Run: Mentorship Program Policy

The purpose of this policy is to establish a structured mentorship program that supports employee development, knowledge sharing, retention, and career growth while maintaining fair, consistent, and lawful administration. The program is intended to provide developmental support and does not replace performance management, supervision, or formal training requirements.

This policy applies to all employees, managers, mentors, mentees, and HR or People Operations staff involved in the mentorship program. Participation is voluntary unless otherwise stated in a program announcement or leadership-approved initiative. This policy does not create an employment contract and does not alter at-will employment status where applicable.

For purposes of this policy: - **Mentor**: An employee or approved leader who provides guidance, feedback, and career support to a mentee through the program. - **Mentee**: An employee who participates in the program to receive guidance, skill development, and career support. - **Program Coordinator**: The HR or People Operations representative responsible for administering the mentorship program, matching participants, and resolving program issues. - **Confidential Information**: Non-public business, employee, or personal information shared during mentorship discussions that should not be disclosed except as permitted by this policy or required by law.

The Program Coordinator will establish eligibility criteria and matching criteria for each program cycle. Matching decisions should be based on objective, job-related factors such as development goals, functional experience, location, availability, and stated learning objectives. The program will not use protected characteristics such as race, color, religion, sex, pregnancy, sexual orientation, gender identity, national origin, age, disability, or genetic information as matching criteria, consistent with EEOC principles and Title VII of the Civil Rights Act of 1964. Where feasible, participants may submit preferences regarding career interests, communication style, or areas of development. Final matching decisions remain at the discretion of the Program Coordinator to support program effectiveness and equitable access. Participants may be rematched upon request if the relationship is not productive, if a conflict of interest exists, or if a change in business needs requires reassignment.

Mentors and mentees are expected to participate in good faith and to: - Attend scheduled meetings and communicate promptly if a reschedule is needed. - Set development goals at the beginning of the relationship. - Prepare for meetings and follow through on agreed action items. - Maintain professional conduct and respectful communication. - Notify the Program Coordinator if the relationship is no longer effective or appropriate. Mentors are expected to provide guidance, share experience, and support professional development without making employment promises, compensation commitments, or promotion guarantees. Mentees are expected to take ownership of their development, ask questions, and act on feedback where appropriate.

Unless otherwise specified by the Program Coordinator, mentor and mentee pairs should meet at least once per month during the program term. The recommended program term is 6 to 12 months, with a midpoint check-in by the Program Coordinator to assess participation, goals, and any needed adjustments. Meetings may be held in person or virtually, provided both participants can maintain a professional environment and protect confidential information. Participants should document meeting dates, goals, and action items in the approved program system or form, if required by the program.

Mentorship discussions may involve sensitive career, performance, or workplace topics. Participants must keep confidential information private and may not disclose it outside the program except: - With the other participant's consent; - To HR, Legal, or management when necessary for program administration, safety, or investigation purposes; - When disclosure is required by law, court order, or company policy. Confidentiality does not prevent employees from discussing wages, hours, or other terms and conditions of employment, or from engaging in protected concerted activity under Section 7 of the NLRA. If a participant believes a discussion raises harassment, discrimination, retaliation, safety, or legal concerns, the participant should report the issue through the company's complaint or reporting channels.

Participation in the mentorship program must be administered in a manner consistent with the Fair Labor Standards Act (FLSA). Non-exempt employees must accurately record all time spent on required mentorship activities if those activities occur during working time or are otherwise compensable under applicable law and company policy. Managers must not direct non-exempt employees to work off the clock. Mentorship participation should not interfere with essential job functions, overtime approvals, meal/rest break requirements, or other wage-and-hour obligations. If a mentorship activity is mandatory, outside normal working hours, or tied to job duties, the Program Coordinator and HR must review whether the time is compensable before the activity is assigned.

The company may recognize mentors and mentees for successful participation through certificates, internal announcements, badges, or other non-monetary recognition approved by HR. Recognition should be based on participation, completion of program milestones, and demonstrated engagement, not on protected characteristics. Any monetary award, bonus, gift card, or stipend must be approved in advance by HR and Payroll and administered in compliance with applicable wage-and-hour laws, tax rules, and internal compensation policies. Program completion does not guarantee promotion, pay increases, or continued placement in future mentorship cycles.

**HR / Program Coordinator** - Define program goals, eligibility, and matching criteria. - Train mentors and participants on expectations, confidentiality, and escalation channels. - Monitor participation and address concerns. - Maintain program records and recognition criteria. **Managers** - Support employee participation when business needs allow. - Ensure participation does not conflict with essential functions or approved schedules. - Avoid pressuring employees to disclose protected information. **Mentors** - Provide constructive guidance and maintain professional boundaries. - Respect confidentiality and escalate concerns when necessary. - Avoid making promises regarding employment outcomes. **Mentees** - Participate in good faith, prepare for meetings, and follow through on commitments. - Communicate concerns promptly. - Respect mentor time and program expectations.

Violations of this policy may result in removal from the mentorship program, retraining, documented warning, or other corrective action up to and including termination of employment, consistent with company policy and applicable law. The company prohibits retaliation against any employee who raises a good-faith concern about discrimination, harassment, wage-and-hour issues, safety, confidentiality, or program administration. Concerns involving discrimination or harassment will be reviewed under the company's equal employment opportunity procedures. Requests for disability-related adjustments will be handled through the interactive process and may require reasonable accommodation under the ADA. If a mentorship relationship creates a conflict of interest, boundary issue, or other concern, the Program Coordinator may rematch participants or end the relationship.

This policy will be reviewed at least annually and updated as needed to reflect operational changes, legal requirements, and program feedback. California employees: any mentorship-related training or manager guidance that includes harassment prevention content must be reviewed for compliance with California law, including AB 1825 where applicable to covered employers. The policy holder is responsible for maintaining the current version, documenting revisions, and communicating material updates to affected employees.