MGIC - Working Conditions

Working Conditions

Purpose

This policy sets out minimum standards to ensure a safe, respectful, inclusive, and productive work environment for all Maryland Global Initiatives Corporation (MGIC) personnel. It defines expectations for hours of work, attendance, duty station, flexible work arrangements, safety and security, and appropriate use of property, and it clarifies roles and responsibilities for implementation and compliance.

Background

MGIC uses Employer of Record (EOR) service providers to employ personnel outside the United States on behalf of Requesting Units from the University of Maryland, Baltimore (UMB) and Affiliate Entities (hereafter UMB/Affiliates). MGIC personnel typically work in home office environments or embedded in a partner institution’s facility.

The International Operations (IO) division of UMB’s Administration and Finance department administers the MGIC mechanism and the Human Resources (HR) management functions described in this policy.

Policy Statement

Expectations of Conduct

1. The IO division, on behalf of the MGIC Board of Directors, will collaborate with Requesting Units and EORs to actively promote working conditions that establish a culture of productivity, accountability, safety, security, and mutual respect.
2. In fulfilling the responsibilities of their positions, MGIC personnel are expected to adhere to and act in accordance with the Code of Ethics and Conduct for Personnel and all laws, rules, regulations, policies, and procedures applicable to their activities.
3. Personal conduct that causes or threatens harm to others or that constitutes persistent, unwanted behaviors will not be tolerated.

Hours of Work

1. The working hours for MGIC employees are stipulated in their employment contracts as defined by the Requesting Unit, and must not violate local labor laws.
2. Employees may be required to work alternative schedules, including evenings or weekends, based on the requirements of their jobs. Working hours considered overtime under the local labor law must be recorded and compensated according to law.
3. Depending on local customs, employees may be entitled to breaks, such as prayer breaks during prayer times that coincide with working hours.

Duty Station

1. An employee’s normal place of work is stated at the time of recruitment and documented in the offer letter and employment agreement.
2. Due to the business requirements of the Requesting Unit, an employee may be reassigned to a different location as allowable under the employment contract.

Attendance

Each employee is required to be at work when scheduled and to attend work regularly. For example, employees should not:

• Be late without appropriate approval
• Abuse sick or other leave privileges
• Abuse time allotted for lunch or break periods
• Leave early without appropriate approval

Flexible Work Arrangements

Employees in good standing may request flexible work arrangements. Approval of such arrangements is at the discretion of the Requesting Unit, and approval for the request will be considered based on role requirements, performance, team coverage, time zone collaboration, data security, and health/safety considerations. Approved arrangements are subject to periodic review and may be modified or withdrawn with reasonable notice if business needs change.

Compensation Time for Travel on Non-Workday

When business travel occurs on a non-workday, employees will receive compensatory time where the Requesting Unit allows such an arrangement or overtime pay where legally required.

Safety and Security

1. All MGIC employees must maintain safe and secure working conditions while performing MGIC business, regardless of work location. See MGIC Safety and Security policy.
2. Employees working from home or from any alternative location must ensure that the workspace has secure access and basic safeguards in place, including awareness of emergency exits and the location of first aid and fire safety equipment.
3. Employees must comply with the safety and security protocols of any secondary work location, including entry, exit, and emergency procedures.
4. Any safety or security incident, or any event that disrupts normal work arrangements, must be reported to the employee’s manager immediately or as soon as practicable.

Prohibition of Discrimination based on Health Status

All personnel must uphold MGIC’s commitment to providing a work environment that is free from all forms of harassment and discrimination, including harassment and discrimination based on health status. Personnel shall not be obligated in any way to inform any MGIC or UMB personnel or affiliates of their health status.

Work Outside MGIC

MGIC employees who wish to work for another employer or as an independent contractor while employed by MGIC must obtain prior written approval from the Assistant Vice President – International Operations (AVP-IO) in their capacity as MGIC Vice President – Policy & Administration.

Equipment and Property

1. All equipment provided by MGIC or UMB/Affiliate should be used strictly for work-related purposes and not for personal matters. See MGIC Property Management policy.
2. Equipment and materials issued to the employee must be protected against loss, damage, or unauthorized access at all times.
3. Employees can be held liable financially and otherwise for property that is misappropriated, misused, damaged, or lost because of their negligence or willful misconduct. In such cases, employees may be subject to disciplinary action up to and including termination of employment and may be referred to for criminal investigation and prosecution.

Scope

This policy applies to all MGIC personnel and the supervisors of MGIC personnel in Requesting Units. Where local law, a collective agreement, or an employment contract provides greater protection or benefits, those terms prevail to the extent of the inconsistency.

Responsibilities

1. MGIC Employees: Comply fully with all aspects of this and related referenced policies.
2. IO division staff: Maintain current and accurate MGIC Global HR Handbook and Country Schedule where statutory labor law requirements for working hours, compensation, and employee protections and responsibilities are documented. Oversee workplace safety, ethics and conduct, equipment and property, and other related MGIC policies and procedures, and support MGIC employees’ and Requesting Units’ awareness of them.
3. AVP-IO (in capacity of MGIC VP – Policy & Administration): Oversee MGIC policy administration. Approve or deny requests for co-employment by MGIC staff. Maintain MGIC contracts with EOR service providers and MGIC legal counsel engagements in countries with MGIC employees.
4. Requesting Units: Comply fully with all aspects of this and related/referenced policies. Understand and follow MGIC Global HR Handbook, Country Schedules, and applicable legal requirements and local customs to ensure working conditions meet MGIC standards. Supervise MGIC employees to comply with this policy.

Procedures

See MGIC Standard Operating Procedures

Documentation Requirements

See MGIC Standard Operating Procedures

References

• MGIC Global HR Handbook
• MGIC policy on Ethics and Conduct
• MGIC policy on Property Management
• MGIC policy on Safety and Security