Policy Manual
Statement of Business Principles
The NSBAR Referral Network provides brokers who are not actively involved in the buying, selling, or leasing of real estate the opportunity to place referrals to other brokers and receive a referral fee. This is done with the highest level of professionalism for all members.
Equal Employment Opportunity Policy
The NSBAR Referral Network provides equal employment opportunities without regard to race, color, religion, sex, national origin, ancestry, age, order of protection status, marital status, physical or mental disability, military status, sexual orientation, pregnancy, gender identity, or unfavorable discharge from military service, and any other protected class in any area where this business operates to all qualified employees and applicants for employment. This policy applies to all areas of employment, job assignment, training, promotion, transfer, compensation, discipline, and discharge. The company abides by all federal, state, and local laws regarding employment practices, including, but not limited to the Americans with Disabilities Act.
Policy Against Sexual Harassment
Any harassment of an associate, whether broker, employee, or applicant, because of race, color, religion, sex, national origin, ancestry, age, order of protection status, marital status, physical or mental disability, military status, sexual orientation, pregnancy, gender identity, or unfavorable discharge from military service is clearly prohibited and will not be condoned. Sexual harassment is one form of discrimination which is illegal and violates the company's equal employment opportunity policy. The NSBAR Referral Network maintains a strong policy prohibiting any form of sexual harassment.
No broker, employee, staff member, customer, or vendor, male or female, may sexually harass an employee, broker or other person associated with the company by:
- Making unwelcome sexual advances or requests for sexual favors or other verbal or physical conduct of a sexually suggestive nature; or
- Making submission to or rejection of such conduct the basis for employment, continued employment or any other employment decision affecting the employee; or
- Creating an intimidating, hostile or offensive working environment by such conduct.
Any broker or employee who has been found to have sexually harassed another broker or employee will be subject to appropriate discipline up to and including discharge from association or employment.
This policy applies equally to any work-related sexual harassment by or to both men and women employed by or associated with the company or who deal with the company in our business, and it is not limited to supervisor/employee or manager/broker relations or to conduct occurring on premises or during working hours.
Any broker or employee who believes that they are being or have been sexually harassed by another broker or employee should promptly take one or more of the following steps:
- If appropriate, discuss the situation directly with the person whom you feel is harassing you, and politely request that the person cease harassing you because you feel you do not like or welcome their conduct. You might also add that if such conduct does not cease altogether, you will take further steps under this procedure. (If the person involved is a customer or client, please refer the complaint to senior management instead
- If you believe that some adverse employment consequence may result from your discussions with that person, or if the harassment continues, go to a higher level of supervision including any senior executive of the company. You may be required to state in writing the specific details of the harassing behavior including date, time, place, and witnesses, if any.
An investigation of any complaint will be undertaken immediately. All complaints will be handled in a prompt, confidential manner insofar as the investigation permits. There will be no adverse action directed toward any complaining broker or employee or witness because of making or supporting the complaint unless there clearly was bad faith.
Independent Contractor/Employee Agreement
The NSBAR Referral Network associates with brokers only for the purpose of allowing the brokers to place referrals and receive referral fees. Brokers will complete an Independent Contractor Agreement that clearly defines the limits of activities that brokers may engage in as a NSBAR Referral Network members.
- Income Taxes: All income taxes, federal and state, are the responsibility of the broker. The company does not withhold or pay Social Security taxes on commission earnings. Self-employment tax must be paid by the broker.
- Unemployment Taxes: As an independent contractor, the broker is not covered under state or federal unemployment laws. Independent contractor real estate brokers acting under an agreement such as the NR Referral Network form and compensated by commission, are exempt from the unemployment laws by Illinois statute. Accordingly, NSBAR Referral Network does not pay unemployment taxes on the earnings of its brokers.
- Worker's Compensation: As with unemployment taxes, an independent contractor real estate broker signing an independent contractor agreement like the NSBAR Referral Network form and compensated by commission is exempt from the worker's compensation laws by Illinois statute. Given this statute, NSBAR Referral Network does not cover brokers under its worker's compensation insurance policy. A broker should check that their insurance, particularly health and accident insurance, is adequate.
- Expenses: As an independent contractor, each broker is expected to be in business for themselves. Generally, the expenses of that business will be the responsibility of the broker.
Office Hours
The NSBAR Referral Network maintains regular office hours of 8:30am - 5:00pm Monday through Friday. The office may be operating in a virtual environment, available by phone or email. All federal holidays will be observed. Most business will be transacted in a virtual environment.
Training Program and Schedule
All training required to meet licensing requirements in Illinois must be completed in a timely fashion to maintain membership in the NSBAR Referral Network. Opportunities to complete the training will be offered throughout the year. All continuing education costs will be borne by the broker.
Inquiries/Visits by Government Officials
Any inquiry of any type by a government official, whether by telephone, letter or in person, should immediately be forwarded to the designated managing broker.
Broker Safety
It is critically important that a broker be aware of safety risks inherent in any business. Because of the nature of the NSBAR Referral Network, referrals place some specific safety concerns. The need for confidentiality of any information gained during the referral process is paramount. Any documentation obtained must also be maintained in a secure manner.
Advertising
Members of the NSBAR Referral Network maintain relationships with past clients and may discover an interested person may have in buying or selling a home. The NSBAR Referral Network members may only pass a referral to another broker. The member is prohibited from actively engaged in the showing, listing, or purchasing a property.
All Illinois laws regarding real estate advertising apply. Advertising for active business is prohibited. Advertising for referral business is allowed.
Brokerage Relationship
The member of the NSBAR Referral Network simply passes a referral to an active broker. They do not establish an agency relationship with the person being referred to the active broker.
Compensation Policy
Members of the NSBAR Referral Network are compensated with the referral fee negotiated with the active broker’s brokerage company.
Susan, a NSBAR Network Referral member, has a friend Joan in another state who is selling her home. Susan contacts the NSBAR Referral Network and a referral to a listing broker John is placed with a company in that state. The home sells and John receives compensation of $4,000. The referral fee was 25% of John’s compensation so the NSBAR Referral Network will receive $1,000. Susan, according to her agreement with the NSBAR Referral Network, receives 90% of that compensation, $900.00.
Referral fees with the receiving company are negotiated between the NSBAR Referral Network and the receiving brokerage. Referrals will be placed first with the member’s choice and, if not possible, with an appropriate company.
The NSBAR Referral Network will follow the referral until the completion of the transaction. Communication between the referring and receiving broker is acceptable but not required.
Fair Housing Policy
The NSBAR Referral Network believes that fair housing policies are not just the law of the land but simply the right thing to do. The NSBAR Referral Network maintains a strong policy of upholding all federal, state, and local fair housing laws.
Accordingly, the NSBAR Referral Network, prohibits any broker or staff member from discriminating against any person in the provision of any of the Company's services because of the person’s race, color, religion, sex, national origin, ancestry, age, order of protection status, marital status, physical or mental disability, familial status, military status, sexual orientation, pregnancy, gender identity, unfavorable discharge from military service, or any other class protected by Article 3 of the Illinois Human Rights Act or by local fair housing ordinances in areas in which the company does business. The parties agree to comply with all applicable federal, state, and local fair housing laws.
- Discriminatory choices that express a preference for a referral partner of a particular race, color, religion, sex, handicap, marital status, familial status, national origin, ancestry, age, military status, sexual orientation, pregnancy, gender identity, or order of protection status are prohibited.
Antitrust Policy
The NSBAR Referral Network maintains a policy against any antitrust involvement by the company, its brokers, or employees. The NSBAR Referral Network prohibits any broker or staff member from making any agreement or suggestion with a competitor, including an individual broker, that they or the company is discussing, considering, or activating any agreement that would violate this policy.
Risk Reduction
The NSBAR Referral Network advocates and encourages risk reduction. A significant majority of the claims filed against real estate brokers and brokers allege some type of misrepresentation or fraud. The trend of the law in the real estate industry is for more and more disclosure. The NSBAR Referral Network has the following policies regarding risk reduction and disclosure.
- Compliance with All Laws, Rules and Regulations:
As a broker with the NSBAR Referral Network, each broker assumes the obligation of strict compliance with all laws, rules and regulations which govern real estate brokers in the State of Illinois.
- Compliance with this Policy Manual:
As a broker of the NSBAR Referral Network, each broker agrees to comply with all policies as stated in this manual and its additions, changes, and amendments as from time to time published by management of the company. Failure to comply with the policies herein subject the broker or staff member to disciplinary action which may include termination of association with the company.
Documentation of Disclosure
NSBAR Referral Network advocates full disclosure in appropriate circumstances. However, all the disclosure in the world does no good if it cannot be proven. While it would be ideal to have every single disclosure as to every material item disclosed to the parties in writing with their acknowledgment of the disclosure, such is not usually possible.
Statements made by a broker about a property whether in person, in writing or electronically will be considered as representations by the broker.
Use of Legal Counsel
Whenever a broker believes they require legal assistance, the designated managing broker should be contacted.
Errors and Omissions Insurance
The NSBAR Referral Network does not provide members Errors and Omission Insurance or any other type of insurance.
Social Media Policy
The NSBAR Referral Network members use of Social Media should display the highest level of professional integrity.
General Requirements
The NSBAR Referral Network Brokers/employees will:
- Take care to always protect their client’s confidential information. This includes the broker/employee’s use of the Internet, certain e-mail messages and social networking tools.
- Always be courteous and professional when representing the Company. This includes the brokers/employees’ use of the Internet, e-mail, and social networking tools. Brokers/employees shall not make defamatory or derogatory remarks about clients, other brokers, or companies in their electronic communications. Members will not engage in “cyber-bullying” or any similar behavior which may disturb our clients or those with whom our agency interacts.
- Be truthful when advertising or making other representations. This includes those statements made or advertising placed through use of e-mail, the Internet, your personal Website, or social networking tools.
- Seek the advice of their designated managing broker if they have questions or concerns regarding the use of the Internet, e-mail, or social networking tools before publishing any information that could be questionable.
Spam and Email Prohibitions
- Brokers/employees are required to follow the provisions set forth in Section 1450.720 in the Administrative Rules under the License Act as from time to time amended.
- Brokers/employees are also required to follow the provisions set forth in the federal CAN SPAM Act as from time to time amended.
Copyright and Protected Information
Brokers/employees shall not copy, frame, or otherwise use information received or viewed through e-mail, the Internet, or social networking tools without the express written consent or other appropriate authority from the owner of the information.
Record Retention and Destruction Policy
This Record Retention and Destruction Policy applies to all records generated during the NSBAR Referral Network’s operation, including original documents, reproductions, and electronic documents.
Clients’ records should be adequately protected and maintained and to ensure that records that are no longer needed by the Company or are of no value are discarded or destroyed at the proper time and in the proper fashion. This policy is also intended for the purpose of aiding brokers/employees of the Company in understanding their obligations in retaining electronic documents—including e-mail, Web files, text files, sound, movie, and picture files, PDF documents and Microsoft Office or other word processing documents or other formatted files.
Federal and state laws require the NSBAR Referral Network to maintain certain types of records for certain periods. Failure to maintain such records could subject you and the Network to penalties and fines, obstruct justice, spoil legal evidence, and/or seriously harm the Network’s position in litigation.
Do Not Call - General Rules
Sponsored brokers of the NSBAR Referral Network, employees of the Network, and any other representatives of the Network shall not make any telephone calls to any telephone number listed on the DNC Registry or the Company Do Not Call List (“Company DNC”) (as explained below) unless one of the following exceptions applies:
- You are currently working with the consumer.
- Within the last 18 months you have represented the consumer in a real estate transaction.
- The consumer has made an inquiry concerning real estate brokerage services or inventory within the last three months.
- The consumer is a friend or acquaintance of the caller; or
- Written consent has been obtained from the consumer to call a specific number(s).
The consumer can always request to be on the federal or Company Do Not Call list. Do not make any calls to numbers listed on the Company DNC without written permission from the consumer to call that specific number.
Acknowledgement and Agreement
The undersigned broker or employee of the NSBAR Referral Network acknowledges receipt of a copy of the NSBAR Referral Network Office Policy Manual.
This Policy Manual is not a contract of employment. The NSBAR Referral Network reserves the right to modify, amend, or change this policy manual in any manner at any time.
As a condition of his/her association or employment with the NSBAR Referral Network the broker or employee agrees to abide by the policies of the NSBAR Referral Network as presently adopted and as amended in the future by publication from management of any changes.
Failure to abide by the NSBAR Referral Network’s policies as adopted and amended may be grounds for disciplinary action of the broker or employee, including termination of association or employment.