Company-Supported Activities Policy

Overview/Policy Statement

The Hartford may support various team-building and social activities for its employees, employee guests or company business partners by permitting participants to use its systems, premises or funds to organize such activities. Employees who wish to initiate such activities must designate an "Activity Sponsor" who has the responsibility for following the steps described below.
 
Employees should not be coerced, forced or unreasonably encouraged to participate in non-work-related activities. Employees who decline to participate in such activities should not be penalized.
Managers and employees are responsible for adherence to company policy. Failure to do so may result in disciplinary action up to and including termination.
 

Rationale

The Hartford encourages our employees to explore the things they're passionate about. This may include social activities that promote team development, volunteer activities that support our communities, or social activities with business partners that develop strong relationships. To the extent that these activities could involve risk of injury to employees, guests or business partners, The Hartford seeks to ensure appropriate review and assessment of these potential risks and liabilities prior to the activity taking place.
 

Eligibility/Scope

This policy applies to all employees of The Hartford and its participating subsidiaries who are based in U.S. locations of The Hartford and who are participating in any Hartford supported activities worldwide.
 

Applying the Policy

For activities not coordinated by Procurement, Meeting Planning, Corporate Security, Marketing or Communication Departments, interested employees must select an Activity Sponsor. Otherwise, personnel from these departments with the responsibility for coordinating those activities will act as the de facto Activity Sponsor. The Activity Sponsor for a proposed Hartford supported activity has the following responsibilities:
 
1. Obtain Management Approval. Regardless of the activity, employees who have interest in acting as an Activity Sponsor should receive permission to do so from their manager.
 
2. Coordinate With Stakeholders. Activity Sponsors have responsibility for consulting with the various stakeholders at The Hartford, as appropriate, depending on the type of activity or event, as follows:
 
  • Group volunteer activities. Hartford employees often participate in group volunteer community activities, sponsored and arranged by The Hartford's Corporate Responsibility (CR) Department. In most cases CR will act as the de facto Activity Sponsor and will consult with stakeholders. For activities where CR is not directly involved, employees should select an Activity Sponsor. This Sponsor should consult with CR to determine if The Hartford has an existing company/non-profit organization partnerships that can be leveraged and to learn best practices. If The Hartford does not have a corporate relationship , the Activity Sponsor has responsibility for ensuring safety and compliance with Company policies and guidelines.
  • Business events involving business partners. These events are typically organized with the assistance of The Hartford's Meeting Planning Department and usually involve significant company resources and a specific business purpose. Large events involving overseas travel may involve the participation of Corporate Security. In most cases, Meeting Planning, Procurement or Corporate Security will act as the de facto Activity Sponsor. For smaller activities where none of these groups are directly involved, an Activity Sponsor should be chosen and will have responsibility for ensuring safety and compliance with Company policies and guidelines for these business events.
  • Employee activities. Hartford employees (often a small group of employees) typically organize and supervise small events with little or no support from corporate departments and with limited external involvement. Employee activities may involve employee guests such as spouses, children, relatives or friends. For these types of activities, the Activity Sponsor plays a critical role and has responsibility for ensuring safety and compliance with Company policies and guidelines.
3. Assess Risk. One of the main responsibilities for the Activity Sponsor is to highlight any potential risk that may be associated with the proposed activity and seek consultation, as detailed below, with Corporate Risk Management to determine the appropriateness of the activity.
 
  • Significant Physical Exertion and Physical Contact. Activity Sponsors for proposed activities involving significant physical exertion or physical contact may consult with Corporate Risk Management to seek guidance and assess the risks associated with such activities. Examples of such activities include, but are not limited to softball, basketball or volleyball games, golfing, running, hiking, biking, and volunteer work projects. Activities involving significant physical exertion or physical contact require sensitivity to participants' abilities. Although the physical aspect of some outdoor recreation or work projects may be relaxing to most, concerned employees should be encouraged to consult a physician before engaging in the activity.
  • Potential Severe Physical Injury. Activities involving risks of severe physical injury are strongly discouraged. However, if an Activity Sponsor would like to sponsor an activity involving risks of severe physical injury, the Activity Sponsor must consult with Corporate Risk Management to assess the risks associated with such activities and to determine whether the activity is appropriate. Examples of such activities involve the use of unusual vehicles (e.g., race cars, jet skis, speed boats, ATVs), activities involving interaction with wild animals, activities involving significant heights such as hang-gliding, parachute jumping, ropes courses and rock climbing. Activities that violate other company policies (including, but not limited to, the use of private aircraft) are always strictly prohibited.
4. Register on weConnect (HIG Happenings). The Activity Sponsor will register the activity on weConnect's HIG Happenings and operate as its Group Owner. This requirement does not apply to those activities organized by Procurement, Meeting Planning, Corporate Security, Marketing and Communications Departments. Those departments have the discretion to register the activity, in accordance with business needs.
 
5. Determine Whether Waivers Are Required. Activity Sponsors must determine whether the activity (1) requires significant physical exertion, (2) physical contact or (3) may result in severe physical injury. If so, then the Activity Sponsor must ensure that each participating employee, guest or business partner prior to engaging in the activity signs a Company-Sponsored Activities Waiver and Release. Refusal to sign a waiver will prohibit a participant from engaging in the activity.
 
6. Distribute, Collect, and Maintain Required Waivers. Employees who participate in the activity should execute the waiver through weConnect's HIG Happenings. For employees or participants who do not have access to weConnect, the Activity Sponsor should create a file with the name and date of the event and keep all original signed waivers in this file. The Activity Sponsor has responsibility for collecting and maintaining such waivers for a period of at least three (3) years from the date of the activity or event.
 
  • If an activity has regular recurring events during a season (e.g., soccer games), the waiver applies to the entire season (but, not for periods longer than one year). Each participant must execute a new waiver for each subsequent season. If the activity does not have regular recurring events, each participant must execute a new waiver for each specific event.
  • The Activity Sponsor should consult with Corporate Risk Management if there are any questions about waivers.
7. Determine Insurance Requirements. The Activity Sponsor has responsibility for assessing whether any insurance requirements for the proposed activity exist. The Activity Sponsor should direct all questions involving an external facility requiring proof of insurance from The Hartford to Corporate Risk Management.
 
8. Determine Branding Requirements. The Activity Sponsor must follow applicable policies and procedures prior to using any Hartford logos or brands in connection with the activity. For further information, please see Waivers and Permission Forms on weConnect.
 
9. Comply With Company Policies. The Activity Sponsor must be familiar with all Company policies and must avoid any activity which could result in a violation of any such policy. Any questions about these policies should be referred to The Hartford's HR Service Center at 877-HR-AT-WORK.
 
 
Revised: 12/13/17