

RAC staff may reserve the following meeting rooms:

• Conference Room
  • Located on the first floor of the Main House. Accommodates up to 25 for meetings and can comfortably fit 20 people for lunch. Features a Promethean Active Smart Panel.
• Quiet Room
  • Located on the first floor of the Main House. This room is designated as a multipurpose room that may be used by staff, researchers, and other guests. This room is also the RAC’s dedicated lactation room. This room accommodates up to 3-4 people for meetings.

• Junior’s Office

  • Located on the first floor of the Main House. Accommodates up to 6 for meetings. Food and drink are generally prohibited in this meeting room, except for special events.
• Dining Room
  • Located on the first floor of the Main House. Accommodates up to 10 people for meetings and more formal lunches.

• Carriage House Conference Room

  • Located in the Carriage House. This meeting room accommodates 10-14 for meetings. Features a Promethean Active Smart Panel.

• Preservation Lab

  • Located on the basement level of the Main House. This room is typically reserved for audio-visual researchers and for archives preservation activities, but it can also be reserved as a place for stand-up meetings. Food and drink are prohibited in this meeting room.

• Vault 107

  • Located on the blue level of the Main House. The vault is typically reserved to complete preservation projects lead by staff. This location may also be used for exhibits during donor visits.

Reserving a Room

Any employee may reserve a meeting room for their own use or for a researcher or guest. When reserving a room, employees should not post an announcement on the All-Staff General Teams Channel stating the reason for the reservation. Additionally, employees do not need to specify the reason for use on the calendar reservation.

All meeting rooms are reserved using an employee’s individual Microsoft Outlook calendar.  All room reservations will be automatically accepted or declined based on availability.  Meeting organizers will receive an automated e-mail response that will either accept the reservation or decline the reservation due to a scheduling conflict.  If a meeting is accepted, the meeting will be automatically added to the specific meeting room calendar.  Please click here for detailed instructions on how to reserve a room using Outlook.   

If an event/meeting will not take place at the reserved time, the meeting organizer should immediately remove the reservation from their calendar.  Once this is completed, the meeting will be automatically removed from the specific meeting room calendar.   

Meeting organizers must notify appropriate staff in advance if technical assistance is needed.  All technology requests should be submitted through the IT ticketing system.  All other necessary assistance should be directed to the Operations team through Facility Dude. 

Using Cell Phones for Work-Related Matters while Driving

Employees are reminded not to use cell phones or other electronic devices for work-related matters while driving. Employees may use hands-free equipment to make or answer calls while driving. In support of this policy, all RAC vehicles are equipped with Bluetooth.

Workers’ Compensation & Reporting Injury at Work

All Employees are covered by worker’s compensation insurance, which provides benefits to employees who experience injury in connection with employment.  Employees who become injured or ill on the job must immediately report such injury to Human Resources.  A brief written incident report should be filed with Human Resources staff within twenty-four (24) hours or as soon as possible. Failure to report the injury may result in the appropriate compensation report not being filed in accordance with the law, which may consequently jeopardize the employee’s right to benefits in connection with the injury or illness.  

Clean Air Policy 

Smoking is not permitted in any indoor work areas, including all common areas.  Smoking is also not permitted in all RAC vehicles.  Compliance with the workplace clean air policy is mandatory for all persons visiting the premises.

Drug-Free Workplace 

The RAC has vital interests in ensuring a safe, healthy, and efficient working environment for employees. The unlawful or improper presence or use of controlled substances or alcohol in the workplace or at a remote work site presents a danger to everyone. For these reasons, the RAC has established as a condition of employment and continued employment with the RAC the following drug-free workplace policy.

Employees are prohibited from reporting to work or working while using illegal or unauthorized substances. Employees are prohibited from reporting to work or working when the employee uses any controlled substance, except when the use is pursuant to a doctor’s orders and the doctor advised the employee that the substance does not adversely affect the employee’s ability to safely perform their job duties.

In addition, employees are prohibited from engaging in the unlawful or unauthorized manufacture, distribution, sale or possession of illegal or unauthorized substances and alcohol in the workplace including: on RAC paid time, on RAC premises, or while engaged in RAC activities. Employees are also prohibited from reporting to work or remaining at work with any alcohol in their systems. The consumption of alcohol on RAC premises or while performing work for the RAC off-premises, unless at a RAC sponsored event at which alcohol is served, is prohibited.  If alcohol is being served at a business-related event, employees are expected to drink responsibly and in moderation and to not allow the consumption of alcohol to interfere with their ability to conduct themselves in a professional manner and perform their job effectively.

Any employee believed to be involved with any of these prohibited activities may be suspended pending the completion of an investigation, and the matter may be referred, when applicable, to the appropriate law enforcement authorities.

Consistent with its anti-discrimination policy, the RAC maintains a policy of non-discrimination and reasonable accommodation with respect to recovering addicts and alcoholics, and those having a medical history reflecting treatment for substance abuse conditions. We encourage employees to seek assistance before their substance or alcohol use renders them unable to perform their essential job functions or jeopardizes the health and safety of themselves or others. The RAC will attempt to assist its employees through referrals to rehabilitation, appropriate leaves of absence and other measures consistent with the RAC’s policies and applicable federal, state or local laws.

The RAC further reserves the right to take any and all appropriate and lawful actions necessary to enforce this policy including, but not limited to, the inspection of RAC property, as well as an employee’s personal property when the RAC has reasonable suspicion to believe that the employee has violated this substance abuse policy.

For more information, please speak to Human Resources.

Violence Prohibited in the Workplace 

The RAC will not tolerate violence in the workplace.  Workplace violence is defined as actions or words that endanger, harm, or threaten another employee or result in other employees having a reasonable belief that they are in danger. 

Workplace violence includes, but is not limited to, physical altercations, coercion, pushing or shoving, horseplay, intimidation, stalking, threats of workplace violence and any other behavior that causes an employee to feel unsafe (such as bullying).  This policy also prohibits any kind of weapon in the workplace.

Employees that observe an incident or threat of violence that is immediate and serious should contact a supervisor, the Director of HR & Operations, the Director of Archives, the Director of Research and Engagement or the President.  Employees unable to communicate with any of those mentioned should contact Greenrock Security (914-631-0014) and report the incident.  Employees will not face retaliation for making a complaint or reporting a perceived incident of violence.   

Prompt reporting is very important so that the RAC can take action to stop the conduct.  All reports will be followed up promptly, with further investigation conducted where needed to confirm facts or resolve disputed facts.  Individuals who violate this policy will be subject to disciplinary action up to and including dismissal.