Employee Handbook

Edelweiss Lodge and Resort: U.S. Staff Handbook

Edelweiss Lodge and Resort STAFF HANDBOOK FOR U.S. EMPLOYEES Fourth Edition

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TABLE OF CONTENTS SECTION ONE Welcome to the Edelweiss Lodge and Resort page ii SECTION TWO Benefits and Obligations page 2 SECTION THREE Staff Housing page 12 SECTION FOUR Employee Conduct page 16 SECTION FIVE Employee Safety and Security page 26 SECTION SIX You and Your Supervisor page 34

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TO YOU - OUR MOST VALUABLE RESOURCE Welcome To Edelweiss Lodge And Resort

Congratulations on your appointment! You have been selected through a competitive process as one of the most qualified people who applied for the position. You can be proud of your achievement.

This handbook is designed to provide information about the conditions of your employment while working at Edelweiss Lodge and Resort. You need to read this book and be familiar with the information contained within. It was written to help you by explaining the responsibilities and benefits you have as an Edelweiss Lodge and Resort employee. If you have questions about any specific condition of your employment, please don’t hesitate to ask your supervisor, or consult the Human Resources Office.

I hope that you take advantage of your stay with us and explore the wealth of history and culture that can be found throughout Europe.

We provide a wonderful base in the heart of Europe which allows you to experience so many different cultures and societies - you can broaden your horizons invaluably during your stay with us. Edelweiss Lodge and Resort and military community programs offer a variety of tours and lectures to ensure that you maximize your European experience. I encourage you to participate in an education that will last a lifetime!

As you carry out your duties as a member of the Edelweiss Lodge and Resort team, take pride in the service you provide to our very special guests. Our guests - the Service Members of the world’s finest Defense Force and their families - deserve the very best we have to offer!

I look forward to working with you, as we, together, are ready to serve!

Clesson D. Allman General Manager Edelweiss Lodge and Resort

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iii MISSION STATEMENT Armed Forces Recreation Centers exist to provide rest, relaxation, recreation and sustainment for military personnel, their families, and other members of the Total Defense Force. AFRC’s support readiness, retention, and quality of life. They will be prepared to assume contingency missions in support of mobilization or combat operations.

PURPOSE STATEMENT Edelweiss Lodge and Resort promises to provide and maintain high quality service and products that create pleasure for our guests in a fun filled environment while earning a fair profit to be reinvested in the future of our organization.

EDELWEISS LODGE AND RESORT VISION

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BENEFITS AND OBLIGATIONS 01.

Official Personnel Folder 02.

Notification of Personnel Action 03.

Logistical Support 04.

Background Checks 05.

Effective Date of Employment 06.

Position / Pay Plan / Series / Job Description 07.

Within-Grade Increase 08.

Employment Category 09.

Cost of Living Allowance 10.

Probationary Period 11.

Annual Performance Rating 12. Retirement 13.

401K Plan 14.

Medical Insurance 15.

Workers Compensation 16.

Annual Leave 17.

Sick Leave 18.

Home and Emergency Leave 19.

Maternity and Paternity Leave 20.

Meal Periods and Break Times 21.

Night Differential 22.

Shift Differential 23.

Holiday Pay / Sunday Pay / Overtime 24.

Compensatory Time (Comp Time) 25.

Leave and Earnings Statement 26.

Pay Day 27.

Banking / Direct Deposit 28.

Resignation Procedures 29.

Out Processing Procedures 30.

Care Programs

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Your Benefits and Obligations

It is important to remember that even as an American Citizen working for the Department of Defense in Europe you are subject to the jurisdiction of German law. The Status of Forces Agreement does not offer you any immunity whatsoever.

Edelweiss Lodge and Resort is a US Government Non-Appropriated Fund (NAF) activity. This means that the costs of our operation are mainly funded by the revenue that we generate ourselves.

Edelweiss Lodge and Resort operates in accordance with Army Regulation 215-3. In addition, our organization has developed local Standard Operating Procedures (SOP) to enhance and/or clarify AR 215-3. Any questions you have regarding our regulations and procedures may be directed to your supervisor or the Human Resources Office (HRO).

The following information is important for all US employees of Edelweiss Lodge and Resort. A briefing and brochures about your benefits will be given during orientation, and this chapter may be used as a reference during your employment with us. Any questions regarding your benefits or obligations may be directed to the HRO. 01. Official Personnel Folder All documents pertaining to your employment with the US Government will be contained in your Official Personnel Folder (OPF) in the HRO. You may review your folder by making an appointment with the HRO. You may not take your folder from the office and you can only review it in the presence of a HRO representative.

02. Notification of Personnel Action - DA Form 3434 This form is used as official notification that a personnel action (i.e. hiring, promotion, pay adjustment, etc.) has occurred. In addition to indicating your appointment, the form also contains your official job title, rate of pay, etc. A DA Form 3434 is generated for each position and pay change. HRO will provide you with a copy of the action when it occurs.

03. Logistical Support Part of the logistical support that you will receive includes a government ID Card and Ration Card, entitling you to use US government facilities throughout Europe. These cards will be issued to you during orientation. They must be returned upon termination of your employment with Edelweiss Lodge and Resort.

Working for the US Government in Germany, you are subject to the Status of Forces Agreement (SOFA). You will be issued a SOFA card during orientation, which must be kept with your passport. The SOFA offers you tax free status in Germany, covering your period of residence and employment here.

04. Background Checks Every government employee is required to have a background check (National Agency Check with Inquiries). This background check is mandatory prior to arrival in Germany. If the background check is not complete prior to arrival, incomplete investigations may affect your employment status with Edelweiss Lodge and Resort. A more extensive child care background check may be requested according to the requirements of some positions working with children.

05. Effective Date of Employment The effective date of employment is not always the first day you actually start work.

Employees who are part of our 15-month hire program (limited tenure appointments) are considered to have started work the day they began their travel to Edelweiss Lodge and Resort. Through the submission of a Travel Voucher, you will be paid for your travel time to Europe. All other receipts (i.e.: physical examination receipt) should be submitted with the voucher. Reimbursement takes about two weeks.

06. Position / Pay Plan / Series / Job Description A copy of your job description with the above information is provided during orientation. This information is kept in your OPF. Your pay depends upon your position, as stated on the DA form 3434.

Edelweiss Lodge and Resort operates under the Non-Appropriate Funds (NAF) system with 2 different pay schedules: Crafts and Trades (NA,NL, NS) and NAF Pay Band (NF). NA refers to a worker pay schedule, NL refers to a leader pay schedule, and NS refers to supervisory pay schedule. These wage schedules are set at a given amount and the employee must complete both time and shifts in the position to receive a step increase. The pay band (NF) schedule has a range of pay with a minimum and maximum rate, and the amount of pay for the position can fall anywhere between the band.

07. Within-Grade Increase Employees with NA, NL and NS pay schedules are entitled to within-grade increases from steps 1-5. The second step becomes effective once the working period for the increase has been completed (usually after 6 months).

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08. Employment Category Edelweiss Lodge and Resort has 5 main employment categories: RFT: Regular Full Time - you are guaranteed 40 hours pre week or 80 hours every pay period.

RFL: Regular Full Time Limited Tenure – you are guaranteed 40 hours per week or 80 hours every pay period, and have a not-to-exceed date on your appointment (usually 15 months).

RPT: Regular Part Time - you are guaranteed 20 hours per week. You may be required to work up to 39 hours a week.

RPL: Regular Part Time Limited Tenure - you are guaranteed 20 hours per week.

You may be required to work up to 39 hours a week and have a not-to-exceed date on your appointment (usually 15 months).

Flex: Flexible positions usually do not have any guaranteed hours per week (on call). This is usually a temporary position and management may release you with a 7-day notice period.

change your medical or retirement plans during a designated period every two years.

This is called Open Season. HRO will announce the designated period in advance. It is not possible to change your plan outside this period. Special circumstances (childbirth; marriage; death) may be considered.

09. Cost of Living Allowance (COLA) All RFT employees are entitled to Cost of Living Allowance (COLA). This payment is linked directly to the fluctuating rate of the USD to the Euro.

10. Probationary Period The probationary period for all RFT employees and supervisory positions is one year. During your probationary period, your supervisor will observe your on-thejob performance and conduct, and will counsel you periodically so that you will understand ‘how you are doing’. If your performance or conduct is judged to be unsuitable, your supervisor may find it necessary to terminate your employment.

Limited Tenure (LT) positions have no probationary period.

11. Annual Performance Rating RFT employees must receive a yearly rating from their supervisor. Performance requirements of positions are communicated by supervisors to employees via accomplishment of a performance plan which includes written performance standards.

Performance awards (cash awards, honorary awards and pay adjustments) may be recommended for employees in conjunction with the performance appraisal. The Performance Appraisal Program for Non Appropriated Fund Employees is administered in accordance with the provisions of AR 215-3, Chapter 6. Based on this regulation, LT employees are not required to receive this rating.

12. Retirement NAF offers a retirement plan which is now mandatory for the first 6 months of employment and is separate from the 401K plan. There will be an opportunity to

13. 401K This government savings plan is available to all regular employees. You can sign up for this savings plan at any time during your employment. In some instances, you may be able to carry the same 401K plan into your next employment. You can commit up to 75% of your pay into this plan. Sign up for the 401K plan at the HRO. 14. Medical Insurance All Edelweiss Lodge and Resort employees on a regular appointment are required to have their own personal insurance that covers them overseas, or they must sign up for the DoD NAF health plan. The cost for this insurance will be deducted from each employee’s paycheck.

15. Workers’s Compensation If you get injured on the job, you must report it to your supervisor immediately. To cover any medical expenses or lost time, you must complete the necessary paperwork which is available either from your supervisor or the Security Office. In order for claims to be filed, your supervisor must submit your paperwork to the HRO. 16. Annual Leave All Edelweiss Lodge and Resort employees on a regular appointment will earn annual and sick leave. Annual leave is accrued at 5% of your non-overtime working hours. Your leave balance is shown on your Leave and Earnings Statement (LES). You may use this leave as it is accrued, subject to the approval of your supervisor. Any unused Annual Leave will be paid out at the end of your employment.

17. Sick Leave Sick leave is also accrued at 5% of your non-overtime working hours. It is intended for use only when you cannot report for scheduled duty due to illness. You may use this leave as it is accrued, subject to the approval of your supervisor. In the event of illness where there is no sick leave or annual leave, you will be put on a leave without pay (LWOP) status. LWOP is granted only under certain circumstances at the discretion of the approving supervisor. Misuse of sick leave will be viewed as misconduct and may affect your employment status with Edelweiss Lodge and Resort. Supervisors may request a sick note from your doctor to excuse you from work at any time.

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18. Home and Emergency Leave Home Leave and Emergency leave (for family-related emergencies) are not separate leave categories. You must use annual or sick leave and it must be approved by your supervisor. HRO will assist employees in emergency situations.

Sunday Pay All regular NF employees as well as all regularly scheduled NA, NL, NS employees, are entitled to 25 % increase in their hourly pay. Sunday pay may not exceed 8 hours, in which case overtime is paid.

19. Maternity and Paternity Leave Maternity Leave and Paternity Leave are authorized for all regular employees, but are not separate leave categories. The Family and Medical Leave Act applies to all employees and authorizes up to 12 weeks of leave when applicable. Options should be discussed with your supervisor and HRO.

Overtime All NF employees must get prior approval from their supervisor before working overtime. When work for a pay period exceeds 80 hours, the hours in excess will be paid at time-and-a-half. NA, NL and NS employees will be paid overtime once they work over 8 hours in one day, or over 40 hours in a week. This is paid at time-and-a-half.

20. Meal Periods and Break Times Employees working more than 6 hours in any workday are entitled to a meal period.

The meal period will be no less than 30 minutes, and no more than one hour.

Supervisors in each department will set the meal periods according to the requirements of the shift. Special working conditions (for example, Front Desk duty) may require an on-the-job meal, not to exceed 20 minutes. This period will be considered duty time, and paid as such.

24. Compensatory Time (Comp Time) NF, NA, NL and NS employees may receive comp time if the employee requests it and the supervisor approves it in advance.

21. Night Differential This applies only to NF employees. When an NF employee works between the hours of 1800 and 0600 of the next day, they are entitled to a 10% increase in their hourly pay.

22. Shift Differential This applies to NA, NL and NS employees. Edelweiss Lodge and Resort recognizes 3 main shifts in the working day: Shift 1: 0800 - 1500; Shift 2: 1500 - 2300; and Shift 3: 2300 - 0800. First shift receives regular pay; Second shift receives 7.5% increase of their hourly pay provided that the majority of regularly scheduled hours fall in the second shift; Third shift receives 10% increase in hourly pay if the above conditions are met.

Differential payments will appear on the pay voucher, and it is up to employees to check that it has been paid out correctly. If discrepancies are noted, please contact your supervisor immediately.

23. Holiday Pay / Sunday Pay / Overtime Holiday Pay All regular employees are entitled to Holiday pay if they work on the holiday. This is paid as double time. Should an office or facility close on a holiday, employees will receive normal pay. If you are a NA, NL, NS employee with a regular schedule, you will be entitled to holiday leave if the holiday falls within your basic work week.

25. Leave and Earnings Statement (LES) This form documents your pay, your deductions and your annual/sick leave balances.

It is your responsibility to ensure that you review this biweekly statement, and ensure that your pay is correct. If discrepancies are noted, please contact your supervisor immediately. This form is mailed directly to your post office box. You can sign up for “My Pay� (paperless option) and you can view your LES online.

26. Pay Day Employees will be paid every two weeks, usually on Monday. For new employees, the first paycheck could take 4-6 weeks (or two full pay periods) to arrive.

27. Banking/Direct Deposit As an overseas government employee, you are entitled to use all Military Community Banks/Credit Unions throughout Europe. Employees are required to have their pay deposited directly into their bank account. Bank Accounts will be opened during orientation, and the bank will process the Direct Deposit form. You can have your paycheck deposited in any American bank of your choice. However, unnecessary costs will be incurred using State side banks (i.e. for use of ATM etc.).

28. Resignation Procedures HRO requests a two-week notice period prior to resignation. A forwarding address is required to receive your W-2 form and any other documents at the end of the year.

29. Out-Processing Procedures Edelweiss Lodge and Resort employees must complete all out-processing procedures before departing. An out-processing package is available from HRO. It is the employ-

Edelweiss Lodge and Resort: U.S. Staff Handbook Edelweiss Lodge and Resort: U.S. Staff Handbook ees’ responsibility to ensure that they have cleared the entire military community (bank accounts must be settled; library books must be returned; post office boxes must be closed; etc.) Failing to clear properly can negatively affect future government employment. Employees will be barred from visiting all Edelweiss Lodge and Resort housing for one year after resignation. Your ID card, SOFA card, ration card, and room key must be personally returned to the Security Office - do not give these cards to any other office.

30. Care Programs Staff Salute Join fellow employees on the first Thursday of every month in Market Station Restaurant at 1430 hrs. Celebrate employees, birthdays, farewells, special awards, and Employee of the Month. Everyone is invited to attend!

Employee of the Month Each Employee of the Month nominee will receive a certificate and recognition at the Staff Salute. The winner will receive tickets to Pullman Place, Market Station/Zuggy’s Base Camp and Kramer Cantina, and will also be nominated for Employee of the Year.

You’ve Been Caught Doing Something Good A coin is given to an employee who was “caught” doing something good for a guest, for another employee, or perhaps for the good of the organization. Employees then participate in a raffle to win Pullman Place tickets. A lapel pin to wear on their uniform is given at the Staff Salute Ceremony.

We Care That You Care Luncheon This invitational luncheon is held on the second Thursday of each month in Pullman Place from 1300-1500 hrs. An opportunity for employees to dine with the General Manager, they can get to know one another while sharing what they do at Edelweiss and discussing areas of concern and improvement for guests and employees alike.

Bright Ideas Do you have any “Bright Ideas” that would make the Edelweiss Lodge and Resort experience a better one for our guests? Do you have an idea that would make your job easier or more efficient, or your work space more pleasant? Submit Bright Ideas to BrightIdeas@EdelweissLodgeandResort.com or via the Bright Ideas box by Security.

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STAFF HOUSING The Edelweiss Lodge and Resort Staff Housing Area provides housing exclusively to U.S.Limited Tenure (LT) employees of Edelweiss Lodge and Resort. Dorm style accommodations are provided with communal kitchens and laundry facilities.

The resident is only authorized housing during the term of his/her employment.

During orientation, the resident will sign the housing agreement that obligates the employee to adhere to the housing policy. The employee will also sign a hand-receipt for items provided by Edelweiss Lodge and Resort. Occupants will be liable for reimbursement and are equally responsible for missing or damaged items.

Residents are responsible for adhering to the following policy and procedures stated in the Housing Policy: 1. Standards of Conduct 2. Housing Restrictions 3. Maintenance and Cleanliness 4. Employee Use of Hotel Space 5. Visitors and Guests 6. Housing Violations 7. Resident Advisor role and responsibilities.

8. Termination of Housing 9. Out-Processing Housing is a privilege and may be revoked if an employee does not comply with the housing rules. A copy of the Housing Policy is given to each new resident during orientation; questions about the policy can be directed to Resident Services.

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EMPLOYEE CONDUCT Ethics Standards of Behavior Standards of Appearance HUMAN RESOURCES VISION FOR ALL EMPLOYEES Respect, Appreciation and Care!

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Ethics

Rules of Ethical Conduct

All Edelweiss Lodge and Resort employees are subject to the Joint Ethics Regulation (JER) (DOD Directive 550. 7, “Standards of Conduct,” August 30, 1993). When making decisions as part of our official duties, the primary ethical values are honesty, integrity, loyalty, accountability, fairness, caring, respect, promise keeping, responsible citizenship and the pursuit of excellence. Topics covered by the JER are gifts, travel benefits, conflicts of interest, financial disclosure reports, outside employment and post employment restrictions. Questions about acceptable/prohibited activities should be discussed with your supervisor or the HRO. Training will be conducted periodically and attendance is mandatory.

01. Public service is a public trust, requiring employees to place loyalty to the Constitution, the laws, and ethical principles above private gain.

02. Employees shall not hold financial interests that conflict with the conscientious performance of duty, or use of public office for private gain.

03. Employees shall not engage in financial transactions using non-public government information or allow the improper use of such information to further any private interest.

04. An employee shall not solicit or accept any gift or other item of monetary value from any person, doing business with, or conducting activities regulated by the employee’s agency.

05. Employees shall perform their duties in the best possible manner at all times.

06. Employees shall act impartially; they shall not give preferential treatment to any private organization or individual.

08. Employees shall protect and conserve federal property and shall not use it for other than authorized activities.

09. Employees shall not engage in outside employment activities, including seeking or negotiating for employment, that conflict with official government duties and responsibilities.

10. Employees shall disclose waste, fraud, abuse and corruption to appropriate authorities.

11. Employees shall satisfy in good faith their obligations as citizens, including all financial obligations, such as federal, state or local taxes.

12. Employees shall adhere to all laws and regulations that provide equal opportunity for all Americans, regardless of race, color, religion, sex, national origin, age or handicap.

13. Employees shall endeavor to avoid any actions creating the appearance that they are violating the law or these principles.

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Standards of Behavior

Standards of Appearance

As an employee of Edelweiss Lodge and Resort, it is essential that each of us place our best foot forward in all contact with our guests.

The Edelweiss Lodge and Resort promise is to provide high-quality service to our guests, supporting Soldiers and their families while on leave. To support this element of our guests’ experience, we have set high standard of our employees in appearance.

Edelweiss Lodge and Resort provides and maintains much of the clothing items worn by our employees while at work. This consistency makes our employees easily identifiable with the intent to make to our guests and coworkers feel comfortable, valued and appreciated.

You are expected to, at all times, conduct yourself in an acceptable manner that reflects positively on Edelweiss Lodge and Resort, the public service, and the US Government.

Edelweiss Lodge and Resort does not interfere in the private lives of its employees, but it does require that they be honest, reliable and trustworthy, and of good character, reputation and unquestionable loyalty to the government and our organization.

In this regard, we will maintain the highest standards in our dealings and day-to-day contacts with our guests. Accordingly, the following specific standards apply to all our employees: 01. Our guests are the reason for our existence. They deserve our very best efforts. Each employee will perform her/his duties in a pleasant, professional manner. SMILE - it costs nothing and means so much to our guests!

02. Use surnames when addressing guests. (“Good afternoon, Mr. Smith.”) Military personnel should be addressed by rank whenever possible. Otherwise ‘Sir’ or Ma’am’ should be used.

03. No gum chewing.

04. The use of tobacco products designated for human consumptions to include smokeless tobacco, inhaled tobacco, and electronic cigarettes are prohibited in all interior space of Edelweiss Lodge and Resort (this includes the hot tub). Smoking is authorized at the designated smoking huts located around the property.

05. Breaks in public areas are not permitted. Take breaks and meals in facilities provided.

06. Wearing of personal head- or earphones while performing job duties is not authorized.

If you are in doubt about standards of behavior, consult your supervisor.

In addition to establishing standards of appearance which are consistent with the Edelweiss Lodge and Resort image, the Department of Defense and Department of Army require compliance with various regulations for employees who handle food.

The Edelweiss Lodge and Resort standards of appearance accommodate and support these requirements. Since all employees (including those workin in the “back of the house” areas) come in contact with guests in the normal course of their duties, it is essential that standards of dress, grooming and personal hygiene be established and maintained.

What is expected: • Uniform is clean and adheres to the Uniform Standards • Hair is styled/combed • Name Tag is visible • No excessive jewelry/bracelets • Appropriate footwear Your supervisor has the authority to correct or approve any variances in appearance standards. Consult your supervisor for questions or disputes regarding appearance standards.

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All Employees are Required to Adhere to the Following Appearance Standards:

Hats In general, the only hats and sun visors that can be worn are those issued by Edelweiss Lodge and Resort or authorized for purchase as part of the uniform. Hats must face forward and be worn as intended.

Uniforms Uniforms must be clean and neat at all times: they must be without stains, pressed and in good repair. If a uniform repair or replacement becomes necessary, you should report immediately to Uniform Issue. Employee uniforms will be formally issued.

Uniforms or uniform items not returned to Edelweiss Lodge and Resort upon separation or transfer to another department will be charged to the employee.

Uniforms will not be accessorized by baseball caps, hair bands or other items unless previously approved by your supervisor. Only white T-shirts may be worn under uniform shirts that show the collar or the T-shirt itself.

Name Tags We are a “first name” organization. All employees are issued a name tag, which will be worn with pride in an upright, readable position on the right-hand side of the uniform.

Name tags are an integral part of the uniform and must always be visible. When wearing a jacket or other piece of outer clothing, your name tag should be transferred to the outer-most layer of clothing you are wearing. While on duty, your name tag is to be worn at all times.

If your name tag becomes worn or soiled due to normal wear and tear, you should order a replacement immediately through the Security Office. Lost or mistreated replacement name tags will cost $5. Name tags should be worn in accordance with departmental policies. Name tags will not be worn as tie clips, on shirt collars or on waistbands. All names on name tags will be the employee’s full legal first name or an acceptable derivative of that name. Any deviation from the above must be approved by the employee’s supervisor.

Pins and Decorations Throughout the resort, the only pins or decorations that can be worn are those approved by the General Manager such as, but not limited to, name tags and specialty pins issued by Edelweiss Lodge and Resort or the Department of the Army. In addition to the above, subject to the approval of the General Manager and in conjunction with special promotions, personalized specialty program pins may be worn. The “You’ve Been Caught Doing Something Good” pin will be worn on the left collar and the Employee of the Month pin will be worn above the Edelweiss logo.

Footwear Footwear is an essential part of the uniform and is also important as a safe guard against a number of hazards employees may encounter at work. Low heeled, plain black or brown shoes will be worn in most areas. Sports shoes and boots are not appropriate attire for most positions inside the hotel. Sandals, Crocs and flip-flops are prohibited.

In general the following applies: • Employees are responsible for purchasing appropriate footwear and maintaining it in serviceable condition.

• Choice of footwear will be made to coordinate with departmental uniforms when such are issued.

• Employees wearing shorts will wear white tennis shoes with inconspicuous logos and white ankle socks. Socks must be worn with shoes when wearing shorts.

• Employees wearing all terrain shoes (Leisure Activities outdoor guides) must wear socks when wearing shorts. All terrain shoes may not be worn when working in the Alpine Adventure Retail Store, unless preparing for departure/arrival of the outdoor activity.

• Footwear for employees in the Housekeeping, Food and Beverage, Kitchen, and Recreation Departments will provide an enclosed toe and heel as well as a rubber sole for safety reasons.

• Flat shoes are encouraged for wear by all employees to allow for the greatest level of safety given the hard surface flooring and cobblestone walkways and paths prevalent atEdelweiss Lodge and Resort.

Sunglasses Sunglasses may be worn in jobs where excessive glare would prevent you from doing your job safely or efficiently. This applies primarily to outdoor positions in Leisure Activities and some positions within Engineering and Housekeeping Departments.

Tattoos Conspicuous tattoos are not consistent with the Edelweiss Lodge and Resort image. A tattoo can be considered conspicuous when it is visible while in uniform. Methods to conceal tattoos, such as makeup or bandages, are unacceptable.

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After Shave/Perfume and Deodorant Due to close contact with guests and fellow employees, use of an antiperspirant or deodorant is required. For the same reasons, the use of strong, heavy scents and fragrances is discouraged. If you choose to wear a scent or fragrance product, please be considerate of others and select a light, mild scent.

not extend beyond or cover any part of the ears. The overall style must be balanced proportionally. Sideburns should be neatly trimmed and may be permitted to extend to the bottom of the earlobe following their natural contour. Flares or muttonchops are unacceptable. Mustaches and full beards are acceptable only if maintained to present a neatly trimmed appearance. Goatees or French Beards or other facial hair designs are not acceptable. Mustaches and beards may only be grown during leave periods.

Jewelry Small rings, class rings, engagement rings, wedding bands, conservative tie clips and business-style watches are permitted. A small ring is defined as the same size or smaller than a class ring. Religious and other necklaces are acceptable if worn under the uniform. Choker necklaces are not acceptable. Bracelets, ankle bracelets, and other visible pierced jewelry are unacceptable. A medical alert necklace, bracelet, or ankle bracelet is acceptable. Earrings are acceptable but should not be greater than half an inch in diameter or length. Females are allowed no more than one earring per ear and for males, earrings are not authorized. No other visible body piercings are acceptable.

Fingernails For females; fingernails should be kept clean, and, if polish is used, it should be maintained. Where nails are polished or treated with acrylic they should be maintained in good condition - i.e. not chipped or in need of fill. Black, fluorescent, or other excessively bright colors are not acceptable. Nails should not exceed one-fourth of an inch beyond the fingertip. For males; clean, presentable fingernails are a must.

Fingernails should not extend beyond the tip of the finger.

Makeup For females; makeup can be worn in a style to enhance natural features and create a fresh, natural appearÂŹance. Foundations, blush, lipstick and eye makeup shall be blended to achieve a natural image. Use of extreme colors of eye shadow, lipstick or other makeup is unacceptable. For males, makeup is not authorized.

Hair Styling Extreme asymmetrical, bi-level styles are unacceptable. Shaving of the head (except where done to present a uniform appearance due to male pattern balding or a medical condition) or shaving of any portion of the head or eyebrows is not acceptable. Our image does not include extremes in dyeing, bleaching, or coloring. If hair color is changed, it must be a natural-looking color and well maintained. Appropriate hair confinement will be used in food service areas where required by law or regulation (hats, hair and beard nets).

For males, hair should be cut and tapered on the back and sides forming a smooth symmetrical appearance. Hair must be cut so that it is above the shirt collar. Hair must

For females, hair should be clean, neatly combed and arranged in an attractive, classic, easy-to-maintain style. If hair is teased or back-combed, it should be kept to a minimum and should be for body and shape only. Hair should be styled so it will not fall forward over the face while working. Prior approval is needed for use of hair accessories such as barrettes, headbands and ribbons.

Non-Uniformed Employees The Edelweiss Lodge and Resort image for non-uniformed employees is Corporate Casual. Clothing should be clean and pressed. Denim is not acceptable. Corporate Casual footwear does not include tennis shoes, sandals or hiking boots. Please note that for certain functions a business suit may be necessary. Non-uniformed employees shall also adhere to the standards for personal appearance stated above .

For males; wearing of color coordinated sweaters, polo shirts and “docker� style khakis is appropriate. For females; wearing of color coordinated dresses, sweaters, blouses, skirts or trousers is appropriate. Non-uniformed female employees should ensure skirt and dress lengths are conservative. In no case will skirt length be shorter than five inches above the knee. Nylons or socks should be worn at all times and nylons should be in a shade complimentary to the attire.

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Uniform Examples 1. Pullman Place Wait Staff 2. Market Station Wait Staff 3. Culinary Team 4. Front Desk 5. Leisure Activities / Support Staff 6. Conferencing Staff 7. Housekeeping Male 8. Housekeeping Female 9. Housekeeping Female Dress 10. Security 11. Male Manager/Supervisor 12. Female Manager/Supervisor

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EMPLOYEE SAFETY & SECURITY Military and Civilian Phone Systems Emergency Phone Numbers Security and Safety What to do in case of Fire

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Military and Civilian Phone Systems

Security and Safety

The DSN (Defense System Network) telephone system is a US military telephone system which allows calls to be made to other DSN numbers free of charge. The phone in each employee housing room has DSN capability and access to dial local numbers and any Edelweiss Lodge and Resort number. If you are using a German pay phone or any other non-DSN phone, you need to dial the Civilian (CIV) number listed.

Providing security and safety at Edelweiss Lodge and Resort includes the responsibility of protecting resort guests and hotel assets, also employees and their personal property.

Edelweiss Lodge and Resort Facilities are high profile (very visible as an “American Establishment”) targets. Management and employees are our first line of defense as they are the “eyes and ears” of the property, playing a major role in security and safety.

A list of local numbers is available in the Edelpost Directory or obtainable through the Edelweiss Lodge and Resort Operator by dialing (0) from the room phone.

Each major Edelweiss Lodge and Resort department has a tailored Security & Safety Manual (Standard Operating Procedure) which provides great details on various is¬sues. Copies can be obtained from your supervisor. Remember to keep your ID Card with you at all times. You can be denied access to any facility without proper identification

Every Garmisch DSN number can be converted to a civilian number by changing the first 3 numbers of the DSN number 440 to 750. (Please note that other military communities have different DSN and Civilian prefixes!)

Example: DSN 440-3801

Civilian 750-3801

The area code for Garmisch is 08821. Dial ‘9’ to get an outside line from the room phone. All office and room numbers can be converted to outside call numbers by adding (08821 – 944 - _ _ _ _ four digit room number) For international calls, the country code for Germany is “49”.

If someone from the States wants to reach you in Garmisch, they would have to dial: 011-49-8821... followed by your personal number.

Emergency Phone Numbers Report any suspicious activity or individual directly to the Front Desk personnel or Security Office. You can use your room phone to contact the Security Office (4301).

Military Police: DSN

CIV

440-3801 08821-7503-801

Fire Emergency: DSN

CIV

440-3117 08821-7503-117

While moving around the properties, observe any actual or potential security and safety threats to guests, employees or the property. Report any incidents in the area of security and safety to your supervisor, Security Department or Garmisch Military Police. Respond to emergencies according to Emergency Action Plans. Be familiar with the Action Plan of your facility.

Basic Observation Tips

• Watch for, but do not touch, unattended packages or parcels.

• Watch for individuals who appear to be lost or loitering around the

property

• Watch for individuals taking notes of activities, pictures of entrances and

exits, or building structures.

• Watch for individuals asking strange questions or requesting information

(such as guest room numbers)

• Report strange-plated vehicles or vehicles parked in an unusual manner

• Report locks that do not work

• Report blocked fire escapes, discharged or missing fire extinguishers

• Report unusual noises or odors This list provides some examples of what to look for; trust your instincts, if you see something/say something.

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Force Protection Condition (FPCON) System

4) FPCON Delta: This FPCON applies in the immediate area where a terrorist attack has occurred or when intelligence information has been received that terrorist action against a specific location or person is imminent. Normally, this FPCON is declared as a localized condition. In the event of this level being reached, all Edelweiss Lodge and Resort properties will be closed and operations curtailed. FPCON Delta measures are not intended to be sustained for substantial periods.

There is nothing that contributes so much to our sense of security and self-confidence as knowing we are prepared for potential crises. Management and employees need to understand and incorporate force protection measures into our organization through training and planned exercises.

FPCON is a planned defensive response to current events and potential terrorist activity. FPCON levels are a series of graduated, defense oriented measures which may be implemented either singularly or cumulatively. These approved security measures are intended to facilitate Edelweiss Lodge and Resort coordination and support antiterrorism efforts with the US Army Garrison Garmisch (USAG Garmisch) and U.S. Army Europe (USAREUR). Refer to your facility’s security and safety SOP for more detailed instructions.

Specific FPCON The current FPCON level is posted at the main gate, Security Office and at various points on Property. The following are the definitions of the four FPCON levels:

Safety Rules Edelweiss Lodge and Resort has a Safety Committee with Safety Coordinators who review accident reports, both employee and guest related. It is your responsibility to practice good safety habits, to advise your Safety Coordinator of any potential hazards and provide safety-related suggestions.

The following guidelines will help prevent accidents and injuries: 01. Always pick up, clean up, or report any foreign objects on floors or walkways, either in employee or guest areas.

1) FPCON Alpha: This FPCON applies when there is an increased general threat of possible terrorist activity against personnel and facilities, but the nature and extent are unpredictable. Units must be capable of maintaining the measures in FPCON Alpha indefinitely. FPCON Alpha is the minimum FPCON allowed in the USAREUR.

02. Always turn on lights when entering any darkened room.

2) FPCON Bravo: This FPCON applies when an increased and more predictable threat of terrorist activity exists. Sustaining Bravo measures for a prolonged period may affect operational capability and relations with local authorities. All Installations and Facilities in USAREUR are set at FPCON Bravo.

04. Lifting should be done with emphasis on the legs to avoid injury. Keep knees bent, back straight, load close to body. Don’t twist with a load. Get help from another person with heavy objects.

3) FPCON Charlie: This FPCON applies when an incident occurs or intelligence is received indicating that some form of terrorist action against personnel or facilities is likely. Prolonged implementation of Charlie measures may create hardships and affect the activities of the unit and its personnel. At FPCON “Charlie” the following are just some of the additional measures being implemented to ensure your safety: Increase in inspection of vehicles, bags, and packages; increase in the level and randomness of patrolling, both vehicle and walking patrols; increase of ID checks of facilities, possible curtailed activities leaving property.

03. Report all burned out lights, loose or defective wiring, worn or damaged furniture, torn carpets, spills, icy conditions, and other hazards.

05. Running is forbidden. Be especially careful at blind corners, on stairs, on wet floors and when opening doors into public areas. Slips, trips, and falls are the leading cause of accidents. Always ensure that proper signs are used to warn of potential hazards.

06. Use ladders to reach high places.

07. Horseplay is prohibited in all areas of the Resort.

08. Never operate a piece of equipment without receiving the necessary training.

09. Use knobs and handles to open and close doors and drawers. Keep hands clear of swinging doors.

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10. Pass to the right through doors and in hallways. Approach blind corners and open doorways with caution.

What To Do In Case Of Fire

11. First Aid kits must be kept clean and up to date. They must include gauze, gauze pads, Band-Aids, adhesive tape, and antiseptic. If you notice that the first aid kit in your department needs restocking, please inform your supervisor.

12. Carefully examine all chairs, tables, beds, sofa legs, etc. in your work area, and report any that seem loose or broken or in need of repair.

13. Be sure latches on folding chairs, tables, and beds are securely snapped in place, both when opening and folding up.

14. Keep alert for spills on floors. Wipe them up at once, or see to it that they are wiped up immediately.

15. Use hand rails when walking up or down stairs.

16. Make sure all stock, shelf displays and counters are arranged so they will not topple.

Avoid placing bottles, glassware or dishes anywhere they might be knocked off.

17. Place brooms, folding chairs, pails, carts, mops, boxes, etc., where no one will fall over them. Aisles and stairs must be kept free of obstruction.

18. Use a broom and pan - not bare hands - to pick up broken glass.

19. Do not attempt to compress trash in a container with your foot or hand. Avoid reaching into places where there might be broken grass or needles, i.e. sinks and wastebaskets.

20. Report frayed extension cords to the Engineering Department for repair.

21. When disconnecting cords, pull the plug, not the cord.

If you discover a fire, DO NOT PANIC. The fire should be reported immediately by activating the nearest fire alarm system manual push button. These are located throughout the property.

If you are in a “safe location” (in a different building for example), the fire should be reported by telephoning 117 from the room phone or from any other military phone.

You can call 7503-117 from any civilian phone in Garmisch. This connects you to the American Fire Chief ’s Office on the Garrison. Be calm and give specifics of the fire.

Remember that Emergency Exit signs in Germany are green!

Security of Personal Property

You are responsible to secure any personal property (purses, wallets, jewelry, watches, etc..) while on duty. Items that you cannot carry with you (purses, parcels, etc.) should be secured in your assigned locker, or an area approved by your supervisor. It is highly recommended that you do not have parcels or purses with valuables in the work area, as you cannot maintain complete control over the items to prevent theft. In the event of theft, contact your supervisor immediately. If the theft occurs in Staff Housing, contact the Security Office.

Lost and Found

If you find an item, it is your responsibility to turn the item in to your supervisor, the Front Desk or the Security Office. If the item found is of high value (i.e. watch, cell phone, etc.) you must immediately turn the item into the Security Office.

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YOU AND YOUR SUPERVISOR You and Your Supervisor Guarantee of Fair Treatment Closing Statement

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You And Your Supervisor

03. Possession of illegal drugs at any time. Consumption of alcoholic beverages or being under the influence of alcohol or non-prescribed drugs on official time, including during lunch or break periods.

The Supervisor’s responsibility includes the day-to-day management of employees.

He/She has the authority to:

• Select employees • Approve/disapprove leave requests • Certify time and attendance sheets • Set performance standards • Evaluate performance • Train and develop subordinates • Recognize via incentives, e.g. awards, pay adjustments • Discipline

Your supervisor should discuss your work performance with you periodically to advise you of satisfactory performance and point out areas of your work which may need improvement. Should you have any problems concerning your work, or personal matters, you should consult your supervisor. If they cannot be resolved at that level, or you have further questions, you will be referred to the next level of supervision.

Employee Attendance You must know your work schedule and follow it with a high degree of reliability.

Repeated tardiness or absenteeism will be considered in evaluating your performance and can result in disciplinary action. It is the employee’s responsibility to notify his/her manager of an intended absence at least three hours before the scheduled shift. A sick note can be requested at any time if you are absent from work because of an illness.

Serious Violations Some offenses are so serious that they can result in termination without previous warning. An employee committing any of the following offenses will be dealt with in an appropriate disciplinary manner by the employee’s department head and/or supervisor. This list is not intended to be all-inclusive, but is presented as a list of examples only: 01. Theft, attempted theft, or unauthorized removal from the premises of Edelweiss Lodge and Resort property, or the property of another employee or guest, or food.

02. Careless or willful destruction of, or damage to, Edelweiss Lodge and Resort property, another employee or guest.

04. Gambling on official time or premises. All Edelweiss Lodge and Resort employees are prohibited from playing slot machines at Edelweiss Lodge and Resort.

05. Failing to appear for work three consecutive scheduled work days without adequate notification or justification.

06. Willful falsification of official records, employment applications, time cards, guest checks, financial records, etc.

07. Insubordination or failure to carry out a reasonable job request or assignment after being warned that failure to do so could result in termination.

08. Fighting or hitting another person, or similar disorderly conduct anytime on or off property/duty.

09. Conviction of a felony for an offense committed while employed at Edelweiss Lodge and Resort.

10. Sleeping while on duty.

11. Knowingly using another employee’s ID card or Time Labor Management System card (TLMS), or allowing another person to use your ID or time card.

12. Possessing weapons or bringing them on the premises.

13. Obscene language, gestures, and other inappropriate conduct with co-workers or guests.

14. Arguing with a guest, failure to respond to the needs of a guest, rudeness or disrespectful attitude towards a guest, or intentional neglect in providing service to a guest.

15. Misuse of an Edelweiss Lodge and Resort (government) vehicle.

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Guarantee of Fair Treatment

Sexual Harassment

Edelweiss Lodge and Resort strives to treat every employee, regardless of position, with respect and in a fair and just manner. All supervisors and managers have an “Open Door Policy” and are available for discussion. It is the policy of Edelweiss Lodge and Resort that all employees’ suggestions, complaints, etc., shall be given full consideration. There will not be discrimination or reprisal against any employee because he/she presents a problem or complaint. If you have a concern, please follow these procedures:

Sexual harassment is a form of discrimination involving unwelcome sexual advances, requests for sexual favors, and other verbal or physical conduct of a sexual nature when:

Step 1: Tell your immediate supervisor. During the discussion, feel free to “lay your cards on the table.” Your supervisor will give you his/her full attention, as it is his/her desire to understand and aid in resolving any problems which arise in your area. In most cases, problems can be solved at this level.

Step 2: If you are unable to resolve your situation with your supervisor, see your department head. He/She will obtain all the facts and attempt to settle your problem in a fair and equitable manner. If you are still not satisfied, he/she will arrange for you to see the General Manager or his representative.

NOTE: The Director of Personnel, or designated HRO representative, serves as the Edelweiss Lodge and Resort Management Employees Relations Representative, and is always available to assist or direct you regarding matters of concern to you.

Equal Employment Opportunity (EEO) The EEO program in the Department of the Army requires that all personnel actions and employment practices be based solely on merit and fitness. Employment discrimination is unlawful and impedes the accomplishment of our mission. The Equal Employment Opportunity Commission (EEOC) defines discrimination as any action or inaction, based impermissibly in whole or in part on a person’s race, color, religion, national origin, sex, age (over 40), physical or mental disability or reprisal (retaliation for participation in Title VII protected EEO activity) conditions, or results in disparate impact on employees or applicants. Individuals must contact the USAG Grafenwoehr EEO Office within 45 calendar days of the alleged discriminatory event(s) or within 45 calendar days of the date the individual became aware of the event(s) or within 45 calendar days of the effective date of a personnel action to file an EEO complaint.

Information about EEO and the EEO Representative for Edelweiss Lodge and Resort is available from the HRO. For additional information, see AR 215-3, Chapter 2, Paragraph 2-21.

01. Submission to, or rejection of such conduct determines either explicitly or implicitly a term or condition of a person’s job, pay, or career; 02. Submission to, or rejection of such conduct is used as a basis for career or employment decisions affecting that person; 03. Such conduct interferes with an individual’s performance or creates an intimidating, hostile, or offensive environment.

All sexual harassment is illegal, and will not be tolerated at Edelweiss Lodge and Resort. It violates standards of honesty, integrity, and impartiality required of all employees and interferes with work productivity. If any employee feels that he/she has been subjected to some form of sexual harassment, inform your supervisor or the HRO immediately.

Closing Statement The purpose of this handbook is to provide employees with information about Edelweiss Lodge and Resort. Provisions of this handbook may be modified, revoked, suspended, terminated, or changed in whole or part at any time, with or without notice, without any liability.