This Form acknowledges that I have received Publishers International Linking Association, Inc. d/b/a Crossref (“Crossref” or the “Company”)'s Employee Handbook and Crossref Policies & Procedures (together the “Handbook & Policies”). I understand that I am responsible for familiarizing myself with the contents of the Handbook & Policies, and any additional information provided to me.

I understand that the information contained in the Handbook & Policies is only intended to provide me with a summary of programs, policies and procedures. I also understand that the Company reserves the right, in its sole discretion and without notice to employees, to interpret, amend, supplement or rescind any program, policy or procedure contained in the Employee Handbook and/or the Policies.

I understand that the Handbook & Policies are not a contract, and that the programs, policies and procedures summarized in the Handbook & Policies, and any additional information provided by the Company, are not intended to create and do not create any contractual rights, promises or obligations of any kind with respect to the terms or conditions of employment.

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Introduction

Welcome to Crossref! Thanks for joining us. We’re very proud of our organization and the smart, hard-working people we have on board.

We value our staff, and we want you to enjoy working here. Check out our truths to see the principles we hold ourselves to: truths.

We’re a collaborative organization, and it’s important that we all share a common approach to how we perform our individual and collective duties and responsibilities. As such, we have some policies and procedures that we ask you to read, and we encourage you to ask questions about anything that is unclear. Your manager or another member of the team will be happy to help!

One of Crossref’s objectives is to provide a work environment that is professional and supportive. The information in this Employee Handbook is deliberately presented in an informal manner and, as such, is only a summary of and general guide to our policies and practices. Because no two employment situations are ever exactly alike, the policies described in the Handbook must have some flexibility. We intend to treat you fairly. Please understand that we may make changes to the policies summarized here when we determine that particular circumstances require individual consideration.

As a fully remote organization, Crossref complies with the respective labour laws where staff are based. This handbook may not capture all labour requirements for your jurisdiction. In cases where this handbook is in conflict with local requirements, local requirements take precedence.

Some of our staff are employed “at-will” and some have employment contracts, based on local labour practices. With the exception of the “at-will” employment policy, we may review, interpret, change, supplement, or remove any policies or portion of the Handbook from time to time, as we deem appropriate, in our sole and absolute discretion. When this occurs, we will attempt to communicate these changes with you.

This Handbook replaces any previous versions and any inconsistent verbal or written policy statements, excluding summary plan descriptions that describe the benefits offered by us in greater detail than they are described in this Handbook. The active copy of our handbook can be found on our website at www.crossref.org/operations-and-sustainability/working-at-crossref/.

If there is any inconsistency between the descriptions contained in this Handbook and Crossref’s formal insurance plans or contracts, these plans or contracts control.

GENERAL EMPLOYMENT POLICIES

Introductory period

Where permitted, employees begin with a 90-day introductory period. During this time, you will be able to determine if your new job is suitable for you, and your manager will have an opportunity to evaluate your overall work performance.

Successful completion of the introductory period does not guarantee employment for any period of time.

At-will employment

If you are an at-will employee, it will be stated in your offer letter. This means that either Crossref or you may terminate the employment relationship at any time, for any reason, with or without notice. We may also change your employment, including demotion, reduction in hours, and/or job assignment, at any time, with or without advance notice.

Nothing in this Handbook or in any document or statement is intended to, nor should be read to, change the At-Will employment relationships we maintain with our employees. This Handbook is not a contract. The policies, practices, and benefits summarized in this Handbook have been adopted voluntarily by Crossref and do not create any contractual rights, promises or obligations of any kind with respect to any matters that it covers, nor is this Handbook meant to create a contract that guarantees you will be employed for any specific time period. While Crossref values you, and looks forward to continuing a mutually satisfactory employment relationship with you, neither you nor Crossref has entered into any contract of employment, express or implied, and the employment relationship between Crossref and you remains “at-will,” meaning that either you or Crossref may terminate the relationship at any time, with or without notice and for any reason.

Nothing in this Handbook is intended to unlawfully restrict your right to engage in any of the rights guaranteed to you by Section 7 of the US National Labor Relations Act, including but not limited to, the right to engage in concerted protected activity for the purposes of their mutual aid and/or protection. Nothing in this Handbook will be interpreted, applied or enforced to interfere with, restrain or coerce you in exercising Section 7 rights.

Equal opportunities

We value and thrive on equality, diversity, equity, and inclusion. Employment opportunities are available to all qualified internal and external applicants as we take great care in creating fair processes that are free of discrimination based on race, colour, religion, sex, pregnancy, sexual orientation, gender identity or expression, national origin, ancestry, age, physical or mental disability, genetic information, veteran status, or any other protected class. Crossref will make reasonable accommodations for qualified individuals based on known disabilities, pregnancy or a condition related to pregnancy, and/or religious beliefs.

No tolerance for harassment

Crossref fosters a healthy, safe and professional workplace free of harassment. We will not tolerate inappropriate conduct such as sexual harassment or any other unlawful harrassment. Hostile and disrespectful conduct that can be verbal, written, or physical is prohibited. We require all of our employees to take annual harassment prevention training and conduct themselves respectfully in the workplace. We hold ourselves to the same standard as we do our community, which is outlined in our Code of Conduct.

Any occurrence of harassment needs to be reported to HR immediately. HR will follow proper procedures that can include investigation and corrective execution including up to termination. Retaliation against any employee in connection with any good faith report of harassment will not be tolerated.

Support

You can talk to your manager or any other member of the management team if you want to discuss a concern, problem, or work situation you think is unfair. If you still have questions after meeting with a manager, request a meeting with HR or the Executive Director to review any issues and discuss possible solutions. We respect your privacy, and your job will not be adversely affected in any way if you wish to talk to us.

For concerns about unethical or unlawful behavior, please refer to the Whistleblower policy in our policies & procedures handbook.

Categories of employment

Benefit eligibility and personnel policies may differ depending on whether you are classified as a full-time, part-time, or temporary employee.

A regular full-time employee is one who is not in temporary status, and regularly works the minimum hours required per country, but typically between 30 and 40 hours.
A regular part-time employee is one who is not in temporary status, and regularly works no more than the maximum number of hours as defined in local labor law.
A temporary employee is a full-time or part-time employee who is hired for an interim period of time, usually to fill in for vacation, leaves of absence, or projects of a limited duration. Temporary employees are not eligible for benefits unless otherwise mandated by law.

Employees in the US are categorized as “exempt” or “nonexempt”. Exempt employees are not entitled to overtime pay, and may also be exempt from minimum wage requirements pursuant to applicable US federal and state laws. Non-exempt employees are entitled to overtime pay in accordance with applicable federal and state law.

HR will notify you of your employment classification upon hire. If you change positions during your employment, HR will let you know the change in your exemption status, if applicable.

Distributed team

We are a fully distributed organization. We will provide choices of equipment to accommodate different needs and preferences. Please refer to our guidelines on purchasing computer and office equipment for more details. As a condition of working remotely, you are required to ensure that your workspace maintains adequate WiFi coverage at your expense.

Working remotely is based on you working in a particular location that has been mutually agreed-upon between you and Crossref. You must provide a permanent address from where you will work. If you plan to relocate to another location, or temporarily work from another location for more than a month, that has not been mutually agreed-upon, you will need to provide your manager and HR with as much advance notice as possible, but not less than a month ahead of time. We need to make sure you’re eligible to work in your chosen location, we’re sure we can employ you at the location, are able to transfer protections and provide you with benefits. HR will advise you on next steps and the approval process. Crossref reserves the right to deny your request for continued remote work following a relocation or to modify or terminate your remote work arrangement based on your performance and/or Crossref’s business or operational needs.

All of Crossref’s policies, practices, and instructions apply to employees that work remotely regardless of where they work, including but not limited to the organization’s Attendance policy.

You are required to maintain a safe and healthy designated workspace. If an injury occurs in your Home Workspace or in any other location where you are working on behalf of Crossref, or if you become aware of any health or safety issue that arises in your Home Workspace or in any other location where you are working on behalf of Crossref, you are responsible for immediately reporting it to your manager or HR. You are required to cooperate in the investigation of a workers’ compensation claim and to permit inspection of your Home Workspace, or any other location where you are working on behalf of Crossref, by Crossref and/or its agents, including its workers’ compensation carrier.

Securing confidential information when working remotely

You are expected to take reasonable precautions against theft, damage, misuse, or other loss of Crossref property located in your Home Workspace or when working remotely. You should take all precautions necessary to secure all written and electronic copies of Crossref’s Confidential Information (as defined in Crossref’s Protecting Confidential Information policy in the Employee Handbook), documents, information, files, and records maintained in your Home Workspace, and to prevent unauthorized access to these items. All written records should be maintained securely for the protection of Confidential Information. In addition, you are required to comply with all Crossref policies and procedures regarding electronic communications and the safeguarding of “personal information.”

Business expenses

Crossref will reimburse you for reasonable out-of-pocket business-related expenses. You should submit expense reports and backup on a monthly basis through Expensify. Your manager will then review and approve the report for reimbursement.

Crossref will not be responsible for any other operating costs, home maintenance, property or liability insurance, or other incidental expenses (e.g., utilities, cleaning services, etc.) associated with working in your Home Workspace.

HOURS OF WORK & PAY

Attendance

If you are absent for more than 3 consecutive scheduled work days without letting your manager or HR know, Crossref might consider further investigation and can result in disciplinary action up to and including termination.

If you are going to be late or you need time off, let your manager know as soon as possible.

Time reporting

In the US, non-exempt employees are generally paid based on the scheduled hours of work. Any non-exempt employees who anticipate working beyond their scheduled hours must notify their manager in advance, so that they can be paid properly.

In Germany and Spain, all employees are required to keep track of their working hours. Employees who anticipate working beyond their full time hours, must notify their manager in advance.

Paydays

We run monthly, except for US payroll, which is biweekly. If a regularly scheduled payday falls on a holiday, you will be paid on the last working day prior to the regularly scheduled payday.

Paycheck deductions

We are required by law to make certain deductions from your paycheck each pay period. All voluntary deductions need to be authorized in writing. Depending on where you are employed and the benefits you choose, there may be additional deductions. Crossref may also make other deductions in accordance with applicable law. All deductions and the amount of the deductions are listed on your payslip.

Where applicable by law, Crossref reserves the right to withhold or prorate payment due to suspensions of 1 or more full days for violations of safety rules of major significance; violations of workplace conduct rules, such as rules against sexual harassment and workplace violence; in the employee’s first and last week of employment if the employee does not work the full week; or for negative paid-time-off balances, in whole-day increments only.

Paycheck errors

If an improper deduction has been taken out of your pay, you will receive an immediate adjustment paid no later than on the next regular payday.

In the event of an overpayment of wages, we expect you to cooperate in correcting the overpayment. Accordingly, Crossref reserves the right to deduct repayment from your future wages to the extent permitted by applicable law. In the event that no further wages are due to you, Crossref may seek to recover the wage overpayment to the fullest extent permitted by applicable law.

Garnishment / child support

If your wages are subject to garnishments by a local enforcement, we are legally required to withhold the amount indicated in the government order from your paycheck. We will, however, honour applicable guidelines that protect a certain amount of your income from being subject to garnishment.

Payroll data

It is important that your personal data is accurate and up-to-date. You are responsible for updating your records and notifying HR of any changes in name, address, telephone number, personal email address, marital status, number of dependents, next of kin and/or beneficiaries, emergency contact, taxes or any other status changes.

Development meetings

We value your contributions towards our vision and strategic agenda and want the opportunity to reflect on your work for the previous year, make sure the description of your role is kept up to date, discuss any desired training opportunities, and set goals for the coming year.

Every staff member should have an annual review by the first quarter of the year. For staff who start after September 1st, they will only have the 90 day performance review and participate in the annual review the following year.

The annual form template is here, and the 90-day form template is here.

Salary transparency

Our compensation policy aims to provide transparent, equitable, and generous compensation for work at Crossref. While we manage a team across a range of functions, locations, and currencies, we want to provide as consistent a compensation experience as possible. The ranges will change with time, incorporating internal and external salary data. The policy is available here.

Training and career development

Crossref employees are encouraged to take part in learning and professional development opportunities to develop their careers and find new ways towards personal development and success. Professional development takes various forms, such as work shadowing, personal research, taking time out for self-guided training, or working on relevant projects of interest.

Full-time employees who have been employed with Crossref for 3 months are eligible to spend up to $500 each on training and development. If you are a part-time employee, you will still be able to participate in this benefit, but your benefit will be prorated based on your full-time equivalency.

In general, the following types of learning and professional development costs will be approved:

Membership in professional organizations
Workshops, seminars, webinars and conferences (if you are asked to attend a conference to represent Crossref, this will not go against your training and development allotment and Crossref will cover the entire cost.)
E-learning
Exam prep courses
Management or executive coaching

All learning and development costs should be approved by your manager before being submitted through Expensify. Training costs above $500 will be approved on a case-by case-basis.

Any time spent on professional development, such as attending a course, workshop, or conference, will be considered working hours. If you take part in a professional development opportunity outside of your normal working hours, please let your manager know so you can arrange to take comp time.

Tuition reimbursement

Employees are eligible for up to $2,400 in tuition fees for a degree or certificate program per calendar year, after 6 months of employment. The cost, description of the course, and proof of enrollment need to be sent to your manager for approval before the reimbursement can be submitted for reimbursement through Expensify.

Internal Programs

We want to encourage and facilitate knowledge transfer between colleagues from different teams and levels in the organisation in efforts to enhance the employee experience, foster growth, and learning. New hires participate in the New Buddy Program and tenured employees can participate in the Curious Buddy Program. Both programs consist of Buddy pairings and guided meetings that take an insightful look at Crossref and what makes us thrive as a team.

Job descriptions

We keep a job description for each position within the organization which outlines, among other things, the essential responsibilities of your role. When the responsibilities of a position change, your job description will be revised to reflect those changes.

If you have any questions or want a copy of your position's job description, please see HR.

TIME OFF

Vacation time

Regular full-time employees are eligible for vacation time in accordance with this policy.

Regular part-time employees are eligible for vacation time prorated based on their full-time equivalency.

Vacation time is accrued each pay period based on the employee’s years of service according to the vacation schedule below. During your first year of employment, you will earn vacation time on a prorated basis, beginning on your date of hire. After your first year of employment, vacation days will generally be earned (accrued) based on the number of years of employment.

US staff receive more public holidays, so they receive fewer vacation days compared to the standard offering.

Global staff - standard PTO package

Number of Years of Service Completed (rates increase on your anniversary date)	Per Full-Year
New Hire (0-1 year of service)	25 days pro-rated
Year 1	26 days
Year 2	27 days
Year 3	28 days
Year 4	29 days
Year 5+	30 days

US-based staff

Number of Years of Service Completed (rates increase on your anniversary date)	Per Full-Year
New Hire	20 days pro-rated
Years 1-4	20 days
Years 5-9	25 days
Years 10+	30 days

Vacation time can be taken in increments of one hour or one full day.

If you work a 9/10 you should take 9 hour vacation days; if you work a 4 10-hour day schedule, you should take 10 hour vacation days. (These schedules are no longer offered, but some staff had previously arranged schedules.)

You may use vacation time that you have not yet accrued – up to the amount of your annual accrual – with approval from your manager. We may ask you to complete a Wage Deduction Authorization form that authorizes Crossref to deduct the value of used but unearned vacation from your final pay if you leave Crossref.

Approval process

You should provide your manager with as much notice as possible so that coverage can be arranged. It is your personal responsibility to keep track of and accurately report your vacation time. All vacation time should be submitted through ‘Vacation Tracker’. Time off will be reconciled at the end of each year.

While rare, requests for vacation time may be denied for various reasons, including because the requested vacation time is during a busy period, or because other employees are scheduled for vacation during the same period, or for any other business reason.

Vacation pay

Vacation time is paid at your base pay rate at the time of the absence. It does not include overtime or any special forms of compensation such as bonuses.

Unused vacation

Carry over policies vary by country, so the policy in your contract applies.

In the UK, you must use 20 days of vacation in the previous year to be eligible to carry excess days for use the next calendar year; the maximum carry over would be 10 days.
In Germany and Kenya, you can carry over up to 10 days and they must be taken before March 31st of the current year.
In the Netherlands, the 20 days of statutory holiday time expires within 6 months of the calendar year; and days above the 20 statutory days can be used within the next five years.
In Spain, all unused vacation can be carried over to the following year.
In Ghana and Indonesia, unused vacation at the end of the vacation year is forfeited.
In Georgia, you can carry over all accrued unused vacation days unto the following calendar year and they expire after 2 years.
In South Africa, unused statutory vacation days (15) can be carried over. However, they must be used by June 30 of the following year or they will expire.
In the Philippines, unused vacation days are paid out at the end of the calendar year, with a maximum payout of 5 days; any unused vacation beyond 5 days is forfeited.
In Slovakia and Uruguay there is no carryover cap, however, carried-over days must be used by December 31 of the following year or they are forfeited.
In Brazil there is no carryover cap and expiration, however, employers are obligated to ensure employees take their full vacation allocation within the vacation year.
In Italy, there is no carryover cap and employees must take at least 10 days of vacation within the calendar year.
In California, you may carry over any accrued and unused vacation time to the next calendar year and will continue to accrue vacation time according to the usual schedule until the vacation accrual reaches a cap of 1.5x the applicable accrual. After that point, no further vacation time will accrue until vacation is used.
If your contract does not state a policy or if it is up to the employer’s discretion (Canada, Ireland, Nigeria, and US), you may carry over up to 10 days of accrued and unused vacation to the next calendar year.

Any unused, accrued vacation hours will be paid upon resignation or termination of employment, subject to applicable tax withholdings.

Holidays

Our holiday calendar gets updated each year and includes any mandatory local holidays. Please refer to the current holiday calendar year.

Holidays are not considered hours worked for purposes of computing overtime pay. You will not be paid for any holiday that falls during an unpaid leave of absence.

Comp time

You may be entitled to comp time if you are required to attend or travel to a work-related event that takes place during a weekend or any normally scheduled time off.

You should discuss with your manager to arrange to take comp time. Time should be taken in close proximity (within a week or two) to the time that you worked during non-working time. It should be taken as a half day or full day, but no less, and should be recorded in Vacation Tracker. Comp time cannot be banked and has no monetary value if unused.

Unlimited sick time

Crossref offers unlimited sick time off to all full-time employees. We trust you to take the time you need to care for your health and that of your immediate family members. Sick time applies to common illnesses as well as your wellness needs for mental health, rest, doctor visits, minor medical procedures, and, in some cases, short-term hospitalizations. For you to enjoy a good work-life balance and be productive, your health must be a priority. In order to have a sustainable unlimited sick time off policy, the following will apply:

If you take more than five consecutive sick days, HR might ask you for a doctor's note releasing you to come back to work.
If you need to take more than five consecutive sick days, reach out to HR for advice and next steps, as this might need to be treated as a leave of absence depending on local employment laws.
Immediate family members include your spouse, domestic partner, children, parents, siblings, parents-in-law, grandparents, grandparents-in-law, and siblings-in-law.
Because sick time is unlimited, full-time employees do not accrue sick time off. Unused sick time has no monetary value.
Sick time should still be tracked and entered in Vacation Tracker.
Whenever possible, sick time must be entered in Vacation Tracker at least one week in advance in order for your manager to plan for your absence.
Crossref reserves the right to impose disciplinary action up to and including termination for abusing or misusing this policy in a manner that interferes with your responsibilities and performance.

Paid family leave and paid medical leave

Our paid family leave and paid medical leave policies apply to all eligible employees and run concurrently with any local policy.

Crossref provides eligible employees with up to 12 weeks per benefit year of Crossref-provided fully paid family leave or medical leave for a qualifying reason, including:

To care for your own serious health condition
To care for a family member with a serious health condition
To bond with your child during the first 12 months after the child’s birth or the first 12 months after the placement of a child with you for adoption or foster care
For any other qualifying reasons applicable local labor law

For purposes of this policy, a benefit year is the consecutive 52-week period beginning on the Sunday immediately before the first day that you take family or medical leave. The maximum amount of combined family and medical leave that you may take under this policy is capped at 12 weeks per benefit year.

Eligibility

To be eligible for Crossref-provided paid family or medical leaves, you must: (a) be a regular full-time employee; and (b) have worked for Crossref for 3 consecutive months or become eligible for leave under the applicable leave law, whichever occurs first.

Definitions

Family member means your spouse, domestic partner, child, parent; parent of your spouse or domestic partner; a person who stood in loco parentis to you when you were a minor child; your grandchild, grandparent, or sibling.

Serious health condition is specifically defined under applicable and generally means an illness, injury, impairment, or physical or mental condition that affects your health to the extent that you must be absent from work on a recurring basis or for more than a few days for treatment or recovery, or that affects your family member’s health to the extent that the family member is unable to participate in school or in regular daily activities.

Interaction with other leaves/benefits

Crossref-provided paid family and medical leaves will run concurrently with any leave for which you may be eligible under any other applicable leave policy or any local law. Your leave may also be covered or supplemented under Crossref-provided benefits, which will also run concurrently with any weekly wages. However, if an applicable leave law does not permit Crossref to supplement other available benefits, then you must choose either the Crossref benefits under this policy or the benefits available under the other applicable leave law. In order to keep employees on the payroll at 100% of their regular income and to enjoy no benefits disruptions, HR will guide employees on a case-by-case basis on arrangements. HR will keep proper logs and documentation in place and track payments on any outstanding balances as needed.

Crossref-provided paid family and medical leaves are paid at your base pay rate at the time of the absence and does not include overtime or any special forms of compensation such as incentives, commissions, or bonuses.

During an approved Crossref-provided paid family or medical leave, Crossref will continue your participation in Crossref’s group benefit plans and will continue to make its usual contributions to the premium costs of such plans, provided that you pay your share of the costs.

Request for leave

We ask that you provide at least 60 calendar days’ notice to HR of the anticipated start date of leave, the anticipated length of the leave, and your expected return date. If you cannot provide 60 calendar days’ notice due to circumstances beyond your control, you are required to provide notice as soon as possible. All requests for leave/benefits under this policy must be supported by a certification establishing that the leave is for a qualifying reason.

Return to work

At the end of your leave under this policy, Crossref will return you to the position that you held prior to the leave, if it is available. If your position is no longer available, Crossref will attempt to place you in a position for which you are qualified. Managers will provide a return-to-work onboarding plan for the employee in order to ease them into work. This will aid you in navigating work-related content as well as provide resources to support you through this transition.

If you do not return to work at the end of your leave, Crossref may terminate your employment unless otherwise provided by applicable law. In this case, all benefits will terminate in accordance with Crossref’s benefit plans and applicable law.

Personal leave

Under special circumstances, regular full-time employees may be able to take a leave of absence without pay. Unpaid leave can only be taken after accrued paid time off has been exhausted. This type of leave is normally for extenuating circumstances.

Unpaid leave of absence is not granted automatically. Crossref will determine whether to grant an unpaid leave of absence, and will consider business needs, the employee’s performance and contribution to the organization, the reason for the leave, any applicable laws, and any other circumstances which may exist at the time. The length of the leave of absence will be determined at the sole discretion of Crossref.

Advanced requests for personal leave should be made in writing whenever possible, and they require the approval of your manager and HR.

Personal leave may not exceed 6 months at one time or in a year, and during this time employees stop accruing benefits until they return to active status.

To the extent allowed by the insurance contract, we will continue to provide insurance and welfare coverage for an authorized leave of absence up to a maximum of 3 months. During this time, you are responsible for paying your portion(s) of the monthly premiums.

Crossref will try to re-employ an employee after an unpaid leave of absence, however, we cannot guarantee that we will be able to hold your job open during the leave period, except when otherwise required by applicable law. Therefore, employees should notify their manager and HR as soon as they know when they are able to return from leave.

Bereavement

Employees are eligible to take up to 5 days of paid time off in the event of the passing of an immediate family member or household member.

Full-time employees are also eligible to take 1 day of paid time off in the event of the passing of a close, non-family member.

We understand the deep impact that the passing of a loved one can have on an individual or a family. If you need additional time off, please speak with your manager or HR.

Jury duty

You need to notify and make arrangements with your manager when you receive your summons and provide HR with a copy of your jury duty notice.

You are expected to report to work on any day on which your attendance as a juror is not required.

You will receive your regular wages for the first 3 days of jury services. You will need to submit proof of jury service to receive pay. You will be paid by Crossref only if you are scheduled to work for the time the jury service is assigned. Jury duty days are not considered hours worked for the purpose of computing overtime pay. If your service lasts longer than 3 days, those remaining jury service days will not be paid by Crossref, unless otherwise required by applicable law. Exempt employees may receive pay in accordance with applicable law.

Witness duty

You may take an unpaid leave of absence to appear as a witness in criminal court proceedings.

If you are called for witness duty when you are scheduled to work, you should let your manager know as soon as possible of the dates you are required to attend, as it may be necessary to make arrangements for another employee to cover your responsibilities in your absence. You will need to provide Crossref with a copy of your witness duty notice.

Voting

Crossref employees are encouraged to vote. If you need to vote on election days during regular working hours, let your manager know.

EMPLOYEE BENEFITS

In the following sections, we describe the current benefit plans that we offer.

If you have specific questions about any of these benefit plans, please refer to the plan documents.

It is your responsibility to keep your coverage up-to-date for all elected benefits. Changes in your coverage are effective only when you have completed the proper forms, and HR has received and processed the forms. Generally, changes are made either during the annual open enrollment period or during the year (if there is a qualifying family status change).

Crossref reserves the right to amend, modify and/or terminate any of these benefits at any time, as well as to administer and interpret all aspects of such plans to the fullest extent of discretion permitted by applicable law. We will keep you informed of any changes. Any interpretation or determination of Crossref made regarding these plans and programs will be final and conclusive.

Medical insurance (for staff without access to universal health care systems)

Eligible, full-time employees may enroll in our medical plan immediately upon hire and effective date may be defined by each plan. Eligibility may be defined by state law and/or by the insurance contract.

In the US, Crossref will pay 90% of the insurance premiums for the single, employee and child, employee and spouse or the family plan. You are responsible for paying the remaining 10% balance, through payroll deduction.

In Kenya and Nigeria, Crossref will cover 100% of the insurance premium for the single, employee and child, employee and spouse or the family plan.

Crossref intends to comply with applicable law concerning health insurance coverage and related requirements, and we will revise our practices as necessary in the event the law changes.

Crossref provides private dental and vision insurance in the US and Canada. We cover 100% of the premium in Canada, and 90% of the premium in the US, deducting the remaining 10% from payroll.

Continuation of coverage and under group health plans (COBRA) (US)

Following separation from employment with Crossref or in certain other circumstances, you may be eligible for continuation or conversion of the group medical insurance plan, the dental plan and/or the vision care plan. This will be in accordance with the terms of the specific policy and/or applicable state and federal law. Unless otherwise provided by applicable law, the cost of coverage would be paid entirely by you. Please contact HR for further details.

Death in service/life insurance benefit

Eligible, full-time employees are automatically enrolled in a life insurance plan immediately upon hire. On your first day, you will complete an insurance form and designate your beneficiary(s) with HR. The cost of this insurance is paid in full by Crossref. Participating employees may also be covered under the plan’s Accidental Death and Dismemberment rider.

Section 125 plan/FSA (US)

Crossref offers a pre-tax contribution option to employees. This is known as the Section 125 plan. A Section 125 plan is a benefits plan that allows you to make contributions toward premiums for medical insurance, dental insurance and out-of-pocket medical expenses or dependent care expenses on a “before tax” basis rather than an “after tax” basis. Your contributions and qualified expenses are deducted from your gross pay before income tax and Social Security are calculated.

You cannot make any changes to your pre-tax contributions until the next open enrollment period (unless your family status changes, or you become eligible for a special enrollment period due to a loss of coverage). A change in election due to a change in family status is effective the next pay period. Family status changes include:

Marriage
Divorce
Death of a spouse or child
Birth or adoption of a child
Discharge of employment of your spouse.

Disability and income protection

Eligible employees participate in disability and income protection plans either through statutory benefits or private schemes. These vary by location. Please reach out to HR for your protection plans.

Worker’s compensation insurance

On-the-job injuries are covered by our Workers Compensation insurance policy. This insurance is provided at no cost to you.

Neither Crossref nor its insurance carrier will be liable for the payment of workers’ compensation insurance benefits for injuries that occur during your voluntary participation in any off-duty recreational, social, or athletic activity sponsored by Crossref.

Retirement planning

In countries with pension systems, Crossref contributes up to 10% of pre-tax salary to pension funds for eligible employees. If 10% exceeds the statutory requirement of the country, Crossref will contribute additional funds up to 10%. Where the statutory requirement exceeds 10%, Crossref will contribute the statutory amount.

For those in the US, Crossref provides eligible employees with a 401(k) qualified retirement plan. Eligible employees are able to contribute to their pre-tax and Roth plans, following their first 90 days of employment, according to any IRS and plan guidelines. Crossref matches up to 4% of pre-tax contributions as follows:

1% = 1%
2% = 2%
3% = 3%
4% = 3.5%
5% or more = 4%

We also offer annual discretionary 401(k) profit share contributions of up to 6% calculated on gross salary.

Legal Services (US)

MetLaw offers employees and their families low-cost access to attorneys for various personal legal services. The cost for this service is deducted from the employee’s payroll.

Employee Assistance Program

All employees have access to a global Employee Assistance Program. Services for mental health, wellness, addiction, family, elder care, legal, and financial counseling are available 24/7.

LEAVING CROSSREF

Voluntary termination

A voluntary termination of employment is a termination of employment initiated by you. A voluntary termination may occur:

by your notice of resignation;
as a result of an absence from work for more than 3 consecutive workdays without notifying Crossref; or
as a result of a failure to return to work at the expiration of an approved leave of absence or of any extension of such leave granted by Crossref.

You should provide your manager with the notice period required in your contract. If you do not have a contractual notice period, we ask that you provide your manager with at least 2 weeks advance notice of resignation. You should submit your notice of resignation in writing to your manager, stating your last day of work. Upon receipt of your notice of resignation, Crossref may choose to accept your resignation effective immediately or as of another date prior to the end of the notice period.

Involuntary termination

An involuntary termination is any termination of employment initiated by Crossref. An involuntary termination may occur due to unsatisfactory job performance or misconduct, or it may result from other reasons or circumstances, such as a reduction in headcount, or a personnel problem, or any other situation in which Crossref determines that termination of employment is appropriate.

Exit interview and final pay

We invite you to attend an exit interview, which will give us the opportunity to get feedback about your experience working at Crossref.

Upon termination of employment (whether voluntary or involuntary), employees will receive their final pay in accordance with applicable law. All unused, accrued vacation time will be paid in the final payment.

If your address changes during the calendar year that you have left Crossref, we ask that you let us know, so that your tax information will be sent to the proper address.

EMPLOYMENT POLICIES

Background check policy

The organization conducts background checks for employees who are exposed to sensitive or financial information, including a criminal history check, by using a consumer reporting agency in accordance with any applicable local law. The organization will determine, in its sole discretion, which additional background checks, if any, are appropriate for each position.

Disciplinary procedure

In dealing with issues in conduct and work performance, we strive to be fair and consistent in our treatment of employees. We will take into consideration the nature, seriousness, and impact of the offence when working towards a resolution. In general, disciplinary action may include any or all of the following measures:

Verbal warning(s)
Written warning(s)
Suspension without pay
Termination of employment

This policy does not create or constitute any contractual rights, promises or binding obligations of any kind with respect to the terms and conditions of employment.

These disciplinary measures will not apply in the event of an offence that warrants immediate termination of employment or in other circumstances when Crossref determines, in its sole discretion, that intermediate measures would be inappropriate. The organization, at all times, has the sole discretion to determine the appropriate discipline in every situation.

Managers are required to contact HR prior to issuing disciplinary action.

Reporting workplace injuries

If you are injured on the job, no matter how minor the injury may seem, report the incident immediately to your manager. Consistent with applicable law, failure to report an injury within a reasonable period of time could jeopardize your claim. We ask for your assistance in informing your manager of any condition that could lead to or contribute to an employee accident.

Crossref strictly prohibits retaliation against any employee based solely on a report of a workplace injury or illness.

Workplace violence

Violence or a threat of violence by an employee or anyone else against an employee will not be tolerated. The purpose of this policy is to minimize the potential risk of personal injuries to employees at work. Therefore, any incident involving a threat, or violent behaviour must be reported to a member of the leadership team. Any weapons, firearms, explosives, incendiary devices, or similar materials are not permitted at any time. If you encounter an individual who is threatening immediate harm to an employee or visitor to our office, contact emergency services immediately. Violations of this policy will result in disciplinary action, up to and including termination of employment.

Substance abuse

If you are in need of substance abuse support, Crossref will attempt to assist you through referrals to rehabilitation, a leave of absence or other reasonable accommodation(s) in accordance with applicable law, and/or other measures consistent with our policies, and keep this strictly confidential.

Personnel files

Crossref keeps a personnel file regarding each employee. You may review or obtain a copy of your personnel file by submitting a written request to HR. You will receive a copy of your personnel file, within 5 business days after receipt of the written request.

Employee data privacy policy

There is certain information that we need to collect in regard to your employment at Crossref. We try to keep this to a minimum and are very conscious of your privacy. This policy is to give you information and assurance about what we’re allowed to ask about you, and what we do (and don’t do) with your private personal information.

This Employee Privacy Policy (“Privacy Policy”) explains what types of personal information, also referred to as personal data, or personally identifiable information (PII), we may collect about our employees, job applicants, and candidates and how it may be used.

Although this Privacy Policy is intended to describe the broadest range of our information processing activities, those activities may be more limited in some jurisdictions based on the restrictions of their laws. For example, the laws of a particular country may limit the types of personal information we can collect or the manner in which we process that information. In these instances, we adjust our internal policies and practices to reflect the requirements of local law.

Crossref is a global organization registered in the U.S.

Because we are a global organisation registered in the U.S., we may need to transfer and access personal information from other countries where we operate. This means that personal information may be used, processed, and transferred to the United States and other countries or territories that may not offer the same level of data protection as the country where you reside.

Applicability of Other Privacy Policies

The Crossref website (crossref.org) and some of our services may have separate privacy policies and terms of use that apply. Any of your personal information collected in connection with your use of our website and services is not subject to this Privacy Policy.

Third-party services

In some cases, you may provide personal information to third parties that we work with. This could be, for example, a third-party website where you can apply for a job at Crossref or use services made available to our employees. The use of these third-party websites may have separate terms of use and privacy policies which are not under our control and are not subject to this Privacy Policy. Please contact these third parties if you have any questions about their privacy practices, or if you would like to have them delete your personal information.

What is personal information?

Personal information, also known as personally identifiable information (PII) or personal data, for purposes of this Privacy Policy, means any information that directly and clearly identifies an individual, or can be used in combination with other information to identify an individual.

Some examples of personal information include:

An individual’s name
An individual’s photograph
Social security or national identity/national insurance number
Home address
Home phone number
Personal email address
Date of birth
Passport number

Personal information does not include this information if it is anonymous or if it has been considered de-identified by removing personal identifiers.

What is sensitive personal information?

Sensitive personal information is a subset of personal information that may be more sensitive in nature for the individual concerned.

Some examples of sensitive personal information include:

Race and ethnic information
Sexual orientation
Political/religious beliefs
Financial information
Health or medical information

What personal information do we collect?

We collect and maintain different types of personal information about you in accordance with applicable law. Some examples include:

Name, sex, gender, home address, telephone number, date of birth, marital status, and employee identification number
Residency, work permit status, nationality and passport information
Social security, national insurance, or other taxpayer/government identification number
Payroll information, banking details
Wage and benefit information
Sick time, vacation/paid time off, retirement accounts, pensions, insurance and other benefits information
Information from interviews and phone-screens you may have had, if any
Date of hire, date(s) of promotions(s), work history
Beneficiary and emergency contact information
Forms and information relating to the application for, or in respect of changes to, employee health and welfare benefits; including, short and long term disability, medical and dental insurance care, etc.
Physical limitations
Salary history, development forms, and disciplinary and grievance procedures
The results of criminal background checks (Where permitted by law and applicable)
Information required for us to comply with laws, the requests and directions of law enforcement authorities or court orders (e.g., child support and debt payment information).
Acknowledgements regarding our policies, such as our employee handbooks and confidentiality agreement, ethics and/or conflicts of interest policies
E-mails, correspondence, documents, and other work products and communications created, stored or transmitted using our networks, applications, devices, computers, or communications equipment.
Date of resignation or termination, reason for resignation or termination, information relating to administering termination of employment.
Offer letters/employment contracts
Your resume or CV, cover letter, previous and/or relevant work experience or other experience, education or other information you provide to us in support of an application and/or the application and recruitment process.

How is personal information collected?

Generally, we collect personal information directly from you in situations where you provide personal information (e.g., during the onboarding process, signing up for payroll deposit, enrolling in benefits). However, in some instances, the personal information we collect is based on other information you provide us, through your interactions with HR, or from third parties. When we collect your personal information from third parties, it is either because you have given us permission to do so, your permission was implied, by your actions (e.g., your use of a third-party employee service made available to you by us), or because you provided permission to the third party to provide the personal information to us.

Where permitted or required by applicable law or regulatory requirements, we may collect personal information about you without your knowledge or consent.

How we use the personal information we collect

Crossref may use your personal information:

To manage all aspects of an employee’s employment relationship, including, but not limited to the establishment, maintenance, and termination of employment relationships. Assisting you with obtaining an immigration visa or work permit where required
For use in video conferencing and other electronic communication
To protect the safety and security of our staff, guests, property, and assets (including controlling and facilitating access to and monitoring activity on and in our premises and activity using our computers, devices, networks, communications and other assets and resources).
To investigate and respond to claims against us.
To maintain emergency contact and beneficiary details.
To comply with applicable laws

Sharing personal information

Here are some examples of how your personal information may be shared, including to other third parties, as follows:

When you request information from us or provide your consent to us.
In order to carry out the uses of personal information described above (see, how we use the personal information we collect).
When using or collaborating with third parties in the operation of our business, including in connection with providing many of the benefits and services we offer our employees (e.g., Human Resources Information Systems, Financial Investment service providers and benefits providers). When we share personal information with third parties we require that they use or disclose the personal information only as necessary to provide the requested services to us and in a manner that is consistent with the use and disclosure provisions of this Privacy Policy and applicable law.
Where required by law, by order or requirement of a court, administrative agency, or government tribunal, which includes in response to a lawful request by public authorities, including to meet national security or law enforcement requirements or in response to legal process.
If we determine it is necessary or desirable to comply with the law or to protect or defend our rights or property.
As necessary to protect the rights, privacy, safety, or property of an identifiable person or group or to detect, prevent or otherwise address fraud, security or technical issues, or to protect against harm to the rights, property or safety of Crossref, our users, applicants, candidates, employees or the public or as otherwise required by law.
Where the personal information is public.
To receive advice from our lawyers and other professional advisers.
To professional advisers (e.g. bankers, lawyers, accountants).
Like most international organizations, we have centralized certain aspects of our business operations, including for example, financial, human resources, and information technology administration. This may result in the transfer of personal information from one country to another and amongst our various offices and affiliates. It should be noted that this may or may not include countries where the level of privacy protection and the legal rights of individuals are not considered commensurate with standards of protection in jurisdictions having comprehensive data protection laws, such as the countries of the European Union and Canada.

Access to Personal Information We Collect

You can always ask to see the personal information that we hold about you. If you want to review, verify or correct your personal information, please contact HR.

When requesting access to your personal information, please note that we may request specific information from you so we can confirm your identity and right to access, as well as to search for and provide you with the personal information that we hold about you.

Your right to access the personal information that we hold about you is not absolute. There are instances where applicable law or regulatory requirements allow or require us to refuse to provide some or all of the personal information that we hold about you. In addition, the personal information may have been destroyed, erased or made anonymous. In the event that we cannot provide you with access to your personal information, we will let you know of the reasons why, subject to any legal or regulatory restrictions.

Correction of Collected Personal Information

We make every effort to ensure that your personal information in our possession is accurate. If you think that any personal information about you is incorrect, please let HR know so that we can make any necessary changes.

If your personal information is inaccurate, we will make a reasonable effort to revise it and if necessary inform third parties that were provided with inaccurate information, so that their records may be corrected.

Retention of Collected Information

Except when otherwise permitted or required by applicable law or regulatory requirements, we will keep your personal information only for as long as we believe it is necessary (including for the purpose of meeting any legal, accounting or other reporting requirements) to fulfill the purposes for which the personal information was collected (including, for the purpose of meeting any legal, accounting or other reporting requirements or obligations).

You may request that we delete the personal information that we have on file for you, however, there are instances where applicable law, regulatory requirements or our document retention policy allow or require us to refuse to delete this personal information. If for some reason we cannot delete your personal information, we will let you know of the reasons why, subject to any legal or regulatory restrictions.

Requests to Access, Delete, Correct Information, or Withdrawal of Consent

If you want to access, delete, or correct your personal information, please submit your request in writing to HR. Any request by you to us to delete your personal information may not result in deletion of any information submitted by you to a third-party provider. If you want the third-party to delete any of your personal information, you need to contact them to request such deletion.

In certain circumstances you may have provided express consent for us to use your personal information in a specific way. In certain countries you may have a right to withdraw that consent. Please submit requests to withdraw your consent in writing to HR.

Changes to Privacy Policy

We review this Privacy Policy periodically to ensure it accurately captures all types of data collected or any additional or different processing of such data. We may, therefore, change this Privacy Policy at any time.

Security of Collected Information

We are committed to protecting the security of your personal information collected, and we take reasonable physical, electronic, and administrative safeguards to help protect the information from unauthorized or inappropriate access.

Acceptable Use Policy

This policy applies to all Crossref staff, contractors, advisors, and contracted parties that interact with our computing resources and access company or member data. It specifies requirements related to the use of Crossref computing resources and data by Crossref team members in order to protect our members, staff, contractors, the organization, and other partners from harm caused by both deliberate and unintentional misuse. This policy is meant to outline security guidelines intended to protect Crossref resources and data, not to create restrictions.

It is the responsibility of every member of our community to interact with Crossref computing resources and data in a secure manner. We’ve created the following acceptable use standards policy related to computing resources, organization and member data, mobile and tablet devices, and removable and external media storage devices.

This document is modeled after Gitlab’s acceptable use policy.

Acceptable Use and Security Requirements of Computing Resources at Crossref

Equipment provided to staff to conduct Crossref functions with consideration given for limited personal use and the understanding that work-use should be given the priority. So, for example, if you fill your hard drive with personal movies and music, do not expect Crossref to upgrade your machine or buy you more hard drive space.

Crossref-issued laptops should have hard-drive encryption enabled, strong passwords and/or two-factor authentication (e.g. Touch ID or a 2FA key) turned on.

The security and protection of individual passwords is your responsibility. Therefore, if something is authorised out of a password-protected system the assumption will be that the owner of the password authorized it.

Keep your passwords safe (we support the use of 1Password password manager) and don’t use someone else’s password to log into systems as them.

Our organization uses global electronic communications and resources as routine parts of our activities. It is essential that electronic resources used to perform organizational functions are protected to ensure that these resources are accessible for Crossref’s purposes and operated in a cost-effective manner, that our organization’s reputation is protected, and that we minimize the potential for legal risk.

Staff are responsible for exercising good judgment when using Crossref equipment and accessing Crossref-managed data.

Security and Proprietary Information

All Crossref data is categorized and needs to be handled in accordance with our Data Classification Policy. Computing equipment that connects to any part of the Crossref network, or 3rd party services that are used by Crossref, needs to comply with the applicable standards.

Third-party software, including extensions and add-ons.

Any third-party software (including browser extensions, slack/zoom applications, etc.) can pose a risk to Crossref as it may contain viruses, spyware or adware. You need to confer with the infrastructure team before installing any new third-party software, extensions or add-ons that interact with our tools.

Crossref reserves the right to administer periodic security reviews against any software you install on your machines and to disallow use if they do not meet Crossref’s security and privacy expectations.

Crossref prohibits the use of AI assistants in meetings. Any use of AI tools are subject to approval by the infrastructure team.

Unacceptable Use

Staff and contractors may not use Crossref resources for activities that violate our COC, are illegal, or are prohibited under applicable law, no matter the circumstances.

Unacceptable System and Network Activities

Prohibited system and network activities include, but are not limited to, the following:

Violations of the rights of any person or company protected by copyright, trade secret, patent or other intellectual property, or similar laws or regulations.
Unauthorized copying, distribution, or use of copyrighted material.
Exporting software, technical information, encryption software, or technology in violation of international or national export control laws.
Intentional introduction of malicious programs into Crossref networks or any Crossref-managed computing device.
Intentional misuse of any Crossref-managed computing device or Crossref networks (e.g. for cryptocurrency mining, botnet control, etc.).
Sharing your credentials for any Crossref-managed computer or 3rd party service that Crossref uses with others, or allowing use of your account or a Crossref-managed computer by others. This prohibition does not apply to single-sign-on or similar technologies, the use of which is approved.
Using a Crossref computing asset to procure or transmit material that is in violation of sexual harassment policies or that creates a hostile workplace.
Making fraudulent offers of products, items, or services originating from any Crossref account.
Intentionally accessing data or logging into a computer or account that the team member or contractor is not authorized to access, or disrupting network communication, computer processing, or access.
Executing any form of network monitoring that intercepts data not intended for the team member’s or contractor's computer, except when troubleshooting networking issues for the benefit of Crossref.
Bypassing user authentication or security of any computer host, network, or account used by Crossref.
Tunneling or otherwise bypassing our VPN to access equipment in the cloud.

Unacceptable Email and Communications Activities

Forwarding of confidential Crossref emails or documents to personal external email addresses is prohibited.

Note: Crossref may retrieve messages from archives and servers without prior notice if there is sufficient reason to do so. If deemed necessary, this investigation will be conducted with the knowledge and approval of the Crossref directors.

Return of Crossref-Owned Assets

Crossref-issued laptops can generally be kept by staff upon separation from the organization, but only if:

You have been with Crossref for more than 90 days
The laptop is more than a year old
Your manager confirms you can keep it
You remove all Crossref data and applications from the laptop

Bring-Your-Own-Device (BYOD)

All personal mobile computing devices used to access Crossref-managed data, including but not limited to email and crossref.org, must be passcode-enabled. 2FA will be enforced by the technical team for all employee and contractor crossref.org and Google Workspace accounts. Devices should be running the latest version of the operating system available, and all new patches/updates applied.

Unable to Use Company Laptop

Occasionally you may need to use your own laptop because:

You have not yet received a Crossref laptop.
Your Crossref laptop is unavailable due to loss, theft, or disrepair.

In either case, you should follow the same guidelines to the degree possible.

Mobile Messaging

Most Crossref-related conversations should take place in Slack or in Google Mail.

For video calls, and as a back-up to Slack, we prefer Zoom. Zoom chats are an acceptable alternative to Slack when in a video call. If the conversation is interesting to others or may be needed for a retrospective, consider recording the call.

Use of External Media on Company Assets

Crossref staff are expected to periodically backup their laptops to an external drive using MacOS’s TimeMachine with backup encryption enabled.

Lost or Stolen Procedures

Should a Crossref staff lose a device such as a thumb drive, physical 2FA key, mobile phone, tablet, laptop, etc. that contains their credentials or other Crossref-sensitive data, they should notify their manager and contact a member of the Technical group right away.

Travel

Never check your laptop as baggage, always take it with you on board. Never leave your laptop unattended in public places.

Social media

We encourage you to use good judgment when communicating via social media. Whether you use Company equipment or your own equipment on your own time, if you contribute to social networking websites, internet bulletin boards, blogs, or other webganization’s policy for you to post any information about our members on a blog, bulletin board, social networking website or similar medium.

Similarly, the organization will not tolerate the disclosure of any Confidential Information or Trade Secrets, as defined in and subject to the Protecting Confidential Information policy in this Handbook.

“Social media” includes all means of communicating or posting information or content of any sort on the Internet, including your own or someone else’s web blog, personal website, social networking or affinity website (e.g., Twitter, LinkedIn, Facebook, Snapchat, and Instagram), web bulletin board or a chat room, whether or not associated or affiliated with the organization, as well as any other form of electronic communication.

Because social media activities can impact the organization, the following is a general and non-exhaustive list of guidelines you are expected to follow:

Always be fair and courteous to fellow employees, members, vendors, suppliers or people who work on behalf of Crossref. Also, keep in mind that you are more likely to resolve work-related complaints by speaking directly with your colleagues or by utilizing our “Talk To Us” policy than by posting complaints to a social media outlet. Nevertheless, if you decide to post complaints or criticism, avoid using statements, photographs, video or audio that reasonably could be viewed as not post internal reports, procedures or other internal business-related confidential communications.
If Crossref is a subject of the content you are creating, be clear and open about the fact that you are an employee and make it clear that your views do not represent those of the organization, colleagues, members, vendors, suppliers or people working on behalf of the organization. If you do publish a blog or post online related to the work you do or subjects associated with the organization, make it clear that you are not speaking on behalf of Crossref. It is best to include a disclaimer such as “The postings on this site are my own and do not necessarily reflect the views of Crossref”
Do not use any Crossref email addresses to register on social networks, blogs or other online tools utilized for personal use.

The same principles and guidelines found in Crossref’s employee handbook policies apply to your activities online. Ultimately, you are solely responsible for what you post online. Before creating online content, consider some of the risks and rewards that are involved. Keep in mind that any of your conduct that adversely affects your job performance, the performance of fellow employees or otherwise adversely affects members, vendors, suppliers, people who work on behalf of Crossref or its legitimate business interests may result in disciplinary action up to and including termination. Crossref, in its sole discretion, will determine whether a particular Internet communication violates our policies. Crossref further reserves the right to request that employees edit or remove any communications or posts, in accordance with the organization’s policies and applicable law.

Employees are encouraged to report violations of this policy to HR. Crossref prohibits retaliation against any employee for reporting a possible deviation from this policy or for cooperating in an investigation. Any employee who retaliates against another employee for reporting a possible deviation from this policy or for cooperating in an investigation will be subject to disciplinary action, up to and including immediate termination.

Where applicable, Crossref complies with local laws concerning access to an employees' personal social networking account, including restrictions concerning employer requests for an employees' username and/or password.

This policy is not intended to infringe upon an employee’s right to engage in protected concerted activity under applicable law, including Section 7 of the National Labor Relations Act. Employees have the right to discuss terms and conditions of their employment and mutual work- related concerns.

If you have questions or need further guidance, please contact the Chief Operating Officer or Head of HR.

Employment information and reference policy

All inquiries regarding a current or former employee's position/compensation with Crossref must be sent to HR for confirmation of the dates of employment and title only.

HR will provide salary information to a prospective employer only if an employee provides written authorization for such release of salary information.

If you need a reference for future employment, this will normally be provided by your manager or director. Managers and directors cannot disclose salary information to a prospective employer unless they have confirmed with HR that an employee has provided written authorization for such release of salary information.

To the extent practicable and consistent with Crossref’s operating needs, information about you is not released to individuals outside Crossref without your prior written authorization. If you want Crossref to provide information for a mortgage or other credit application, you should authorize Crossref in writing to release the information. Unless you provide such authorization, Crossref will only provide routine information in response to outside inquiries.

This policy does not prevent Crossref from using employee information in connection with its operating needs or from releasing such information to government agencies and others in appropriate circumstances, as determined by Crossref in its sole discretion.

SUPPLEMENT TO EMPLOYEE HANDBOOK

We manage a global team, and most of our employment policies can be applied equally. However, there are a number of local policies that we must include. As always, local law and your employment contract take precedence over our manual if they are in conflict.

In some cases, like paid family leave or sick time, where our company policy exceeds the local requirement, we have not included the local requirement.

This manual is not a comprehensive review of all applicable labor law.

Read on for some disclosures that relate to where you are based.

US disclosures

Link to US state and Federal labor law posters.