The Greenlining Institute Employee Handbook – Effective 01/01/2020

4-7.03 Use of Communications and Computer Systems

Greenlining's communication and computer systems are intended primarily for business
purposes; however limited personal usage is permitted if it does not hinder performance of job
duties or violate any other Greenlining policy. This includes the voice mail, e-mail and Internet
systems. Users have no legitimate expectation of privacy in regard to their use of Greenlining
systems.

Greenlining may access the voice mail and e-mail systems and obtain the communications
within the systems, including past voice mail and e-mail messages, without notice to users of
the system, in the ordinary course of business when Greenlining deems it appropriate to do so.
The reasons for which Greenlining may obtain such access include, but are not limited to:
maintaining the system; preventing or investigating allegations of system abuse or misuse;
assuring compliance with software copyright laws; complying with legal and regulatory requests
for information; and ensuring that Greenlining operations continue appropriately during the staff
member's absence.

Further, Greenlining may review Internet usage to ensure that such use with Greenlining
property, or communications sent via the Internet with Greenlining property, are appropriate.
The reasons for which Greenlining may review staff members' use of the Internet with
Greenlining property include, but are not limited to: maintaining the system; preventing or
investigating allegations of system abuse or misuse; assuring compliance with software
copyright laws; complying with legal and regulatory requests for information; and ensuring that
Greenlining operations continue appropriately during the staff member's absence.

Greenlining may store electronic communications for a period of time after the communication
is created. From time to time, copies of communications may be deleted.

Greenlining's policies prohibiting harassment, in their entirety, apply to the use of Greenlining's
communication and computer systems. No one may use any communication or computer
system in a manner that may be construed by others as harassing or offensive based on race,
national origin, sex, sexual orientation, age, disability, religious beliefs or any other
characteristic protected by federal, state or local law.

Further, since Greenlining's communication and computer systems are intended for business
use, all staff members, upon request, must inform management of any private access codes or
passwords.

Unauthorized duplication of copyrighted computer software violates the law and is strictly
prohibited.

No staff member may access, or attempt to obtain access to, another staff member's computer
systems without appropriate authorization.

Violators of this policy may be subject to disciplinary action, up to and including discharge.

4-7.04 Use of Social Media

Greenlining respects the right of any staff member to maintain a blog or web page or to
participate in a social networking, Twitter or similar site, including but not limited to Facebook
and LinkedIn. Social media and similar communications have the potential to reflect on both
you and the organization. We are representatives of Greenlining and our words and actions
should not cause harm to the organization or its members. Inappropriate communications, even

Section 4 - Code of Ethics and Conduct 18

if made on your own time using your own resources, may be grounds for discipline up to and
including immediate termination. We encourage you to use good judgment when
communicating via blogs, online chat rooms, networking internet sites, social internet sites, and
other electronic and non-electronic forums (collectively “social media”). The following is a
general and non-exhaustive list of guidelines you should keep in mind:

 Ensure that engaging in social media does not interfere with your work commitments.
 All rules regarding confidential and proprietary business information apply in full to blogs,
web pages and social networking platforms, such as Twitter, Facebook, LinkedIn or similar
sites. Any information that cannot be disclosed through a conversation, a note or an e-mail
also cannot be disclosed in a blog, web page or social networking site.
 Be respectful of the privacy and dignity of your co-workers. Do not use or post photos of
co- workers without their express consent.
 Do not use Greenlining logo, trademark, web address, email address or other symbols in
social media unless authorized to do so.
 Use of copyrighted or trademarked organization information, trade secrets, or other
sensitive information may subject you to legal action. If you have any doubt about whether
it is proper to disclose information, please discuss it with your supervisor.
 You may not use the organization name or other identifying information to endorse,
promote, denigrate or otherwise comment on any product, opinion, cause or person. Make
it clear that the views expressed in social media are yours alone. Do not purport to
represent the views of the organization in any fashion. That said, you should feel free to
tag Greenlining in social media posts sharing our work (e.g. “Check out this important new
report from my @Greenlining colleagues [LINK].”
 Any conduct that is impermissible under the law if expressed in any other form or forum is
impermissible if expressed through a blog, web page, social networking, Twitter or similar
site. For example, posted material that is discriminatory, offensive, obscene, defamatory,
libelous or violent is forbidden. Greenlining policies apply equally to staff member social
media usage. Harassing or discriminatory comments, particularly if made on the basis of
gender, race, religion, age, national origin, or other protected characteristic, may be
deemed inappropriate even if the organization name is not mentioned. If social media
communications in any way may adversely affect your relationships at work or violate
organization policy, you may be subject to discipline up to and including immediate
termination under various organization policies.

Greenlining encourages all staff members to keep in mind the speed and manner in which
information posted on a blog, web page, and/or social networking site is received and often
misunderstood by readers. Staff Members must use their best judgment. Staff Members with
any questions should review the guidelines above and/or consult with their manager. Failure to
follow these guidelines may result in discipline, up to and including discharge.

4-7.05 Statements to the Media

Greenlining is a high-profile entity in our community, and from time to time, staff members may
be approached by reporters and other members of the media. In order to ensure that we speak
with one voice and provide accurate information regarding the position of Greenlining, inquiries
from the news media should be referred to either the Communications Director or the Media
Relations Director. Only the Communications Director, Media Relations Director and
President/CEO are authorized to make or approve public statements on behalf of Greenlining
unless they have authorized others to do so. No staff members, unless specifically designated
by the Communications Director or Media Relations Director, are authorized to make those
statements on behalf of Greenlining. In general, staff members who have ongoing relationships
with reporters or news outlets covering their field of work – for example, members of the

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