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E-mail / Internet & Tuition Policies

A recent situation has made me realize we need an email/Internet use policy for our office. Does anyone have samples they can provide?

Also, I had an employee recently who wanted to take a design class that would have definitely improved his skills. He would have been out of the office a 1/2 day twice a week for 13 weeks (and then he wanted to take three more). I calculated the hard costs plus potential lost billable hours and the cost came to about $15,000 per class. Too much for a small office for sure! But, it made me realize we also need a policy regarding this. Most of what I've seen is 25-50% reimbursed tuition if it directly relates to improved skills within the job, but the continuing classes are taken on employee time, not during business hours. Seminars are another and more manageable matter. It is the continuing classes that I'm having trouble with. Any help is appreciated. Thanks!

Rochelle Barcellona
President
Barcellona Communications, Inc.

Regarding the employee who would like to take time for classes, at company expense: seems excessive unless this individual was on track for partner/principal status. If you attached a requirement to work for a period of time (to get your monies worth...) you would be jeopardizing your "employee-at-will" relationship. Perhaps you could offer the time-off without pay (or use of accrued vacation time), and reimburse class fees (upon presentation of passing certificate) up to a maximum decided by you. That maximum should be what is affordable and available to all employees.

Your encouragement and support by allowing flexible working hours, and a stipend for fees & expenses should be compensation enough!

Here's an excerpt from our manual re electronic communications: ELECTRONIC COMMUNICATIONS

The E-mail system is the property of "XYZ Company". It has been provided by "XYZ Company" for use in conducting company business. All communications and information transmitted by, received from, or stored in this system are company records and property of "XYZ Company". Employees have no right of personal privacy in any matter stored in, created, received, or sent over the "XYZ Company" mail system. Passwords used by employees may be requested in the event that E-mail files may need to be accessed by the Company in an employee¡s absence.

All employees are provided with access to the Internet to assist them in performing their jobs. The Internet can be a valuable source of information and research. In addition, e-mail provides an excellent means of communicating with our clients, outside vendors, and other businesses. Use of the Internet, however, must be tempered with common sense and good judgment. Excessive use of the Internet for personal amusement is not permitted.

Every "XYZ Company" employee is responsible for using the Voice Mail system properly and in accordance with this policy. The Voice Mail system is the property of "XYZ Company". It has been provided by the agency for use in conducting "XYZ Company" business. All communications and information transmitted by, received from, or stored in this system are company records and property of "XYZ Company". Employees have no right of personal privacy in any matter stored in, created, received, or sent over the "XYZ Company" Voice Mail system.

Roxanne Cowan
Rutherford Bolen Group Integrated Marketing

We encourage staff to learn and if it is toward their specific task we pay 100% of class but the class must be taken on their time evening and weekends

Steve Orenstein
Kern Direct

Last week (?) someone asked about email policies. I sent a document with an attachment to the user group. When Kent forwarded the message, the attachment didn't forward. Apparently the controls on user group messages are set this way. If anyone would like a copy of the document please contact me *directly* (not via C&P user group reply) and I will reply with the document in Word 2002 format. Again the legal stuff: It's up to you to have the document reviewed by your legal counsel for applicability. We're in California, and issues may vary by state.

Brent A. Byrd
Chief Financial Officer
Point Zero, Inc.