Click on a question to see more information.
Why is the S&D Policy necessary?
Solicitation and distribution on Carilion
premises can interfere with or disrupt patient
care and may inconvenience our patients, employees
and visitors. The S&D
Policy provides clarification on ways to
inform your coworkers of approved events through
means such as bulletin boards and service line
or department newsletters. The formal process allows
us to provide fair and consistent rules to everyone
who submits an S
& D form for an activity or event.
Back to top
What does solicitation mean?
Solicitation is usually asking employees to support you or your cause, such as asking them to give money, to buy something or to join an organization. Solicitation cannot be done during work time or in immediate patient care areas.
Back to top
What does distribution mean?
Distribution is passing out written or electronic materials that promote bake sales, clubs, organizations, dinners or other activities. Distribution cannot be done during work time, in immediate patient care areas or in other working areas.
Back to top
What is the difference between work time and non-work time?
Work time includes all portions of the regular work schedule when employees are supposed to be performing their jobs. Work time does not include break periods, meal times or other specified periods during the shift when employees are not properly engaged in performing their work tasks.
Back to top
What is the difference between work areas and non-work areas?
Work areas include any area where patient care is delivered or employees are performing work tasks. Non-work areas are employee-only lounges and cafeterias, break rooms, non-patient wings, corridors and any exterior portion of Carilion property.
Back to top
Are employees allowed to collect orders for personal items such as makeup, baskets or gift paper for their child's school project under the S&D Policy?
Yes. But only if all of the employees involved are in non-work areas and on non-work time.
Back to top
Does the S&D Policy apply to e-mail?
Yes. Both electronic mail and internal mail are for business and Carilion-approved charitable purposes only.
E-mail announcements about activities approved through the S&D process may only be sent to managers. If files, such as flyers and other information, are attached to the e-mail, you should include a notice that these items must be read on non-work time and posted in non-work areas.
Back to top
Does
the S&D Policy apply to volunteers and
auxiliary members?
Yes, and we consider alternative
ways to raise funds. These might include
activities like volunteers staffing book
sales, supporting sales off of Carilion
property and being part of expanded services
at the gift shops.
Back to top
Can we raise funds to help coworkers who need money to go back to school?
We realize that education
and professional development, including
classes, conferences and professional association
fees, are important to an employee's career
growth. However, this type of fundraising
is not appropriate. There are other ways
to address individual educational needs.
Tuition
Reimbursement is available for employees
wishing to return to school. Contact HR
for more information.
Funds for conference fees should be included in your department's budget. Ask your manager for more information.
Back to top
Can a department solicit funds to pay for social events or departmental trips?
While we recognize the importance of team building, activities for your and your coworkers' personal enjoyment are not work-related and don't support Carilion's mission.
Back to top
How can I apply for approval to sponsor a fundraising activity?
When planning a fundraiser,
there are many factors to consider before
applying for approval. To see a checklist
of some of these factors, click here.
To apply for S&D approval for your event or activity, fill out an S&D approval form. Forms are available:
- On the Intranet: from the left-hand menu bar, select Forms, then HR, then Solicitation and Distribution Request Form under the Misc Forms header.
- On the Employee
Hub on carilion.com: from the
left-hand menu bar, choose Forms,
then Solicitation and Distribution
Request Form under the Other
Forms header.
Completed forms should be submitted to your manager for review. If your manager approves the activity, your form will be reviewed by HR. You will then be notified whether your request is approved. Please keep in mind that your manager should submit your form to HR at least 30 days prior to your event.
Once approved, the activity must be monitored by a manager or supervisor and coordinated and managed by employees, rather than by outside vendors or participants. Back to top
Can anyone be involved in S&D activities once the activity or organization has been approved?
Only Carilion employees and hospital volunteers or auxiliary members, under the direction of a manager, may be involved.
Back to top
Why aren't outside organizations other than Carilion-approved charities allowed to distribute literature around work areas?
We are here to improve the health of the communities we serve, and we do not want our employees to be disrupted in the advancement of our mission. It is important to treat all outside organizations similarly. As a result, the S&D Policy applies to all outside organizations. Approved charitable organizations, such as the American Heart Association, United Way and other charities that provide services for health-related activities and help support our mission, are allowed to solicit or provide educational materials to employees.
Back to top
Doesn't Carilion's sponsoring of the United Way, the American Cancer Society's Cancer Walk and other fundraisers violate the S&D Policy?
No. Carilion participates
in fundraisers for United Way and other
organizations that support our mission.
United Way is just one of the charitable
organizations Carilion partners with each
year to help improve the health of our communities.
To see more of these kinds of health-related
charitable activities, click here.
Back to top
Every day there are stacks of coupons and brochures in the patient waiting area and we receive faxes about specials or sales. How should we handle these situations?
Give the materials to your manager. She should tell the party that sent them that we have an S&D Policy that prohibits these kinds of advertising in our organization. Your manager should ask them to cease placing their materials in our facilities and remove our fax numbers from their lists. If you see someone leaving materials, please inform them that they may not leave the information and any material left on our premises will be discarded due to our S&D Policy.
Back to top
Can I put up a flyer in a hallway or elevator?
No. Any notices must be approved through the S&D process and posted on an employee bulletin board or other area designated for employee notices. Any written material posted or distributed without S&D approval will be discarded.
All S&D approved notices should be dated and should not be posted for more than 30 days. Due to the life safety code, flyers are not to be posted or taped to walls and in elevators. Depending on posting area, some approved notices may need to be laminated.
Back to top |
