Bentonville Office Building Guidelines February 2017 Building Access/ID Badge All associates will be provided with an ID badge. Please keep it with you at all times. Do not give it to other associates or non-associate visitors to use and do not piggyback into the building on another associate s ID Badge. If you lose your ID badge, immediately contact IT Support or the Human Resources department to have the lost ID badge deactivated and to obtain a temporary replacement. If you forget your ID badge, we encourage you to go home to get it. If doing so is inconvenient, you may obtain a temporary ID badge from the front desk. Reception Desks and Phones: The reception desks and phones are covered at all times between 8:00 a.m. and 5:00 p.m. on weekdays. On-Site Security Patrol Staff Parking Garage Access Security patrols by trained personnel take place around the exterior of the Midtown Center building on nights and weekends. These hours are flexible and may be adjusted for current or seasonal needs. WEI and WFF associates may park on either Level 2 or Level 3 (no assigned parking spaces). WEI and WFF associates may access the parking garage at any time. Access to the 2 nd and 3 rd levels of the parking garage is available to the public from 5:30 p.m. until 6:00 a.m. To park on Level 2 or Level 3, proceed to the gate on the ramp leading to Level 2 and hold your ID badge in front of the reader. Proceed through the gate when it rises. The timing of the gate will not allow a car to piggyback through the gate behind a car in front of it. If an unknown person attempts to piggyback through the gate behind you and somehow succeeds, please call Property Management at 479-464-1517 to report the incident. Parking Deck Elevator doors are unlocked for use at all times. You do not need your ID badge to exit the parking garage. In the case of inclement weather (snow, ice) all WEI and WFF associates should park on Level 2 to allow snow/ice to be cleared from Level 3. Associates will be notified when Level 3 is cleared for parking. Signs direct the general public to Level 1 parking only and are placed near the entrance of the ramp leading up to Level 2 and Level 3 to indicate when entrance through ramp gate is restricted. Bicycle Commuters If you commute to work via bicycle, public bicycle racks are located near the stairs outside of the Level 1 parking area. There are no bicycle racks inside the parking garage. You may also park your bicycle in the bicycle storage area in the basement while you are at work. This provides safe storage for your bike and access to showers and
lockers. Enter with your bicycle from the EAST building through the double gray doors under the bridge. Staff Building Access WEI and WFF associates can access the building through the Level 2 or Level 3 parking deck lobby doors during the hours of 7 a.m. to 5 p.m. Monday through Friday. To enter these doors after hours, you will need to hold your ID badge in front of the reader on the door. You must also hold your ID badge in front of the reader on the door into the WEI or WFF office reception area. If you are a WEI associate and enter the building from the Level 2 parking deck door, you may take the public elevator or stairs up to the 3 rd floor and use your ID badge to enter the WEI reception area. Likewise, if you are a WFF associate who parks on the 3 rd level, you may take the public elevator or stairs down to the 2 nd floor and use your ID badge to enter the WFF reception area. WEI and WFF associates may also enter the building at the ground level as follows: East Building: Ground level under the bridge is a private secure entrance for WEI and WFF associates, and building tenants only. Enter the ground floor lobby of the EAST building by holding your ID badge in front of the reader at the double gray doors under the bridge. When you enter, you will see Elevator 1, which is the private elevator for WEI and WFF associates use only. It will take you to the basement or up to the secure work areas of the EAST building s 2 nd and 3 rd floors. When you enter the elevator, you will need to use your ID badge to activate the elevator. You will be able to access the basement and the 2 nd and 3 rd floors (both going up and down). This double gray door entrance will be the entrance you will use when riding your bicycle to work. You may use the private elevator to take your bicycle down to the basement bike storage area. You may also enter the ground floor lobby of the EAST building by using your ID badge at the single gray door under the bridge. When you enter through that door, you will find Stair 2 at the end of the hall, which is the private stairwell for WEI and WFF associate use only. That stairwell will take you to the basement, or up to the secure work areas of the EAST building 2 nd and 3 rd floors. Use your ID badge at the basement door, or the 2 nd or 4rd floor doors. Visitors will not be able to enter into the EAST building through these two private entrances under the bridge. West Building: Ground level under the bridge is the public entrance into the building which will be unlocked during normal business hours. Associates may also enter the building through this entrance. Enter the ground floor lobby of the WEST building through the double doors under the bridge into lobby. The public use elevator and stairs can be found in the lobby. The elevator and stairs will go up to the lobby outside of the secure reception areas on both the 2 nd and 3 rd floor. Activating the Security Alarm On weeknights, the cleaning crew will activate the security alarm when they exit the building. However, if you are in the office after the cleaning crew on a weekday, you may be the last person to leave the building. If so, ensure everyone else has left the floor before activating the alarm. This also applies to anyone working in the office on the weekend.
Staff After-Hours Building Access Visitor Parking Garage And Building Access Designated WEI and WFF associates will be able to enter and exit the building after normal business hours. The ID badges for those designated associates will deactivate the alarm upon swiping at the main entrances. Visitors should be directed to enter through the WEST building. Visitors may enter through the glass doors at the public entrance on the ground level under the bridge, or park in the parking garage and enter into the Level 2 or Level 3 lobby from entrance doors on the parking decks. Guests will not be allowed access into the 2 nd Level or 3 rd Level parking deck or the building unless identified by an associate as an approved guest on the expected guest calendar in Outlook. The posting of your guest s information on the expected guest calendar should include their name(s), their company/group, and who they are here to see. Please verify that you have the information posted on the calendar on the correct date at the correct time. Be sure to instruct your guests on how and where they can park (parking garage, street parking or public parking lots near the building). Associates should also make sure visitors know which level of the building they will need to go to for their meeting. WEI and WFF guests are welcome to park on Level 2 or Level 3 if they are listed on the expected guest calendar. Approved visitors to WEI or WFF wishing to use the parking garage should proceed to the gate on the ramp leading up to Level 2 and push the button. When the receptionist answers, state their name(s) and who they are here to meet with The receptionist will be able to electronically open the ramp gate for them. Once the guests have parked on Level 2 or 3, they may enter through the Level 2 or Level 3 parking deck doors into the building lobby on each floor. All guests will be asked to wait in the outside lobby until an associate arrives to escort them to the meeting location. The receptionist on each floor will communicate with visitors through the intercom system and then notify you that your guest has arrived. Associates may not ask that their guest be sent back to their office or to a conference room where a meeting will be held. You may also not ask that your guest be allowed to wait inside the reception area. Anyone who is not an associate must be escorted at all times while in the building. The receptionists may not leave their work areas to escort guests in the building. These extra precautions are consistently applied to all guests for the safety and security of our associates and the wealth of information held in this office building. Internal building access for non-associate visitors such as grantees or other visitors to the building should be limited to conference rooms or break rooms as opposed to private offices and workstations. Should it be necessary to receive a personal visitor at work (family member or other visitor), their access to the building must be limited to conference rooms, break rooms or lobbies. They are not permitted in private offices and personal workstations. All non-associate visitors must be accompanied by an associate at all times.
It is important to keep the double glass security doors leading from the reception area to the east and west ends of each floor closed at all times. This provides an extra layer of security in case of an intrusion at the main entry. The doors may stick in the open position when fully opened, so make sure the door closes behind you. As a reminder, we are not a licensed, insured child-care facility so bringing children to work is prohibited (see the WELLCO Staff Handbook for more information). Emergency Exits Weather Safety Storage of Confidential Documents In an emergency situation, staff should exit the building using either Stair 1 (the private stairwell located in the secure work area near the east side of each floor), Stair 2 (the private stairwell located near the private elevator on each floor), Stair 3, which is the public stairwell located near the public elevator of the WEST building, or Stair 4, which can be found at the west end of the north wall of the WEST building. Stair 1 and Stair 2 are secure stairwells, meaning you must use your ID badge to open doors on another floor. You do not need a badge to exit the building on the ground level. Stair 1 accesses all floors of the building. Level 1 of that stairwell provides access to the ground-level restaurant lobby area on the far east side of the EAST building where you may exit the building. In an emergency, do not use elevators or go through the reception area into the lobby to exit. If there is not enough time to safely exit the building, office doors may be shut and locked from the inside to offer protection. In the event of severe weather or tornado warning, staff should take shelter in any stairwell area or the basement. Confidential documents should be stored in file drawers primarily in the secure storage areas. Confidential documents to be destroyed should be placed in the secure shred containers located on each floor. Workspace Appearance Individual workspaces should be kept neat and uncluttered. Desks should be cleared at the end of the day and work papers secured. You are strongly encouraged to limit food at your workspace and whenever possible, eat meals in the designated break area on each floor, or in the conference rooms if having a working lunch. Office and Workspace Décor Exterior areas, lobbies and hallways will be decorated with a coordinated plan. Individual offices and work stations may be decorated by each individual employee with décor appropriate for a professional setting, consistent with the overall office décor and keeping in mind workspaces should be uncluttered. WEI Property Management has asked us to only use picture hangers they will provide to us and to have them assist us when hanging items on the wall in our individual workspaces. Use of Designated Private Rooms Designated private rooms are provided and restricted for use as a lactation room (See the WELLCO Staff Handbook for more information).
Dress Code Refrigerators Business Casual: Monday Thursday (e.g. dress slacks, shirts, skirts/blouse, dresses.) Casual: Fridays (e.g. blue jeans, polo shirt, tennis shoes; no t-shirts or flip-flop shoes). (See the WELLCO Staff Handbook for more information.) Please use the refrigerators provided in the break rooms for your lunch, snack or drink items for the current day only - do not stock up the refrigerators with those items for several days at a time. Please place your trash in the appropriate trash or recycling bins provided in the break area and your dirty dishes in the dishwashers. Do not leave on counters, tables or in the sink. All food items, including containers, condiments, etc., remaining in the refrigerators at 5 p.m. each Friday, will be discarded. Locker Rooms Locker rooms and facilities in the basement are available for WEI and WFF staff use only. Because of the limited number of lockers, they should be used for day use only, and on a first come, first served basis. Contents and personal locks must be removed from lockers at the end of each day. Bike Storage & Maintenance Area 4 Mountain Bikes available for staff use 1 of each Size Sm, Med, Lg & XL 2 Cruiser Bikes are available for staff use Helmets will be available for staff use Bicycles provided by WEI may be used during the work day, but are not for use commuting to and from work. There will be limited storage for personal bicycles. Bicycle maintenance tools should remain at the bicycle maintenance station. Please report all bicycle maintenance issues to Gary Vernon.