Employ Handbook
Last Updated: 21st July 2024
1. Purpose of this Handbook
2. Orientation and Employee Information
3. Tenure of Employment
Employment at HECOD Blockchain Inc. is voluntary, meaning that employees are free to resign at any time for any reason, or no reason. Likewise, HECOD Blockchain Inc. reserves the right to end the employment relationship at any time, with or without cause. To ensure a smooth transition, employees wishing to voluntarily resign should provide the Founders or Co-Founders with at least two (2) weeks’ written notice before their last working day.
HECOD Blockchain Inc. may choose to waive the notice period, in which case the employee will be paid the lesser of (a) what they would have earned during the remainder of the notice period, or (b) their minimum entitlement to notice or pay in lieu of notice, as specified by the British Columbia Employment Standards Act.
In cases of termination for just cause (serious misconduct or reasons recognized under British Columbia law), HECOD Blockchain Inc. may terminate the employment without providing notice or compensation.
If an employee fails to report to work for three (3) consecutive days without notifying or receiving approval from management and cannot be reached, they will be considered to have voluntarily resigned from their position. Employees who resign will not be entitled to any additional compensation.
4. Safety and Security
a. Basic Safety Guidelines:
Familiarize yourself with the location of all fire and emergency exits and the company’s emergency evacuation procedures.
Know the location of fire extinguishers and fire alarms, and learn how to use them. Understand how to contact local emergency services (police, fire department).
Ensure that emergency exits, stairways, office aisles, and passageways are always clear of obstacles and debris. If you encounter unsafe conditions, inform the Founders or Co-Founders so the issue can be addressed.
If your role involves operating a vehicle, drive safely, follow local traffic laws, and always wear a seatbelt.
Report any unsafe conditions immediately to the Founders or Co-Founders.
Supervisors (the Founders or Co-Founders) are responsible for ensuring that all employees are trained in safe work practices and that the workplace remains hazard-free. They are also responsible for ensuring that any employee who is injured or becomes ill at work receives immediate care.
Employees must report any work-related injuries or illnesses to the Founders or Co-Founders as soon as possible.
Given that HECOD Blockchain Inc. does not have a dedicated HR department at present, accidents, injuries, or illnesses should be directly reported to the Founders or Co-Founders for further action.
5. Drugs and Alcohol Policy
a. Workplace Policy on Drugs and Alcohol:
Employees are prohibited from working under the influence of drugs or alcohol.
The use, sale, possession, distribution, or manufacture of non-prescribed controlled substances is strictly forbidden on company premises or in any other work-related environment. This includes the misuse of prescribed medication.
Limited, responsible social use of alcohol may be allowed at company-sponsored events with prior approval from the Founders or Co-Founders.
Violation of this policy may result in disciplinary action, up to and including suspension or termination.
6. Smoke-Free Workplace Policy
a. Policy Enforcement:
Violations of this smoke-free policy may result in disciplinary action, up to and including suspension or termination of employment.
Complaints about violations should be reported to the Founders or Co-Founders. If the issue is not resolved promptly, employees are encouraged to bring it to the attention of the Founders or Co-Founders for further action.
7. Workplace Violence Policy
a. Prohibited Conduct:
Threats and Intimidation:Any form of threats, verbal or physical intimidation, or menacing conduct is strictly prohibited.
Acts of Violence: Any behavior that involves physical violence, including hitting, shoving, or other forms of physical aggression, is not tolerated.
Weapons: The possession, carrying, or use of any weapons, including firearms, knives, explosives, or other dangerous items, is forbidden on company premises or during company-related activities. This excludes law enforcement officers performing their official duties.
b. Reporting Procedures:
Immediate Reporting: Employees who observe or experience any form of violence or threat must report the incident immediately to the Founders or Co-Founders. If the incident occurs on company premises, it should also be reported to Building Security.
Confidentiality: Reports of workplace violence will be investigated thoroughly and, to the extent possible, kept confidential. The privacy of the individuals involved will be respected throughout the investigation process.
c. Investigation and Remedial Action:
Investigation: All reported incidents will be investigated promptly and appropriately. The investigation will aim to determine the facts and circumstances surrounding the incident.
Remedial Action: Based on the investigation's findings, HECOD Blockchain Inc. will take appropriate remedial action. This may include disciplinary measures such as suspension or termination of employment. In cases where a law violation is identified, the company may also notify law enforcement authorities.
No Tolerance for Retaliation: Retaliation against any employee who reports a workplace violence incident is strictly prohibited. Any employee found to be engaging in retaliatory behavior will face disciplinary action, up to and including suspension or termination of employment.
d. Prevention and Training:
Preventive Measures: HECOD Blockchain Inc. is committed to creating a workplace culture that actively prevents violence by promoting respect, communication, and cooperation among employees.
Training: All employees will receive training on recognizing, preventing, and responding to workplace violence. This training will include information on how to report incidents and the resources available for support.
8. Anti-Harassment Policy
a. Prohibited Discrimination
Discrimination at HECOD Blockchain Inc. refers to any form of unequal treatment based on any of the Prohibited Grounds, whether it imposes additional burdens or denies benefits. Discrimination can be intentional or unintentional and may arise from overt actions or seemingly neutral rules and practices that disadvantage protected groups. Discrimination can be subtle or obvious, but if it is a factor in a decision or action, it constitutes a violation of this Policy.
b. Prohibited Harassment
Harassment, a form of discrimination, involves unwelcome conduct that is known or should reasonably be known to be offensive, embarrassing, humiliating, or demeaning. This includes microaggressions or macroaggressions—subtle or indirect forms of discrimination against marginalized groups.
Examples of harassment include, but are not limited to:
Making inappropriate remarks or jokes about an individual's race, disability, religion, age, or any Prohibited Grounds.
Displaying or circulating offensive materials related to any Prohibited Grounds, whether in print or electronic form.
Targeting an individual with humiliating or demeaning comments or jokes based on their membership in a protected group.
Ridiculing an individual for characteristics related to Prohibited Grounds.
Sexual harassment includes:
Unwelcome comments or jokes about gender, sex, or sexual orientation.
Inappropriate questions or comments about someone's personal life.
Refusing to collaborate with others based on their sex or sexual orientation.
Distributing sexually explicit material or making derogatory comments about a person's body.
Leering or making sexually aggressive gestures.
Unwanted advances or propositions of a sexual nature, especially if perceived as affecting employment, assignments, or promotions.
Sexual assault, a severe form of sexual harassment, involves attempts or acts of violent injury due to gender or sex. Individuals who experience sexual assault have the right to pursue internal and legal actions. Contact law enforcement or a for support. [Insert link to applicable resources]
9. Workplace Inspections and Employee Privacy
a. Inspection Procedures:
Property and Possessions: HECOD Blockchain Inc. may inspect any packages, parcels, personal items (such as purses, handbags, briefcases), or other possessions brought onto or taken from its premises.
Company Property: The company has the right to inspect employee offices, telephones, computers, email accounts, file cabinets, and desks without prior notice or consent. This includes items that may be locked or otherwise secured by employees.
b. Employee Cooperation:
Employees are expected to cooperate with inspections conducted under this policy. Failure to do so may result in disciplinary action, up to and including suspension or termination of employment.
c. Purpose and Compliance:
By being aware of and adhering to this policy, employees help maintain a secure and respectful work environment at HECOD Blockchain Inc.
10. Workplace Cleanliness and Decor
a. Work Area Maintenance:
Neatness: Work areas should be kept tidy throughout the workday and should be organized before leaving at the end of the day.
Confidential Materials: Employees must take special care to properly secure any sensitive or confidential materials.
b. Personal Effects:
Moderation and Taste: Personal items are allowed but should be kept in good taste and in moderation to maintain a professional atmosphere.
c. Storage and Disposal:
Boxes and Storage Items: Discard boxes and other storage items after use. These should be kept out of sight within the workstation if they are still needed
d. Public Areas:
Cleanliness: Employees should ensure that shared spaces, such as reprographic areas, coffee stations, conference rooms, and restrooms, are left clean and orderly for the benefit of guests and other employees.
Maintaining a clean and professional workspace contributes to a positive and productive work environment for everyone at HECOD Blockchain Inc.
11. Attendance and Absence Policy
At HECOD Blockchain Inc., punctuality and regular attendance are essential to maintaining productivity and achieving organizational success. While we understand that absences may occur due to illness, injury, or other personal reasons (such as a death in the family, jury duty, or personal matters), employees are expected to follow the guidelines below:
a. Notification Procedures:
Illness or Emergency: If you are unable to work due to illness or an emergency, you must notify the Founders or Co-Founders prior to your regular start time each day of your absence. This allows for adequate planning and coverage. If you have an authorized leave, different notification procedures may apply.
Authorized Leave: For pre-approved leaves of absence, follow the specific notification procedures outlined for that leave.
b. Absence Management:
Unexcused Absences: Failure to notify the Founders or Co-Founders of your absence in a timely manner will result in the absence being considered unexcused.
Excessive Absenteeism: Consistent or excessive absenteeism can negatively impact the company’s operations and may result in disciplinary action, up to and including suspension or termination of employment.
c. Job Abandonment:
Failure to Report: If an employee fails to report to work without notifying management and remains absent for three consecutive days (shifts), it will be considered job abandonment. In such cases, the company will view the absence as voluntary resignation and the employee will be removed from payroll.
Maintaining regular attendance and promptly communicating absences are crucial to the smooth operation of HECOD Blockchain Inc.
12. Outside Employment Policy
At HECOD Blockchain Inc., employees are allowed to engage in additional work activities, including self-employment, under the following conditions:
Conditions for Outside Employment:
Efficiency: Additional work must not impair your efficiency or performance at HECOD Blockchain Inc.
Conflict of Interest: All outside employment must comply with the company’s Conflict of Interest policy.
Company Image: Your external work must not negatively affect the image or reputation of HECOD Blockchain Inc.
Use of Company Resources: Company equipment, resources, or workspace cannot be used for outside work.
Paid Work Time: Conducting outside business during your paid work hours at HECOD Blockchain Inc. is prohibited.
a. Performance and Conduct:
Job Performance: Outside employment is not an acceptable excuse for poor job performance, absenteeism, tardiness, leaving early, refusal to travel, or any interference with your regular duties.
Sick Time: Fraudulent use of sick leave for outside work or any other violation of this policy will result in disciplinary action, up to and including suspension or termination of employment.
By adhering to these guidelines, you ensure that your outside employment does not conflict with your responsibilities and performance at HECOD Blockchain Inc.
13. Emergency Closings Policy
In the event of severe weather or a large-scale emergency, HECOD Blockchain Inc. may decide to close the office or delay the start of the workday. Notifications about closures or delays will be communicated via email and posted on the HECOD Blockchain Inc. website. To stay informed, employees should ensure they are signed up for any company alert systems or communication channels.
a. Communication Channels:
Email Notifications: Check your email for updates about office closures or delays.
Company Website: Visit the HECOD Blockchain Inc. website for the latest information.
b. Work Attendance During Emergencies:
Office Closure: If the office is closed prior to the start of the workday, you are not expected to report for work.
Essential Staff: Employees in critical roles may be required to report to work even if the office is closed.
Reporting Challenges: If the office remains open but conditions prevent you from reporting, you may use vacation or personal time for your absence.
Please stay informed through the provided communication channels and plan accordingly to ensure your safety and compliance with company policies during emergencies.
14. Confidentiality Policy
As an employee of HECOD Blockchain Inc., you may have access to sensitive or confidential information, including but not limited to personnel, financial, and proprietary records. This information may be protected under various laws and regulations, including the BC Personal Information Protection Act (PIPA) and the U.S. Family Educational Rights and Privacy Act (FERPA). By virtue of your employment, you agree to the following:
a. Duplication of Materials:
I will not duplicate any work-related material for personal use without explicit permission from the appropriate supervisor or administrator.
b. Access and Handling:
I will not retrieve, examine, destroy, alter, or render inaccessible any work-related material unless I am authorized to do so as part of my job responsibilities.
c. Discussion and Disclosure:
I will not discuss the contents of work-related material outside of my job responsibilities without explicit permission from the appropriate supervisor or administrator.
I will not disclose any work-related material that may be questionable under this agreement without obtaining permission from the appropriate supervisor or administrator.
d. Protection of Access:
I am responsible for safeguarding passwords and other access credentials that authorize me to access HECOD Blockchain Inc. records and files necessary for my job duties.
e. Ownership and Use:
I understand that all procedures, creative work, written documents, records, and computer programs created for HECOD Blockchain Inc. are the property of the company and are not for public disclosure or personal use.
f. Ongoing Obligation:
I acknowledge that my confidentiality obligations extend beyond my employment with HECOD Blockchain Inc., both during and after my time with the company.
g. Compliance and Discipline:
I understand that failure to adhere to this confidentiality policy may result in disciplinary action, up to and including suspension or termination of employment.
Definition of Work-Related Material: Work-related material includes, but is not limited to, paper or electronic documents, applications, and other materials related to my job responsibilities.
Maintaining the confidentiality of sensitive information is crucial to protecting the interests and integrity of HECOD Blockchain Inc.
15. Code of Conduct and Whistleblower Policy
a. Purpose:
HECOD Blockchain Inc. is committed to upholding the highest ethical standards and complying with all applicable laws. This policy is designed to protect individuals who, in good faith, report any actions or suspected actions within the company that are illegal, fraudulent, or in violation of company policies from intimidation, harassment, discrimination, or retaliation. This policy applies to all employees, volunteers, and other personnel affiliated with HECOD Blockchain Inc. (collectively referred to as “HECOD Personnel”).
b. Administrator:
The Director of Compliance is designated as the Administrator of this Policy. The Director of Compliance will oversee the administration of this Whistleblower Policy and will report to the Audit Committee.
c. Reporting:
All members of the HECOD Blockchain Inc. community are encouraged to report any known or suspected illegal or unethical activities. Employees, volunteers, and other HECOD Personnel should report concerns to a supervisor, department head, or another designated authority. If reporting to a designated authority is uncomfortable or not feasible, concerns can be reported directly to the Director of Compliance or General Counsel. Reports can be made anonymously, and may be submitted through the company's Compliance and Ethics Hotline [provide hotline details].
Examples of Violations:
Intentional falsification of company records (e.g., employment records, financial documents, contracts) .
Theft or misappropriation of company property.
Unauthorized or unlawful use of company resources, including IT systems .
Engaging in activities such as bid-rigging, kickbacks, or bribery that adversely affect the company’s operations .
d. Receipt and Processing of Reports:
All Primary Contacts (designated authorities) receiving reports must inform the Director of Compliance promptly and cooperate fully with investigations.
The Director of Compliance will review each report and may consult with the General Counsel, President, Chief Financial Officer, internal auditors, or other relevant personnel as needed.
Recommendations for further action will be made to the President and, if necessary, the Chair of the Audit Committee.
The Director of Compliance and General Counsel will coordinate with the Audit Committee and report to the Board Executive Committee regarding completed or ongoing investigations.
e. Confidentiality and Non-Retaliation:
All reports made under this policy will be treated confidentially to the fullest extent possible, consistent with a thorough and fair review.
HECOD Blockchain Inc. strictly prohibits any form of retaliation against individuals who make reports or assist in investigations. Retaliation will be treated as a separate disciplinary matter.
If a report is found to contain knowingly false information, disciplinary action may be taken against the individual responsible, in accordance with applicable laws.
f. Distribution:
This policy will be provided to all new and existing employees, volunteers, and trustees. Program directors are responsible for ensuring that all volunteers who provide significant services to the company are also given a copy of this policy.
By adhering to this policy, HECOD Blockchain Inc. aims to foster an environment of integrity and accountability.
Non-Discrimination Policies and Procedures for Employees
Workplace Discrimination and Harassment
HECOD Blockchain Inc. is committed to maintaining a workplace that is free from discrimination, harassment, and bullying. Our goal is to provide an environment where all employees can work without fear of unfair treatment or hostility.
Policy Overview:
Equal Opportunity: HECOD Blockchain Inc. is dedicated to providing equal opportunity in employment and is committed to fostering a diverse and inclusive workplace. We strictly prohibit any form of unlawful discrimination or harassment.
Scope: This policy applies to all employees of HECOD Blockchain Inc., as well as non-employees who interact with our staff. This includes contractors, consultants, delivery personnel, guest speakers, students, vendors, and visitors.
Definitions
1. Bullying and Harassment
Bullying and Harassment Include:
Bullying and harassment in the workplace involve behaviors that undermine the dignity, safety, and well-being of individuals. These behaviors can create a hostile or intimidating work environment and are not tolerated at HECOD Blockchain Inc.
Workplace Bullying: Workplace bullying refers to repeated, harmful behavior directed at an employee, contractor, sub-contractor, or their staff. This behavior is intended to intimidate, demean, or humiliate the individual, often in the presence of others, including colleagues, clients, or customers.
Inappropriate Conduct or Comments: Any conduct or comments directed at a worker that the individual knew or reasonably should have known would humiliate or intimidate that worker.
Exclusions: This policy does not cover reasonable actions taken by employers or supervisors related to the management and direction of workers or the workplace.
Examples of Conduct or Comments that Might Constitute Bullying and Harassment:
Verbal Aggression or Insults: Using harsh or offensive language toward someone.
Derogatory Names: Calling someone demeaning or belittling names.
Hazing or Initiation Practices: Engaging in harmful or humiliating practices as part of team initiation.
Vandalism: Damaging personal belongings or work equipment.
Spreading Malicious Rumors: Disseminating false or harmful information about someone.
Sabotaging Work: Interfering with or undermining someone's work performance.
Physical Assault or Threats: Any physical altercations or threats of violence, which also fall under "violence" or "improper activity or behavior."
Personal Attacks: Targeting someone based on their private life or personal characteristics.
Aggressive Gestures: Making threatening or hostile gestures.
Social Isolation: Deliberately excluding someone from work-related social interactions or activities.
HECOD Blockchain Inc. is committed to addressing any incidents of bullying or harassment promptly and effectively to maintain a respectful and safe working environment for all employees.
2. Non-Discrimination
HECOD Blockchain Inc. is dedicated to maintaining a workplace free from unlawful discrimination and bias. We are committed to treating all employees fairly and without prejudice, ensuring that every decision related to employment is made in compliance with equal employment opportunity laws.
a. Key Points:
Equal Treatment: All employees and job applicants will be treated equitably, regardless of race, color, ethnicity, sex, gender, marital status, pregnancy, sexual orientation, gender identity, national origin, age, disability (where qualified), creed, religion, or any other protected category.
Employment Decisions: Decisions related to recruitment, hiring, promotions, compensation, benefits, transfers, reductions in staff, and rehire will be made based on qualifications and performance, and not on any of the protected classifications mentioned above.
b. Non-Discrimination Statement:
HECOD Blockchain Inc. strives to ensure that all employees are provided with a work environment that upholds these principles, free from any form of unlawful discrimination or bias.
3. Discriminatory Harassment Including Sexual Harassment
HECOD Blockchain Inc. is committed to maintaining a work environment free from discriminatory harassment, including sexual harassment. Discriminatory harassment is defined as conduct that targets an individual based on their membership in a protected class, creating an intimidating, hostile, or abusive work environment. Such conduct can alter the conditions of employment or unreasonably interfere with an individual's work performance.
Types of Harassment:
a. Discriminatory Harassment:
Definition: Subjecting an individual to humiliating, abusive, or threatening conduct based on their protected class status.
Examples: Epithets, slurs, negative stereotyping, threatening or hostile acts, denigrating jokes, and the display or circulation of offensive material.
b. Sexual Harassment:
Definition: Unwelcome conduct of a sexual nature or directed at an individual due to their sex, gender, gender identity, gender expression, or sexual orientation.
Quid Pro Quo: Submission to such conduct is made a term or condition of employment, or submission to or rejection of such conduct is used as a basis for employment decisions.
Hostile Work Environment: Conduct that unreasonably interferes with an individual's work performance or creates an intimidating, hostile, or offensive work environment.
Examples of Sexual Harassment:
Verbal: Unwelcome sexual advances, flirtations, requests for sexual favors, obscene or vulgar comments or gestures, and sexually explicit jokes.
Visual: Offensive posters, cartoons, drawings, computer displays, text messages, social media posts, or emails.
Physical: Unwanted touching, pinching, assault, or other physically threatening behavior.
Specific Examples:
Unwelcome advances or demands for sexual favors.
Offensive gestures, comments, or jokes of a sexual nature.
Derogatory cartoons or sexually explicit materials.
Conduct targeted at a single gender or based on sex stereotyping.
c. Policy Enforcement:
Reporting: Any harassment, whether discriminatory or sexual, should be reported immediately to a supervisor, HR, or other designated personnel.
Investigation: All complaints will be investigated promptly and with confidentiality.
No Retaliation: Retaliation against individuals who report harassment is strictly prohibited and will result in disciplinary action. .
HECOD Blockchain Inc. is committed to addressing and resolving any form of harassment and ensuring a respectful and safe workplace for all employees.
Here's a concise summary of what employees must do:
Avoid Harassment: Do not engage in bullying, harassment, or sexual harassment.
Report Incidents: Report any observed or experienced incidents of bullying or harassment as soon as possible to management. If the perpetrator is in management, contact a different member of management.
Provide Details: Include detailed information in the report, such as names, witnesses, location, timing, and specifics of the behavior. Submit any physical evidence if available.
Follow Policies: Adhere to New York Tech's policies and procedures regarding bullying and harassment.
Reporting Policy Violations
If you believe that this policy has been violated, please report the issue promptly. As an employee, you can:
General Policy Violations: Report to the Founders & Co-Founders.
Gender-Based Misconduct: Report to the Founders & Co-Founders or any supervisor you feel comfortable with.
Supervisors must immediately notify the Founders & Co-Founders upon learning of any concerns or complaints related to policy violations.
You can report violations either orally or in writing. Written complaints should be submitted using the complaint form provided at the end of this policy.
Confidentiality and Non-Retaliation
HECOD Blockchain Inc. is committed to protecting confidentiality to the fullest extent possible while ensuring a fair and thorough investigation. We will limit disclosure of information to those who need to know, consistent with our obligation to maintain community safety.
Retaliation is any adverse action taken against individuals who report actual or perceived policy violations, oppose prohibited practices, participate in investigations, or assist in related proceedings. This includes actions such as preventing an individual from reporting misconduct, shunning or avoiding those who report, making threats or intimidating individuals to dissuade them from reporting, or denying employment benefits due to participation in the reporting and investigation process.
Retaliation against anyone who reports discrimination or harassment, or who assists in an investigation, is strictly prohibited. Any employee found to be retaliating will face appropriate disciplinary measures, up to and including suspension or termination.
Complaint/Grievance Investigation
HECOD Blockchain Inc. is committed to thoroughly investigating all complaints or grievances related to discrimination or discriminatory harassment. The following process will be followed:
a. Initiation and Timeline:
Upon receipt of a complaint or grievance, an investigation will commence within 5 business days.
Investigations will be conducted promptly, typically concluding within 60 days, depending on the complexity of the issue and the availability of witnesses.
b. Communication:
Parties involved will be kept informed about the investigation's status and expected completion.
The outcome of the investigation will be communicated within 10 business days after its completion.
c. Investigation Procedure:
All relevant parties, including complainants, witnesses, and the accused, will be given an opportunity to provide evidence and identify relevant witnesses.
Both the complainant and the accused will be interviewed, except in rare cases where either party is unavailable or refuses to be interviewed.
Documentation of the investigation will be maintained, and the investigation will be conducted with a focus on fairness and impartiality.
Interim actions may be taken as needed to address immediate concerns.
d. Outcome and Actions:
Upon completion, HECOD Blockchain Inc. will determine if there has been a policy violation based on a reasonable, good-faith evaluation of the gathered information.
Both the complainant and the accused will be informed of the final determination and any resulting actions or sanctions.
Appropriate measures will be taken to prevent further harassment and to address any discriminatory effects.
e. Disciplinary Actions:
Employees found to have violated this policy will face disciplinary actions, which may include termination of employment.
Supervisory or management personnel who fail to report or knowingly permit discriminatory behavior will also be subject to disciplinary action.
Actions that violate the law may result in personal liability for the individual involved.
f. Emergency and Legal Actions:
Immediate removal from duties or premises may occur if the safety of community members is at risk due to violent or egregious acts.
Criminal or violent acts will be reported to civil or law enforcement agencies to ensure community safety, regardless of whether a formal complaint has been filed.
g. False Information:
Providing knowingly false information during an investigation may result in disciplinary action against the individual who provided false information.
h. Oversight:
Senior management is responsible for ensuring that workplace investigation procedures are properly followed. Final reports, including conclusions, will be submitted to the Executive Director of Human Resources and, if applicable, the .
g. False Information:
Providing knowingly false information during an investigation may result in disciplinary action against the individual who provided false information.
Legal Protections and External Remedies
Discrimination, discriminatory harassment, and retaliation are strictly prohibited by HECOD Blockchain Inc. and are also prohibited under provincial, federal, and, where applicable, local laws. Employees have the right to pursue legal remedies beyond the internal processes provided by HECOD Blockchain Inc.
In addition to pursuing these legal remedies, individuals who engage in discriminatory or harassing behavior may also be held personally liable under the law.
HECOD Blockchain Inc. encourages employees to make use of both internal and external resources to address and resolve issues of discrimination, harassment, or retaliation.
Application
This policy applies to all full-time and part-time employees, including staff and contractors, subcontractors, and their employees at HECOD Blockchain Inc. It covers all forms of communication, including interpersonal interactions and electronic communications such as email.
Employees are expected to document incidents and provide written accounts when submitting any complaints. HECOD Blockchain Inc. will maintain written records of investigations, including findings.
Violations of this policy, including acts of bullying as defined herein, are deemed unacceptable personal conduct and may lead to disciplinary action, up to and including dismissal. Retaliation against any individual who, in good faith, reports a violation of this policy is strictly prohibited.
Contact the Local Police Department
If any harassment involves unwanted physical touching, coerced physical confinement, or coerced sexual acts, it may constitute a criminal offense. In such cases, employees should contact the local police department or, in an emergency, dial 911.
Conflict of Interest: Employees
Definition of Conflict of Interest
At HECOD Blockchain Inc., all employees and trustees are expected to perform their professional responsibilities impartially and in the best interest of the company, avoiding any real or apparent bias motivated by personal gain.
A conflict of interest arises when an employee or trustee’s personal interests could compromise, or appear to compromise, their ability to act in the best interests of HECOD Blockchain Inc. This includes situations where an individual might benefit personally from decisions made on behalf of the company or where personal interests could conflict with company interests.
Examples of potential conflicts of interest include:
Ownership interests by an employee or trustee, or their immediate family, in a company that competes with or does business with HECOD Blockchain Inc.
Service by an employee or trustee, or their immediate family, as a director, partner, employee, or consultant for an organization doing business with or competing against HECOD Blockchain Inc.
Acceptance of any gifts, services, or products of substantial value from organizations that do business with or seek to do business with HECOD Blockchain Inc.
Procedures for Employees
Employees who have a conflict of interest, or believe that another employee might, must notify their supervisor and the relevant senior management personnel. In the case of academic departments, notification should be made to the department head or director.
The supervisor or relevant senior management will review and manage the conflict of interest. Possible actions may include requiring the employee to divest conflicting interests, refraining from representing the company in certain dealings, or allowing the employee to continue under specified conditions.
To prevent issues, employees should exercise good judgment and disclose any potential conflicts of interest. Prior approval should be obtained if there is any uncertainty.
Key employees, particularly those involved in procurement, will be required to submit annual disclosure forms detailing potential conflicts of interest. These forms should also include information on any anticipated Related Party Transactions. The General Counsel will review disclosures and consult with senior management as needed. Significant conflicts, particularly those involving officers or key employees, will be reported to the Board of Directors' Audit Committee.
Intellectual Property: Employees
During your employment with HECOD Blockchain Inc., you may create intellectual property, which includes various tangible and intangible assets such as inventions, trade secrets, patents, literary and artistic works (e.g., books, articles, music), computer software, trademarks, logos, and other distinguishing symbols.
All intellectual property created as part of your work at HECOD Blockchain Inc. is considered the property of the company. This intellectual property is deemed a work made for hire, and all legal rights are vested in HECOD Blockchain Inc., unless otherwise specified in a separate written agreement or a collective bargaining agreement.
Telecommunications and Information Technology
a. Telecommunications Use:
Telecommunications equipment provided by HECOD Blockchain Inc. is intended for business use only. Personal use of office telephones should be kept to a minimum to avoid disrupting department workflow or incurring unnecessary expenses. Personal calls on toll-free lines are strictly prohibited. Excessive personal use may result in disciplinary action.
Telecommunications equipment provided by HECOD Blockchain Inc. is intended for business use only. Personal use of office telephones should be kept to a minimum to avoid disrupting department workflow or incurring unnecessary expenses. Personal calls on toll-free lines are strictly prohibited. Excessive personal use may result in disciplinary action.
b. Information Technology Use:
Computers and other IT resources provided by HECOD Blockchain Inc. are for business purposes only. The security and accuracy of information on these systems are the responsibility of each user. Internet use from company systems should be conducted professionally, as all communications reflect on HECOD Blockchain Inc.
Email and Internet communications are not private and may be subject to review by authorized representatives. Treat email and Internet use as you would formal written communication.
c. IT Policies and Procedures:
Commercial Use: Using HECOD Blockchain Inc. computers and networks for non-business-related commercial activities is prohibited. This includes developing programs or preparing advertising materials unrelated to company business.
Access and Use: Do not attempt to access unauthorized areas, accounts, or systems. Individual accounts are non-transferable and must not be shared.
Email and Data: Avoid accessing others' emails or protected files. Do not send nuisance emails, chain letters, or engage in games or unauthorized activities.
Copyrighted Material: Copying, storing, or distributing copyrighted materials without permission is prohibited, except as allowed by law.
Ethical Use: Use IT resources only for ethical, legal, and legitimate purposes. Report any security concerns to IT immediately.
Password Security: Keep your passwords confidential and use strong, secure passwords. You are responsible for the proper use and protection of your account.
Privacy Expectations: There is no expectation of privacy regarding documents or messages on company systems. HECOD Blockchain Inc. reserves the right to investigate and monitor IT use for compliance, including virus eradication, data access, and software audits.
Violations of these policies may result in suspension of access, disciplinary action, or termination of employment, and may be reported to law enforcement if necessary.
Compensation and Classification of Employment
For compensation purposes, HECOD Blockchain Inc. classifies its employees into the following categories:
Full-Time Regular Employees: These employees work on a full-time basis with continuing duration. Work hours may vary by department, with some departments having a 35-hour work week and others a 40-hour work week. Full-time regular employees may be classified as either "Exempt/Manager" or "Non-Exempt/Non-Manager" based on their roles and responsibilities.
Part-Time Regular Employees: These employees work on a part-time basis with continuing duration. They are not eligible for health benefits, pension, vacation, or holiday pay, except as required by law.
Temporary and Contract Employees: These employees work either full-time or part-time on a specific assignment or project and are employed through a temporary employment agency. They are not considered employees of HECOD Blockchain Inc. but rather employees of the respective agency.
Non-Exempt/Non-Manager Employees: These employees are entitled to overtime pay in accordance with applicable employment standards legislation.
Exempt/Manager Employees: These employees meet specific criteria related to salary and job functions and are not entitled to overtime pay under employment standards legislation.
You will be informed of your employment classification and whether you are an Exempt/Manager or Non-Exempt/Non-Manager employee at the time of your hire. Any changes in your position, such as a promotion or transfer, will also include a notification of any changes in your classification status.
Please note that this handbook does not guarantee employment for any specific duration.
Work Schedules
At HECOD Blockchain Inc., the standard workweek runs from Monday through Friday, excluding paid holidays. The specific working hours may vary depending on your department. Your supervisor will provide you with details regarding your individual work schedule.
Any changes to your work schedule will be communicated as far in advance as possible. Full-time regular employees are entitled to lunch and rest breaks in accordance with applicable provincial or federal laws.
Time Records
In compliance with applicable laws, all employees at HECOD Blockchain Inc. are required to accurately report their time worked and any leave taken. Non-exempt employees must submit weekly timesheets detailing their hours worked. Exempt employees are required to submit semi-monthly timesheets, noting only their time off from work.
Falsifying time records is a violation of HECOD Blockchain Inc.’s policies and will result in disciplinary action, which may include suspension or termination of employment.
Overtime and Compensatory Time-Off
Occasionally, departmental needs may require employees to work beyond their scheduled hours. While we will strive to provide reasonable notice of any additional work requirements, advance notice may not always be feasible.
a. Non-Exempt/Non-Manager Employees:
Overtime compensation is applicable only to non-exempt, non-manager employees. If you are unsure of your exemption status, please consult the Founder's & Co-Founders. Non-exempt employees are entitled to overtime pay at 1.5 times their regular hourly rate for all hours worked beyond 40 in a workweek or over 8 hours in a day, unless otherwise required by provincial law. For employees with a scheduled 35-hour workweek, overtime pay applies to hours worked beyond 35 but less than 40. Non-exempt employees may also opt for compensatory time off instead of overtime pay, provided that this arrangement is reviewed and approved by their manager before the overtime is worked.
All overtime and additional straight-time work must receive prior approval from the department head. Working additional hours without authorization or failing to accurately report hours on timesheets is not permitted.
b. Exempt Employees:
Exempt employees may be granted compensatory time off for excessive additional work hours or work on scheduled days off, to the extent operationally feasible. This compensatory time off is a gesture of goodwill to recognize extraordinary circumstances and is not intended to be an hour-for-hour equivalent. Employees are not entitled to payment in lieu of compensatory time off if it cannot be provided.
All compensatory time must be approved in advance by the department head.
Pay Periods and Salary Adjustments
Salaries at HECOD Blockchain Inc. are paid semi-monthly, except where specific exceptions apply. All promotions, transfers, and salary increases must be reviewed and approved by the employee’s vice president, the Office of Financial Affairs, the Founder's & Co-Founders, and the president.
Occasionally, HECOD Blockchain Inc. may authorize periodic salary adjustments, known as "PSAs." To be eligible for a PSA, employees must meet the following criteria:
Have been employed with HECOD Blockchain Inc. for at least six months prior to the effective date of the PSA.
Demonstrate satisfactory job performance.
a. Salary Garnishments
At HECOD Blockchain Inc., any salary garnishments authorized by law, including those mandated by court orders, government agencies, or other legal authorities, will be processed by the payroll department. If a notice of garnishment is received, the payroll department will inform you if required by the garnishment order.
Upon receiving such a notice, the payroll department is legally obligated to deduct the specified amounts according to the schedule outlined in the garnishment order. These deductions are made on a per-paycheck basis and are remitted directly to the appropriate court or garnishing agency.
The payroll department will maintain records of all garnishment payments and will notify you of any changes to the garnishment schedule or when the garnishment ends, as required by law.
b. Job Postings, Transfers, and Promotions
At HECOD Blockchain Inc., we are committed to promoting from within the company whenever possible. Job openings will be posted internally on the HECOD Blockchain Inc. website or through other appropriate channels.
Employees in good standing are encouraged to apply for available positions. For more information about open positions, please contact Human Resources.
All transfers and promotions require final review and approval by the employee’s supervisor, the relevant department head, and the senior management team.
Performance Problems and Corrective Action
At HECOD Blockchain Inc., employees are expected to fulfill their job responsibilities as directed and maintain professional behavior according to company standards.
Decisions regarding discharge and discipline are made at the sole discretion of HECOD Blockchain Inc. Serious misconduct, such as the use of controlled substances, intoxication, dishonesty, insubordination, or violations of company policy, may result in immediate termination. For cases of unsatisfactory performance, the company may employ a progressive discipline system aimed at addressing and correcting issues in a constructive manner. However, HECOD Blockchain Inc. retains the right to terminate employment with or without just cause, as detailed in the Tenure of Employment section of the employee handbook.
Managers should consult with the Human Resources department for guidance on handling performance issues and for assistance in drafting performance and disciplinary communications.
Consensual Romantic Relationships
At HECOD Blockchain Inc., employees and contractors are encouraged to maintain professional relationships in the workplace. Consensual romantic relationships are permissible, but there are important guidelines to ensure that such relationships do not create conflicts of interest or lead to issues of bias or perceived favoritism.
a. For Employees with Supervisory or Authority Roles:
If you are in a supervisory or authoritative position, you must not engage in a consensual romantic and/or sexual relationship with anyone who is under your supervision, evaluation, or authority. This includes any direct reports or individuals whom you have influence over in terms of their work or career progression.
The potential for a power differential in these relationships could undermine your ability to perform your job duties impartially and could be misinterpreted as non-consensual, potentially leading to claims of harassment.
b. For Employees in Educational or Mentoring Roles:
Faculty members and others who have direct authority over students (e.g., teaching, formal mentoring, advising, supervising research, or involvement in grading and disciplinary actions) must not engage in consensual romantic and/or sexual relationships with students enrolled in their classes or under their authority.
Even if not directly under your authority, it is discouraged to engage in such relationships with students to avoid any appearance of bias or impropriety.
c. Pre-existing Relationships:
If a consensual romantic relationship existed before one party assumed a position of authority over the other, efforts must be made to resolve the conflict. This may involve transferring the subordinate employee or student to another situation, if possible. If a resolution cannot be achieved, alternatives such as ending the relationship or adjusting roles may be necessary.
d. General Note:
Employees who are or were married are considered to be in a consensual relationship.
Gifts to Employees/Personal Events for Employees
In alignment with the responsible management of company resources and compliance with regulations regarding the disbursement of funds, HECOD Blockchain Inc. policies dictate that gifts and personal celebratory events (e.g., birthdays, weddings, baby showers) for employees cannot be purchased or funded using company resources.
ime-Off Benefits and Vacation
At HECOD Blockchain Inc., we offer paid vacation benefits to our regular full-time employees. The amount of vacation time you are eligible for is determined on a calendar-year basis, with vacation days accrued on a pro-rata basis throughout the year.
a. Full-Time Employees:
IVacation Accrual: Full-time employees accrue vacation days on a pro-rata basis throughout the year. Unless otherwise specified in your offer letter, you will receive 24 vacation days per year.
Borrowed Vacation: With supervisor approval, you may use "borrowed" vacation days up to the annual accrual earlier in the calendar year. If you terminate employment before accruing these borrowed days, they will be deducted from your final paycheck.
Request Process: All vacation requests must be submitted in advance to your supervisor. Approval will be based on departmental needs and to avoid undue hardship on the department’s operations. Note that during peak periods, vacation may not be approved.
b. Part-Time Employees:
Vacation Days: Part-time employees are entitled to ten (10) vacation days per year up to five (5) years of service. After five (5) years of service, this increases to fifteen (15) vacation days per year.
c. Unused Vacation Days:
Vacation days must be used by the end of the calendar year. If employment ends, any earned but unused vacation days will be paid out in your final paycheck. Days used but not yet earned will be deducted from your final pay.
Please ensure that you manage your vacation time in accordance with these guidelines to facilitate smooth operations and comply with our policies.
Statutory Holidays
All employees at HECOD Blockchain Inc. are entitled to paid time off for statutory holidays. A list of paid holidays, including statutory holidays, is posted annually by the Founder's & Co-Founders. Holiday pay is available to regular, full-time employees if the holiday occurs after their date of hire.
Sick Leave
HECOD Blockchain Inc. provides paid sick leave to all regular, full-time employees to ensure that absences due to illness do not result in a loss of pay.
Full-time employees accrue paid sick leave at a rate of one day per month, totaling 12 days per year. Unused sick days may be carried forward to the next calendar year, allowing employees to use accrued time for serious medical issues. Upon termination of employment, unused sick days are not paid out.
Sick leave is intended solely for the employee's illness. The company monitors attendance closely, and excessive absenteeism may lead to disciplinary action, even if sick leave remains.
If you are absent due to illness for more than seven consecutive calendar days, you must contact the benefits unit of the Founder's & Co-Founders. They will assist with any related disability claim processes and may require a doctor's note if absences become frequent.
Part-time and temporary employees who work more than 90 days receive five (5) days of paid sick leave and three (3) days of unpaid sick leave per calendar year.
Bereavement Leave
Regular, full-time employees are eligible for paid bereavement leave. You may take up to five days following the death of an immediate family member, which includes a spouse, child, parent, or sibling. You may take up to three days following the death of a grandparent or parent-in-law. Bereavement leave is granted on a per-occurrence basis. Please ensure that your timesheet accurately reflects the days taken for this purpose.
Family and Medical Leaves
HECOD Blockchain Inc. provides family and medical leave benefits that comply with applicable legal requirements. To request family or medical leave, contact the Founder's & Co-Founders to obtain the necessary forms and information.
For any protected leave, HECOD Blockchain Inc. will make every effort to return you to your previous position or an equivalent role upon the end of your leave. If you do not return to work immediately after your leave ends, as agreed, we may be unable to hold your position open. Benefits in effect prior to the leave (e.g., medical, dental, life insurance) will continue during the leave period.
Medical Leave
HECOD Blockchain Inc. provides medical leave for your own illness or injury. You are required to provide documentation from your healthcare provider to the Founder's & Co-Founders to confirm your eligibility for medical leave.
You may use any accrued paid leave (such as vacation or sick time) to cover part or all of your medical leave period. To receive pay during your absence, submit a written request to the Founder's & Co-Founders.
We may grant a medical leave and/or paid leave time longer than the minimum required, subject to continued medical certification. While benefits will continue throughout the leave, there is no guaranteed reinstatement beyond the statutory period. Leave is not granted for longer than six months.
Maternity and Parental Leave
Employees are eligible for Maternity and Parental Leaves according to applicable laws and regulations.
To request pregnancy, maternity, or parental leave, provide written notice to management at least 4 weeks before the leave starts, if possible. Your notice should include your last working day and the expected return date. If you do not plan to return, indicate this in your notice, and you will be issued a final Record of Employment before the leave ends.
For details on Maternity Leave and Parental Leave, please refer to the relevant legal provisions.
Worker's Compensation
All employees at HECOD Blockchain Inc. are covered by worker's compensation for illnesses, injuries, or death arising out of and in the course of employment, in accordance with applicable worker's compensation laws.
If you experience an illness or injury while on the job that results in an absence from work exceeding seven calendar days, worker's compensation may provide weekly benefits. Additionally, medical expenses related to the on-the-job illness or injury may be covered.
It is crucial that you report any on-the-job illnesses or injuries to the Founder's & Co-Founders within three days of the incident, either in person or by telephone. Employees are also required to complete and submit the appropriate worker's compensation reporting form.
Failure to report the incident within the specified time frame may affect your eligibility for worker's compensation benefits. The Founder's & Co-Founders is responsible for filing the worker's compensation claim on your behalf.
Ending Employment/Resignation
If you wish to voluntarily resign from your position at HECOD Blockchain Inc., you must follow the established procedure to ensure your departure is handled smoothly and professionally.
Resignation Notice: Submit a signed letter of resignation to your supervisor, with a copy to the Founder's & Co-Founders. Your letter should specify the effective date of your resignation (your last working day), in accordance with the terms outlined in the Tenure of Employment section of this Employee Handbook.
Separation Clearance: Upon receiving your resignation letter, the Founder's & Co-Founders will provide you with a separation clearance form. This form must be completed and returned to the Founder's & Co-Founders around your last day of employment.
Return of Property: Ensure that you return all company property, including keys, equipment, identification cards, and any paper or electronic documents and files. All timesheets should be submitted to the payroll department to facilitate the accurate calculation of any unused vacation time. You will receive pay for unused, accrued vacation time; however, other types of paid leave, such as sick time or personal time, are not payable upon resignation.
Position Elimination
If your position is eliminated due to reasons such as a job function being discontinued, department closure, or company financial needs, you will be considered for other available positions at HECOD Blockchain Inc. if you are qualified. If no suitable position is available and your employment is terminated, you will receive notice or pay in lieu of notice in accordance with legal requirements. You will also be paid for any unused, accrued vacation time. All company property must be returned as specified in the separation clearance form.
Termination
If HECOD Blockchain Inc. terminates your employment for reasons other than position elimination, you will receive pay for unused, accrued vacation time. If the termination is not for just cause, you will be provided with notice or pay in lieu of notice as per legal requirements, unless otherwise specified in your employment contract. All company property must be returned immediately upon termination, as outlined in the separation clearance form.
The employee handbook has been reviewed and approved by the Board of Directors and serves as an official document outlining the company's policies, procedures, and expectations. By signing this handbook, employees acknowledge their understanding of the outlined guidelines and their commitment to adhere to them, ensuring compliance with company standards and legal obligations.
ADDRESS. 422 Richards St, Vancouver, BC V6B 2Z4, Canada
@2024 HECOD BLOCKCHAIN INC.