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IOWA UNITED METHODIST CONFERENCE EMPLOYEE HANDBOOK
Effective December 1, 2013 TABLE OF CONTENTS
APPENDIX: EMPLOYEE COMPUTER SECURITY POLICY 33
INTRODUCTION
It is the mission of The United Methodist Church to make disciples for Jesus Christ for the transformation of the world; your gifts and graces are welcomed as we pursue this mission together.
This handbook provides information you need in your position. The handbook is not an employment contract, and employment of any person for a specific period of time is not guaranteed. Your employment is “at will” for both you and the Conference, which means both you and the Iowa Annual Conference retain the right to end the employment relationship at any time with or without cause.
This handbook contains general information; some of this information is superseded or supplemented by other documents such as The Book of Discipline of The United Methodist Church, the Journal of the Iowa Annual Conference, the Rules of Order of The Iowa United Methodist Church, legal plan documents and insurance contracts. If there is a conflict between the provisions in this Handbook and other documents, the other documents are the final authority.
This Handbook applies to persons in full-time and part-time positions as defined by the Annual Conference Human Resources Committee.* This includes:
Annual Conference staff whose salaries are paid directly by the Central Treasury of the Iowa Annual Conference; Employees of an incorporated or unincorporated agency that receives 50 percent or more of its annual funding through apportionments or fees collected by the Annual Conference and whose salaries are paid by the Central Treasury of the Iowa Annual Conference; Lay staff and clergy in paid conference staff positions (and therefore appointed to Extension Ministries) are subject to provisions of policies in this Employee Handbook with respect to the terms and conditions of the staff position
2 appointment. However, for purposes of retirement and pension benefits, the provisions of the pension program apply.
The Conference has the right to amend or eliminate the handbook or any portion thereof at any time, with or without notice. Any changes will supersede previously published information.
A goal of the Conference is to create a supportive and fair work environment for all employees.
Thank you for joining with the Iowa Annual Conference to be in ministry with others.
*Persons employed by the annual conference in the camping program may be subject to additional provisions/requirements set by the directors of that program. These provisions/requirements will be provided to all camp staff at the time of hire.
2013 IAC Employee Handbook Page 3 of 40 EMPLOYMENT WITH THE IOWA ANNUAL CONFERENCE
EQUAL EMPLOYMENT OPPORTUNITY The Iowa Annual Conference believes employment decisions should be based on an individual's qualifications and without regard to condition or status of race, color, gender, age, disability, marital status, sexual/gender orientation, veteran status, national origin, and any other protected class under applicable laws. This nondiscrimination policy applies to all employment areas, including recruitment, hiring, compensation, benefits, training, promotions, workforce reductions, discipline, and termination. A preference for United Methodist membership may be included in the qualifications for some positions as determined appropriate by the Conference Human Resources Committee.
EMPLOYMENT-AT-WILL Employment with the Iowa Annual Conference is "at-will," which means at the will of the employee and at the will of the Conference. Both the employee and the Conference have the right to terminate the employment relationship at any time and for any reason.
No Conference representative may modify this policy for an employee or enter into any agreement with an employee, oral or written, contrary to this policy. No statements made in pre-hire discussions, recruiting materials, other parts of this manual, or other Conference materials can alter the at-will nature of employment.
BONDING OF CONFERENCE PERSONNEL The Conference provides a blanket bond as a protection in the handling of money. All personnel employed by the Iowa Conference of the United Methodist Church who handle money must be bondable as a condition of employment.
EMPLOYMENT OF RELATIVES To avoid favoritism or the appearance of favoritism, no person shall be employed in a regular position that is within the chain of supervision of a member of his/her immediate family. Immediate family is defined as spouse (or significant other), children (including foster, step, and grandchildren), parents (including foster, step, and grandparents), siblings (including foster and step), aunts, uncles, nieces, nephews, first cousins, and in-laws of all of the above relatives. Also included are the corresponding relatives of the employee’s spouse (or significant other) and any such other person as determined by the Conference Human Resources Committee to be equivalent to the listed relationships.
4 EMPLOYMENT CLASSIFICATIONS Regular, full-time employees are those persons who work 40 or more hours per week. These employees are eligible for benefits.
Regular, part-time employees are those persons who work less than 40 hours per week.
Part-time employees who work 30 or more hours per week are eligible for health insurance coverage, long-term disability/death benefits and retirement plan contributions. They are also eligible for paid time off (PTO), bereavement leave, and professional development.
Part-time employees who work less than 30 hours per week are not eligible for long- term disability, health care coverage or death benefits. They are eligible for pro-rated paid time off (PTO), bereavement leave, and professional development.
Part-time employees who work at least 1000 hours per year are eligible to participate in the retirement plan.
Temporary employees are those employees hired to fill a temporary need for a special, limited project and/or on a casual or short-term nature. Examples of temporary employees are persons hired for weekend work only and summer camp employees. Temporary employees are not eligible for benefits. Persons who are hired as independent contractors are not employees, are not covered by this handbook, and are not eligible for benefits.
Exempt employees are persons whose positions are considered ineligible for overtime compensation as defined in the Fair Labor Standard Acts (FLSA) guidelines i.e., exempt from the overtime provisions of the FLSA.
Non-exempt employees are persons whose positions are considered eligible for overtime compensation as defined in the Fair Labor Standard Acts (FLSA) guidelines, i.e., non-exempt from the overtime provisions of the FLSA.
EMPLOYEE RECORDS It is the Conference’s intent to collect and maintain only that personal information which is necessary and appropriate. Any information gathered is for internal use only and is handled in a responsible manner. Personnel records remain the property of the Conference.
Information regarding individual employees is not released to unauthorized persons without written consent, with the exception of verification of employment, dates of employment, and job title which may be released when requested for such things as credit and reference checks.
2013 IAC Employee Handbook Page 5 of 40 A personnel file is maintained for each employee by the Human Resources Department. The file contains documents relating to your initial hire, performance reviews, and salary. You may view the file in the presence of a human resources staff person, obtain a copy of the entire file, or obtain a copy of particular records in the file, but you may not remove any records from the file or remove the file from the Human Resources office. Contact your supervisor for more information.
It is your responsibility to notify--as soon as possible--your supervisor and the Human Resources office when you have changes in your personal information, such as your home address or telephone number, emergency contact person, marital status, number of dependents, educational status, or military status.
OUTSIDE EMPLOYMENT Outside employment is any service provided by you for pay with an employer other than the Iowa Annual Conference. Employees are to have no outside employment that would interfere with job performance or involve a conflict of interest. Discuss any outside employment opportunity with your supervisor prior to your acceptance of it.
SEPARATION FROM EMPLOYMENT An employee may separate from employment in multiple ways:
Voluntary Separation: A minimum of two weeks’ written notice to the employee’s supervisor or the Director of Human Resources is required to be eligible for the payout of accrued but unused paid time off (PTO). Employees in director-level positions are required to give a four week notice of voluntary separation. If these requirements are not met, accrued but unused PTO will not be paid.
Involuntary Termination: In most cases, performance will be the deciding factor in continuing employment with the Conference. However, reorganization, reduction in workforce and elimination of positions also may result in termination. In such cases, the Conference will give at least two weeks’ notice and severance pay policies will apply.
Immediate Discharge: The severity of some performance or behavioral issues is such that they may require immediate termination. Certain actions and misconduct will result in one’s immediate termination of employment. Actions such as, but not limited to, violation of Conference policies, possession of weapons or firearms, threats or acts of violence, theft, insubordination, misuse of property, failure to report to work as scheduled, falsifying Conference documents or records, or similar serious performance or behavior issues will be grounds for immediate termination.
Upon separation of employment, employees will:
6 Return all Conference property including keys, key cards, credit cards, laptop computers, electronic passwords or any other equipment. Submit any outstanding expense items. Be provided with information regarding the termination of benefits. Receive payment for accrued, unused PTO, if eligible. Be asked to sign a Reference Release form. Conduct an exit interview with the Director of Human Resources or his/her designee. Receive a final paycheck for hours worked on the next regular pay date following termination.
2013 IAC Employee Handbook Page 7 of 40 EMPLOYEE DUTIES AND EXPECTATIONS
EMPLOYEE CONDUCT Every position within the Conference is important and is a vital part of a team; therefore, attendance and punctuality is essential.
If you are going to be late or absent, contact your supervisor (or his/her designee) giving as much notice as possible. Excessive lateness or absenteeism may result in disciplinary action up to and including termination. In general, in the course of a month, two or more instances of arriving more than ten minutes late for the scheduled work day or of calling in absent will be considered excessive. Failure to notify your supervisor when you are absent for three consecutive working days is considered a voluntary termination. Also, three days of unapproved absence is considered a voluntary termination. Advance notice of an absence does not necessarily constitute approval of that absence.
Ethical and professional conduct is expected at all times. Employees are expected to dress in a manner that displays professionalism and respect for their position and clothes should be clean and in good repair.
Summer Camping Staff You will be asked to sign a statement saying you will not smoke or drink while you are a member of the camping staff. This prohibition applies not only when you are on the job, but when you are off the job representing the Conference as well. No smoking and no drinking of alcoholic beverages at any time are conditions of employment. Failure to comply with this policy may be cause for discharge.
Conflict of Interest A conflict of interest is a situation where your outside activities may impact the business of the Conference or your job performance. You should avoid engaging in any outside activity or financial interest that would create a perceived conflict with the performance of your work duties or the reputation of the Conference. You should not knowingly use Conference property, funds, position or power for personal or political gain. If you are uncertain about whether an outside activity may interfere with your employment in the Conference, you should connect with your supervisor or Human Resources to discuss your specific situation. Employees are required to complete the Conflict of Interest form annually.
HOURS OF WORK FOR NON-EXEMPT STAFF With some exceptions, the Conference Center switchboard and public access doors are open from 8:30 a.m. to 4:30 p.m. Individual work hours are flexible within the workday. The normal workweek for full-time employees is 40 hours per week; lunch time (generally a half-hour or an hour) is not included in paid time.
8 Supervisors determine work hours at all locations. A bi-weekly time card must be completed by hourly (non-exempt) employees and submitted to the supervisor for each pay period.
For non-exempt employees, overtime pay begins after 40 hours of worked time in a workweek. Worked time does not include paid time away from work, e.g., holiday pay or paid time off. A workweek is Saturday morning through Friday evening. Overtime hours are compensated with time-and-a half pay and must be approved by the supervisor in advance.
Non-exempt employees who work on a Conference holiday are paid at their regular hourly rate for hours of work in addition to allotted holiday pay. Prior approval for work on holidays is required.
PERFORMANCE MANAGEMENT The Iowa Annual Conference undertakes a performance management and evaluation process to review employees’ job performance, establish goals for performance, and set clear and mutually understood expectations for future objectives. Employees will receive information about this process from the Director of Human Resources or supervisor.
PERFORMANCE IMPROVEMENT PROCESS Employees of the Conference are expected to perform their job duties satisfactorily, meet work standards, and conduct themselves professionally. Failure to do so will subject the employee to corrective action, up to and including the termination of employment.
The Conference utilizes established methods to provide feedback to an employee when improvement in his or her performance or behavior is necessary. The objective of such feedback is to improve the performance and/or behavior of the employee. This may include:
Verbal warning: A verbal warning occurs when the supervisor meets with the employee to discuss the problem or behavior. The goals of this discussion are to define the problem, indicate required changes in behavior, gain the employee’s agreement to solve the problem, and establish a date for follow-up discussion of the required improvement(s). The verbal discussion will be documented in the employee's file with details of the unacceptable performance and the discussion. The employee will receive a copy of this documentation.
Written warning: The written warning occurs when behavior or performance has not significantly improved after a verbal warning or when the employee’s performance or conduct is such that more immediate action is necessary. As with the verbal warning, all details of performance and the discussion are documented, and a date is established
2013 IAC Employee Handbook Page 9 of 40 for follow-up discussion of required improvement. The employee will receive a copy of the written warning, which becomes part of the employee's personnel file.
Discharge: If the unacceptable work behavior or unsatisfactory performance continues, the employee is subject to discharge.
Immediate termination: The severity of some performance or behavioral issues is such that they may require immediate termination.
All performance improvement actions will be carried out in consultation with the Director of Human Resources.
COMPUTER EQUIPMENT AND USAGE The conference provides employees all necessary computer hardware, software and accessories that are needed for the performance of their work.
The Iowa Annual Conference has an Employee Computer Security and Operating Policy, which is included as an appendix to this handbook. The purpose of this policy is to protect the conference and its employees from liability and business interruptions due to inappropriate use of conference computers and breaches of computer security.
The policy documents computer users’ responsibility to safeguard computer equipment and information from accidental or deliberate unauthorized access and sets forth what is and is not appropriate use of conference computers.
Employees may be disciplined for noncompliance with conference policy. Any questions regarding this policy should be addressed to the Manager of Information Technology.
COMMUNICATIONS – EXTERNAL Only officers of the Annual Conference are able to speak on behalf of the Annual Conference. If you are contacted by an outside communications/media source, such as radio/TV stations, newspapers, and magazines, the contact should be referred to the Director of Communication Services.
COMMUNICATIONS – INTERNAL AND CONFLICT RESOLUTION The Conference encourages an "open door" and informal approach to communications. Please talk with your supervisor at any time if you have a job-related concern.
If your concern or dissatisfaction is not resolved or if it involves your supervisor, contact the Director of Human Resources.
10 EMPLOYEE DEVELOPMENT All employees are expected to participate in continuing education that furthers their knowledge and skills and to maintain any professional certifications that are required for their positions. All plans for continuing education and professional development must be determined in collaboration with and approved by the employee’s supervisor in advance of the employee’s attendance at a continuing education event. Either the employee or the supervisor may initiate a request for participation in a course of study related to the employee’s work.
Assistance for Continuing Education Up to $500 per year will be provided for tuition and expenses for continuing education for non-exempt employees and $1000 per year for exempt employees if requested by the employee. If the course of study is supervisor-requested, the Conference will pay all expenses. If scholarship or other assistance is available, the Conference will reduce expense support by the amount of the assistance.
In addition, non-exempt employees will be paid up to 8 hours per day for travel to and participation in a continuing education event that takes place during the employee’s normal work hours. Exempt employees are allowed up to seven days for continuing education; if participation in a course requires time above this allowance, the employee may use paid time off (PTO) to attend approved courses. The supervisor will work with the employee to adjust his/her work hours in order to facilitate attendance at the event.
For employees covered by the Fair Labor Standards Act (FLSA), education outside normal work hours is not considered work time for purposes of computing any overtime liability if the education is employee-requested and the employee performs no productive work during such attendance.
Record of participation and/or any continuing education units (CEUs) earned will be retained for the employee’s file. Any agreements between a supervisor and an employee that exceed this policy will be written with the assistance of the Director of Human Resources and signed by the supervisor and the employee in advance of participation; copies of such agreements will be given to all parties and included in the employee’s file.
If an employee voluntarily separates from employment with the Conference within a year of receiving financial assistance for employee-requested continuing education, the supervisor may request repayment of those expenses before the employee leaves the Conference’s employment.
Continuing Education and Spiritual Growth Leave Clergy employed by the Conference (per provision in The Book of Discipline of The United Methodist Church) and laity employed by the Conference who serve in ministerial leadership positions are allowed one month per quadrennium for continuing education and spiritual growth leave. During this time, the employee will remain at the regular rate of pay and will not be required to utilize paid time off (PTO).
2013 IAC Employee Handbook Page 11 of 40 The Conference will provide up to $1500 of financial support during the period of leave for the employee’s participation in courses or spiritual retreats. If the employee voluntarily separates from employment within a year of taking such leave, the Conference will require full repayment of this financial support before the employee leaves the Conference’s employment.
Request for leave must be made to the employee’s supervisor at least six months prior to the desired time of leave. A written plan for the leave must be approved by the supervisor in advance of the leave and signed by both the supervisor and the employee. A copy of the agreement and record of any continuing education units (CEUs) earned during the leave will be retained in the employee’s file.
Sabbaticals and Graduate-Level Courses of Study: Any non-exempt employee who wishes to take a sabbatical, begin an advanced degree or undertake any course of study beyond what is specifically addressed in this policy must discuss this with his/her supervisor and receive written approval prior to enrolling in any such course at least one year prior to the time that the leave would be taken.
Adjustment of work schedules to accommodate such a leave is at the discretion of the supervisor, provided that the supervisor does not prevent the exercise of a clergyperson’s right to sabbatical leave as provided in The Book of Discipline of The United Methodist Church.
An employee may request continuing education funds for pursuing an advanced degree within the limits defined in this policy. The Conference does not provide any financial assistance for sabbatical leave.
WORK-RELATED EXPENSES FOR STAFF When employees are required to travel for work-related purposes, travel plans and estimated expenses must be pre-approved by the employee’s supervisor in order to qualify for payment or reimbursement by the employing department/district/agency/etc. Mileage is reimbursed at the rate set by the Iowa Annual Conference Session unless a Conference leased vehicle is provided to the employee. In those cases, the Leased Vehicle Policy applies.
Other work-related expenses may be reimbursed under the terms of the Expense Reimbursement Policy.
The Leased Vehicle Policy (if applicable) and Expense Reimbursement Policy will be provided to you by your supervisor or the Director of Human Resources.
12 EMERGENCY CLOSING When Conference offices are closed because of uncontrollable factors such as unusual weather conditions, employees scheduled to work on that day will be excused and will be paid for the hours normally scheduled to be at work on that day. Employees who are on a pre-approved vacation or leave of absence will not be paid for any hours related to the closing.
For inclement weather closings, the Conference Center follows the schedule of the Des Moines Public School System and closes when schools are not in session due to the weather. For employees residing in areas outside of the Des Moines Public School system that may be affected by local weather conditions, absences will be excused with pay when the school system of that area is closed due to weather. Employees not able to report to work due to these closings and weather conditions will be paid for the hours normally scheduled to work on the day of the closing. School delays and early outs will result in excused time and employees normally scheduled will be paid for hours not worked due to the weather related school delay or early out.
For employees working in locations outside of the Des Moines conference center, the determination of a weather-related closing will be made by the supervisor on-site and reported to the Director of Human Resources for payroll purposes.
For inclement weather conditions occurring during periods when the school systems are not in session, the Conference Center Directors, in consultation with the Information Technology Department, will determine if the Conference Center facility will be open or closed. Employees are encouraged to contact their supervisors or the Director of Human Resources for further information.
For other occasions which may necessitate closing any Conference or District locations such as power outages, building system failures, etc., the Directors present on site will confer and make a determination regarding closure. Employees scheduled to work on site that day will be excused with pay for the hours not worked due to the closure.
2013 IAC Employee Handbook Page 13 of 40 LEAVES AND ABSENCES
JURY AND WITNESS DUTY Serving on a jury or testifying as a witness is a civic duty and is supported by the Conference.
Jury Duty If you are notified of jury duty, submit a copy of the court summons to your supervisor. If you are selected to serve on a jury, keep your supervisor informed of your court involvement on a day-by-day basis.
Regular full-time or part-time employees serving on a jury are compensated by the Conference at the regular rate of pay less juror compensation.
Witness Duty If you are subpoenaed as a witness on personal matters, submit a copy of the subpoena to your supervisor immediately. Witness duty is only paid for Conference business.
LEAVE – BEREAVEMENT LEAVE When a death occurs in an employee’s immediate family, the employee is granted up to five days of leave with pay. Immediate family includes spouse, significant other, child, parent, brother, sister, daughter-in-law, son-in-law, parent-in-law, grandparent, grandparent-in-law, grandchild, stepchild, and step-parent/grandparent. Also included are the corresponding relatives of the employee’s spouse or significant other.
Employees are granted up to three days of leave with pay for a death of the following family members: brother-in-law, sister-in-law, uncle, aunt, niece, nephew, step-sister or step-brother. Also included are the corresponding relatives of the employee’s spouse or significant other.
Bereavement leave for the death of anyone not identified above is unpaid.
All bereavement leave is to be approved by your supervisor.
Bereavement leave is prorated for part-time employees according to days of week and number of hours worked per week by the employee.
With supervisor approval, paid time off (PTO) may be used to extend bereavement leave.
14 LEAVE - DISASTER SERVICE VOLUNTEER An employee of the Iowa Conference of the United Methodist Church who is a certified disaster service volunteer of the American Red Cross may be granted leave from work for not more than fifteen working days in any twelve-month period to participate in disaster relief services for the American Red Cross at the request of the United Methodist Committee on Relief (UMCOR). If called for service, the employee will not be penalized in terms of loss of seniority, pay, paid time off (PTO), insurance and health coverage benefits.
LEAVE – FAMILY AND MEDICAL LEAVE The Family and Medical Leave Act (FMLA) entitles the employee, if eligible, to use up to 12 weeks of paid and /or unpaid leave within a 12-month period for:
Birth or adoption of a child, or when a child is placed in the employee’s foster care - Family leave can be taken within one year of birth or placement of a child and is equally available to men and women. The employee is required to give 30-days’ notice unless an unforeseen need arises. Employees will be required to take family leave as continuous leave. However, in the event that there are extenuating circumstances surrounding this family leave, intermittent leave may be granted with approval by the employee's immediate supervisor and the Director of Human Resources. The employee’s serious health condition or serious illness of an immediate family member – A serious health condition is any illness, injury, impairment, or physical or mental condition that involves inpatient care in a hospital, hospice, residential medical care facility, or continuing treatment by a health care provider. Thirty days’ notice is required unless an unforeseen need arises. Intermittent leave or reduced work hours are available if medically necessary. Family military leave - Leave for a qualifying exigency arising from the fact that an employee's spouse, son, daughter or parent is on active duty or notice of an impending call or order to active duty in the Armed Forces in support of a contingency operation.
Employees are entitled to 26 weeks of paid and/or unpaid leave within a 12-month period for: Service member family medical leave - An eligible employee who is the spouse, son, daughter, parent or next of kin is allowed leave for the care of a covered service member. A covered service member is a member of the Armed Forces, including a member of the National Guard or Reserves, who is undergoing medical treatment, recuperation, or therapy, is otherwise in outpatient status, or is otherwise on the temporary disability retired list, for a serious injury or illness. This leave shall only be available during a single 12-month period.
2013 IAC Employee Handbook Page 15 of 40 To be eligible for Family and Medical leave you must: Work at a location with at least 50 employees or at a location with 50 employees within a 75-mile radius Be employed by the Conference for at least 12 months Have worked at least 1,250 hours in the 12 months preceding the leave request
FMLA Definitions Work Week: One regularly scheduled work week or the equivalent in hours
12 Month Period: A rolling calendar year defined as the 12 months prior to the first day of the serious illness or family event.
Family Member: spouse; parent; son or daughter (must be under age 18, unless the individual is incapable of self-care due to mental or physical disabilities) including biological or adopted child, stepchild, legal ward, foster child, child that you care for in place of the parents.
Conference-Employed Spouses and FMLA Spouses who are both employed by the Conference may be limited to a combined total of 12 work weeks of FMLA leave during any 12-month period if the leave is taken for the birth, adoption of a child, or when a child is placed in your foster care.
FMLA Paid/Unpaid Leave FMLA leave is unpaid leave. However, you will be required to utilize all available leave time available to you (vacation and/or sick leave) to cover this time away from work.
Medical Benefits While on an FMLA Leave Your medical benefits are maintained during a leave if you continue to make your premium contributions. If we are unable to take contributions for benefits from your paycheck during the leave, you have the option of paying the premium contribution directly to the Conference or making up the contributions through payroll deduction when you return to work.
Holiday during Unpaid Leave If a holiday falls during a period of unpaid leave, you are not paid for that holiday.
FMLA Reinstatement During the 12 work weeks of approved FMLA leave, you are entitled to be reinstated to your same job or to an equivalent position with the same pay, benefits and working conditions, as provided by the law.
Before returning to work, you may be required to submit to a job-related medical examination to determine your ability to perform the essential functions of your position or to submit to any fitness for duty examinations required by federal, state or local law or Conference policy.
16 Requesting FMLA Leave Requests for medical or family leave should be made directly to the Human Resources Department 30 days in advance for any foreseeable event. For unforeseeable events, you must contact Human Resources and request leave as soon as possible. Any request for leave must be accompanied by a medical certificate completed by the attending physician and should verify the illness, its beginning, expected ending dates and the estimated time that the employee will be away from work. Medical certificates must be completed and returned to the Human Resources department within 20 days following your first absence from work or leave may be denied. After receiving the completed medical certificate, an employee will receive a written response from Human Resources either approving or denying FMLA leave. Please contact Human Resources if you have any questions regarding Family Medical Leave.
LEAVE – HOLIDAYS The following holidays are observed by the Conference: New Year's Day Martin Luther King, Jr.’s Birthday Good Friday Memorial Day Independence Day Labor Day Thanksgiving Day Friday following Thanksgiving Day Christmas Eve Christmas Day
The Conference Center and other Conference offices are closed on these holidays. When a holiday falls on Saturday, it is observed the preceding Friday. When a holiday falls on Sunday, it is observed the following Monday.
Employees observing alternative religious holidays should contact their supervisor and the Director of Human Resources.
Holiday benefits are pro-rated for part-time employees.
Non-exempt staff persons who work on a holiday are paid at their regular hourly rate for hours of work in addition to allotted holiday pay.
Employees in the conference’s camping ministry program may observe a holiday on a day different from the designated holiday (e.g., Fourth of July) if that holiday falls on a work day that is part of the regular camping program.
LEAVE – MILITARY Members of a National Guard or military Reserve unit may take leave in accordance with the Military Leave policy included in the appendix.
2013 IAC Employee Handbook Page 17 of 40 LEAVE – PAID TIME OFF Paid Time Off (PTO) is an all-inclusive program that is determined and granted on the basis of the calendar year, January 1 through December 31. PTO is intended to be used for a variety of traditional types of time away from work, including vacation, illness, personal business, doctor appointments, family time, personal holidays, and personal voluntary community service. Another portion of the PTO program is the Medical Leave Bank, which may only be used for the employee’s extended illness, injury, disability, or hospitalization.
Eligibility All active, full-time employees will accrue paid time off. Active, part-time employees who are regularly scheduled to work 21 hours or more per week are entitled to prorated paid time off based on their employment status, i.e. ½ time or ¾ time. Temporary, seasonal, and contract employees are not eligible for paid time off.
Accrual Schedule Eligible employees will accrue PTO bi-weekly in hourly increments based on their length of service as defined below. Paid time off will begin to accrue with the first full pay period following the date of hire. Changes in the bi-weekly PTO accrual rate shall become effective with the pay period immediately following the beginning of the new calendar year.
Full-Time Lay Employees Years of Service Bi-Weekly / Annual Paid Time Off Eligibility 1st year (may be partial year) – 5th year 8.615 hours bi-weekly = 224 hours per year (28 days) 6th year – 10th year 10.153 hours bi-weekly = 264 hours per year (33 days) 11th year – 15th year 10.461 hours bi-weekly = 272 hours per year (34 days) 16+ years 11.076 hours bi-weekly = 288 hours per year (36 days)
¾ Time Lay Employees Years of Service Bi-Weekly / Annual Paid Time Off Eligibility 1st year (may be partial year) – 5th year 6.461 hours bi-weekly = 168 hours per year 6th year – 10th year 7.615 hours bi-weekly = 198 hours per year 11th year – 15th year 7.846 hours bi-weekly = 204 hours per year 16+ years 8.307 hours bi-weekly = 216 hours per year
½ Time Lay Employees Years of Service Bi-Weekly / Annual Paid Time Off Eligibility 1st year (may be partial year) – 5th year 4.307 hours bi-weekly = 112 hours per year 6th year – 10th year 5.076 hours bi-weekly = 132 hours per year
18 11th year – 15th year 5.230 hours bi-weekly = 136 hours per year 16+ years 5.538 hours bi-weekly = 144 hours per year Conference Clergy Employees
Bi-Weekly / Annual Paid Time Off Eligibility 11.076 hours bi-weekly = 288 hours per year (36 days)
Employees will accrue PTO either by working or utilizing accrued PTO for the entire bi- weekly pay period. PTO time may not be used until accrued, and employees will not be permitted to take their PTO bank to a negative balance. An employee on unpaid leave status shall not accrue PTO.
Requests For and Usage of PTO All PTO must be scheduled in advance and approved by an employee’s supervisor except in cases of sudden illness or emergency. Each request for PTO will be thoughtfully considered; however, due to the need to staff our departments appropriately and our desire to provide quality service to the stakeholders of the Iowa Annual Conference, it is not guaranteed that a request for PTO will be granted. Employees who are within their initial orientation period are to refrain from using PTO, as this time is critical to the future success of the individual in their new position. If there are extenuating circumstances that require an employee to be absent within their orientation period, the employee will submit a written request directly to their immediate supervisor for approval by the Administrative Cabinet*.
Employees may use time from their PTO bank in hourly increments. Time that is not covered by the PTO policy, and for which separate guidelines and policies exist include company paid holidays, bereavement time off, required jury duty, and military service leave. An employee will continue to accrue PTO during a leave of absence as long as the leave is with pay.
An employee granted time off work must use any available PTO leave during the absence. If the reason for the employee’s absence is due to personal or immediate family illness, injury, disability, or hospitalization, the employee must first use five (5) PTO days per event before accessing his/her medical leave bank. If the medical leave bank shall subsequently be exhausted, the employee must then use any remaining accrued PTO leave. If an employee has utilized all available PTO, any additional time off, if granted, is unpaid. (Please refer to the ‘Leave – Unpaid’ section of the handbook.) Use of PTO and medical leave will run concurrently with approved FMLA time.
In cases of hardship, a supervisor may advocate for additional PTO for an employee if his/her earned PTO has been exhausted. A determination of additional PTO, if any, will be made by the Administrative Cabinet*.
2013 IAC Employee Handbook Page 19 of 40 Carryover of PTO At the end of the calendar year, employees with any remaining PTO hours may exercise one of the following options: A. To have their remaining hours transferred to the next fiscal year’s accrued PTO leave up to a maximum of eighty (80) hours; or B. To have their remaining hours credited to their Medical Leave Bank; or C. To have up to eighty (80) hours transferred to next fiscal year’s accrued PTO leave and the remaining hours credited to their Medical Leave Bank.
Medical Leave Bank The other portion of the PTO program for employees is the Medical Leave Bank. In accordance with the Eligibility section above and subject to the maximum accumulation provided below, employees classified as full-time, ¾ time and ½ time who are regularly scheduled to work 21 hours or more per week shall be eligible to contribute to their Medical Leave Bank.
The Medical Leave Bank may be used for the employee’s or immediate family member’s extended illness, injury, disability, or hospitalization. A pregnancy will be treated like any other medical condition. The maximum amount of medical leave bank that may be used for an employee’s immediate family member is five (5) days per calendar year. The Employer reserves the right to require satisfactory proof of illness, which may include a physician’s statement or other evidence. Unauthorized use of medical leave may result in loss of pay for the duration of the absence and may be considered grounds for disciplinary action.
Employees may accumulate up to a maximum of 480 hours in their Medical Leave Bank. Once an employee’s Bank reaches a maximum of 480 hours, no more hours will be credited to the employee’s Bank until hours are used and fall below the 480-hour maximum.
Termination, PTO and Medical Leave Upon retirement or termination in good standing from Conference service, employees who have worked at least six months shall be paid for all accrued but unused PTO leave. Employees who are discharged for cause or who separate from employment without providing a two-week notice shall forfeit their accrued PTO leave. Medical Leave Bank hours have no cash value and employees will not receive any compensation for the balance in their Medical Leave Bank upon termination of their employment relationship with the Conference.
*The Administrative Cabinet is comprised of the Conference Treasurer, the Director of Human Resources, Assistant to the Bishop for Connectional Ministries, Assistant to the Bishop for Administration, Director of Communications and resident bishop.
LEAVE – UNPAID PERSONAL LEAVE OF ABSENCE A personal leave of absence is defined as an absence of one pay period or more without pay for personal reasons or for medical reasons which are not covered by the
20 Family and Medical Leave Act. Leaves are limited to three months or less. Employees must have 5 years of continuous service to request personal leave.
Requests for personal leaves of absence must be submitted in writing to the employee’s supervisor. Supervisory approval is required for all personal leaves. All requests for leaves will be given individual consideration. Factors that will be considered before approving a leave of absence include: the reason(s) for the leave, its duration, the effect on others' workload and length of service.
During a personal leave, the health insurance program may be continued for 3 months if you pay your portion of the monthly premium. After that time, you have the option to continue your coverage under COBRA (see the Health Insurance Program section of this handbook).
Reinstatement to your previous position is not guaranteed after a personal leave. When you return to work, an attempt will be made to place you in a job and salary grade that is the same or close to your previous level if possible.
VOTING The Iowa Conference of the United Methodist Church encourages all employees to participate in the electoral process.
The Conference will allow all full-time and part-time employees who are unable to go to their polling places during non-working hours up to three consecutive hours off work between the opening and the closing of the polls in order to vote. The employee will be paid for those hours if this time falls within the three hour maximum requirement. Employees taking advantage of this benefit must coordinate their schedule with their supervisors in advance. The employee’s manager may designate the period of time to be taken.
2013 IAC Employee Handbook Page 21 of 40 EMPLOYEE BENEFITS AND COMPENSATION
SALARY STRUCTURE FOR PROFESSIONAL AND SUPPORT STAFF The Iowa Annual Conference strives to attract, motivate and retain qualified employees. A compensation program has been established based upon the following objectives: 1. Providing a structure that is internally equitable 2. Ensuring that salaries are externally competitive (comparable) 3. Providing a structure and system that is fair and consistent 4 Providing training to employees on the structure to aid general understanding 5. Providing a system that is based upon employee performance 6. Tying rewards to performance.
The salary structure is the responsibility of the Conference Human Resources Committee. For further information on the salary ranges for positions of the Conference, contact the Director of Human Resources or your supervisor.
PAY DAYS AND PAYCHECKS Each pay period is two weeks in length; thus there are 26 pay periods per year. Employees are paid every other Friday, one week in arrears, for two weeks’ work. The work week begins on Saturday at 12:01 a.m. and ends on Friday at midnight.
At the time of employment, each employee will be given login identification and a password with instructions on how to enter their work hours through their computer to an electronic time clock. Employees are to log in when they arrive at work, log out for lunch and again log in after lunch and log out at the end of their workday. Employees are responsible for reviewing their time card to ensure corrections are made in a timely manner. Corrections made beyond the regular payroll deadline will be reflected on the next pay check.
Paychecks are electronically deposited into a checking and/or saving accounts. Employees using direct deposit will receive a direct deposit notice, which itemizes the employee’s pay and deductions. Employees who do not wish to have their checks electronically deposited may opt out of direct deposit by filling out the appropriate paperwork.
OVERTIME Non-Exempt Employees: Non-exempt employees are subject to the provisions of the Fair Labor Standards Act and are generally paid overtime for hours worked in excess of 40 hours per week. The normal workweek for the calculation of overtime begins Saturday and ends Friday (see first paragraph under “Paydays and Paychecks”.
22 Overtime must be approved in advance by the employee’s immediate supervisor. Non-exempt staff members will be paid straight time for all hours worked up to 40 hours in a workweek and at time-and-one-half for all hours worked in excess of 40 hours in that workweek. Only hours worked are counted in the calculation of time worked for overtime; paid time off (PTO), inclement weather closing hours, or other hours paid but not worked do not count in the determination of the hours needed to incur overtime.
Exempt Personnel: Exempt personnel are not subject to the provisions of the Fair Labor Standards Act and are not paid for overtime or hours worked in excess of the 40 hour workweek.
FLEXIBLE SPENDING ACCOUNTS (SECTION 125) The Section 125 Flexible Spending Account allows employees to pay for certain medical, dental, and dependent care costs with tax-free dollars. If you elect to participate, the Conference deducts money from your paycheck for these expenses before taxes are computed. Therefore, taxable income is less because this is calculated on a smaller base. This is not a deferment of taxes; this benefit is allowed as outlined in Section 125 of the Internal Revenue Code.
Employees may change their election option only once per year during open enrollment in November. If, however, an employee has a change in family situation, such as a marriage, divorce, birth of a child, or loss of a job for the employee or his/her spouse, the employee may be eligible to change his/her election option during the year. Any money remaining in flexible spending account(s) at the end of the year is forfeited as required by law.
For complete information, see the Summary Plan Description (SPD) of the Flexible Spending Account Plan, which is available from the Director of Human Resources.
HEALTH INSURANCE PROGRAM (and COBRA) The Iowa Annual Conference offers high deductible health insurance coverage through Wellmark, a licensee of the Blue Cross/Blue Shield Association. Please refer to the Summary Plan Description (SPD) of the Conference’s health insurance program for specific information regarding eligibility and coverage.
COBRA Provisions - Although the Iowa Conference Health Insurance Group is exempt from compliance with Federal COBRA regulations as a church group, the Conference will voluntarily comply with the intent of COBRA regulations. Divorced, separated, and Medicare-ineligible spouses and dependents of covered clergypersons, Conference employed diaconal ministers or Conference employed lay employees may be offered continuing health insurance coverage for up to 36 months. Continuation of health insurance coverage will be offered to terminated or furloughed Conference employees for up to 18 months. The premium for this continuation of coverage will be 102 percent
2013 IAC Employee Handbook Page 23 of 40 of the full cost of such coverage in accordance with the provisions of the COBRA law. A participant's coverage will be terminated if premiums are unpaid for 30 days. The Board of Pensions is authorized to make exceptions to any of the above requirements in special or unique circumstances.
EMPLOYEE ASSISTANCE PROGRAM Counseling assistance and referral for conference employees is offered through the Office of Pastoral Care and Counseling, located in Urbandale. These services are offered as a benefit to employees and their families at no cost. Employees who are unable to participate at the Des Moines location may receive a referral to a local provider, which may incur a per visit cost to the employee. Contact the Office of Pastoral Care and Counseling at 515-244-2994 for more information.
RETIREMENT PLAN The Iowa Annual Conference provides retirement benefits through the General Board of Pension and Health Benefits of The United Methodist Church. Details of benefits are found in the Summary Plan Description (SPD), which is available from the Director of Human Resources.
DISABILITY AND DEATH BENEFIT COVERAGE Employees who work 30 hours or more per week are eligible for long-term disability and death benefits through the pension program. The disability plan provides income for employees who become fully or partially disabled because of illness or accident. The premium for this coverage is paid in full by the Conference.
SEVERANCE PAY PLAN The Severance Pay Plan applies to eligible employees whose employment is terminated due to staffing reductions or reorganizations. Severance pay is available only to those employees who sign a release of all claims against the Conference relating to their employment and the termination of their employment. This plan does not apply to: employees who are hired under a temporary hire situation, employees who voluntarily separate at any time, employees who retire, employees who are terminated for misconduct or conduct detrimental to the Conference, or employees who are offered transfers from one department or location to another and thus have the opportunity to remain employees.
The severance pay formula is as follows: A base severance pay of two weeks, plus one week for each full year of service up to a maximum of 12 weeks. Years of service are determined from initial employment date.
The supervisor may provide the employee with two weeks’ notice and exclude the base severance pay of two weeks from the above formula. In this case, the formula
24 would be reduced by two weeks, and the maximum severance pay would be 10 weeks.
Severance benefits are pro-rated for eligible regular part-time employees.
At the Conference’s discretion, severance will generally be paid in one lump sum, less applicable taxes.
The severance pay plan is subject to interpretation by the Director of Human Resources and the Conference Human Resources Committee. The Conference reserves the right to change or eliminate this plan at any time and without notice.
UNEMPLOYMENT BENEFITS The Iowa Annual Conference does not participate in state unemployment insurance programs, and is ineligible to do so under Iowa law. As a result, the Conference does not provide unemployment benefits to former employees.
If an employee is terminated for cause or chooses to leave the employment of the conference, the employee may apply for unemployment benefits, but any benefit would be determined by the Iowa Workforce Development office.
2013 IAC Employee Handbook Page 25 of 40 WORKPLACE EXPECTATIONS AND POLICIES
SAFETY AND WORKERS’ COMPENSATION The Conference is committed to providing safe working environments for employees and to maintaining space and equipment in safe condition. The Conference Center is equipped with fire extinguishers, first aid kits and a cardiac defibrillator in case of an emergency.
All employee accidents should be reported to the Director of Human Resources and to the employee’s supervisor, even if no injury is apparent. When an injury occurs, a "First Report of Injury" form is to be completed within 24 hours by the supervisor, in consultation with the Director of Human Resources.
If the illness or injury results in the employee being absent from work for more than three days, the employee must request a leave of absence under the Family and Medical Leave Act for their own serious health condition. Both the FMLA leave and the workers’ compensation coverage will run concurrently.
If a visitor is injured, contact a supervisor.
AMERICANS WITH DISABILITIES ACT (ADA) POLICY The Iowa Annual Conference complies with the Americans with Disabilities Act by providing employment opportunities and a work environment free from discrimination against qualified individuals with disabilities. Reasonable accommodation will be provided for qualified individuals with disabilities unless that accommodation produces an undue hardship. To request an accommodation, contact your supervisor or the Director of Human Resources.
Definitions Disability: A physical or mental impairment, a record of such an impairment, or being perceived as having such an impairment, which substantially limits one or more major life activity; a record (or past history) of such an impairment; or being regarded as having a disability. Essential functions: The fundamental duties of a position; eliminating these duties would fundamentally change the job. Qualified individual with a disability: A person with a disability and with the qualifications to perform the essential functions of a position with or without reasonable accommodation. Reasonable accommodation: Modification or adjustment to the work environment or to the manner or circumstances under which a job is customarily performed which enables a qualified person with a disability to perform the
26 essential functions of the position.
CHILD AND YOUTH PROTECTION POLICY The Conference has an absolute and unwavering commitment to the physical safety and spiritual growth of the children and youth involved in conference ministry settings. Therefore, all employees must adhere to the Conference Child and Youth Protection Policy, which is available on the conference web site.
HEALTHY WORKPLACE
The Conference Center and all Conference work locations are smoke-free and drug- free environments. Possession or use of illegal drugs and/or alcoholic beverages is not allowed at these locations. Employees in violation of this policy are subject to disciplinary action up to and including termination.
HARASSMENT AND WORKPLACE HOSTILITY The Iowa Annual Conference is committed to providing a work environment free from all forms of discrimination, including harassment and intimidation on the basis of one’s race, color, gender, age, disability, religion, marital status, sexual/gender orientation, veteran status, national origin, and any other protected class under applicable laws. Such harassment of and by any worker or guest is prohibited and will not be tolerated.
Harassment Harassment includes, but is not limited to intimidating or hostile acts, verbal abuse; racial, ethnic, and religious epithets; and slurs, jokes, photographs, or pictures of a derogatory nature that create a hostile or offensive work environment.
Sexual Harassment Sexual harassment is a form of discrimination. Unwelcome sexual advances, requests for sexual favors and other verbal or physical conduct of a sexual nature may constitute sexual harassment when: a) submission to such conduct is made either explicitly or implicitly as a term or condition of one’s employment; b) submission to or rejection of such conduct by an individual is used as the basis for employment decisions affecting such individual; or c) such conduct has the purpose or effect of substantially interfering with an individual’s work performance or creating an intimidating, hostile or offensive work environment.
Sexual harassment may be expressed verbally, non-verbally, or physically. Examples include the offer of a raise or promotion in return for sexual favors, sexual innuendoes, suggestive comments, jokes of a sexual nature, sexual propositions, threats, sexually suggestive objects, pictures, suggestive or insulting sounds, leering, whistling, or
2013 IAC Employee Handbook Page 27 of 40 making obscene gestures, unwanted physical contact, including unnecessary touching, patting, pinching; or subtle or overt pressure for sexual activity.
Hostility Hostility under this policy is considered to include, but not limited to, unwelcome physical contact or violence, harassment, intimidation, stalking, coercion, display of weapons, threats, and talking or joking about hostility whether in person or through some other means of communication (writing, telephone, voice mail, electronic mail, etc.).
Reporting and Investigation Procedures The Conference takes all complaints of harassment seriously. Employees who believe they are being harassed are encouraged to immediately and directly inform the offender that the conduct is offensive and unwelcome. An employee who believes that he or she is being harassed by another individual is encouraged to report the behavior immediately to his or her supervisor. If for any reason the employee feels uncomfortable discussing the matter with his or her supervisor, the employee should contact the Director of Human Resources or a member of the Conference Human Resources Committee. One or more members of the Conference Human Resources Committee will investigate each complaint in a timely and thorough manner. Because of the sensitive nature of such complaints, incidents will be promptly investigated with discretion and will remain, to the extent possible, confidential; absolute confidentiality cannot be promised. If the alleged offender is a member of the Conference Human Resources Committee, the alleged offender will not be involved in any deliberations involving the complaint. If the complaint is found to be valid, action will be taken to address the harassment, prevent its recurrence, and take appropriate disciplinary action, up to and including the termination of employment. Documentation of the disciplinary actions resulting from a valid harassment complaint will be kept in the offending employee’s personnel file. In addition, the Conference will take appropriate remedial action to address sexual harassment by a vendor or guest of the Conference.
If the employee who reported a complaint of harassment is dissatisfied with the outcome, he/she may appeal the decision of the Conference Human Resources Committee to a Harassment Appeals Committee, which is comprised of two or more persons named, as necessary, by the Bishop. Any person who participates in any harassment investigation is protected from retaliation and will not be adversely affected by reporting a harassment incident. Likewise, persons who are alleged offenders are assured that the intent is to provide them a process, which is fair and unbiased. Any employee causing any type of retaliation against an alleged harasser or the alleged victim of harassment will receive documented disciplinary action up to and including termination.
If the alleged offender is clergy, notification to the Office of the Bishop will occur concurrently with the investigation; if the complaint is determined to be valid, a formal complaint to the Bishop will be filed by the Conference Human Resources Committee.
28 Procedures for handling sexual harassment investigations of appointed clergy are outlined in The Book of Discipline.
The Iowa Annual Conference is committed to working together to prevent harassment. Because everyone's cooperation is needed to insure successful implementation of this policy, educational opportunities on this topic will be offered periodically.
WEAPONS AND DANGEROUS INSTRUMENTS IN THE WORKPLACE The Conference strictly prohibits employees, contract or temporary staff, or any other individuals associated with the Conference from possessing, transferring, selling, using or threatening to use an unauthorized weapon or dangerous instrument (as defined below) in Conference work locations. This includes any personally owned vehicles that are parked in any area provided for Conference personnel, regardless of whether the individual is licensed to carry the weapon or not. Conference personnel are further prohibited from being in the possession of weapons off Conference or church property when involved in any activity of or for the Conference.
For purposes of this policy, any firearm--loaded or unloaded--is considered a weapon. A dangerous instrument is defined as any instrument, article or substance that, under immediate circumstances, is capable of causing death or physical injury.
Employees who know or reasonably believe another individual is in possession of a weapon or dangerous instrument must notify a supervisor or manager. If the individual is found to be in violation of this policy, he/she will be subject to disciplinary action, up to and including the termination of employment. In cases involving clergy or other personnel under appointment, the Office of the Bishop will be notified and appropriate action taken. Where appropriate, the Conference will report the possession or use of weapons or dangerous instruments to local law enforcement authorities.
RIGHT TO SEARCH POLICY The Iowa Conference of the United Methodist Church and its member organizations are committed to providing a safe environment for its personnel. The Conference reserves the right at any time and at its discretion to search all conference-owned property, suspicious packages, lockers, desks, purses, briefcases, personal property, vehicles on Conference premises or vehicles used to carry out Conference business, etc. This includes the retrieval of any information found on computers or written documents on Conference facilities, equipment and/or property. Searches will be conducted by Conference directors or local authorities and may be conducted without notice. Employees who refuse to permit a search under this policy may be subject to discipline up to and including the termination of employment.
2013 IAC Employee Handbook Page 29 of 40 LOST ITEMS While the Conference takes appropriate precautions in the safeguarding of personal belongings, it is not responsible for lost, stolen, or damaged personal articles in work locations or automobiles.
WHISTLEBLOWER POLICY Employees are encouraged to report any suspected misconduct that has the potential for having an adverse impact on the Conference. Employees who make such reports in good faith are assured of confidentiality to the extent possible, and they are protected from retaliation as a result of making the report.
Criminal Acts Employees must consult a supervisor or the Director of Human Resources immediately if they suspect someone has committed a criminal act. Employees must immediately consult a supervisor or the Director of Human Resources if they believe that someone poses a serious, foreseeable, and imminent threat of harm to any person. The Conference reserves the right to seek legal opinion or aid as to whether confidential information may be disclosed in order to protect the safety of others.
Financial Mismanagement Employees must report any suspected financial misconduct. Reports of suspected inappropriate financial activity may be made to the Conference Treasurer, the President of the Conference Council on Finance and Administration or the Chairperson of the Audit Committee. If the suspected activity involves the Conference Treasurer, the employee may give his/her report to the Chairperson of the Audit Committee or the President of the Conference Council on Finance and Administration.
Ethical Violations Employees are encouraged to report suspected ethical violations to their supervisors unless the supervisor is the subject of the complaint. In that case, the report may be made to the Director of Human Resources or the Bishop. This policy is not intended to supersede the clergy complaint process as outlined in the Book of Discipline or Rules of Order of the Iowa Annual Conference.
Protection from Retaliation If an employee files a report of suspected misconduct, that employee is protected from retaliation in the form of any adverse employment action such as termination, compensation decreases, or punitive work assignments. An employee making such a report who believes he/she is being retaliated against should contact the Director of Human Resources.
30 The right of employees for protection against retaliation does not include immunity for any personal wrongdoing that is alleged and investigated. Also, an employee who intentionally files a false report under this policy will be subject to disciplinary action which may include termination. IOWA ANNUAL CONFERENCE OF THE UNITED METHODIST CHURCH
RECEIPT OF EMPLOYEE HANDBOOK
I acknowledge receipt of my copy of the Iowa United Methodist Conference Employee Handbook and understand I am obligated to read and familiarize myself with its contents.
I understand that the purpose of this handbook is to provide general information and guidelines regarding the Iowa United Methodist Conference’s benefits and employment practices, and that the content of the handbook is subject to change without prior notice to employees. I understand that this handbook is not intended to be and is not a contract for employment.
I understand and agree my employment with the Iowa United Methodist Conference is for an indefinite period of time and may be terminated by either the Conference or by me at any time and for any reason.
I have read this Employee Handbook in its entirety. I understand and am in agreement with it and agree to abide by its provisions.
Name ______Please print legibly.
Signature______
Date ______
Return this completed form to the Director of Human Resources.
2013 IAC Employee Handbook Page 31 of 40 APPENDIX: EMPLOYEE COMPUTER SECURITY AND OPERATING POLICY
Computer Users Computer users are responsible for the appropriate use of conference computers, and for taking reasonable precautions to secure the information and equipment entrusted to them. Users are responsible for adhering to conference policies and practices as described, and to ensure reasonable measures are taken to prevent loss or damage of computer information and equipment.
Incident Reporting Response An incident with a computer may be anyone of the following: Loss of information such as data theft or an unauthorized person accessing your computer Compromise of information integrity which could be damage to data or unauthorized modification Theft of physical IT assets including computers, storage devices, printers, etc. Denial of service Misuse of services, information, or assets Infection of systems by unauthorized or hostile software An attempt at unauthorized access Unauthorized changes to organizational hardware, software or configuration Report of unusual systems behavior Responses to intrusion detection alarms
An employee who discovers any of these incidents will inform the following persons immediately. 1. Information Technology a. Roland Minshall—Manager Information Technology 515 974-8924 b. Alex Stambaugh –Systems Technician 515 974-8941 2. Immediate Supervisor 3. If the incident is the result of actions of a supervisor or IT personnel the employee should contact the Director of Human Resources and the President of the Council on Finance and Administration.
Authorized Access Employees will be granted the minimum access level necessary for their job functions
The minimum access level is determined by the Manager of Information Technology in consultation with the Director of Administrative Services and the employee’s supervisor.
32 The Manager of Information Technology will review quarterly the access level of users and report any recommended changes to the Director of Administrative Services and the employee’s supervisor.
Unauthorized Access Unauthorized access of conference computers is prohibited. Any unauthorized use of applications without prior approval from the Manager of Information Technology, Director of Administrative Services and the user’s supervisor will be reported to the supervisor. Appropriate action will be taken, which may include termination of employment.
No employee shall give computer access to a third-party for use of conference computers. Attempting to access conference computers without specific authorization is prohibited.
Watching other users enter information, looking at others’ computer disks, obtaining or trying to obtain other users’ passwords, or using programs that compromise security in any way are violations of this policy.
Employees are to exercise reasonable precautions to prevent unauthorized access of conference computers.
Computer Sabotage Destruction, theft, alteration, or any other form of sabotage of conference computers, programs, files, or data is prohibited and will be investigated and prosecuted to the fullest extent of the law.
Passwords Password Selection and Protection Passwords must be a minimum of eight characters to a maximum of 14 characters and include at least three of the four following types of characters: lower case letters, uppercase letters, numbers or special characters. The passwords must be changed at least once every ninety days. After five failed attempts to access any conference computer, the computer will be locked and access will be available only by Information Technology staff.
Do not leave computers logged on and unattended for an extended period of time.
Employees must report any irregularities flagged by their computers to the Manager of Information Technology.
Employees must not share any information about the conference’s computer systems, and are prohibited from sharing passwords. If an employee receives a request for this information, it must be reported immediately to the Manager of Information Technology.
2013 IAC Employee Handbook Page 33 of 40 Use of hacker programs and attempts to access any computer systems using hacker techniques is prohibited.
Employees must report to management any vulnerabilities they identify in the conference’s computer systems.
Viruses, Worms and Trojan Horses All Conference computer systems have the Corporate McAfee Anti-Virus and Firewall software installed by the Systems Technician. Updates will occur automatically.
Data and software that have been exposed to any computer, other than conference computers, must be scanned. This includes e-mail with attachments, downloads from the Internet and other sources of data that may be contaminated.
Use of virus, worm, or trojan horse programs is prohibited. If an employee identifies a virus, worm, or trojan horse he/she must turn off the computer and contact the Manager of Information Technology.
Confidentiality General All computer information is considered confidential unless permission has been granted to use it. Accessing or attempting to access confidential data is strictly prohibited. Confidential information should only be used for its intended purpose. Using confidential information for anything other than its intended use is prohibited, without prior approval.
When information is confidential, the following actions are inappropriate: Printing to a printer in an unsecured area where documents may be read by others Leaving a computer unattended with confidential files logged on to the system Leaving computer disks or other removal media storage devices with confidential data unattended, in easy to access places. Sending confidential information over the Internet, Intranet, or other unsecured communication lines without approval from your supervisor and the Manager of Information Technology
Encryption All portable computers are provisioned with whole disk encryption technology.
Physical Security Locks Disks, removal media devices and other sensitive information should be stored in a locked drawer.
Laptops Laptops must be assigned by the Information Technology department
34 Loss of computers must be reported immediately Back up all important files and store back-up information in a secure location. Removal of confidential, important, and proprietary data from the facility requires management authorization reasonable precautions must be used to safeguard the laptop against accidental damage laptops must be physically secure when used off-site
Handheld Devices Personal digital assistants, cell phones, and other handheld devices should be used principally for business purposes. Handheld device users are prohibited from supplying confidential information concerning, but not limited to:
Proprietary conference information Church Information Security access codes or other security information Personnel and legal matters
Handheld devices used for e-mail that are lost or stolen must be reported to the device vendor and Manager of Information Technology immediately to ensure the device service is terminated. In addition, handheld devices used for e-mail may not be used by anyone other than the authorized user without permission.
Administrative Matters Back-up Users are responsible for regular back up of essential computer files, and secure storage of back-up disks.
Important files should be backed-up daily. Files should be backed up to either CD media, or to UBS memory stick devices and stored off site in a secure location.
All important, confidential, or proprietary information must be stored on the conference network. Storing this information on your desktop computer is prohibited without authorization from management.
Copyright Infringement The conference licenses the right to use software. Accordingly, conference licensed software may only be reproduced by authorized conference officials in accordance with the terms of the software licensing agreements. Unauthorized copying, redistributing, and republishing of copyrighted or proprietary material are strictly prohibited.
Harassment, Threats and Discrimination Use of conference computers to share personal views about religion, politics, sexuality, or any other subject of a personal nature that could be considered offensive to others within or outside the conference is prohibited.
2013 IAC Employee Handbook Page 35 of 40 Purchases of Computer Software and Equipment All computer systems in the Iowa Conference are managed under the Conference Board of Trustees. All upgrades and day to day maintenance and repairs are coordinated through the Manager of Information Technology in the Administrative Services department. Standard systems are supplied for users in the Conference Center, District Offices, and one system per camp site. Other groups within the Conference may purchase equipment with their own funds as long as that equipment matches conference requirements.
Requests for software to be installed on a conference system should be made by your supervisor to the Manager of Information Technology. IT staff will then test and install the software, as appropriate.
Disposal of Conference Data Employees must review and remove files at least semi-annually.
File Recovery Deleted files can be recovered if necessary. Contact the Manager of Information Technology for more information.
Personal Use of Computers Incidental and occasional personal use of conference computers is permitted for reasonable activities that do not need substantial computer hard disk space, or other computer equipment. Prohibited activities include, but are not limited to, computer games, personal software and hardware, writing your autobiography, and running a personal business. Use of conference computers to store or transmit inappropriate jokes, junk mail, chain letters, or to solicit for commercial, religious, charitable, or political causes is prohibited. Any personal data located on conference-owned devices is considered the property of the conference.
Proprietary Information Conference data, databases, programs, and other proprietary information represent conference assets and can only be used for authorized conference business. Use of conference assets for personal gain or benefit is prohibited. Sharing conference proprietary information with conference personnel, or third parties, is prohibited.
Reporting Policy Violations Employees are required to report violations, or suspected violations, of computer policy. Activities that should immediately be reported to management include, but are not limited to:
Attempts to circumvent established computer security systems Use, or suspected use, of virus, trojan horse, or hacker programs Obtaining, or trying to obtain, another user’s password
36 Using the computer to make harassing or defamatory comments, or to in any way create a hostile work environment Using the computer to communicate inappropriate messages or jokes that may be considered offensive by others Illegal activity of any kind Trying to damage the conference, or an employee of the conference, in any way
Computer policy violations will be investigated.
Employees who identify computer security vulnerability must report it immediately to the Manager of Information Technology.
Termination of Employment All information on user computers is conference property. Computers issued to employees must be returned if employment is terminated. This includes passwords, identification codes, and any other information necessary for continued use of the computer.
The following activity is prohibited upon termination, and will be prosecuted to the fullest extent of the law:
Accessing conference computers Providing third parties, or anyone else, access to conference computers Taking computer files, data, programs, or computer equipment Deleting, altering or sharing information contained on a conference-owned computer
Privacy Electronic mail (received, composed, sent and stored), computer systems, Internet systems, data or any software or files downloaded via the Internet onto any Conference system or computer or data stored onto various types of disks and other storage devices are the property of the Conference. The Conference reserves the right to monitor, access, read, disclose or retrieve any data and/or electronic mail of any employee without prior notice to the employee or any party involved.
Random audits may be performed to verify that conference computers are clear of viruses and are being used in accordance with conference policy. The conference will investigate complaints about inappropriate images on computers, inappropriate e-mail, or other inappropriate conduct. The conference may monitor Internet activity to see what sites are frequented, duration of time spent, files downloaded, and information exchanged.
Lawsuits and Subpoenas Data on conference computers, electronic devices and storage devices are subject to access in legal proceedings. Employees are prohibited from removing information from
2013 IAC Employee Handbook Page 37 of 40 conference computers and are required to cooperate in legal investigations which involve access to such information.
External Communications Third Parties Only conference personnel are allowed access to the conference’s computer systems without written authorization from management. Do not disclose or download information electronically to third parties without prior approval of management. This does not include parties with which employees do business as part of their job functions.
Internet Connections Internet connections are authorized for specific business needs only. Connection to the Internet without management authorization is prohibited. Furthermore, the following activities are prohibited without management authorization:
Accessing the Internet without an approved firewall Downloading information of any kind, including data, files, programs, pictures, screen savers, and attachments Exploring the Internet for fun or profit Establishing communications with third parties Research for personal or business purposes Forwarding or transmitting information to third parties or employees Copying programs, files, and data Transmitting important, confidential, or proprietary information Speaking on behalf of the conference
The Internet is a public forum. Information transferred from conference computer equipment and electronic devices is identifiable and attributable to the conference. Disclaimers such as “the opinions expressed do not necessarily represent those of the conference” do not relieve the conference of liability.
The following actions are prohibited by conference employees under any circumstances:
False portrayal of oneself or the conference Accessing inappropriate web sites, data, pictures, jokes, files, and games Inappropriate chatting, e-mail, monitoring, or viewing Harassment, discrimination, or defamatory comments Transmission of junk mail, chain letters, or solicitation for commercial, religious, charitable, or political causes Gambling
38 Any other activity that is illegal, violates conference policy, or is contrary to the conference’s interests
Remote Access Remote access will be granted only with the approval of the supervisor and the Manager of Information Technology. The criteria to determine if remote access is needed are determined by the individual role within the organization. Remote access may be granted for a specific time period or single event. Users of remote access will be granted the minimum access level necessary for their job functions.
E-mail Electronic Communications Incidental or occasional use of e-mail for personal reasons is permitted. Only conference personnel are allowed access to the conference e-mail system.
The following e-mail activity is prohibited:
Accessing, or trying to access, another user’s e-mail account Obtaining, or distributing, another user’s e-mail account Using e-mail to harass, discriminate, or make defamatory comments Using e-mail to make off-color jokes, or send inappropriate e-mail to third parties Transmitting conference records within, or outside, the conference without authorization Transmitting junk mail, chain letters, or soliciting for commercial, religious, charitable, or political causes
Employees are required to report inappropriate use of e-mail.
E-Mail Etiquette In order to maintain professionalism in the use of electronic mail, employees are encouraged to observe the following guidelines: Do not use e-mail to communicate bad news Do not use e-mail to criticize others or to share concerns with or about others Do not use e-mail to discuss personal issues Do not use e-mail to share information that is confidential or sensitive Do not use e-mail to communicate something that would be better communicated in a personal conversation Do not forward e-mail if the information could be misunderstood, if the sender has requested that it not be forwarded, if it is not necessary or helpful for the receiver to have the attached information, if the e-mail contains information and/or other e-mail addresses to which the receiver is not entitled, or if the e-mail source is questionable and/or could contain viruses Do not “reply all” to an e-mail unless explicitly requested to do so
Spam
2013 IAC Employee Handbook Page 39 of 40 Sending unsolicited messages or files to individuals, groups or organizations that you do not have a prior relationship with is prohibited, without written authorization from your supervisor. Sending messages or files with the intent to cause harm or damage to the intended receiver is a violation of conference policy and will be prosecuted to the full extent of the law.
Intranet Data, programs, and other information are updated regularly on the Intranet. As such, it is employees’ responsibility to ascertain that information being utilized in their work is current.
All conference policies apply to use of the Intranet. The following activities are prohibited, without management authorization:
Installation of a web site, page, or any other information Installation of business or personal software on the Intranet Exceeding authorized access of Intranet programs, data, and files Assisting anyone outside the conference in obtaining access to the Intranet Making any changes to the Intranet hardware or software
Conference Network The Conference network is for sharing and storing information. Activity on the network is monitored for tampering and other security breaches. Maintenance and back-up are performed daily on the conference network and programs and other information are updated regularly. Because important, confidential, and proprietary information is stored on the conference network, only conference employees are allowed access.
The following activities are prohibited without management authorization:
Installation of business or personal software Making any changes to the conference network hardware or software Accessing without authorization, or exceeding authorization, for programs, data, and files Assisting anyone within, or outside, the conference in obtaining access
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