Last revised: June 2, 2026

1 Welcome

Welcome to Blue Marble Space. You have joined a dedicated team of scientists, educators, and entrepreneurs determined to make a positive impact towards a more inclusive society. We hope that your affiliation with us will be personally rewarding and intellectually stimulating. We take pride in our employees, contractors, and volunteers, and, as a geographically distributed organization, we welcome your efforts to help us achieve our mission. Blue Marble Space is a people organization first and foremost, and so I can already promise you that your voice will be heard, and your ideas nurtured.

Please take the time now to read this handbook carefully. Complete the acknowledgment at the end to show that you have read, understood, and agree to the contents of this handbook, which sets out the basic guidelines concerning your affiliation. This handbook supersedes any previously issued handbooks or policy statements dealing with the subjects discussed herein. Blue Marble Space (the Company) reserves the right to interpret, modify, or supplement the provisions of this handbook at any time.

Please understand that no handbook can address every situation in the work place. If you ever have questions about your affiliation, you are encouraged to ask them. If you have any difficulty reading or understanding any of the provisions of this handbook, please contact company management (admin@bmsis.org), the Board of Directors (bod@bmsis.org), or myself at my personal email (sanjoy@bmsis.org). Likewise, if you have any suggestions related to Company policies or procedures, please let us know.

We wish you success here at Blue Marble Space.

All the best,

Sanjoy Som, CEO
Blue Marble Space

2 About Blue Marble Space

Mission and Vision

We envision a world united by our common identity as ambassadors of Earth.

Our mission is to enable scientists and educators to push the frontiers of knowledge and deliver transformative training. We foster curiosity and creativity in research, communicate with global audiences, and mentor the next generation to be stewards of Earth.

We are a global community and nonprofit research institute, united by a shared commitment to understanding life as a universal phenomenon, inviting lifelong learners on a journey to explore space and advance a sustainable future.  

Specific goals are to: 

1. Promote the “Blue Marble” as a symbol of international unity in space exploration; 

2. Increase international awareness, education, and collaboration in space exploration;

3. Advance and preserve international awareness of our planet, its resources, and its people; 

4. Improve the human condition on Earth; 

5. Facilitate the synergy of technology with the environment; 

6. Develop the capability for the human exploration of space; 

7. Understand humanity's origin, development and future, and its place in the universe.

Board of Directors

The Board of Directors is responsible for oversight of Management and ensuring that the organization serves its mission. Current members are:

• Sanjoy Som (CEO) – sanjoy@bmsis.org

• Jacob Haqq-Misra  (COO/Chair) – jacob@bmsis.org

• Airi Kirtley (CFO) - airi.kirtley@bmsis.org 

• Omer Markovitch (BMSIS Representative) – omer@bmsis.org

• David Garrison

• Josephine Colacci

• Jennifer Vaughn

The Board of Directors can be reached at bod@bmsis.org by sending a message from your @bmsis.org email address.

Management

The Management Committee is Responsible for daily operation of the organization, including hiring staff and approving volunteers. Management can be contacted at admin@bmsis.org.

Organization

The Board of Directors (BoD) is responsible for the overall policy and direction of BMS and delegates responsibility for day-to-day operations to Management. Management provides support to projects, and project leaders communicate with Management as needed.

Company Facilities

Blue Marble Space is a 501(c)(3) public charity incorporated in Washington state. The company mailing address is 600 1st Avenue, 1st Floor, Seattle WA 98104, the phone number is (206) 775-8787, and the public email address is info@bluemarblespace.org. 

BMS operates as a geographically distributed organization, with registered business offices in California, Colorado, Delaware, North Carolina, New York, Pennsylvania, Texas, and Washington. 

Our information technology (IT) is largely cloud-based and provided by services such as Google for Non-Profits and Amazon Web Services. We are committed to providing robust, secure, and easy-to-use technological tools to help you communicate with your team members and effectively perform your job. 

Code of Ethics

Blue Marble Space comprises a diverse, inclusive, and international community of scientists, managers, students, and support staff. This “code of ethics” represents our efforts at articulating the practical principles that guide our organization, regardless of social, economic, or political pressures, toward a better and more sustainable future. This code is a work in progress that we build upon as we continue to grow as an organization and as individuals.

To the best of our ability and knowledge,

1. We strive to provide a working environment free of discrimination of any kind;

2. We strive to ensure our working environment is welcoming and inclusive to all;

3. We strive to maintain a working environment that is supportive and safe;

4. We strive to foster a working culture grounded in not-for-profit ideals, where service and people are valued over profit;

5. We strive to respect customers through lawful, honest, transparent, and fair business practices;

6. We strive to disseminate our scientific and other activities to the broader public using methods that are easy to find and understand;

7. We strive to maintain integrity in our scientific research by using repeatable methods, providing access to data, and minimizing bias or conflicts of interest;

8. We strive to conduct our business, research, and ourselves with consideration of resources such as water, energy, and materials; to minimize consumption of these resources when practical; to optimize consumption of these resources against achieving business, research, or outreach objectives; and to protect the continued existence of these resources for the next generations;

9. We strive to propagate these values beyond our organization.

Creating a Project

A Project is a branded program that serves to further the mission of BMS. Projects may be proposed by Affiliates of BMS, must be approved by Company Management, and must align with BMS’ Vision Statement. All projects must include the phrase “by Blue Marble Space” (or an equivalent phrase, approved by management) as part of its branding.

Projects are intended to expand BMS’ impact in a strategic, sustainable, and mission-driven manner. To ensure consistency, accountability, and long-term success, all proposed projects must meet the requirements outlined below.

Project Proposal Requirements

All new projects must be submitted in a standardized proposal format that includes:

• Project Name and Description
  A clear, concise overview of the project, its vision, mission, purpose, and intended activities.

• Mission Alignment Statement
  Explanation of how the project advances BMS’ mission and vision.

• Target Population
  Identification of the community or audience served.

• Goals and Objectives
  Defined outcomes the project intends to achieve.

• Scope of Activities
  Key deliverables, services, or outputs.

• Timeline
  Estimated start date, milestones, and duration.

• Resource Requirements
  Staffing, funding, technology, and operational needs.

• Preliminary Budget
  Provide estimated costs covering direct labor, materials, and all applicable indirect overhead (e.g., benefits, payroll taxes, insurance, and administrative expenses). If indirect costs are unknown, apply the company’s published fringe rates and indirect cost rates as outlined in the Handbook.

If you would like to start a project, please complete and submit a BMS Project Proposal and Budget to admin@bmsis.org. If you have questions about the requirements for a project, then please contact management at admin@bmsis.org.

Creating an Action Group

Blue Marble Space supports internal “action groups” within the organization. These Action Groups serve as internal coordination networks to foster collaboration among our scientists and projects. 

Action Groups (AGs) have a few guidelines:

1. AGs must be led by at least one Affiliate. Co-leadership is permitted but not required. The AG lead is required to send at least one email per year to science@bmsis.org that describes the ongoing activities of the AG and/or provides opportunities for others to participate in the AG. This could include hosting a seminar, a call for volunteers, hosting a special issue of a journal, just as some examples.

2. AGs may be temporary to accomplish a particular goal or indefinite to sustain interest in a particular topic among the BMS community. 

3. Membership in the AG can include anyone within BMS, including Affiliates, Visiting Scholars, and YSPs.

4. AGs can include activities (such as seminars) that include participants who are not affiliated with BMS. However, only members of the BMS community can formally be considered members of the AG. (Remember that the term “action group” is an internal BMS term. You can always invite interested individuals to apply to join BMS as a scientist, visiting scholar, or YSP if they want to become more involved.)

Current action groups include:

• Open Science in Astrobiology - Michael Tuite (michael.tuite@bmsis.org)
  The Open Science in Astrobiology group discusses current best practices in open science and data management in order to disseminate discoveries more broadly, make  methods and motivations more transparent, and meet the requirements of funding agencies.

• Research-Creation Studio - Jack Madden (jack.madden@bmsis.org)
  The Research-Creation Studio group acts as a hub for creative meaning-making and facilitating the exchange and coordination of art+humanities/science collaboration and research-creation among scientists, artists, and scholars.

• Science Communication and Education Network (SCENe) - Jennifer Claudio (jennifer.claudio@bmsis.org)
  The SCENe group supports the development of a scientifically educated populace to affect positive change, with the aim to provide access to a variety of educational opportunities and resources.

• Primitive Biology - Liam Longo (liam.longo@bmsis.org) and Celia Blanco (celia.blanco@bmsis.org)
  The Primitive Biology group fosters research collaboration and knowledge sharing about primitive biology, with an emphasis on the history of metabolism, the emergence of biopolymers, and connecting insights from top-down and bottom-up perspectives.

• Astrobiología con Eñe - Celia Blanco (celia.blanco@bmsis.org)
  Astrobiología con eñe seeks to unite the Spanish-speaking community through the exploration and discussion of astrobiology.

• Scopes: From Medicine to Space and Beyond - Jessica Snyder (jessicasnyder@bmsis.org) and Priya DasSarma (priya.dassarma@bmsis.org)
  The Scopes action group provides a community for engaging medically-oriented BMSIS persons to converse and collaborate, and learn from another.

• Space Settlement - Jacob Haqq-Misra (jacob@bmsis.org)
  The Space Settlement action group seeks to foster research collaboration about the human dimensions of space settlement, with topics that include ethics, governance, history, planetary protection, sociology, and futures studies.

• Plants in Space - Rafael Loureiro (rafael@bmsis.org)
  The Plants in Space action group seeks to foment an active discussion on current and past studies of plant life and plant interactions in space environments through collaboration between BMS and members of the space plant science community in academia and industry.

• STEM Education - Julia Brodsky (juliabrodsky@bmsis.org)
  The STEM Education action group seeks to review and revise the philosophy of STEM education (with a focus on astrobiology and space science education) for the 21st century, foster research collaboration, and develop and share the best educational practices.

If you would like to learn more about joining these Action Groups, please contact the group lead. If you are interested in serving as the leader of a new Action Group, please complete this Action Group roles and responsibilities document with your idea and then send it to Management at admin@bmsis.org.

Revisions to Handbook

This handbook is our attempt to keep you informed of the terms and conditions of your affiliation, including Company policies and procedures. The handbook is not a contract. The Company reserves the right to revise, add, or delete from this handbook as it determines to be in its best interest except the policy concerning at will affiliation. When changes are made to the policies and guidelines contained herein, we will endeavor to communicate them in a timely fashion, typically in a written supplement to the handbook or in a posting on company email groups. Any portions of this handbook that are printed are considered out-of-date. Please refer to the link http://handbook.bmsis.org for the most current and up-to-date version of this handbook.

Supporter’s Circle

We invite you to support BMS with a monthly contribution by joining our Supporter's Circle. The Supporter's Circle is open to any and all supporters of BMS, including our scientists, staff, volunteers, friends, fans, family, and even total strangers. Our Supporters Circle will receive benefits that include an exclusive monthly newsletter, free admission to paid webinars, free merchandise, and more! We are building the Supporters Circle right now and will launch official benefits once we reach our initial goal of $1,000 of monthly regular donations.

3 Positions and Titles

Affiliates

Blue Marble Space offers two professional tracks for Affiliation. One track focuses on hypothesis-driven research (A), and the other focuses on science communication and education (B). Both these roles meaningfully advances the goals of our organization.

A. “Research Scientists” at BMS are all individuals who have successfully completed the formal written application and interview process to join the institute (bmsis.org/join). Research Scientists are eligible to serve as primary investigators on grant proposals and to serve as mentors for those in our Young Scientist Program and our Visiting Scholars Program. Research Scientists are categorized into three titles as listed in the bullets below. These titles will be re-evaluated on an annual basis, with a one-year grace period extended for situations in which a title would be downgraded.

• “Affiliate Research Scientists” at BMS are Research Scientists who remain active participants in BMS (as defined by the minimum participation requirements).

• “Research Investigators” at BMS are Research Scientists who have been active participants in BMS (as defined by the minimum participation requirements) for at least two years. Research Investigators also are either are a PI or Co-I on a grant/cooperative agreement/subcontract managed by BMS -OR- a mentor participating in the Young Scientist Program (YSP).

• “Senior Research Investigators” at BMS are individuals who have maintained their status as Research Investigators for at least five years. Senior Research Investigators also are either a PI or Co-I on a grant managed by BMS -OR- a mentor participating in the Young Scientist Program (YSP).

B. “Science Communication & Education (SC&E) Affiliates” at BMS are all individuals who have successfully completed the formal written application and interview process to join the institute (bmsis.org/join). The role of an SC&E affiliate is to help BMS expand its reach towards communities that BMS currently has limited access to, and/or open up new opportunities in communities that BMS is already active in, and build and/or strengthen relationships between our institute and these communities. SC&E affiliates have PI privileges on Education/Learning/Communcation-forward calls from NASA, NSF, NIH, and Foundations, and may lead the organization of workshops, conferences, and community engagement events on behalf of BMS.

SC&E affiliates are categorized into three titles as listed in the bullets below. These titles will be re-evaluated on an annual basis, with a one-year grace period extended for situations in which a title would be downgraded.

• “Science Communication & Education Affiliate” at BMS are individuals who remain active participants in BMS (as defined by the minimum participation requirements).

• “Science Communication & Education Specialist” at BMS are individuals in the Science Communication & Education track who have been active participants in BMS (as defined by the minimum participation requirements) for at least two years.  SC&E Specialists may also have obtained funding as PI or CoI to engage their communities.

• “Senior Science Communication & Education Specialists” at BMS are individuals who have maintained their status as SC&E Specialists for at least five years. SC&E Specialists are also PIs or CoIs on grants obtained to engage communities.

Title evaluations will be conducted by BMS management, and title changes will be made at the discretion of management. Management may reevaluate titles or positions for individuals who do not remain in good standing with BMS.

Other Positions

Blue Marble Space offers several other options for voluntary and paid positions. 

“Staff Scientists” at BMS are individuals who have been hired as an employee or contractor by an Affiliate. Staff Scientists are ineligible to serve as primary investigators on grant proposals but may serve as co-investigators on proposals that include their Affiliate sponsor.

“Postdoctoral Researchers” at BMS are individuals who have been hired in a postdoctoral role by an Affiliate. Postdoctoral Researchers are ineligible to serve as primary investigators on grant proposals but may serve as co-investigators on proposals that include their Affiliate sponsor.

“Visiting Scholars” at BMS are individuals who are serving in volunteer positions supervised by an Affiliate. Visiting Scholars must be enrolled in a graduate degree program -OR- have completed a graduate degree program -OR- graduated from the BMS Young Scientist Program. Visiting Scholars are ineligible to serve as primary investigators or co-investigators on grant proposals.

“Research Associates, Young Scientist Program” at BMS are individuals who are enrolled in the BMS Young Scientist Program at NASA Ames or online. Young Scientists may receive a training stipend or may perform work on a voluntary basis. Young Scientists are ineligible to serve as primary investigators or co-investigators on grant proposals. 

Using a BMS Affiliation on Publications

Anyone who has formally joined BMS as a Research Scientist, Staff Scientist, Postdoctoral Researcher, Visiting Scholar, or Research Associate in the Young Scientist Program can list a BMS affiliation on papers, conference proceedings, events, professional memberships, and other areas that require a professional address and title. Visiting Scholars and Research Associates must have the permission of their Affiliate mentors and/or the Management of BMS to use a BMS affiliation on any submitted materials or presentations.

The full BMS address to be listed on publications and elsewhere is:

Blue Marble Space
600 1st Avenue, 1st Floor
Seattle, Washington 98104
USA

Any mail you receive at this address will be forwarded to you. You may not use the Company mailing address to receive personal mail.

Internal Sharing of Science Results

Please share the results of your science with our community! This is a great way to contribute to the BMS community, obtain feedback on your ideas, and even meet new collaborators. This is also important for BMS management to be aware of the publications and deliverables that are tied to our organization (either through funding or affiliation). 

For any publication that includes a BMS affiliation, we ask that you please share the title, authors, and target journal at minimum, and if possible also a brief abstract or description of the significance of the publication. You are also welcome to share a PDF copy of your manuscript if you like, although this is not required. We ask that you share this information at any point prior to the acceptance of your article: this could be at the time of submission, at the time of revision, or at the time you choose to post the paper on a preprint server. 

We ask that you use any of the methods below to share with us, listed in order of preference, but the choice is yours:

1. Share your science by posting to the #science channel on our Slack workspace

2. Share your science by sending an email to scientists@bmsis.org for other scientists to see

3. Share your science by sending an email to admin@bmsis.org for BMS management only

We encourage you to discuss your work with our community of scientists prior to publication to obtain feedback that may further enhance the quantity of your final product.

Press Release

Upon acceptance of a manuscript, please send an email to BMS Director of Communication Dr. Graham Lauto let us know the good news. Feel free to also use the #science channel on Slack to communicate the publication as well. We may arrange to send out a press release of your work to our continually growing list of journalists, radio hosts, and congressional staffers interested in our organization’s efforts. 

Communicate Your Activity

To help us keep track of how well we are doing as an institute, please let us know about any public talks you give so we can give you additional exposure through our newsletter by sending an email to grahamlau@bmsis.org. 

Web Domains

mail.bmsis.org points to your email inbox

docs.bmsis.org and https://drive.google.com/a/bmsis.org point to the cloud drive for storing and sharing documents (visible Team drives are found by clicking on "shared drives")

teams.bmsis.org points to the group manager for editing group subscription preferences

cal.bmsis.org points to the shared calendar

expenses.bmsis.org points to an online form to request travel reimbursement

nasasafety.bmsis.org points to an online questionnaire to determine safety classes needed (NASA Ames only)

Email Groups

Use the science@bmsis.org group for any science-related discussions, including research ideas, approaching deadlines, conferences of interest, feedback on manuscript or proposals, web links or news items, and other relevant topics. This email goes to all Research Scientists, SC&E Affiliates, Staff Scientists, Postdoctoral Researchers, Visiting Scholars, and YSP Research Associates.

Use the scientists@bmsis.org group for any science-related discussions, including research ideas, approaching deadlines, conferences of interest, feedback on manuscript or proposals, web links or news items, and other relevant topics. This email goes to all BMS Research Scientists, Staff Scientists, and Postdoctoral Researchers.

Use the scicommedu@bmsis.org group for any SC&E-related discussions, including research ideas, approaching deadlines, conferences of interest, feedback on manuscript or proposals, web links or news items, and other relevant topics. This email goes to all SC&E affiliates. scicommedu@bmsis.org is a recipient of all emails that go to science@bmsis.org

Use affiliates@bmsis.org to contact all Research Scientists and SC&E Affiliates.

Use ysp@bmsis.org to contact all participants in the BMS Young Scientist Program (bmsis.org/ysp). To contact those in the YSP through NASA Ames, use nasa_ysp@bmsis.org.

Use admin@bmsis.org to contact Management with any questions, concerns, comments, or suggestions at any time.

Use support@bmsis.org for any technology-related issues, including password resets and other @bmsis.org account needs.

If Management is unable to provide adequate support, then please use bod@bmsis.org to contact the Board of Directors with any questions, concerns, comments, or suggestions.

BMS Logos

Logos of BMS, including letterhead, are located at http://bmsis.org/logos. Please contact grahamlau@bmsis.org for the password to access these logos.

Minimum Expectations for BMS Affiliates

Our affiliates span a range of disciplines and careers, and we understand that other commitments can permit varying involvement with BMS. This document outlines the minimum requirements for a research scientist to maintain their affiliation with BMS, whereas this document outlines the minimum requirements for SC&E affiliates to maintain their affiliation with BMS. BMS research scientists and SC&E affiliates are expected to complete the requirements listed each fiscal year (01 October to 30 September). Any affiliates that do not maintain these minimum requirements may be subject to dismissal.

Affiliates that do not meet the minimum requirements and who do not respond to the annual affiliate audit/check-in will be dismissed from BMS. Dismissal includes removal of the affiliate’s profile from the BMS website, closing of the affiliate’s @bmsis.org account, and the inability for the affiliate to use the BMS affiliation for any purposes.

Affiliates that do not meet the minimum requirements but who do respond to the annual affiliate audit/check-in will be move to an inactive status. Inactive affiliates will be removed from the website, but the affiliate’s @bmsis.org account will remain active for 2 years. Inactive affiliates are eligible for reinstatement at any time in the future through an expedited review process by management, rather than the full application process.

In the event of a significant life or family event, BMS offers the option of a leave of absence during which the minimum expectations would be waived. Please contact jacob@bmsis.org to discuss options for a leave of absence. 

4 Submitting a Grant through BMS

BMS provides institutional support for the submission and management of grant proposals or sub-contract awards by its Affiliates. BMS is currently able to apply for and receive funds from NASA, NSF, and NIH awards. We can also assist with coordinating the logistics of receiving, managing, and reporting for grant proposals to private organizations and other funding sources.

Notice of Intent to Submit a Proposal

When you are preparing to submit a grant or subcontract as Primary Investigator (PI) or Co-Investigator (Co-I) using BMS as your primary affiliation, then please complete the “Notice of Intent to Submit a Proposal” form at proposals.bmsis.org so that we can begin preparing for the institutional side of the proposal. We ask you to notify us of your intent to submit a proposal no later than three weeks prior to the proposal deadline. This will allow us ample time to assist you in preparing budget documents and any other logistical issues relating to your proposal. BMS will provide budget templates and other information following completion on of this form.

A draft of your proposal budget must be sent to the BMS Budget Office no later than two weeks prior to the proposal deadline. The Budget Office Administrator will review the budget when received and will iterate with you until the budget is complete and compliant. Approval from the Budget Office Administrator is required before your proposal can be submitted.

For best practices, have your proposal finished at least one week before the deadline. This will give you time to review your proposal with colleagues and make final edits. If you are rushed to the last minute with a proposal, you may want to step back and ask yourself if the proposal really represents your best effort.

Your proposal must be released to BMS no later than two business days before the deadline. This deadline applies to full proposals, step-1 proposals, letters of intent, and any other proposal documents that require attention by the BMS budget office. Adherence to this deadline is mandatory, as this gives us time to conduct a pre-submission proposal compliance review. Non-compliant proposals will need to be revised before we can submit them. 

Proposals that are released to the organization less than two business days prior to the deadline are ineligible for submission.

A list of funding opportunities is provided in this document, courtesy of the Explainables.org. Please note that BMS does not provide any other assistance with identifying funding opportunities for affiliates.

Responsibilities as a Primary Investigator (PI)

A BMS PI shares the responsibility for the management of their award with BMS administrators. Our low overhead means that the participation of BMS PIs in administrating their award is necessary. Federal and Non-federal awards may have requirements that the PI is responsible for satisfying. BMS administrators are available to provide the needed assistance. BMS recommends that Affiliates review the following roles and responsibilities that come with being an active PI at BMS before submitting a proposal:

• Correspond timely with BMS administration regarding the management of the award.

• Maintain a Financial spreadsheet as initially provided by BMS at the time of the award, with assistance from BMS administration.

• Update the Financial spreadsheet based on information received from monthly BMS expense reports.

• Lead the creation of an annual report at every milestone required by the awarding agency (typically, an annual report is required).

• Complete and return monthly work-certification effort documentation (mainly NSF and NASA awards, but some other organizations may require it too).

• Complete and respond to all IRB requirements if human subjects are expected.

• Complete and respond to all IACUC requirements if animal subjects are expected.

• Complete and respond to environmental, site, or other project-specific requirements. It is the responsibility of the PI to ensure compliance with all project requirements. BMS administration will provide assistance in obtaining compliance.

• BMS reserves the right not to submit a proposal on behalf of a BMS Affiliate if their existing proposal reporting requirements are not up-to-date.

Internal Peer Review

As you write your proposal, we encourage you to discuss your work with our network of scientists (science@bmsis.org) prior to submission to obtain feedback that may further enhance the quantity of your final proposal. Upon request, we can arrange for a mock review session of your proposal to provide detailed feedback from affiliated individuals at BMS in closely-related research areas. If you would like a mock review of your proposal, please contact jacob@bmsis.org no later than two weeks prior to the proposal deadline.

Budget Documentation

BMS can provide basic templates for budget submission to major agencies such as NASA and NSF. Contact jacob@bmsis.org for assistance as you prepare your budget.

BMS recommends that our investigators follow regional and institutional norms in budgeting for wage or stipend amounts, consistent with the physical location of where the proposed work will be carried out and the equivalent rank of those that will be completing the work. BMS follows the US Office of Personnel Management (OPM) General Schedule (GS) for salaries and wages. Visit the OPM GS pay scale online to calculate your salary rate. Contact jacob@bmsis.org or sanjoy@bmsis.org for assistance with identifying your GS pay rate.

Indirect Rate

Effective October 1, 2025, Blue Marble Space has elected to use the de minimis indirect rate of 15%, allowable per CFR 200.414(f). Indirect costs are used for Company operating expenses and verified against 2CFR200 to ensure that such expenses are necessary, reasonable, allocable, and allowable. 

For fixed rate grants, the grantors allowed fixed rate should be used, pursuant to the terms of their Indirect Cost Policy, but not less than 15%.  In the event the grantor employs a fixed minimum and maximum rate for indirect costs, the greater of the fixed minimum indirect cost rate, a calculated budgeted indirect cost rate calculated based on the actual project’s budgeted needs, or the organizational indirect cost rate above should be used.

Fringe Rate

Blue Marble Space employees should include a fringe rate of 18.7% on grant proposals. The breakdown is as follows: Health insurance & wellness plans: 8.5%, Social security: 6.2%, Medicare: 1.45%, state and local employment taxes and workers compensation: 1.55%, retirement administration: 1% = 18.7%.

BMS contractors should not include a fringe rate on grant proposals and are advised to contact the Board of Directors to ensure liability coverage of their work location.

Statement of Work Completion

BMS is a geographically distributed institute that is physically incorporated in the United States. To ensure adherence to all applicable local, state, and federal laws, BMS requires a breakdown of the physical location and scope of all activities that will be carried out under an awarded grant. If a significant amount of work is to be completed within the facilities of a physical institution, the investigator(s) will be asked to provide a justification for why the grant is not being distributed through that institution and to confirm that the proposed grant disbursal is consistent with that institution’s requirements. The investigator(s) charged with grant completion will be responsible for adhering to this outline to ensure that all applicable laws and institutional requirements pertaining to liability, workplace safety and grant disbursement. BMS can assist and cover costs in obtaining proper liability coverage for the work location.

Statement of Institutional Commitment

BMS can provide a statement of institutional commitment for a proposal or sub-award as needed. Please send the following information to jacob@bmsis.org no less than two weeks prior to the proposal deadline:

• Granting Agency (NASA, NSF, etc.)

• Name and Institutional Address of Primary Investigator

• Proposal Title

• Period of Performance

Proposal Submission

We encourage you to take advantage of the BMS community to make your proposal as competitive as possible. All proposals submitted from BMS are a reflection on our community, and so we want to ensure that our efforts are of the highest attainable quality. We ask that you release your final proposal to us no later than 48 hours prior to the proposal deadline in order to give us time for a final compliance check of the proposal and budget. 

Grant Disbursement

BMS is able to pay research scientists either as contractors or employees. As a contractor, you will receive a form 1099-NEC with your wages, which makes you responsible for withholding and paying taxes to the IRS (please consult your tax advisor for further details). BMS affiliates paid as contractors should ensure personal liability coverage. As an employee, BMS will withhold federal and state taxes, pay basic benefits, and provide access to health, dental, and life insurance options. Contact sanjoy@bmsis.org for further details on receiving payment as a contractor or employee.

When BMS manages federal grants, funds are kept in federal accounts until needed by the grantee. In accordance with federal law, BMS makes every effort to minimize the time federal funds are in BMS accounts prior to disbursement. Accordingly, for salary purposes, dollar requests on federal grants will be made on the 23rd (or the previous business day if the 23rd falls on a weekend) of each month for disbursement on 27th (or the following business day if the 27th falls on a weekend).

5 Procurement Policy

The company procurement policy establishes guidelines that meet or exceed the procurement   requirements for purchases of goods (apparatus, supplies, materials, and equipment), services, and construction or repair projects when federal funds are being used in whole or in part to pay for the cost of a contract. The full company procurement policy is found here.

The Company administering federal grant awards must comply with Equipment Management for Grants and Cooperative Agreements 2 CFR sections 200.313(c) through (e) which require that:

• Equipment must be used in the program or project for which it was acquired as long as needed, whether or not the project or program continues to be supported by the federal award.  The Company or Employee must not encumber or dispose of the equipment without prior approval of the federal awarding agency or pass-through entity.

• Equipment purchased and funded by grant funds is the property of Blue Marble Space.  The equipment is provided to the Employee for the purpose of performing their grant research activities and should not be used for any other purpose.

• Equipment means tangible personal property (including information technology systems) having a useful life of more than one year and a per-unit acquisition cost that equals or exceeds $15,000.

An individual procurement transaction for supplies or services with federal funds less than $15,000 is considered a “micro-purchase” and does not need a formal bidding process. For any purchase with federal funds greater than $15,000, please review the full procurement policy and contact admin@bmsis.org for assistance with the bidding process.

Compliance

General Compliance. All BMS Primary Investigators (PIs) and Project Leaders shall comply with all applicable laws, regulations, rules, judgments, decrees and orders, whether federal, state, local, domestic or foreign, including but not limited to U.S. Treasury Department's Office of Foreign Assets Control ("OFAC") Compliance described in the OFAC Compliance Section below and Internal Revenue Service rules and regulations relating to tax withholding and reporting for payments to non-U.S. persons. 

OFAC Compliance. BMS, Project Leaders, and/or Grantees represent that (i) it does not knowingly support (including through subgrants), employ or do business with, directly or indirectly, individuals, entities, or groups that are subject to OFAC sanctions, or with individuals, entities or groups known to BMS/Project/Grantee to support terrorism or to have violated OFAC sanctions. These representations shall survive and continue in effect throughout the term of the Grant and a reasonable period thereafter. 

OFAC Sanctions Programs and Country Information Website

OFAC Specially Designated Nationals and Blocked Persons List (SDN List) Search Tool

OFAC Additional Sanctions List Website

6 Travel and Expenses

Border Crossing & Immigration Issues

BMS has made arrangements with the Immigration Law Offices of Hadley Bajramovic (www.immigrationhadley.com) to assist with unforeseen difficulties in travel. If you find yourself "stuck" at US borders despite having valid documentation, please know that this Law Office can assist free of charge. You can reach them by phone at (951) 588-9838 or email: Hadley@ilohb.com, Be sure to mention your Blue Marble Space affiliation. We hope that none of you will find yourself in such a situation, but if you do, know that this law office is available to help.

Expense Policy

Travel expenses are defined as the reasonable and necessary expenses incurred when traveling on approved Company business trips. Company travel is limited to business activities for which other means of communication is inadequate. Approved non-travel business expenses are defined as the reasonable and necessary expenses incurred to achieve legitimate business purposes that are not covered by normal Company procurement processes.

Travel Expenses

The Company pays the actual amounts incurred for appropriate expenses when on travel assignments. Examples of typical expenses include the following:

• Airline tickets and baggage fees.

• Meals and lodging.

• Car rental, train, public transit, bus, rideshare, taxi, parking, tolls.

• Personal vehicle mileage (standard mileage rate)

• Telephone and fax.

• Laundry and dry cleaning (trips exceeding one week only, unless emergency).

• Business supplies and services, printing, shipping.

• Associated tax and gratuities.

• Other expenses necessary to achieve the business purposes.

To avoid complications due to travel plans changing following reimbursement of travel expenses, reimbursements for travel expenses should be requested after the travel has occurred.

Family Members

The Company does not pay for travel expenses of spouses or other family members to accompany an employee on the business trip. Travel costs for dependents are unallowable on federal awards, except for travel of duration of six months or more with prior approval of the federal awarding agency.

Air Travel

Travelers are to use the least expensive class of airfare (e.g., economy or tourist class) when traveling on Company business. In addition, private, noncommercial aircraft or chartered aircraft is not to be used, and no more than two Company officers should travel together on the same flight.  The costs of common carrier fees for one standard size and weight checked bag are allowed.  Airfares are to be charged to personal credit cards and subsequently turned in on a monthly expense report.

Note: Upgrades using points/miles are allowed, but not reimbursed.

Meals

Non-entertainment-related meals are reimbursable when on business travel and may be reimbursed on an actual cost basis or on a per diem basis, provided the method used is applied to an entire trip and not to selected days of the trip.  Current and prior per diem rates may be found on the U.S. General Services Administration (GSA) website at GSA.gov/travel/plan-book/per-diem-rates.  On travel days, only 75 percent of the applicable per diem rate is allowed.

The Company does not reimburse for meals that are lavish or extravagant, meals purchased with entertainment, or alcoholic beverages.  The cost of Alcoholic beverages is unallowed on federal awards.  Every attempt should be made to separately purchase alcoholic beverages from meals when traveling for business.    

Hotels

The cost of standard lodging or hotel (no luxury upgrades unless approved) while traveling away from home for business are reimbursable on an actual cost basis or on a per diem basis, provided the method used is applied to an entire trip and not to selected days of the trip. Current and prior per diem rates may be found on the U.S. General Services Administration (GSA) website at GSA.gov/travel/plan-book/per-diem-rates.

The company does not reimburse early check-in fees.  Neither in-room movies nor refreshment bars are approved Company expenses.

Insurance

The Company does not pay for personal travel insurance for affiliated individuals.

Rental Cars

Reasonable transportation availability is to be used.

Personal Vehicles

Travelers will be reimbursed for vehicle use at the standard IRS mileage rate. using their own vehicle for business purposes must maintain insurance coverage as required by law. Travel between the affiliated individual’s home and primary office is not considered to be business travel. Travelers will be reimbursed for vehicle use at the standard IRS mileage rate.

Conferences

A conference means an event whose primary purpose is to disseminate technical information beyond the recipient or subrecipient and is necessary and reasonable for successful performance under the Federal award. Allowable conference costs may include attendance fees, costs of meals and refreshments, local transportation, and other items incidental to such conferences unless further restricted by the terms and conditions of the Federal award.

Goods or Services for Personal Use

The Company does not pay for goods or services for personal use.

Housing costs (for example, maintenance, utilities, furnishings, rent), housing allowances, and personal living expenses are only allowable if directly related to performance of a grant or award and must be approved in advance by the awarding agency.

Expense Reporting

Affiliated individuals are to report their expenses on the Travel Reimbursement Form (http://expenses.bmsis.org) in order to receive reimbursement, and must include a description of the expense, its business purpose, date, place, and the participants.  Itemized receipts for all expenses being requested must be included.  Submit your travel reimbursement request within 30 days of return from your trip.

Advances

The Company does not typically issue cash travel advances. Affiliated individuals are expected to use personal credit cards or their own funds and submit their approved expenses through the Travel Reimbursement Form.

Under special circumstances, travel advances may be permitted for BMS YSPs required to travel under their grant assignment. Contractors and vendors are not eligible for travel advances.  Travel advance requests must first be approved by the BMS PI or NASA PI overseeing the travel.  Once approved, the form and proof of estimated costs will be reviewed by BMS prior to final approval. Travel advances can be requested through the Travel Reimbursement Form available at http://expenses.bmsis.org.

Travel Reservations

Affiliated individuals should feel free to book their own airline travel, rental cars, and hotels. Any affiliated individuals receiving partial or full salary from Federal sources must use “U.S. flag” airlines for travel as described by the “Fly America Act” (49 U.S.C. 40118).

Company-Sponsored Events and Meetings

The Company pays for expenses necessary to achieve a valid business purpose when meetings are held with customers, vendors, donors, or other affiliated individuals. The most senior Company member present is to pay and report all expenses. 

The Company will make every effort to have a master account set up for Company-wide and large group events. However, if you are at a small meeting or staying by yourself at a hotel, pay individually and submit for reimbursement accordingly.

Entertainment

The Company does not pay for personal entertainment expenses. 

Technical and Training Seminars

The Company pays for expenses associated with attendance at classes and seminars that enhance job-related skills. Prior approval must be obtained by the affiliated individual’s manager/supervisor and appropriate management.

Gifts

Affiliated individuals may present gifts only under exceptional circumstances and with prior approval of the appropriate Company officer. The Company does not reimburse cost over $25 for business gifts.

Other Expenses

The Company will pay for postage, telephone, and internet expenses that are for business purposes.

7 Technology Policies

Email and Internet Policy

This Email/Internet Policy is intended to provide each affiliated individual of the Company with the guidelines associated with the use of the Company’s email/Internet system (the system). This policy applies to all affiliated individuals, volunteers, employees, contractors, vendors, partners, or associates, and any others accessing and/or using the Company’s system through onsite or remote terminals.

The following General Provisions apply to the Company’s IT infrastructure:

• The system, and all data transmitted or received through the system, are the exclusive property of the Company. No individual should have any expectation of privacy in any communication over this system. Any individual permitted to have access to the Company’s system will be given an email and/or Internet address and/or access code, and will have use of the system, consistent with this policy.

• The Company reserves the right to monitor, intercept, and/or review all data transmitted, received, or downloaded over the system. Any individual who is given access to the system is hereby given notice that the Company will exercise this right periodically, without prior notice and without the prior consent of the member.

• The Company’s interests in monitoring and intercepting data include, but are not limited to: protection of Company trade secrets, proprietary, and similar confidential commercially-sensitive information (i.e. financial or sales records/reports, marketing or business strategies/plans, product development, customer lists, patents, trademarks, etc.); managing the use of the Company’s computer system; and/or assisting the member in the management of electronic data during periods of absence. No individual should interpret the use of password protection as creating a right or expectation of privacy. In order to protect everyone involved, no one can have a right or expectation of privacy with regards to the receipt, transmission or storage of data on the Company Email/Internet system.

Any member who violates the policies in this handbook will be subject to corrective action, up to and including termination of affiliation. If necessary, the Company will also advise law enforcement officials of any illegal conduct.

Personal, Group, and Project Website Policy

Blue Marble Space  has historically served and maintained several websites that support our organization. The increase in resources necessary to guarantee website security and stability means that the Company can no longer support custom websites (such as a unique Wordpress setups) for Personal use, groups, labs, or projects. However, all holders of @bmsis.org email addresses can build their own website through Google Sites. To access the website builder tool, click on the Google Apps button in your @bmsis.org inbox, and select "Sites".

Social Media Policy

At Blue Marble Space, we understand that social media can be a fun and rewarding way to share your life and opinions with family, friends, and co-workers around the world. However, use of social media also presents certain risks and carries with it certain responsibilities. To assist you in making responsible decisions about your use of social media, we have established these guidelines for appropriate use of social media.

This policy applies to all affiliated individuals who work for Blue Marble Space. 

Guidelines

In the rapidly expanding world of electronic communication, social media can mean many things. Social media includes all means of communicating or posting information or content of any sort on the Internet, including to your own or someone else’s web log or blog, journal or diary, personal website, social networking or affinity website, web bulletin board, or a chat room, whether or not associated or affiliated with Blue Marble Space, as well as any other form of electronic communication.

The same principles and guidelines found in Company policies and these basic beliefs apply to your activities online. Ultimately, you are solely responsible for what you post online. You may be personally responsible for any litigation that may arise should you make unlawful defamatory, slanderous, or libelous statements against any customer, manager, owner, or affiliated individual of the company. Before creating online content, you may want to consider some of the risks and rewards that are involved.

Know and Follow the Rules

Carefully read these guidelines, the Company Ethics Code, Standards of Conduct, and Equal Employment Opportunity (EEO) Statement and Non-harassment Policy, and ensure your postings are consistent with these policies. Postings that include unlawful discriminatory remarks, harassment (as defined by our EEO policy), and threats of violence or other unlawful conduct will not be tolerated and may subject you to disciplinary action up to and including termination.

You Are Encouraged to Show Respect

The Company cannot force or mandate respectful and courteous activity by affiliated individuals on social media during nonworking time. However, everyone should be aware of the negative impact comments of this nature can have on the workplace and relationships with others. In addition, please keep in mind that you may be more likely to resolve work-related disputes by speaking directly with your co-workers or by utilizing our Open Door Policy than by posting complaints to a social media outlet. Nevertheless, if you decide to post complaints or criticism, avoid using statements, photographs, video, or audio that reasonably could be viewed as unlawful, slanderous, threatening, or that might constitute unlawful harassment (as defined by our EEO policies). Examples of such conduct might include defamatory or slanderous posts meant to harm someone’s reputation or posts that could contribute to a hostile work environment on the basis of race, sex, disability, age, national origin, religion, veteran status, or any other status or class protected by law or company policy.

Honesty and Accuracy

You should understand that honesty and accuracy are important when posting information or news, and that it is good practice to correct a mistake quickly. You may want to be open about any previous posts you have altered. Remember that the Internet archives almost everything; therefore, even deleted postings often can be searched.

Posting Information

When posting information:

• Maintain the confidentiality of Company trade secrets and confidential Company-related commercially-sensitive information (i.e. financial or sales records/reports, marketing or business strategies/plans, product development, customer lists, patents, trademarks, etc.).

• Do not create a link from your blog, website, or other social networking site to a Company website that identifies you as speaking on behalf of Blue Marble Space.

• Never represent yourself as a spokesperson for Blue Marble Space. If the Company is a subject of the content you are creating, do not represent yourself as speaking on the Company’s behalf. 

• Respect copyright, trademark, and similar laws and use such protected information in compliance with applicable legal standards.

Retaliation Is Prohibited

Company prohibits taking negative action against any affiliated individuals for reporting a possible deviation from this policy or for cooperating in an investigation. Any affiliated individual who retaliates against another affiliated individual for reporting a possible deviation from this policy or for cooperating in an investigation will be subject to disciplinary action, up to and including termination.

Questions or Guidance

If you have questions or need further guidance on any technology-related issues or policies, please contact support@bmsis.org.

Nothing in this policy is designed to interfere with, restrain, or prevent communications regarding wages, hours, or other terms and conditions of affiliation, or to restrain employees in exercising any other right protected by law.

Suggestions/Open Door Policy

We welcome suggestions for continued improvement and welcome your ideas for better ways to do your job, produce or sell the products or services of our Company, or meet customer and client needs. Discuss your ideas with your supervisor or another member of the management team.

We also encourage you to offer any suggestions derived from seminars, magazines, or other outside sources of information you believe would add value to the Company.

Use of Company Technology and Resources

Affiliated individuals are required to limit usage of the company's technology, mailing address, and other resources to business purposes only. You may not use the Company mailing address to receive personal mail.

BMS affiliates, staff scientists, postdoctoral researchers, visiting scholars, and young scientist program participants may use company technology and resources for any purposes relating to the pursuit or completion of their research, as well as for any educational purposes that relate to their research or community engagement goals. Activities that do not support research, education, or community engagement that broadly relates to the goals of the Company are prohibited from using any company technology or resources.

Cloud-based Productivity Tools & Troubleshooting

All BMS affiliates have access to several cloud-based software tools. See this document for a summary of available tools and some frequently asked questions regarding technology resources at BMS.

Computer Security and Copying of Software

Software programs purchased and provided by the Company are to be used only for creating, researching, and processing Company-related materials. By using the Company’s hardware, software, and networking systems you assume personal responsibility for their use and agree to comply with this policy and other applicable Company policies, as well as city, state, and federal laws and regulations.

All software acquired for or on behalf of the Company or developed by affiliated individuals or contract personnel on behalf of the Company is and shall be deemed Company property. It is the policy of the Company to respect all computer software rights and to adhere to the terms of all software licenses to which the Company is a party. The COO is responsible for enforcing these guidelines.

Company users may not illegally duplicate any licensed software or related documentation. Unauthorized duplication of software may subject users and/or the Company to both civil and criminal penalties under the United States Copyright Act. To purchase software, users must obtain the approval of the Board of Directors.

Users may not duplicate, copy, or give software to any outsiders including clients, contractors, customers, and others. Company users may use software on local area networks or on multiple machines only in accordance with applicable license agreements entered into by the Company.

Third Party Disclosures

From time to time, our Company may become involved in news stories or potential or actual legal proceedings of various kinds. When that happens, lawyers, former employees, newspapers, law enforcement agencies, and other outside persons may contact our affiliated individuals to obtain information about the incident or the actual or potential lawsuit.

If you receive such a contact, you should not speak on behalf of the Company and should refer any call requesting the Company's position to Company management. If you have any questions about this policy or are not certain what to do when such a contact is made, please contact Management (admin@bmsis.org).

Incentive Programs

BMS has canceled its perks program through AnyPerks.com due to lack of interest and use. Instead, BMS now offers occasional gifts and other perks. In 2017, the BMS gift was a branded coffee mug that was very well received. If you have ideas of what could constitute a BMS perk, let the Board of Directors know.

Personal Data Changes

It is your obligation to provide the Company with all of your current contact information, including current mailing address and telephone number. Please inform the Company of any changes to your marital or tax withholding status. Failure to do so may result in loss of benefits or delayed receipt of W-2 and other mailings.

Foreign Corrupt Practices Act

It is the policy of the Company that any of our affiliated individuals, volunteers, employees, faculty, staff, agents, representatives, vendors, and other third parties (including subsidiaries) comply with the anti-bribery laws of the United States and of the foreign countries where the Company does business. Bribery of any kind in the United States and abroad, regardless of foreign custom or practice, is strictly prohibited. No affiliated individual, volunteer, employee, faculty, staff, agent, representative, vendor, or any other third party with which the Company works shall make any payment or provide anything of value, to any person, in order to improperly influence that person to secure any advantage for the Company, including obtaining or retaining business, or directing business to any person or entity.

It is also the policy of the Company that each of its affiliated individuals, volunteers, employees, faculty, staff, agents, representatives, vendors and all third parties that work with the Company make and keep books, records, and accounts, which, in reasonable detail, accurately reflect any transactions and dispositions of the Company and any of its subsidiaries or partners. Any contracts involving, directly or indirectly, foreign officials must be in writing and reviewed by the Board of Directors prior to execution.

8 Trade Secrets and Inventions

Intellectual Property and Inventions

Any intellectual property or invention created, in whole or in part, during an affiliated individual’s work hours, or from the use of the Company’s equipment or facilities, remain the property of the affiliated individual. Any affiliated individual who intends to develop and maintain property rights in any invention, which relates in any way to the Company’s products or services, is required to notify the Company of their intent.

The company shall lay no claim to any copyrights, patents, or other pieces of intellectual property that are developed by an affiliated individual or researcher. Intellectual property and patents generated from the Company remain solely with the inventor.

If profits are generated from intellectual property created during a Company project, then donations of a portion of the proceeds to the Company or Company-led projects by the IP-holding affiliated individuals are strongly encouraged, though not required.

Confidentiality and Nondisclosure of Trade Secrets

As a condition of affiliation, Company affiliated individuals are required to protect the confidentiality of Company trade secrets, proprietary information, and confidential Company-related commercially-sensitive information (i.e. financial or sales records/reports, marketing or business strategies/plans, product development, customer lists, patents, trademarks, etc.). Access to this information should be limited to a “need to know” basis and should not be used for personal benefit, disclosed, or released without prior authorization from a supervisor. Any affiliated individual who has information that leads them to suspect that a member or competitor is obtaining such information is required to inform company Management. Violation of this policy may result in the discipline or termination of affiliation, as well as subject the employee to civil liability.

9 General Policies and Statements

Intellectual Freedom

Our Company is committed to upholding an environment that promotes the freedom of open and honest inquiry. It is not the proper role of the Company to attempt to shield individuals from ideas that could be construed as unwelcome, unwise, or even deeply offensive. Although all disagreements should remain civil (following the provisions in the employee handbook; Article X, Section 9), concerns about the offensive nature of ideas can never be used as a justification for closing off discussion. BMS may reasonably restrict expression that is illegal, defames an individual, constitutes a genuine threat or harassment, substantially invades privacy, or otherwise undermines the functioning of the Company. The Company may also reasonably regulate the time, place, and manner of expression in order to prevent disruption of its ordinary activities. But such narrow exceptions should never be used in a manner that is inconsistent with the commitment of the Company to a completely free and open discussion of ideas. It remains up to the individuals within the community, not the Company as an organization, to judge the merits of ideas for themselves and to act on such judgements by openly and vigorously contesting any ideas that they oppose.

Equal Employment Opportunity Statement

Our Company is committed to the principles of equal employment. We are committed to complying with all federal, state, and local laws providing equal employment opportunities, and all other employment laws and regulations. It is our intent to maintain a work environment which is free of harassment, discrimination, or retaliation because of age, race, color, national origin, ancestry, religion, sex, gender, sexual orientation, pregnancy (including childbirth, lactation and related medical conditions), physical or mental disability, genetic information (including testing and characteristics), veteran status, uniformed service member status, or any other status protected by federal, state, or local laws. The Company is dedicated to the fulfillment of this policy in regard to all aspects of employment, including but not limited to recruiting, hiring, placement, transfer, training, promotion, rates of pay, and other compensation, termination, and all other terms, conditions, and privileges of employment.

The Company will conduct a prompt and thorough investigation of all allegations of discrimination, harassment, or retaliation, or any violation of the Company’s Equal Employment Opportunity Policy in a confidential manner. The Company will take appropriate corrective action, if and where warranted. The Company prohibits retaliation against any affiliated individuals who provides information about, complains, or assists in the investigation of any complaint of discrimination or violation of the Company’s Equal Employment Opportunity Policy.

We are all responsible for upholding the Company’s Equal Employment Opportunity Policy and any claimed violations of that policy should be brought to the attention of Management (admin@bmsis.org).

Title IX Statement

Title IX of the Education Amendments of 1972 protects individuals from discrimination based on sex in any educational program or activity operated by recipients of federal financial assistance. Sexual harassment, which includes acts of sexual violence, is a form of sex discrimination prohibited by Title IX. BMS does not discriminate on the basis of sex in the employment, education programs or activities it operates. The Title IX coordinator is the President & CEO of BMS and can be contacted regarding any grievances at:

Sanjoy Som, President & CEO, Blue Marble Space
600 1st Avenue, 1st Floor, Seattle WA 98104
Phone: (206) 775-8787
Email: sanjoy@bmsis.org 

Policy Against Workplace Harassment

Blue Marble Space has a strict policy against all types of workplace harassment, including sexual harassment and other forms of workplace harassment based upon an individual’s age, race, color, national origin, ancestry, religion, sex, gender, sexual orientation, pregnancy (including childbirth, lactation and related medical conditions), physical or mental disability, genetic information (including testing and characteristics), veteran status, uniformed service member status, or any other status protected by federal, state, or local laws. All forms of harassment of, or by, affiliated individuals, vendors, visitors, customers, and clients are strictly prohibited and will not be tolerated.

Sexual Harassment

Sexual harassment is defined as unwelcome sexual advances, requests for sexual favors, and other verbal or physical conduct of a sexual nature when (1) submission to such conduct is made either explicitly or implicitly as a term or condition of an individual’s employment, (2) submission to, or rejection of such conduct by an individual is used as the basis for employment decisions affecting such individual, or (3) such conduct has the purpose or effect of unreasonably interfering with an individual’s work performance or creating an intimidating, hostile, or offensive work environment.

While it is not possible to identify each and every act that constitutes or may constitute sexual harassment, the following are some examples of sexual harassment are provided below: (a) unwelcome requests for sexual favors; (b) lewd or derogatory comments or jokes; (c) comments regarding sexual behavior or the body of another member; (d) sexual innuendo and other vocal activity such as catcalls or whistles; (e) obscene letters, notes, emails, invitations, photographs, cartoons, articles, or other written or pictorial materials of a sexual natures; (f) repeated requests for dates after being informed that interest is unwelcome; (g) retaliating against an member for refusing a sexual advance or reporting an incident of possible sexual harassment to Blue Marble Space or any government agency; (h) offering or providing favors or employment benefits such as promotions, favorable evaluations, favorable assigned duties or shifts, etc., in exchange for sexual favors; and (i) any unwanted physical touching or assaults, or blocking or impeding movements.

Other Harassment

Other workplace harassment is often verbal or physical conduct that insults or shows hostility or aversion towards an individual because of the individual’s age, race, color, national origin, ancestry, religion, sex, pregnancy (including childbirth, lactation and related medical conditions), physical or mental disability, genetic information (including testing and characteristics), veteran status, uniformed service member status, or any other status protected by federal, state, or local laws.

Again, while it is not possible to list all the circumstances that may constitute other forms of workplace harassment, the following are some examples of conduct that may constitute workplace harassment: (a) the use of disparaging or abusive words or phrases, slurs, negative stereotyping, or threatening, intimidating or hostile acts that relate to the above protected categories; (b) written or graphic material that insults, stereotypes or shows aversion or hostility towards an individual or group because of one of the above protected categories and that is placed on walls, bulletin boards, email, voicemail, or elsewhere on the Company’s premises, or circulated in the workplace; and (c) a display of symbols, slogans, or items that are associated with hate or intolerance towards any select group.

Reporting Discrimination and Harassment

Any affiliated individual who feels that he or she has witnessed, or been subject to, any form of discrimination or harassment is required to immediately notify Management (admin@bmsis.org).

Blue Marble Space prohibits retaliation against any affiliated individual who provides information about, complains, or assists in the investigation of any complaint of harassment or discrimination.

We will promptly and thoroughly investigate any claim and take appropriate action where we find a claim has merit. Discipline for violation of this policy may include, but is not limited to reprimand, suspension, demotion, transfer, and discharge. If the Company determines that harassment or discrimination occurred, corrective action will be taken to effectively end the harassment. As necessary, the Company may monitor any incident of harassment or discrimination to assure the inappropriate behavior has stopped. In all cases, the Company will follow up as necessary to ensure no retaliation for making a complaint or cooperating with an investigation.

Disability Accommodation

The Company complies with federal and state disability regulations, including the Americans with Disabilities Act (ADA). Qualified applicants or affiliated individuals who inform the Company of a physical or mental disability requiring accommodation in order for them to perform the essential functions of their jobs should inform their supervisor or Management (admin@bmsis.org) of this so that we can together discuss what accommodations are available and appropriate.

Procedure for reasonable accommodation requests:

• Affiliated individuals advises their supervisor or Management (admin@bmsis.org) of the need for accommodation. 

• The accommodation request will be discussed with the affiliated individual.

• The affiliated individual may be required to provide documentation supporting a disability, including medical certification.

• If a reasonable appropriate accommodation is readily available, the request will be approved and the accommodation implemented.

• If an accommodation is not readily ascertainable, the matter will be pursued further with assistance from appropriate external resources.

The Company will consider the request but reserves the right to offer its own accommodation to the extent permitted by law. Some, but not all, of the factors that the Company will consider are cost, the effect that an accommodation will have on current established policies, and the burden on operations—including other affiliated individuals —when determining a reasonable accommodation.

Section 504 Coordinator

Section 504 of the Rehabilitation Act of 1973 prohibits the Company from discriminating on the basis of disability (29 U.S.C. 794). The Company will provide reasonable accommodation for affiliated individuals with disabilities, program accessibility, and effective communication for individuals who have hearing or vision disabilities. The Section 504 coordinator is the COO of BMS and can be contacted regarding any grievances at:

Jacob Haqq-Misra, COO, Blue Marble Space
600 1st Avenue, 1st Floor, Seattle WA 98104
Phone: (206) 775-8787
Email: jacob@bmsis.org 

Religious Accommodation

Blue Marble Space is dedicated to treating the religious diversity of all our affiliated individuals equally and with respect. Affiliated individuals may request an accommodation when their religious beliefs causes a deviation from Blue Marble Space's schedule, basic job duties, or other aspects of employment. The Company will consider the request but reserves the right to offer its own accommodation to the extent permitted by law. Some, but not all, of the factors that the Company will consider are cost, the effect that an accommodation will have on current established policies and the burden on operations, including other affiliated individuals, when determining a reasonable accommodation. At no time will the Company question the validity of a person's belief.

Conflicts of Interest

Blue Marble Space is concerned with conflicts of interest that create actual or potential job related concerns, especially in the areas of financial interests, confidentiality, customer relations, research, safety, security, and morale. Any actual, potential, or perceived conflicts of interest between a member of the Company and a competitor, supplier, distributor, donor, or contractor to the Company, must be disclosed by the member to Management (admin@bmsis.org) and the Board of Directors (bod@bmsis.org). If an actual or potential conflict of interest is determined to exist, the Company will take such steps as it deems necessary to reduce or eliminate this conflict.

This Policy establishes standards to identify, disclose, manage, and prevent conflicts of interest in order to protect the integrity of the organization and ensure compliance with applicable federal and state laws, including requirements associated with federal grants, cooperative agreements, and contracts.

Scope

This Policy applies to Directors and Officers, Employees, Principal Investigators (PIs), Key Personnel, Volunteers with decision-making authority, and Consultants and contractors acting on behalf of the organization.

Policy Statement

Covered Persons must act in the best interests of the organization and avoid actual, potential, or perceived conflicts of interest. Covered Persons may not use their position for personal benefit or participate in decisions where their personal, financial, or family interests could impair objectivity.

Definitions

Conflict of Interest: A conflict exists when personal, financial, professional, or family interests could interfere with independent judgment or create the appearance of impropriety.

Financial Interest: Financial interests include compensation, ownership interests, consulting arrangements, intellectual property interests, sponsored travel, fiduciary roles, and gifts or gratuities.

Related Person: Includes spouses, domestic partners, parents, children, siblings, household members, and entities controlled by the Covered Person or family members.

Disclosure Requirements

Covered Persons must disclose actual, potential, or perceived conflicts promptly, update disclosures within 30 days of material changes, and recuse themselves from related discussions and decisions when required.

Annual Certifications

The following individuals shall complete annual Conflict of Interest certifications and disclosures:

• Directors and Officers

• Principal Investigators and Investigators

• Employees involved in procurement, finance, contracting, or grant administration

• Key Personnel on federally funded awards

• Other personnel designated by the organization

The organization may require additional disclosures based on sponsor requirements or risk assessment.

Federal Award Compliance

The organization shall comply with 2 CFR Part 200, sponsor-specific conflict requirements, federal procurement standards, and mandatory federal disclosure obligations. The organization shall disclose conflicts to federal agencies or pass-through entities when required by law, regulation, or award terms.

Mandatory Federal Disclosure

The organization shall promptly disclose credible evidence of: fraud, bribery, gratuity violations, or criminal conflict-of-interest violations, to the appropriate federal agency, Office of Inspector General, and pass-through entity, when required under applicable federal regulations.

Organizational Conflicts of Interest

The organization shall identify and mitigate Organizational Conflicts of Interest (OCI), including situations involving affiliated entities, procurement activities, subrecipients, or unequal access to information. Mitigation measures may include recusals, firewalls, independent review, oversight, or reassignment of duties.

Procedures for Review

When a conflict is disclosed:

1. Material facts shall be documented; 

2. The interested individual shall recuse themselves from deliberations; 

3. Disinterested reviewers shall determine whether a conflict exists; 

4. Appropriate mitigation measures shall be implemented. 

Possible actions include recusal, monitoring, independent oversight, reassignment of duties, procurement restrictions, divestiture, or prohibition of the activity.

Violations

Violations may result in corrective action, removal from project participation, employment discipline, contract termination, sponsor notification, repayment obligations, or referral to law enforcement.

Training

Covered Persons involved in Federal grants, procurement, Research administration, or financial management may be required to complete periodic ethics and conflict-of-interest training.

Record Retention

Conflict-related records shall be retained in accordance with federal regulations, sponsor requirements, and organizational retention policies.

Annual Certification

Covered Persons shall annually certify that they received the Policy, read and understood the Policy, agree to comply with the Policy; and disclosed all required conflicts.

Employment of Relatives and Friends

We will not employ friends or relatives in circumstances where actual or potential conflicts may arise which could compromise supervision, safety, confidentiality, security, and morale at the Company. It is your obligation to inform the Company of any such potential conflict so the Company can determine how best to respond to the particular situation.

Employment Authorization Verification

All new hires and current employees are required by federal law to verify their identity and eligibility to work in the United States. You will be required to complete federal Form I-9 on the first day of employment. If this form and verification of employment eligibility is not completed during the first three days of employment, we are required by law to terminate your employment. If you are currently employed and have not complied with this requirement or if your status has changed, please inform the Board of Directors.

Standards of Conduct

Blue Marble Space wishes to create a work environment that promotes job satisfaction, respect, responsibility, integrity, and value for all of our affiliated individuals, clients, customers, and other stakeholders. Every affiliated individuals has a shared responsibility toward improving the quality of our work environment. By deciding to work at this Company, you agree to follow the Company’s rules.

While it is impossible to list every item that could be considered misconduct in the workplace, what is outlined here is a list of common-sense infractions that could result in discipline, up to and including immediate termination of affiliation. This policy is not intended to limit the Company’s right to discipline or discharge affiliated individuals for any reason permitted by law. In fact, while we value our affiliated individuals, the Company retains the right to terminate an affiliation on an “at-will” basis.

Examples of inappropriate conduct include:

• Violation of the policies and procedures set forth in this handbook.

• Inaccurate reporting of the hours worked by you or any other affiliated individual.

• Providing knowingly inaccurate, incomplete or misleading information when speaking on behalf of the Company or in the preparation of any affiliation related documents including, but not limited to, job applications, personnel files, affiliation review documents, intra-Company communication or expense records.

• Taking or destroying Company property.

• Possession of potentially hazardous or dangerous property such as firearms, weapons, chemicals, etc., without prior authorization.

• Fighting with, or harassment (as defined in our Equal Employment Opportunity policies) of, any fellow affiliated individual, vendor, or customer.

• Disclosure of Company trade secrets and proprietary and confidential commercially-sensitive information (i.e. financial or sales records/reports, marketing or business strategies/plans, product development, customer lists, donors, patents, trademarks, etc.) of the Company or its customers, contractors, suppliers, or vendors.

• Refusal or failure to follow directions or to perform a requested or required job task.

• Refusal or failure to follow safety rules and procedures.

• Excessive tardiness or absences.

• Solicitation of fellow affiliated individuals on the Company premises during working time.

• Use of obscene or harassing (as defined by our Equal Employment Opportunity policies) language in the workplace.

• Outside employment which interferes with your ability to perform your job at this Company.

• Lending keys, passwords, or Company property to unauthorized persons.

Nothing in this policy is intended to limit affiliated individuals’ rights under the National Labor Relations Act.

Drug and Alcohol Policy

Blue Marble Space discourages affiliated individuals from using, selling, possessing, or being under the influence of illegal drugs, alcohol, or a controlled substance or prescription drug not medically authorized while at their job, on Company property, or while on work time. The Company also cautions against use of prescribed or over-the-counter medication which can affect an affiliated individuals’ ability to perform his or her job safely or the use of prescribed or over-the-counter medication in a manner violating the recommended dosage or instructions from the doctor. Affiliated individuals must have a valid prescription for any prescription medication used by affiliated individuals while working for the Company. Please inform your supervisor prior to working under the influence of a prescribed or over-the-counter medication that may affect your ability to perform your job safely. If the Company determines that the prescribed or over-the-counter medication does not pose a safety risk, you will be allowed to work. Failure to comply with these guidelines concerning prescription or over-the-counter medication may result in disciplinary action.

The Company may assist its affiliated individuals who seek treatment or rehabilitation for drug or alcohol dependency. The company may consider continued affiliation as long as the affiliated individual adequately addresses continued concerns regarding safety, health, production, communication, or other work-related matters.

Drug-Free Workplace Policy

Blue Marble Space, in compliance with the federal Drug-Free Workplace Act of 1988, has adopted the following policy that must be adhered to as a condition of affiliation:

• The unlawful use, possession, manufacture, dispensation, or distribution of controlled substances in all Blue Marble Space work locations is prohibited.

• Any Blue Marble Space member convicted of a criminal drug statute violation occurring in the workplace must notify his or her supervisor of the conviction within five days after the conviction. As required by the federal Drug-Free Workplace Act of 1988, Blue Marble Space must inform contracting or granting agencies of such convictions within 10 days after receiving notification from the affiliated individual or otherwise receiving notice of a conviction.

• Upon receiving such notification, Blue Marble Space, in conjunction with the location concerned, will take all steps necessary to assure the proper conduct of sponsored projects and programs. If a decision is reached to allow the affected member to continue affiliation with Blue Marble Space, the member must participate in and satisfactorily complete an approved drug abuse assistance or rehabilitation program.

Americans with Disabilities Act

In addition to complying with the federal Drug-Free Workplace Act of 1988, Blue Marble Space must comply with the requirements of the Americans with Disabilities Act of 1990 (ADA). Individuals who currently use drugs illegally are not individuals with disabilities protected under the ADA when an employer takes action because of their continued use of drugs. This includes people who use prescription drugs illegally as well as those who use illegal drugs. However, people who have been rehabilitated and do not currently use drugs illegally, or who are in the process of completing a rehabilitation program, may be protected by the ADA.

Policy Against Violence

The safety and security of our affiliated individuals, residents, tenants, vendors, contractors, donors, and the general public is of essential importance. Threats or acts of violence made by an affiliated individual against another person’s life, health, well-being, family, or property will not be tolerated. Any act of intimidation, threat of violence, or act of violence committed against any person on Company property is prohibited. The following definitions apply:

• Intimidation: A physical or verbal act toward another person, the result of which causes that person to reasonably fear for his or her safety or the safety of others.

• Threat of violence: A physical or verbal act which threatens bodily harm to another person or damage to the property of another.

• Act of violence: A physical act, whether or not it causes actual bodily harm to another person or damage to the property of another.

No person shall possess or have control of any firearm, deadly weapon, or prohibited knife, as legally defined, while on Company property, or on property on which the Company operates on, except as required in the lawful course of business or as authorized by state law.

The following are prohibited:

1. Any act or threat of violence made by a member against another person’s life, health, well-being, family, or property.

2. Any act or threat of violence, which endangers the safety of affiliated individuals, residents, tenants, vendors, contractors, or the general public.

3. Any act or threat of violence made directly or indirectly by words, gestures, symbols, or email.

4. Use or possession of a weapon on the Company’s premises managed by the Company as permitted by state law.

It is a requirement that affiliated individuals report to their supervisor or Management (admin@bmsis.org), in accordance with this policy, any behavior that compromises the Company’s ability to maintain a safe work environment. All reports will be investigated immediately and kept confidential, except where there is a legitimate need to know.

Affiliated individuals who violate this policy may be subject to criminal charges as well as discipline up to and including immediate termination of affiliation.

Disciplinary Process

Violation of Company policies or procedures may result in disciplinary action including demotion, transfer, leave without pay, or termination of affiliation. The Company encourages a system of progressive discipline depending on the type of prohibited conduct. However, the Company is not required to engage in progressive discipline and may discipline or terminate an affiliated individual where he or she violates the rules of conduct, or where the quality or value of the affiliated individual’s work fails to meet expectations at any time. Again, any attempt at progressive discipline does not imply that your affiliation is anything other than on an “at will” basis.

In appropriate circumstances, management will provide the affiliated individual first with a verbal warning, then with one or more written warnings, and if the conduct is not sufficiently altered, eventual demotion, transfer, forced leave, or termination of affiliation. Your supervisor will make every effort possible to allow you to respond to any disciplinary action taken. Understand that while the Company is concerned with consistent enforcement of our policies, the Company is not obligated to follow any disciplinary or grievance procedure and that depending on the circumstances, affiliated individuals may be disciplined or terminated without any prior warning or procedure.

Problem-Solving Procedure

We strive to provide a comfortable, productive, legal, and ethical work environment. To this end, the Company wants you to bring any problems, concerns, or grievances you have about the work place to the attention of your supervisor and, if necessary, to Company management. To help manage conflict resolution we have instituted the following problem solving procedure:

If you believe there is inappropriate conduct or activity on the part of the Company, management, its affiliated individuals, vendors, customers, or any other persons or entities related to the Company, bring your concerns to the attention of your supervisor at a time and place that will allow the supervisor to properly listen to your concern. Most problems can be resolved informally through dialogue between you and your immediate supervisor. If you have discussed this matter with your supervisor before and do not believe you have received a sufficient response, or if you believe your supervisor is the source of the problem, we request you present your concerns to Management (admin@bmsis.org). Please indicate what the problem is, those persons involved in the problem, efforts you have made to resolve the problem, and any suggested solution you may have. Management will inform the Board of Directors of the problem. The Board of Directors will follow the procedure described in Article VIII section 3 of the Company bylaws to review the problem and convene an Inquiry Committee if deemed appropriate. 

Driving Record

All affiliated individuals required to operate a motor vehicle as part of their affiliation duties must maintain a valid driver's license and acceptable driving record. The Company may run a motor vehicle department check to determine a member's driving record. It is your responsibility to provide a copy of your current driver's license for your personnel file. Any changes in your driving record, including, but not limited to, driving infractions, must be reported to the Company.

State law requires all motorists to carry auto liability insurance. It is against the law to drive without insurance. Affiliated individuals using their own vehicle as a part of their affiliation duties must provide management with a current proof of insurance statement or card. A new proof of insurance is required every time your policy expires and renews.

Accidents

Blue Marble Space is a member of the Nonprofits Insurance Alliance Group and has extensive worker’s compensation and liability coverage. In the case of accidents occurring in the workplace, immediately refer to the Incident Report Form located at http://files.bmsis.org/Incident_forms.pdf. In the case of accidents occurring while driving a Blue Marble Space covered vehicle, immediately refer to the Driver's Collision Report Form located at http://files.bmsis.org/Incident_forms.pdf. (Note that this does not apply to personal vehicles driven to/from work locations.)

Family Leave Policy

Blue Marble supports physical and mental health for employees and their families as they welcome the birth of a child, parentage via surrogacy, and adoption. While Blue Marble does not offer parental leave, we ask that prospective parents offer the following courtesies if obtaining leave through FMLA or state leave (references provided below):

• Inform supervisors/management by at least 60 days before your anticipated due date or expected placement/adoption of a child,

• Establish appropriate channels, if needed, to ensure tasks are covered during anticipated absence,

• If applicable, submit a statement to have payments held during parental leave, such as for those who are applying for state disability leave eligibility.

If a Blue Marble Space employee active on a NASA project wishes to take parental leave, and if the employee's NASA management approves the duration of paid leave, Blue Marble Space will ensure continuity of pay.

Upon your return from time off taken under the federal Family Medical Leave Act (FMLA) and/or any other state family/disability leave, you will be reinstated to the same or equivalent job in accordance with those laws. However, neither those laws nor this policy entitles you to any greater right to employment or job protection than if you had not taken the leave (for example, with respect to reductions in force).

FMLA (Link to US Department of Labor)

State Leave (National Conference of State Legislatures: Family Medical Leave)

California Disability Leave Registration: https://edd.ca.gov/

Vacation

Blue Marble Space does not hold a specific holiday policy.  We invite employees to take the time off necessary to refresh themselves and spend time with their loved ones, within reason, and communicating such time off with company management, NASA cooperative agreement primary mentor (if applicable), and NASA branch management (if applicable) as a courtesy.

The Blue Marble Space office is closed on all US Federal holidays (New Year’s Day, Birthday of Martin Luther King, Jr., Washington Birthday, Memorial Day, Juneteenth National Independence Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, Christmas Day) as well as the Friday after Thanksgiving Day and the time period between Christmas Day and New Year’s Day).

10 Employment Policies

At-Will Employment

For any affiliates who are also employees, your employment with the Company is on an “at-will” basis. This means your employment may be terminated at any time, with or without notice and with or without cause. Likewise, we respect your right to leave the Company at any time, with or without notice and with or without cause.

Pay Period

The standard pay period is monthly for all employees. Pay dates are the 27th of each month. Should any pay period fall on a holiday, you will be paid on the following workday. If a pay date falls on a Saturday, paychecks will be issued on Friday. If a paycheck date falls on a Sunday, paychecks may be issued on Monday. Special provisions may be required from time to time if holidays fall on paycheck dates. Please inquire of your supervisor if this type of date arises. 

Paycheck Deductions

The Company is required by federal, state, and certain local laws to withhold certain deductions from your paycheck. This includes income and unemployment taxes, and FICA contributions (Social Security and Medicare) as well as any other deductions required under law or by court order for wage garnishments. The amount of your tax deductions will depend on your earnings and the number of exemptions you list on your federal Form W-4 and applicable state withholding form. You may also authorize voluntary deductions from your paycheck, including contributions for insurance premiums, retirement plans, spending accounts, or other services. Your deductions will be reflected in your wage statement. 

Contact Company Management (admin@bmsis.org) for any questions about your paycheck.

Direct Deposit

We encourage all employees to enroll in direct deposit. If you would like to take advantage of direct deposit, ask Management (admin@bmsis.org) for an application form. Typically, the bank will begin the direct deposit of your payroll within 30 calendar days after you submit your completed application.

If you have selected the direct deposit payroll service, a written explanation of your deductions will be given to you on paydays described in the preceding sections in lieu of a check.

Job Abandonment

If an employee fails to perform work duties or contact the Company with an acceptable reason for the absence for a period of three consecutive days, he or she will be considered to have abandoned his or her job and voluntarily resigned from the company.

Changes in Personnel Pay

BMS PIs on federal and non-federal awards, or the leads on individual tasks of the award, may request change to the personnel active on their award. This request is made by completing the BMS Personnel Change Request Form. Please send it to admin@bmsis.org.

Pay Raises

Depending on the Company’s financial health and other factors, efforts will be made to give pay raises consistent with Company profitability, job performance, and the consumer price index. Blue Marble Space may also make individual pay raises based on merit or due to a change of job position.

Disciplinary Process

Violation of Company policies or procedures may result in disciplinary action including demotion, transfer, leave without pay, or termination of employment. The Company encourages a system of progressive discipline depending on the type of prohibited conduct. However, the Company is not required to engage in progressive discipline and may discipline or terminate an employee where he or she violates the rules of conduct, or where the quality or value of the employee’s work fails to meet expectations at any time. Again, any attempt at progressive discipline does not imply that your employment is anything other than on an “at will” basis.

In appropriate circumstances, management will provide the employee first with a verbal warning, then with one or more written warnings, and if the conduct is not sufficiently altered, eventual demotion, transfer, forced leave, or termination of employment. Your supervisor will make every effort possible to allow you to respond to any disciplinary action taken. Understand that while the Company is concerned with consistent enforcement of our policies, the Company is not obligated to follow any disciplinary or grievance procedure and that depending on the circumstances, employees may be disciplined or terminated without any prior warning or procedure.

Problem-Solving Procedure

We strive to provide a comfortable, productive, legal, and ethical work environment. To this end, the Company wants you to bring any problems, concerns, or grievances you have about the work place to the attention of your supervisor and, if necessary, to Company management. To help manage conflict resolution we have instituted the following problem solving procedure:

If you believe there is inappropriate conduct or activity on the part of the Company, management, its employees, vendors, customers, or any other persons or entities related to the Company, bring your concerns to the attention of your supervisor at a time and place that will allow the supervisor to properly listen to your concern. Most problems can be resolved informally through dialogue between you and your immediate supervisor. If you have discussed this matter with your supervisor before and do not believe you have received a sufficient response, or if you believe your supervisor is the source of the problem, we request you present your concerns to Management (admin@bmsis.org). Please indicate what the problem is, those persons involved in the problem, efforts you have made to resolve the problem, and any suggested solution you may have. Management will inform the Board of Directors of the problem. The Board of Directors will follow the procedure described in Article VIII section 3 of the Company bylaws to review the problem and convene an Inquiry Committee if deemed appropriate.

Outside Employment

Outside employment which creates a conflict of interest or which affects the quality or value of your work performance or availability at the Company is prohibited. The Company recognizes that employees may seek additional employment during off hours, but expects, in these cases, that any outside employment will not affect job performance, work hours, or scheduling, or otherwise adversely affect the employee's ability to effectively perform his or her duties. Any conflicts should be reported to your supervisor.

Health Insurance

The Company provides its employees with access to health insurance. Health insurance premiums are paid by the employee and deduced from the employee's paycheck. Employees have the option of dependent coverage at their own expense.  These benefits may be canceled or changed at the discretion of the Company, unless otherwise required by law.

BMS employees with at least 30 hours of work per week are eligible for medical and dental health insurance coverage through the Blue Marble Space group plan. BMS provides several HMO and PPO plans, and some are eligible for HSA accounts. For employees outside of California, only PPO plans are available. Unless employees have valid waivers (e.g. spousal coverage) health insurance enrollment is mandatory.

Dental Insurance

All employees with at least 30 hours of work per week are eligible for enrollment in the Company dental plans (Delta Dental). Dental insurance is not a mandatory coverage.

Other Health Benefits

All employees with at least 30 hours of work per week are also eligible to enroll in vision and chiropractic coverage. BMS does not contribute to these voluntary benefits.

Life Insurance

All employees with at least 30 hours of work per week are eligible for enrollment in the Company life insurance plan after a 30-day waiting period. Life insurance premiums are paid by the Company. Contact company Management (admin@bmsis.org) for details on enrollment in the life insurance plan.

Retirement Plan

All employees with at least 30 hours of work per month are eligible for enrollment in the Company 403(b) retirement savings plan. Retirement contributions are deducted from the employee’s paycheck.  Each year, at its discretion, Blue Marble Space may elect to make matching contributions to employee’s 403(b) accounts.  To be eligible for company matching, employees must enroll in our 403(b) plan and must make contributions to the plan on a regular basis.  If the company elects to make matching contributions for a plan year, the company will then match a portion of the employees contributions, up to the maximum annual contribution, and will deposit the matching funds into the employee’s 403(b) account.  

The 403(b) retirement plan is sponsored by Vanguard. Enrollment details are available here.

Employment Assistance Program (EAP)

BMS provides a full-service confidential non-medical EAP to all BMS employees, paid Young Scientist Program participants, BMS PIs of active grants, Project Leaders and their household. Details of the program are found here, and for those eligible, enrollment details are found here. Please contact Sanjoy for questions.

Leaves of Absence

A leave of absence (leave) is defined as an unpaid approved absence from work for a specified period of time for medical, parental, military, or other approved reasons. If an employee finds that he she must be out of work for more than three days, he or she should contact Company management to determine if a leave of absence may be necessary.

While on leave, an employee must contact Company management at least every 30 days. This provision does not apply to employees taking Family and Medical Leave Act (FMLA) leave. Employees taking FMLA leave should consult the documents they are provided for FMLA leave or should discuss such notification or certification issue with Human Resources. Failure to contact Company management upon request may result in voluntary termination of employment. Failure to return to work upon the expiration of the leave or refusing an offer of reinstatement for which the employee is qualified will also result in voluntary termination of employment.

Required Documentation

All requests for a leave of absence must be made to Management (admin@bmsis.org) for the particular leave (FMLA, disability accommodation, military, pregnancy, other medical leave, personal leave, etc.). An employee must provide 30 days’ advance notice when the need for the leave of absence is foreseeable; for instance, if medical treatments or other events are planned or known in advance. If the leave of absence is not foreseeable, the employee must provide notice to his or her immediate supervisor as soon as possible. Medical certifications and/or other documentation supporting the need for the leave may be required.

Job Benefits

For leaves other than approved FMLA leaves, Blue Marble Space will pay its portion of the cost of the employee’s benefits including health, dental, life, and disability insurance benefits while an employee is on leave for the end of the monthly billing cycle at which time a COBRA notification will be issued. Family and Medical Leave Act (FMLA) leaves of absence allow for up to 12 weeks of group health insurance continuation coverage in the same manner as if the employee continued to work. The employee must continue to pay his or her portion of the benefits which may be made by payroll deductions (when applicable) or by check which must be submitted each pay period unless other arrangements have been made (to make such arrangements, please contact Management (admin@bmsis.org). If the employee fails to pay his or her portion of the benefits for more than 30 days, the employee’s coverage(s) will be terminated and the employee will be offered COBRA to continue benefits coverage.

No benefits will be accrued while an employee is on leave. Except as otherwise provided by law, time spent on a leave of absence, except for military reserve duty, will not be counted as time employed in determining an employee’s eligibility for benefits that accrue on the basis of length of employment.

Workers' Compensation Insurance

Workers' compensation is a no-fault system designed to provide benefits to all employees for work related injuries. Workers' compensation insurance coverage is paid for by the employer and governed by state law. The workers' compensation system provides for coverage of medical treatment and expenses, occupational disability leave, rehabilitation services, as well as payment for lost wages due to work related injuries. If you are injured on the job, no matter how slightly, you are to report the incident immediately to your supervisor. Consistent with applicable state law, failure to report an injury within a reasonable period of time could jeopardize your claim for benefits.

To receive workers' compensation benefits, notify your supervisor immediately of your claim. If your injury is the result of an on-the-job accident, you must fill out an accident report. (Refer to the Accidents section above.) You will be required to submit a medical release before you can return to work.

Blue Marble Space offers Worker’s Compensation at most BMS employment localities, which are listed here. Please contact Management (admin@bmsis.org) if you intend to perform Company work at a work location not listed.

Please contact Management (admin@bmsis.org) to obtain a copy of the most current BMS Worker’s Compensation policy.

Unemployment Compensation Insurance

Unemployment compensation insurance is paid for by the Company and provides temporary income for employees who have lost their job under certain circumstances. Your eligibility for unemployment compensation will, in part, be determined by the reasons for your separation from the Company.

COBRA

The Consolidated Omnibus Budget Reconciliation Act (COBRA) provides the opportunity for eligible employees and their beneficiaries to continue health insurance coverage under the company health plan when a "qualifying event" could result in the loss of eligibility. Qualifying events include resignation, termination of employment, death of an employee, reduction in hours, a leave of absence, divorce or legal separation, entitlement to Medicare, or where a dependent child no longer meets eligibility requirements.

11 Closing Statement

Thank you for reading our handbook. We hope it has provided you with an understanding of the Company's mission, history, and structure as well as our current policies and guidelines. We look forward to working with you to create a successful company and a safe, productive, and pleasant workplace. If you have any suggestions regarding this handbook, please feel free to voice them to me directly at sanjoy@bmsis.org. 

Yours truly,

Sanjoy Som, CEO
Blue Marble Space