Table of Contents

Welcome to Stellar Virtual 3

Stellar Mission, Vision, Values & Culture 4

Stellar Schools, Philosophy, & Niche 5

Handbook Overview 6

Policy Overview 7-12

Understanding “At-Will” Employment 13

Understanding Compensation 14-15

Understanding Benefits (includes Time Off Plan & Holidays) 16-18

Understanding Leave 19-20

Attendance & Punctuation 21

Data Management Overview 22

Artificial Intelligence (AI) at Stellar Virtual 23

Confidentiality of Information 24-26

Media Communications 27-29

Performance Management Overview 30

Code of Conduct 31-33
Employee Work Environment 34

People Analyzer™ Evaluation 35

Employee Handbook Page 2

Welcome to Stellar Virtual, LLC!

We are thrilled to have you join our team and become a part of our mission and vision to
be committed to delivering a customized educational experience to each and every
student. As a valued member of our organization, you play a crucial role in helping us
achieve our goals and grow as a company.
This employee handbook has been designed to provide you with important information
about our policies, procedures, and expectations. It serves as a guide to help you
understand what it means to work at Stellar Virtual and what you can expect from us as
your employer.
We believe that our employees are our greatest asset, and we are committed to
creating a positive and inclusive work environment where everyone can thrive. Our core
values reflect our commitment to excellence, teamwork, and respect for one another.
As you read through this handbook, please take the time to familiarize yourself with our
policies and procedures. If you have any questions or concerns, please do not hesitate
to reach out to your supervisor or the Human Resources department.

Thank you for choosing to be a part of Stellar Virtual, and we look forward to working
with you to achieve our shared goals!

Sincerely,

Dori Fenenbock
Chief Executive Officer
Stellar Virtual, LLC

Employee Handbook Page 3

About Us
Stellar Virtual is a dynamic and rapidly growing Texas-based virtual company in an emerging
space of innovation in education. Our mission is empowering families and unleashing potential.
We serve parents of K-12 students who are unhappy with their current school or need an
at-home / flexible learning environment. We offer tailored teaching we call uBu! that enhances
the strengths of each unique student. Our School of One approach ensures that we are
responsive and build relationships so that our students and families receive the time and
attention they need. We believe in Education with Destination and provide each child with
foundational skills for future planning.

Our Promise
A high-quality virtual school empowering families with dedicated staff focused on student
outcomes and an exceptional customer experience, our program will enable students to thrive
and unleash their full potential.

Our Mission
"Empowering Families. Unleashing Potential."

Our Values

➤ Kids First, Always!

Our actions, decisions, and behaviors are always grounded by what is best for kids.
➤ Respect
Assume positive intent with our students, families, and colleagues.
➤ Create, Collaborate, and Communicate
Demonstrate the skills we want our students to learn.
➤ Make Your Motion Matter
Prioritize, focus, and support company goals.
➤ Go the Extra Mile
Customer Service is everyone’s job.

Our Culture
Stellar Virtual fosters a creative, respectful, and collaborative culture that puts kids first, works
smart, and always goes the extra mile. We strive to provide an environment for our people built
on the foundations of Identity, Safety, and Trust.

Employee Handbook Page 4

Our Schools
Stellar Virtual is committed to providing parents and students choices to meet their individual
needs and learn at their pace in their preferred learning environment through our full-time online
public schools. We lay the foundation for each extraordinary individual to succeed in college,
career, and life by providing caring and supportive teachers who deliver high-quality, flexible and
engaging learning opportunities.

Supports Grades K-5 Supports Grades 6-12 Supports Grades K-12

https://www.eschoolprep.org/ https://lonestarvirtual.org/ https://www.azvirtual.org/

Our Philosophy
Stellar Virtual includes a framework and processes that will provide students with the foundation
to be college, career, and military-ready. We believe in educating the whole child by helping
students discover their strengths and providing opportunities to maximize their development
both individually and collaboratively. By design, students will be encouraged to collaborate, think
critically, and discover their potential to creatively solve the complex problems they face.

Our Niche
We attract parents of K-12 students, unhappy with their educational options. Today’s world
requires students to engage in a healthy culture where students feel safe to express themselves
while appreciating other people’s viewpoints and experiences. Communication and connectivity
skills are essential for a student to meet their full potential and demonstrate their ability to
compete innovatively. Our schools go beyond the traditional curriculum goals to measure both
content and application of learning in authentic ways.

Employee Handbook Page 5

Handbook Overview
This Handbook is designed to describe and acquaint you with some of the policies, procedures,
and benefits available to you as an employee of Stellar Virtual, LLC (“Stellar Virtual” or “SVS”
or the “Company”). Please read it carefully. The information in this Handbook will assist you in
ensuring that your and the company’s expectations are met throughout your employment.

Although employees are expected to follow all of the company’s policies and practices, including
those outlined in this document, nothing in the Employee Handbook, whether considered alone
or in conjunction with other documents, is to be considered as creating an employment contract,
express or implied, for any specific length of time. Employment with the company is by mutual
assent; that is, employment is at-will.

This handbook is expected to address most situations that result during the course of
employment. However, it is expected that business situations will change over time, and we
cannot anticipate every circumstance that may arise. Employees should use common sense
and their best judgment in dealing with issues not directly addressed within this handbook and
should engage supervisors or Human Resources as appropriate.

Stellar Virtual reserves the right to revise, modify, delete, or add to any and all policies,
procedures, work rules, or benefits stated in this Handbook or any other document. Notice of
changes will be in writing and distributed to all employees so that you will be aware of the new
policies or procedures. No oral statements or representations can in any way change or alter
the provisions of this Handbook.

Nothing in this Handbook is intended to conflict with federal, state, or local law. To the extent
any provision in this Handbook appears inconsistent with any federal, state, or local legal
requirement; those legal requirements will govern and supersede any conflicting terms of this
Handbook. References in this Handbook to “state” or requirement “by law”, means the law of the
state in which the employee works.

Acknowledgment Notice
A separate acknowledgment form will be provided to employees at the time of hire or transition
into a new position that requires formal acknowledgement of this document. This form will be
electronically signed by the employee to formally acknowledge the receipt and understanding of
the information within this handbook. The signed acknowledgment form will be saved under the
employee’s profile under the “Documents” tab in BambooHR.

Employee Handbook Page 6

Policy Overview
At Stellar Virtual, we strive to create a positive and productive work environment where all
employees feel valued, respected, and supported. Our company policies are designed to
promote fairness, consistency, and transparency in all aspects of our operations.
This handbook serves as a guide to help you understand our policies and procedures. It outlines
our expectations for employee conduct, provides information on benefits and compensation,
and explains the process for handling issues that may arise in the workplace.

Equal Employment Opportunity (EEO)

It is Stellar Virtual’ policy that employment decisions are made based on each individual’s merit,
job qualifications, experience, and abilities. Stellar Virtual does not discriminate against any
employee or applicant for employment because of race, color, religion, gender, age, national
origin, disability, military status, or any other basis prohibited by law. Stellar Virtual shall comply
with applicable state and local laws governing nondiscrimination in employment in every
location in which the company has employees and/or operates.
This policy applies to all terms and conditions of employment, including, but not limited to,
recruiting, hiring, placement, promotion, termination, layoff, transfer, leaves of absence,
compensation, and training. Employees should contact Human Resources with questions or
concerns about discrimination.

Harassment, Discrimination, and Retaliation

Stellar Virtual is committed to maintaining a workplace free of discrimination and harassment
based on race, color, religion, age, sex, national origin, disability, status as a veteran, or any
other protected status. Offensive or harassing behavior will not be tolerated. To prevent
harassment and discrimination from occurring, this policy will be communicated to each
employee at the time of hire and annually during required compliance trainings.

Reporting Harrassment/Discrimination
Any employee who feels that he or she has been discriminated against or harassed, or who
witnessed harassment or discrimination, should immediately report the incident to his or her
supervisor, the Human Resources Department, or any other member of management.
Employees, especially managers/supervisors who become aware of any such conduct, are
required to report it to Human Resources immediately.
● If the company determines that harassment or discrimination has occurred in violation of
company policy, effective remedial action will be taken in accordance with the
circumstances involved. Any substantiated charge of harassment or discrimination will
result in disciplinary action, up to and including termination.

Employee Handbook Page 7

Harrassment of Students
Harassment of a student by another student or by a teacher or other staff member is a violation
of school and company policy. This includes (but is not limited to):
● Harassment based on race, national origin, marital status, sex, sexual orientation,
gender identity, religion, or disability.
● Punishable harassment is conduct, including verbal conduct,
○ (1) that creates (or will certainly create) a hostile environment by substantially
interfering with a student's educational benefits, opportunities, or performance, or
with a student's physical or psychological well-being; or
○ (2) that is threatening or seriously intimidating.

Disability Accommodations
Any employee with a condition that affects his/her ability to perform job duties is required to
notify his/her supervisor if any accommodation is required. The company will reasonably
accommodate the known disabilities of applicants and employees to allow them the reasonable
opportunity to perform required job functions. Contact Human Resources with your
accommodation request and provide any necessary documentation to support your request.

Religious Accommodations
At Stellar Virtual, we prioritize inclusivity and respect for diverse religious beliefs. Employees
seeking religious accommodations should submit a written request to their supervisor and
Human Resources, detailing their needs. Upon receiving a request for religious accommodation,
Stellar Virtual will review the request in a timely and confidential manner. We will assess the
request based on its reasonableness, feasibility, and potential impact on business operations.
Accommodations will be approved unless they pose an undue hardship on the company's
operations or create an unreasonable burden. Retaliation against employees exercising their
rights under this policy are strictly prohibited. Employees with questions or concerns regarding
religious accommodations are encouraged to reach out to the Human Resources Department
for assistance. We are committed to addressing any concerns promptly and ensuring that all
employees can practice their religious beliefs in a supportive work environment.

Pregnancy Related Accommodations

Under the PWFA ( Pregnant Workers Fairness Act), employees with Stellar Virtual, LLC, are
entitled to accommodations for a condition related to or affected by pregnancy, childbirth, or a
related medical condition. The condition can be physical or mental.

● Pregnancy-related conditions include, but are not limited to, morning sickness,
gestational diabetes, post-partum depression, and lactation.

Employee Handbook Page 8

Pregnancy-Related Accommodations (Continued)
This law expands on what is already required by the Americans with Disabilities Act (ADA) in
that being entitled to a pregnancy-related accommodation does not require that the employee’s
condition rise to the level of disability. Also, employees are entitled to accommodations even if
they can’t perform their essential job functions temporarily.

Possible accommodations include but aren’t limited to:

● Providing more frequent or longer breaks
● Modifying a food or drink policy
● Providing seating or allowing the employee to sit more frequently if their job requires
standing
● Being off camera for breastfeeding or pumping
● Observing limits on lifting
● Providing job restructuring, light duty, or a modified work schedule
● Employers can’t require an employee to take leave if a reasonable on-the-job
accommodation is available.

Like the ADA, the employer and employee should engage in the interactive process to
determine what reasonable accommodations can be provided. However, if the employer is
willing to grant the employee’s request, the interactive process is not required.

Undue Hardship Exception

Employers don’t have to provide an accommodation if doing so would cause an undue hardship
on the operation of the employer’s business. Undue hardship is defined as “an action requiring
significant difficulty or expense,” the same as under the ADA. This is a high standard for
employers to meet.

Breastfeeding Accommodation Policy

Nursing mothers are allowed reasonable breaks to express breast milk for up to one (1) year
after the birth of their child. Nursing mothers will need to advise their supervisor of the need to
be away from their workstations for such breaks. While nursing mothers may be permitted to
take periodic breaks, they are not allowed to abuse the amount of time spent on these breaks
and could be subject to disciplinary action for doing so.

Employee Handbook Page 9

Employment Classification (FLSA Status)
Individuals who work with Stellar Virtual are classified as regular exempt, regular non-exempt,
independent contractors, or vendors. Regular exempt employees who are designated as
full-time are eligible for benefits. All other classifications are not benefit eligible. See below.
● Regular Status
○ Full-Time (exempt and non-exempt) employes generally work regularly
scheduled hours and days, to meet or exceed thirty (30) hours per week.
■ According to meeting applicable plan or policy requirements, full-time
employees are entitled to participate in all company benefits.
■ See page 15 for guidelines on overtime compensation.
○ Part-Time (non-exempt) employees generally work irregular hours and days,
always less than thirty (30) hours per week, based on an agreed-upon schedule.
■ Part-time employees are not authorized to work outside of normal
business hours, without prior written approval from the direct supervisor.

● Exempt Status
○ Any employee who is paid a fixed salary for all or part of their compensation and
who works in a position of a type excluded or exempted from the overtime pay
and other related provisions of the Fair Labor Standards Act (FLSA) or state law.

● Non-Exempt Status
○ Any employee who qualifies for overtime pay and other related provisions under
the FLSA or state law. This does not include Independent Contractors (1099
workers).

If you are unsure of your classification, please contact Human Resources and a company
representative will review your role.

Employee Handbook Page 10

Scheduling Policy
Stellar Virtual operates year-round between July 1 and June 30 of the following year. The
company operates Monday through Friday, 8:00 am to 5:00 pm, Central Standard Time (CST).
During certain times of the year, or within different time zones, availability needs may change to
accommodate varied work hours or team schedules (i.e., four-day work weeks).
● Exempt (Salary) employees are expected to work 8-hour days, with a one-hour lunch
break, within the specific work hours dependent upon location and curriculum.
○ Teachers will follow the corporate schedule, working through the summer, unlike
traditional school systems.
○ Teachers will receive paid time off with additional paid breaks in lieu of time off
during the summer.
● Non-Exempt (Hourly) employees are expected to work 8-hour days, with a one-hour
lunch break (clocked out), with the ability to flex working hours to meet business needs.
● Part-time employees will work set hours that are dependent upon and pursuant to each
individual’s agreed-upon schedule and will not be eligible for paid time off.
● Independent Contractors will not have set schedules and will be expected to frequently
communicate progress to ensure necessary work is being performed and completed.

Remote Employment at Stellar Virtual

At this time, all employees of Stellar Virtual are fully remote. This could change at the
company’s discretion in the future and employees could be required to work in person at a
designated location. Employees who relocate may not be eligible for continued employment
with Stellar Virtual, based on approved business locations. Approved locations do not apply to
Independent Contractors (1099-SE status). See more details in the Remote Employment - SOP.

Outside Employment (part of Remote Employment)

Full-time employees at Stellar Virtual are not permitted to engage in outside employment during
the company’s regular business hours. Any employment outside of Stellar Virtual’s operating
hours must be expressly approved in writing by the employee’s manager. Furthermore, to
ensure that outside employment does not interfere with an employee’s responsibilities and
obligations, Stellar Virtual has instituted the following:

● All employees who wish to engage in secondary employment, including freelance work,
part-time jobs, consulting, etc., are required to obtain written authorization (at the time of
hire or status change) from the direct supervisor in conjunction with Human Resources.
● Employees who fail to disclose outside employment at the time of hire will be subject to
disciplinary action, including termination of employment from Stellar Virtual.
● Any outside employment that may create a potential conflict of interest with an
employee's assigned duties and responsibilities or that fails to meet the best interest of
the company is not permitted.

Employee Handbook Page 11

Employee Records and Records Retention
Stellar Virtual maintains an electronic personnel file for each employee. Employees may access
or upload personal files through BambooHR during active employment. Once inactive, a request
to Human Resources must be made in writing for copies of any electronic documents stored in
BambooHR. Employees are responsible for keeping personal data updated in BambooHR.
However, the company will cooperate with requests from authorized law enforcement or local,
state, or federal agencies conducting official investigations as otherwise legally required.

Background / Criminal History Reporting

Employees may be subject to a review of their criminal history record information at any time
during employment. National criminal history checks are made at the time of hire. Background
checks are processed through Checkr and can provide information pertaining to an individual’s
criminal, credit, and other applicable legal status as it pertains to employment requirements for
the state in the which the employee resides or performs business activities.

Conflict of Interest
A conflict of interest arises when an employee actively working with Stellar Virtual engages in
activities that may harm the company. This includes any improper use of their position within the
company to pursue personal gain or benefit someone with whom they have a relationship.
Improper use encompasses both illegal actions and behaviors that are deemed unethical or
questionable by a reasonable person. To ensure clarity, some examples are listed below:
● An employee soliciting or demanding gifts or discounts in exchange for initiating or
maintaining a business relationship with a client or vendor.
● An employee favoring a relative's company as a supplier, despite receiving proposals
that do not meet the required standards.
● An employee accepting a second job with a competitor and sharing confidential
company information with said competitor.
● An employee engaging in a second job that interferes with their ability to perform at their
full potential for the company, whether due to scheduling conflicts, exhaustion, or any
other factor.

The perception of conflicts of interest, regardless of accuracy, significantly impacts the

company's reputation. Therefore, employees should strive to avoid situations that give the
appearance of a conflict of interest. Should any questions arise regarding the classification of
certain activities or behaviors as conflicts of interest, employees are encouraged to consult their
manager or the HR department for guidance.

Employee Handbook Page 12

Understanding “At-Will” Employment
At Stellar Virtual, we are always excited to welcome skilled individuals who are passionate about
supporting and educating students. As such, employment will be on an at-will basis, regardless
of status or position. In the event that an employee does choose to leave, we understand and
respect their decision. Similarly, we reserve the right to end the employment relationship at any
time, but we will always do so with the utmost respect and consideration for our employees.

Alteration of “At-Will” Employment Status

Please note that the at-will relationship is a standard practice in the industry, and no one at the
company has the authority to alter this relationship or enter into an agreement for employment
for any specified period of time. Only the Chief Executive Officer (CEO) has the authority to
modify the at-will relationship, and then only in writing specifically addressed to the employee on
this issue and signed by the CEO.

Employment Separation
Stellar Virtual has the right to terminate any employee, at any time, with or without cause, other
than an illegal cause. If at any time it is necessary for an employee to resign from his or her
employment with the company, Stellar Virtual requests at least two weeks’ notice. Once an
employee has submitted his or her resignation, the employee cannot rescind their resignatio,
unless otherwise approved by Human Resources. Any employee who is discharged by Stellar
Virtual shall be paid wages and applicable remaining benefits accrued through the effective date
of the separation, following applicable state law, including final payments were due.

Rehire Eligibility
Stellar Virtual recognizes that there may be situations where rehiring a previously terminated
employee or independent contractor may be beneficial to the organization. A request for rehire
must be made in writing to Human Resources and reviewed before making an offer to determine
rehire eligibility. Terminations for job abandonment or gross misconduct will not be eligible for
rehire under any circumstances.

Employee Handbook Page 13

Understanding Compensation
Employee compensation refers to the total rewards, both financial and non-financial, that an
employee receives in exchange for their work.
● Financial compensation includes salaries, wages, bonuses, and benefits, such as
medical, dental, vision, and life insurance, retirement plans, and paid time off (PTO)
plans.
● Non-financial compensation includes things like work-life balance, job security,
opportunities for career growth and development, and a positive work environment.

Wage Payments
Employees are paid as assigned by the company. Pay periods are semi-monthly (the 15th and
the last business day of the month - see the Payroll Schedule for specific pay dates). When a
pay date falls on a weekend or holiday, funds will be deposited in employees’ banking accounts
either the day before the holiday, or the first business day after the holiday, depending on the
day of the week the holiday falls.

Direct Deposit
All wages, bonuses, and reimbursements will be made as direct deposits. Stellar Virtual does
not provide paper checks as a form of payment. All payroll transactions will occur via direct
deposit and bank account information should be added and maintained in BambooHR.
● Although the process of depositing an employee’s pay directly into specified bank
accounts is usually error-free, occasionally direct deposits are rejected or misdirected for
various reasons.
● Employees are responsible for maintaining direct deposit information in BambooHR.
● Regular payroll is deposited in employees’ accounts on the date specified as the payday.
● Stellar Virtual is not responsible for overdraw situations with any payees.
If an employee closes a bank account for any reason, the employee is responsible for updating
bank information through BambooHR. When funds have already been dispensed, the company
cannot issue replacement funds until funds are received back in the company’s bank account.

Withholding & Wage Deductions

Automatic applicable payroll deductions for federal, state, Medicare, and Social Security taxes
will be deducted from wages. The company also complies with any and all court orders, the
Consumer Credit Protection Act (CCPA), child support orders, and any other applicable laws
regarding the garnishment of wages. Upon receiving such an order, the company will notify the
employee, if required by law, and begin withholding wages.
● Payroll deductions are adjusted automatically for unpaid leave.

Employee Handbook Page 14

Overtime Compensation
The company complies with the Fair Labor Standards Act (“FLSA”) and applicable state laws
regarding overtime compensation. Unless otherwise defined by state law, overtime is calculated
after 40 hours are worked in a week. It is not measured by the day, the pay period, or by the
employee’s regular work schedule. See company regulations below.
● A work week begins at 12:00 a.m. Monday and ends at 11:59 p.m. on Sunday; over-time
must be approved by the Department Leader (VP Only) before it is worked.
● All “Non-Exempt” employees are required to record all time worked within the
designated time-tracking platform (Bamboo HR) under the “Timesheet” tab.
● All time-keeping records, including overtime, must be approved by the employee’s
immediate supervisor; timesheets are automatically sent to the supervisor the day after
the payroll period ends.
● Falsifying timekeeping records will result in disciplinary action, up to and including
termination of employment.
Notice: Employees classified as “Exempt” are not entitled to overtime compensation, including
Independent Contractors, unless otherwise specified by applicable state and federal laws.

Business Travel and Expense Reimbursement

Before any travel expenses are incurred by an employee, the employee’s supervisor must give
approval. For approved travel, employees will be reimbursed for mileage and other travel
expenditures according to the current rate established by the IRS or state law. Employees
should refer to the Business Travel and Expense Reporting policies. See below.
● Expense Reporting Policy
● Business Travel Policy
● Expense Reimbursement Request
● Travel Exception Request

Employee Handbook Page 15

Understanding Benefits
Employee benefits refer to the non-wage compensation and perks provided by an employer to
their employees in addition to their regular salaries or wages. These benefits can include health
and life insurance, retirement plans, paid time off, bonuses, and various other perks.

Benefit Coverage Options

Stellar Virtual provides a wide range of benefits to eligible employees. In addition to medical
insurance, eligible employees can enroll in ancillary coverage options that include life, dental,
vision, disability, and other optional, customized plans.
● Medical Insurance - Blue Cross Blue Shield (Blue Network - PPO, HMO, HDHP)
● Dental Insurance - Lincoln Financial Group (PPO)
● Vision Insurance - Lincoln Financial Group (PPO)
● Life Insurance - Lincoln Financial Group (Flat, $25,000, Employer Paid)
● Disability Insurance - Lincoln Financial Group (Short and Long-Term Options)
● Retirement Planning - Vanguard (401(k) and 403(b) Options)
● Health Savings Account (HSA) - AmeriFlex

Accessing Benefits Information

Use the links below to access the benefits enrollment and management portals.
● Benefits Enrollment Portal (bSwift by Sequoia) - Access Guide
○ https://sequoia.bswift.com (for New Hire Enrollment/Open Enrollment only)

● Benefits Management Portal (PRX by Sequoia) - Access Guide

○ https://login.sequoia.com/ (Employee Self-Service Benefits Management)

Stellar Virtual periodically reviews and modifies its insurance benefits. The company reserves
the right to terminate any insurance benefit without advance notice. In the event an insurance
benefit is added or removed, employees will be informed as soon as administratively possible.

Eligibility
Benefit plans are currently managed by Sequoia for Stellar Virtual. Employees may elect
benefits through bSwift, a state-of-the-art benefits management system, during the initial 30-day
introductory period or during the annual open enrollment period, typically around the end of
June. Benefits during the introductory enrollment period will take effect on the first of the month
following the 30-day enrollment period.
Example: If you start on January 15, your benefits will become active for use on March 1, 2023. Benefits
elected during the introductory enrollment period can only be modified or changed during the proceeding
open enrollment period or in the event of an eligible life event that affects benefit coverage.

Employee Handbook Page 16

Employee Time Off Plans
Stellar Virtual offers two plans to eligible employees that offer paid time starting on the first day
of employment. This benefit starts the moment an eligible employee begins working or
transitions into an eligible role (either new hire or internal transfer/promotion). Time off is tracked
from the moment employment begins (full-time only) and does not carry over year after year.

● Paid Time Off (PTO)

○ Individuals who meet eligibility criteria, will accrue Paid Time Off (PTO) on a
monthly basis during the first year of employment.
○ On the first of each month, eligible employees will accrue 13.34 hours, between
the first month of employment and the 12th month of employment.

● Flexible Time Off (FTO)

○ On the employee’s first anniversary date, a Flexible time off (FTO) plan will
replace the Paid Time Off (PTO) plan.
○ In this plan, hours are not accrued, but instead, provided in a lump sum of 160
hours to use throughout the year at the employee’s discretion.

Time Off Balances

Employees are awarded time off based on the stipulations below. All time off must be requested
and approved before taking any available time. Unplanned absences may be covered by paid or
unpaid time off. Time off requests will not be approved without the available time off balance. In
the event of resignation or termination, time off is not paid out to the employee.

Length Award Hours Award

of Service Rate Awarded Frequency

0 - 12 Months 13.34 Hrs. (Accrued) 160 Hrs. (20 Days) Monthly (on the 1st)

1+ Years 160 Hrs. Annually 20 Days Per Year Annually/Lump Sum

PTO must be used in increments of 2 hours or more at the time requested.

Time Off Approvals

Stellar Virtual highly values a productive and happy work environment. As such, throughout the
year, there may be periods where business needs to supersede time off requests. In these
situations, managers will have the discretion to approve or deny based on business needs
during the time being requested (e.g., school launches, start of the school year, etc.).

See Time Off Policy for specific plan and accrual details.

Employee Handbook Page 17

Company Observed Holidays
Stellar Virtual provides 10 observed, paid holidays to all full-time employees. Observed holidays
are separate from paid time off plans (see page 17) and do not require a time off request. See
the Time Off Plans policy for specific details regarding this aspect of employment.

● Labor Day
● Thanksgiving Day
● Day after Thanksgiving
● Christmas Day (Dec. 25)
● New Year’s Day (Jan. 1)
● Dr. Martin L. King Jr. Day
● President’s Day
● Good Friday
● Memorial Day
● Independence Day (July 4th)

Eligible employees (full-time) must work the day prior to and the day immediately following the
recognized or observed holiday for it to be paid, unless utilizing scheduled, pre-approved time
off. Observed holidays that fall on a Saturday will be observed on the preceding Friday.
Observed holidays that fall on a Sunday will be observed on the proceeding Monday.

Additional Breaks & Holidays for Teachers

For the 2023-2024 school year, teachers will be provided with additional holidays and paid
breaks as reflected on the Academic Calendars for Arizona and Texas. These breaks and
holidays are built into BambooHR for eligible employees (teachers only). However, effective July
1, 2024, Stellar Virtual will realign teachers across the organization, regardless of location, to
follow the corporate holiday schedule. Teachers will actively be engaged in student and
non-student activities between July to June (the organization’s fiscal/academic year) and will
follow the corporate holiday calendar instead of a separate academic calendar.

Rest and Restoration Weeks (Company Closed)

Stellar Virtual ceases all operations for two (2) full weeks each calendar year to allow our
hard-working teams to rest and prepare for the upcoming year and mid-year transitions.
● Week of July 4th (July 1 - 5, 2024; 1 Holiday; 4 Rest Days)
● Week of Christmas (December 23 - 27, 2023; 1 Holiday/4 Rest Days)

Note: Four (4) Rest Days is the equivalent of 32 hours of PTO/FTO. Any closure days that occur
on a company observed holiday or paid break (teachers only) will be paid to all eligible
employees. Otherwise, a paid/unpaid time off plan must be used for the rest days above.

Employee Handbook Page 18

Understanding Leave
Not to be confused with other time off plans, Stellar Virtual offers various types of leave for
employees who are experiencing out-of-the-ordinary circumstances to take time off work.
Common reasons are childbirth, adoption, caring for an ill family member, serious health
conditions or military leave. See below for the different types of leave.

Bereavement Leave
Employees can take up to three (3) days off for bereavement purposes regarding immediate
family members, which includes an employee’s spouse, children, parents, siblings or any
immediate family members. Bereavement leave is unpaid, but employees may use paid time off.
Employees who wish to take leave for loss should submit their request for time off in
BambooHR, after notifying their manager about the need for leave.

Jury & Witness Duty Leave

Employees who are called to serve as a juror/witness will be granted the necessary time off for
such service in accordance with applicable law. If called to serve, advise your supervisor as
soon as possible so that arrangements can be made.
● Employees will need to submit a time off request for a Jury/Witness Duty summons,
along with uploading the summons into BambooHR.
● Jury duty is unpaid and will not be considered hours worked for overtime purposes.
● Employees are expected to report for work whenever the court schedule permits.
● Employees must present documentation of the service to their supervisor upon returning
to work and upload it into BambooHR.

Leave to Vote
Employees are eligible for up to three (3) hours of unpaid time off to vote, subject to state law if
the employee is not able to vote outside of work hours. Leave to vote should be taken at the
beginning or the end of the employee’s work schedule to allow for sufficient time to vote.

Review the Leave of Absence policy for all types of applicable employee leave,
requesting leave, and other options related to leave.

Employee Handbook Page 19

Attendance & Punctuality
Attendance is critical in a remote company because it ensures that employees are actively
engaged and contributing to the success of the business. Unlike in a traditional office setting
where managers can easily monitor employee activity, remote work relies heavily on trust and
accountability. Consistent attendance not only helps to maintain productivity and ensure that
deadlines are met, but also promotes effective communication and collaboration within the
team. See the set expectations for employees below.

● Report to Work in a Timely Manner (i.e., as scheduled/contracted)

● Be Ready to Work (during scheduled times)
● Follow Company Procedures Regarding Attendance/Absences
○ Report or request any leave of absence
○ Enter all absences (before occurrence) in BambooHR for supervisor review and
approval
○ Notify your supervisor or Human Resources in the event of an unexpected or
unplanned absence
● Contact Human Resources for Long-Term Absences
○ Absences that extend beyond five (5) consecutive working days due to a medical
reason must submit documentation from a qualified healthcare provider upon
return to work, confirming the specific dates of the illness and reason.
■ Employee must be cleared for work by a qualified healthcare provider
before returning to regular work.

To ensure the success of our team and the company, we expect all team members to adhere to
our policies on attendance and punctuality. In rare instances where these policies are not
followed, we will take action to address the issue and provide support to ensure that everyone is
successful. Actions may involve disciplinary action, up to and including termination, if warranted.
Our goal is to help each team member reach their full potential and achieve success together.

Job Abandonment
Any individuals, regardless of employment status, who neglect to report to work on time without
communicating with their manager may be subject to corrective action, up to and including
termination. Employees or contractors who fail to report and do not respond to communications
or requests for meetings within three (3) business days will be considered to have voluntarily
ended their employment and will be terminated immediately. Employment is terminated as of the
last date the employee worked. Anyone terminated for job abandonment will not be rehired.

Employee Handbook Page 20

Data Management Overview
For purposes of this Handbook, Stellar Virtual’s “Network” is defined as the company’s shared
Google Drive and Google Workspace that is password protected and secured at all times,
including all data, information, or files transmitted to or from, created by or with, received
through or stored on any of the company’s property (via all electronic/digital platforms).

Company Email Domains

Employee and Independent Contractors are assigned work email accounts through Google, with
the following domains, based on location or department.

● Arizona Virtual Tech Academy: [email protected]

● Texas Virtual Schools: [email protected]
○ This includes only Texas-based members of the Academics team:
■ eSchool Prep Academy (Elementary, K-8)
■ Lone Star Virtual Academy (Secondary, 9-12)
● Stellar Virtual (All Locations): [email protected]

Stellar Virtual may at any time and without notice or the presence of any individual user, access,
and/or monitor any use of its Network and any file or information transmitted from or to, created
by, received by, or stored in any of its Network and/or files. The company may destroy any file or
data it determines is inappropriate for its Network, without notice.
No users should have an expectation of privacy regarding any file or information on the
company’s Network. To the extent provided by Federal, State, and Local laws, users expressly
waive any right of privacy in anything they create, store, send, or receive on the company’s
Network and/or through Stellar Virtual’ company email and chat functions, and phone systems.
While employees will be accessing the company’s Network on their personal electronic
device(s), all documents, data, information, or files transmitted to or from, created by, or with,
received through, or stored on the company’s Network belongs to the company. All confidential
company and student information must remain on the company’s Network. Employees should
never save company or student information on their own personal computer(s), hard drives, or
other electronic devices.
Communication tools are a resource provided to Stellar Virtual employees to enhance the
performance and productivity of the company. The primary purpose of the company’s
communication systems, including Stellar Virtual’ company email and chat functions, project
management, and phone systems is for correspondence relating to the mission of the company.
The hardware, software, and network resources used by the communication systems as well as
the communication correspondence used by employees are owned by the company.

Employee Handbook Page 21

Artificial Intelligence (AI) at Stellar Virtual
Stellar Virtual recognizes the advancements of technology and the impact of Artificial
Intelligence (AI) in the virtual educational space. The use of AI software is acceptable, within the
guidelines outlined below. Stellar Virtual strives to promote responsible and ethical use of such
software while ensuring transparency, privacy, and security across the organization.

● Responsible Use
○ Employees must use generative AI tools and technologies responsibly, adhering
to laws and company policies.
○ Use should align with company values and professional standards.
● Authorized Access
○ Only authorized and trained employees may use generative AI tools.
○ Unauthorized installation or use is strictly prohibited.
● Privacy and Data Protection
○ Employees must respect privacy rights and protect confidential information.
○ Data generated through generative AI should be handled according to company
policies.
○ Employees should never enter a prompt using the real names of our company or
legal entities, employees, families/students, district partners, or other
stakeholders.
● Intellectual Property
○ Employees must not infringe upon others' intellectual property rights using
generative AI.
○ Creations generated using generative AI are company property and should be
cited when used for business purposes.
● Security
○ Employees should prevent security breaches or unauthorized access while using
generative AI. Introducing malware or harmful software is strictly prohibited.
● Transparent Communication
○ External sharing of generative AI outputs should indicate AI involvement.
○ Inform stakeholders of AI involvement if it may impact outcomes.
● Professional Conduct
○ Generative AI should not be used for illegal, malicious, or harmful purposes.
○ Misuse may result in disciplinary actions, including termination.
● Compliance
○ Employees must comply with this policy and report potential violations.
○ Please consult your supervisor or HR for questions or clarifications.

By using generative AI within Stellar Virtual, employees understand the benefits and risks
involved and by acknowledging this handbook, agree to comply with the above statements.

Employee Handbook Page 22

Confidentiality of Information
Information that pertains to Stellar Virtual’ business, including all non-public information
concerning the company, its vendors, and suppliers is strictly confidential and must not be given
to people who are not employed by Stellar Virtual.
If you have access to any confidential information, including private employee information, you
are responsible for acting with integrity. Unauthorized disclosure or inappropriate use of
confidential information will not be tolerated.
Please help protect confidential information by following these precautionary measures:

● Discuss work matters only with other Stellar Virtual employees who have a specific
business reason to know or have access to such information.
● Do not discuss work matters in public places.
● Destroy hard copies of documents containing confidential information that is not filed or
archived.
● Secure confidential information.

Student Information
The Family Educational Rights and Privacy Act (FERPA) is a Federal law that protects the
confidentiality of student education records. FERPA must always be followed. “Education
records” are those records that are related to a student that are maintained by an educational
institution or by a party acting for the institution. The law applies to all schools that receive funds
under an applicable program of the U.S. Department of Education.
● You must not, under any circumstances, release to any person(s) information about a
student, unless your position specifically requires you to do so.
● You must refer any requests for information about a student to your supervisor to ensure
that you do not violate FERPA.
● You must not release student information unless authorized by your supervisor.
● You must avoid acquiring student record information that you do not need to do your job,
nor should you disclose/release information about students that you may have learned
while performing your job. Even a minor disclosure of information may be a violation.
● You must keep the information you receive and/or view confidential. Do not use this
information for any other reason than in the performance of assigned job duties.
● You must not store any student information or other confidential information on your
personal electronic devices. All student information must be stored on the company’s
Network and removed from personal device(s) if stored their previously.
● The department you work in may have additional restrictions on information sharing and/
or additional rules about privacy and confidentiality. (e.g., research results, pending
policy changes, financial information). Be sure to discuss these issues with your
supervisor before you begin working.

Employee Handbook Page 23

Student Information (continued)
Your cooperation is particularly important because of our obligation to protect the security of our
students and our own confidential information. Use sound judgment and good common sense,
but if at any time you are uncertain as to whether you can properly divulge information or
answer questions, please consult a Stellar Virtual administrator.

Company Safeguards
The company safeguards personal employee information to ensure its confidentiality.
Information about an employee’s salary, length of service or performance, medical history, and
other personal information is considered confidential and is maintained in a safe and secured
location and shared only as required with those who are authorized to access such information.
Should an employee become aware of a security breach of their personal information, the
employee should report the incident to any member of management or contact Human
Resources directly with details of the breach.

Conflicts of Interests
The company expects professional conduct from all employees that promotes integrity and
avoids any appearance of impropriety. Employees are required to avoid conduct that creates a
conflict of interest or which may challenge the company’s honesty or reputation or otherwise
embarrass the company.

Definition of Family Members

A “Family Member” is defined as one of the following:
● Spouse or Significant Other;
● Parent/Stepparent; Parent-in-Law(s)
● Child/Step-child;
● Grandparent/Step-Grandparent
● Grandchild/Step-Grandchild;
● Brother/Brother-in-law, Sister/Sister-in-Law;
● Uncle, Aunt, Nephew, Niece, First Cousin(s)

Confirming No Conflict of Interest for Family Members

Prior to an employment offer, an immediate supervisor must confirm that a candidate for
employment or other employment action is not a relative, as defined above, of a company
employee, partner, vendor, customer, stockholder, or other associates of the company.
● Failure to confirm this with Human Resources may result in the delay of the job offer and
possible termination.
● The hiring supervisor is responsible for ensuring policy compliance.

Employee Handbook Page 24

 ● Department leaders are responsible for monitoring changes in employee reporting
relations after the initial hire to ensure compliance with this policy.
● Employees are responsible for immediately reporting any changes to their supervisor.
If any employee, after employment or change in employment, enters into one of the above
relationships, one of the affected individuals must seek a transfer or a change in the reporting
relationship. Such changes must be approved by Human Resources. If a decision cannot be
made by the affected employees within 14 days of reporting, reassignment will be made at the
direction of the department director and Human Resources.

NOTICE: No exception to this policy will be made without the written consent of the Chief
Executive Officer of Stellar Virtual.

Employee Handbook Page 25

Media Communications
Media inquiries, including off-the-record and anonymous statements, pertaining to Stellar Virtual
and related companies and subsidiaries must be handled in accordance with the following
guidelines:
● All media inquiries should be referred to the Chief Executive Officer or the Vice President
of Academics immediately to ensure timely responses.

Electronic Systems & Technology Policy

Staff members are required to use technology resources in the course of their duties. The
company’s goal is to promote educational excellence by facilitating creativity, communication,
and collaboration with the support and supervision of parents and staff.
Proper behavior, as it relates to the use of technology, is no different than proper behavior in all
other aspects of company activities. All users are expected to use technology in a responsible,
ethical, and polite manner.
Access to the company’s Network increases the vulnerability of equipment that is connected to
the Network. For this reason, there are security measures in place to ensure the Network,
including all confidential information, is protected and secure. Anyone who attempts to disable,
defeat, or circumvent any security measures, as well as anyone who violates any of the below
policies, will be subject to disciplinary action up to and including termination.

Computer/Network Responsible and Acceptable Use Policy

The purpose of this policy is to prevent unauthorized access and other unlawful or improper
activities by users online, prevent unauthorized disclosure or access to sensitive or confidential
information, ensure the appropriate use of its technology resources, and comply with the Child
Internet Protection Act. As used in this policy, “user” includes anyone using the technology to
fulfill company duties and responsibilities, including computers, Internet, email, chat rooms,
wireless networks, and other forms of direct electronic communications or equipment funded by
the company. Only current employees and contractors are permitted to use Stellar Virtual’
technology resources and network.
Any activity that compromises the performance of the company's computers and/or network
such that others are negatively affected is not acceptable. Acceptable use is always ethical,
reflects academic honesty, and demonstrates respect for intellectual property, ownership of
data, system security mechanisms, and an individual's rights to privacy and freedom from
intimidation, harassment, and unwarranted annoyance. If any use adversely impacts the
network, the user will be asked to reconfigure his or her work so that network impact is avoided.

Employee Handbook Page 26

Software Licensing Compliance Policy
Software may only be used in compliance with applicable license and purchasing agreements.
You may be required to sign or accept policies when accessing specific third-party systems
digitally. Only authorized copying of files or programs and authorized program utilization are
ethical and legal. We enforce software licensing compliance.

Security Policy
The company’s student and individual data/information stored on the Network must remain
protected against unauthorized access at all times. The company also strives to achieve three
goals necessary for a productive networking environment:

● Availability - ensure that systems, networks, applications, utilities, and data are online
and accessible when authorized users need them for uses and purposes consistent with
the company’s mission and goals.
● Integrity - protect company information, data, or software from improper modification or
access (i.e., virus or unauthorized access).
● Confidentiality - assure that sensitive data is read-only by authorized individuals and is
not disclosed to unauthorized individuals or the public.

Individual Computer Policy

Users are responsible for maintaining security controls on their computer equipment that
connects to the company’s Network. Protect your passwords or passcodes and never share this
confidential information.

To help protect your ID and password, follow the recommendations below:

● Log off or lock computers when not using them.
● Choose passwords wisely and keep them secret.
● Do not aid or allow any unauthorized person to have access to the company network
(Google Workspace) or documents. Employees will be considered to have been the
author of any entry made with the employee’s access code.
● Using someone else's password to access unauthorized services or data is a violation of
this policy, regardless of how the password was obtained. Do not use anyone else's
password.
● Ensure your workstation, when logged on to the network, is reasonably secure in your
absence from your office or work area.
● Do not configure your web browser to remember passwords or form data.

Beware of phishing scams. Do not open attachments or click links from unknown senders.
Exercise caution with email programs that may contain viruses. Report any security breaches to
your manager and Tech Support, [email protected].

Employee Handbook Page 27

Individual Computer Policy (continued)
Student information should never be shared via email. All student information must be shared
within Google Workspace (i.e., use Google Docs and Google Sheets within the Network, not
Gmail). Employees should always be careful what they say. Messages meant to be confidential
can be intercepted during or after transmission, and even deleted messages might be
accessed.
The company may record, access, and/or monitor all company activity and/or work performed
on behalf of the company or in furtherance of the employee’s job duties, including electronic
mail transmissions, regardless of the ownership of the equipment, to ensure appropriate use.
Users consent to monitoring, interception, and disclosure of communications by Stellar Virtual
as necessary to investigate and enforce its Acceptable Use Policy, maintain system integrity, or
comply with legal requests. Users must comply with company requests for communication
records related to company business or legal compliance.

Audio & Video Recording Best Practices

Here at Stellar Virtual, we value transparency and accountability by encouraging our employees
to document important interactions and conversations that occur in the workplace. However, we
also recognize the importance of respecting the privacy of our employees.

In order to maintain a positive and respectful workplace environment, we ask that all employees
obtain the explicit consent of any individuals they wish to record before doing so. This can be
done through a clear verbal agreement or written consent form.

We understand that there may be situations within your professional operations where obtaining
consent is not possible, such as in cases of potential legal or ethical violations. For these
internal situations, we ask that employees use their best judgment and consult with their
manager or HR representative to ensure they are acting in accordance with our organizational
values and policies.

Employee Handbook Page 28

Performance Management Overview
Stellar Virtual promotes a safe and inclusive environment, establishes a culture of integrity and
accountability, enhances communication and collaboration, improves the reputation of the
organization, and seeks to resolve conflicts and address issues in a timely manner.

Three-Strike Rule
The three-strike rule in performance management is a framework that sets a specific number of
chances, or "strikes," for an employee to improve their performance before facing disciplinary
action, up to and including termination.
Under this rule, an employee may receive a verbal warning, followed by a written warning, and
then a final warning before being terminated if their performance does not meet the required
standards. Each "strike" typically has a specific timeframe for improvement and is documented
in the employee's personnel file.
The three-strike rule is designed to provide employees with a clear understanding of the
expectations for their performance, and to give them a fair opportunity to improve before facing
serious consequences. However, the specific number of strikes and the associated disciplinary
actions may vary depending on the organization's policies and the severity of the performance
issues.
● Coaching & Counseling Session (First Strike)
● Written Warning & Formal Discussion (Second Strike)
● Employment Transitions Out/Termination (Third Strike)

Stellar Virtual reserves the right to terminate any at-will employee at any time for any reason
(except an illegal one) or for no reason and reserves the right to immediately suspend, with or
without pay, any employee pending an investigation of alleged misconduct.

Suspension & Termination

Depending on the severity of the conduct or failure to appropriately address behavior, a
suspension may be issued. Suspensions are unpaid and the use of PTO is not allowed during a
suspension. Suspensions may include other forms of discipline/corrective action. Also, an
employee will be terminated when the employee engages in conduct that justifies termination or
does not correct the matter that resulted in less severe discipline.

Employee Handbook Page 29

Code of Conduct
Stellar Virtual promotes positive actions, attitudes, and values for all employees in the
workplace. See the below guidelines regarding employee behavior both within and outside of
the organization, applicable to interactions with students and employees.

Interactions with Students

Student interactions must always be kept professional. It is inappropriate to use email, text
messages, instant messages, or use social media sites to discuss matters that do not pertain to
school-related activities with students. Romantic or inappropriate social relationships between
students and company employees are strictly prohibited and are grounds for termination. Only
Employees who have completed a background check are permitted to have direct contact with
students. Employees who suspect a student may have experienced prohibited activity or
harassment are obligated to report their concerns to appropriate officials. As required by law,
suspected child abuse or neglect must be reported to authorities within 48 hours of the event
that led to the suspicion.

Social Media & Online Presence Guidelines

● Personal Responsibility: Employees are personally responsible for all comments
and/or information they publish throughout social media, including but not limited to all
professional social media platforms, such as LinkedIn, Indeed, Glassdoor, etc.
● Be Professional: Behavior must follow company guidelines.
● Check Disclaimers/Disclosures: Do not use photos or videos taken of work without
permission/consent of those present and identifiable in the content.
● Be Transparent: Do not misrepresent yourself or the company.

Arrests and Convictions

Employees must notify the Human Resources Director within three calendar days of any arrest,
indictment, conviction, no contest or guilty pleas, or other adjudication of any felony, and/or
offenses. Failure to notify the appropriate individuals or departments may result in further
investigation and could lead to termination based on the severity of the situation.

Virtual Meeting Guidelines for Employees

Virtual employee guidelines are essential for organizations that have employees working
remotely or from home. These guidelines provide a clear framework for behavior and
expectations for remote workers, ensuring they are aligned with the company’s code of conduct.
● Create & Follow an Agenda
○ The organizer of the meeting is responsible for knowing and understanding the
purpose of the meeting.

Employee Handbook Page 30

 ○ An agenda should be created according to the items to be discussed during the
meeting. It should be sequential and include time frames for each topic of
discussion.
○ Share the agenda prior to the meeting if possible, by attaching it to the invite. If it
is not possible to share it before the meeting, then share it at the beginning of the
meeting.
● Begin & End Meetings Timely
○ Time is a priceless resource. Remember to be mindful of everyone’s time. Start
meetings promptly and end on time.
● Establish, Define, and Assign Roles
○ It is recommended that roles be assigned to foster efficiency and effectiveness. If
roles will be utilized, list them on the agenda. These roles should be standard for
each meeting. This will help attendees know what to expect each time. No more
than 3 to 4 roles should be used. At the beginning of the meeting, allow
attendees to select roles or assign them.
■ Examples:
● Facilitator- overall management of the meeting (agenda, topics,
discussion).
● Timekeeper- keeps time and aids the facilitator in time
management.
● Recorder/Scribe - records notes and ensures that everyone has
access to the information.
● Dress Appropriately (in all situations, virtual or in-person)
○ Make time to dress according to the company’s expectations.
○ Business casual and biz-leisure are acceptable.
○ Avoid hats, tight or revealing necklines, sheer, dirty, or wrinkled fabrics, t-shirts
with text written on them, and evening attire (eg. Leather, glittery, excessive
makeup, and jewelry). The best part of getting ready while working remotely is
that it allows you time to get in the right mindset to be productive.
● Be aware of your surroundings.
○ Users should be sensitive to the public nature of the shared computing facilities
and refrain from transmitting to others in any location inappropriate images,
sounds, or messages which might reasonably create an atmosphere of
discomfort or be considered harassing.
○ Your coworkers will have a difficult time hearing your ideas or taking you
seriously when your background is distracting.
○ Make sure your background is work-appropriate.
● Ensure that you have sufficient lighting.
○ The video function must be turned on. Make sure you are in a well-lit room. For
the best results, use natural light when possible.

Employee Handbook Page 31

 ■ When the lighting source is behind you, it can cast a shadow and make
you appear dark.
○ Your light source should be in front of you. Adjust your work setup so that you
face a window or are exposed to plenty of light.
● Mute your microphone when you’re not talking.
○ There’s nothing more frustrating than hearing the echo noise from conflicting
microphones.
○ Join the meeting while on mute. Muting your microphone when you’re not
speaking minimizes distractions.
○ Utilize a quality headset.
● Speak up.
○ When you enter a small meeting (around two to five people) announce yourself
when you join. It can be awkward to hear the “someone-just-joined” ding followed
by silence. When you hop on the meeting, introduce yourself and say hi – just
make sure not to interrupt someone mid-sentence. When you are called on to
speak, speak clearly so that all attendees can hear you.
● No food allowed.
○ Try to eat a snack before your virtual meeting. Not only is it distracting to others,
but you also will not be able to fully focus on the task at hand.
● Stay seated and stay present.
○ It may be tempting to check your inbox or carry on a side conversation during a
dull moment in a meeting, but don’t do it!
○ You might miss out on key information or an opportunity to give input. If you’re
using your webcam, use attentive body language: sit up straight, don’t make big
extraneous movements, and don’t let your eyes wander too much.

Appropriate Dress in the Workplace

At Stellar Virtual, we believe in maintaining a professional and respectful work environment,
whether our employees are working virtually or in person. To ensure consistency and a cohesive
company image, all employees are expected to present themselves in business casual or
professional attire, regardless of their work location.

Employee Handbook Page 32

Employee Work Environment
As a completely virtual company, Stellar Virtual promotes our employees' well-being and
productivity, especially in the home office environment. Our goal is to recognize everyone’s
ability to establish a safe and conducive workspace.

Importance of Safety
Safety remains our top priority, even in remote work settings. As a remote associate, you are
responsible for maintaining a safe, healthy, and secure workspace while operating in a virtual
capacity. As such, Stellar Virtual carries no liability for any injuries sustained as a result of
non-compliance with the below safety items.

● Workspace is away from noise, distractions, and is devoted to your work needs.
● Workspace accommodates workstation, equipment, and related material.
● Floors are clear and free from hazards (i.e., cords, rugs, furniture, etc.).
● Electrical cords are secured under a desk/along wall and away from heat sources.
● Temperature, ventilation, and lightning are adequate.
● Carpets are well secured to the floor and free of frayed or worn seams.
● You have a clear evacuation plan in the event of a fire or natural disaster.
● A home multi-use fire extinguisher (that you know how to use) is readily available.
● Walkways, aisles, and doorways re unobstructed.
● Your workspace is clean and free of flammable liquids or toxic chemicals.
● All radiators and portable heaters are located away from combustible items.
● Sufficient electrical outlets are accessible to you for the purposes of connecting
work-related equipment, such as computers, printers, and scanners.
● Electrical equipment is properly connected to adequate surge protectors.
● All electrical plugs, cords, outlets, and panels are in good working condition with no
exposed or damaged wiring.
● Equipment is placed in areas that are close enough to power outlets to prevent the use
of extension cords or cable extendors.
● Power strips are not daisy-chained and no permanent extension cords are in use.
● The workspace is secure and not accessible by people outside of the company.
● If applicable, install and implement virus and malware prevention software with settings
to run on a regular basis.

Office Equipment
Stellar Virtual is a completely virtual, cloud-based organization. As such, we trust that all
employees are able to create a comfortable and productive workspace. As such, employees are
required to provide their own office equipment. Employees of Stellar Virtual are also not
compensated or reimbursed for their personal office setup and/or equipment unless otherwise
required by state law.

Employee Handbook Page 33

People Analyzer™ (Performance Evaluation)
The People Analyzer is a tool used by Stellar Virtual to evaluate team members and determine if
they are the right fit for their roles. EOS is a business management system that provides a
comprehensive framework for entrepreneurial businesses to help them achieve their vision,
become more organized, and more efficient.
By using the People Analyzer, Stellar Virtual can ensure that team members have aligned with
the company's culture and vision and that each person is in a role that matches their skills and
abilities. This can help to improve employee engagement, increase productivity, and drive
business success.

Quarterly Evaluation Process

Each quarter, full-time employees participate in a review process, in collaboration with the
manager, manager’s manager, and human resources. In an effort to ensure a smooth
evaluation, review the People Analyzer instructions and review schedule below.

Review Platform
The People Analyzer is completed electronically through BambooHR, each quarter. Employees
who qualify (full-time only) will receive the evaluation in BambooHR for the previous quarter
within the first few weeks of the proceeding quarter.

Steps to the People Analyzer

Here are the steps in the People Analyzer Evaluation process.

1. Self-Evaluation - Completed by the Employee

2. Collaborative Benchmarking Meeting - Completed with Employee & Manager
3. Manager Evaluation - Completed by the Manager
4. Final Review & Signature - Completed by the Manager’s Manager & Human Resources

People Analyzer Resources

● People Analyzer - Standard Operating Procedure (SOP)

● People Analyzer Instructions
● People Analyzer Quarterly Review Schedule

Employee Handbook Page 34