Employee Handbook s1
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POLICY MANUAL AND EMPLOYEE HANDBOOK
EFFECTIVE OCTOBER 1, 1996
TABLE OF CONTENTS Table of Contents......
Welcome!......
CIL. Organization Chart......
CIL Board of Directors......
Section 01 - Introduction......
10 Introductory Statement......
11 Employee Acknowledgment Form......
12 Vision Statement ......
13 Mission Statement......
Section 100 - Employment......
100 Nature of Employment......
101 Employee Relations Policy......
102 Equal Employment Opportunity Policy......
103 Hiring of Relatives Policy......
104 Immigration Law Compliance Policy......
105 Ethics Policy......
106 Conflict of Interest Policy......
107 Outside Employment Policy......
Section 200 - Employment Status and Records......
201 Employment Categories......
202 Confidentiality of Personnel Files Policy......
203 Employment Reference Checks......
204 Personnel Data Changes...... i 205 Probationary Period......
206 Employment Applications......
207 Recruitment and Selection......
208 Employee Orientation......
209 Performance Evaluation......
Section 300 - Employee Benefit Programs......
302 Health Insurance Coverage......
303 Holidays......
304 Personal Leave Policy......
305 Workers’ Compensation Insurance......
306 Time Off to Vote......
Section 400 - Timekeeping and Payroll......
401 Timekeeping......
402 Paydays and Paychecks......
403 Employee Development......
404 Employment Termination......
405 Salary Advance......
406 Administrative Payroll Corrections......
407 Payroll Deductions......
Section 500 - Work Conditions and Hours......
502 Attendance at Meetings......
503 Lunch Period......
504 Non-Smoking Policy......
505 Overtime......
ii 506 Use of CIL Property and Equipment Policy......
507 Emergency Facility Closure......
508 Business Travel Expenses......
509 Computer and E-mail Usage......
Section 600 - Leave of Absence......
601 Pregnancy Disability Leave......
602 Administrative Leave......
603 Military Leave......
604 Jury Duty......
605 Leave of Absence Without Pay......
Section 700 - Employee Conduct and DisciplinaryAction......
701 Employee Conduct and Work Rules......
702 Drug Free Work Place Policy......
703 Drug and Alcohol Use Policy......
704 Sexual and Other Unlawful Harassment Policy......
705 Consumer Confidentiality......
706 Attendance and Punctuality......
707 Personal Appearance......
708 Return of Property......
709 Resignation......
711 Progressive Discipline Policy......
712 Problem Resolution Policy......
Section 800 - Miscellaneous......
801 Employee Death......
iii 802 Life Threatening Illnesses in the Workplace......
804 Donations......
805 Input From Those Served......
iv WELCOME!
On behalf of our consumers, your colleagues, and the Board of Directors, I welcome you to the CIL and wish you every success as part of our team!
We believe that each employee contributes directly to the CIL’s growth and success, and we hope you will take pride in being a member of our team. We are committed to providing high quality independent living services to all our consumers in our service area.
This handbook was developed to describe some of the expectations we have of our employees and to outline the policies, programs, and benefits available to eligible employees. Employees should familiarize themselves with the contents of the employee handbook as soon as possible, for it will answer many questions about your employment with the CIL.
We hope that your experience here will be challenging, enjoyable, and rewarding. Again, welcome!
Sincerely,
The Executive Director
v ORGANIZATION CHART
Board of Directors
Executive Director
Office Staff Administrative Assistant
Vacant Independent Living Specialist Independent Living Specialist Staff Interpreter
Independent Living Specialist Independent Living Specialist ___ Program Coordinator Program Director
Activity Coordinator Jesuit Volunteer Adaptive Ski School Mgr.
vi BOARD OF DIRECTORS
List CIL Board of Directors Here: 1. President 2. Vice President 3. Secretary 4. Treasurer 5. Members… etc
SECTION 01 - INTRODUCTION
10 INTRODUCTORY STATEMENT
This handbook is designed to acquaint you with the CIL and provide you with information about working conditions, employee benefits, and some of the policies affecting your employment. You should read, understand, and comply with all provisions of the handbook. It describes many of your responsibilities as an employee and outlines the programs, policies, and procedures developed by the CIL to benefit employees. One of our objectives is to provide a work environment that is conducive to both personal and professional growth.
No employee handbook can anticipate every circumstance that might arise or questions you might have. As the CIL continues to grow, the need may arise and the CIL reserves the right to revise, supplement, or rescind any policies or portion of the handbook from time to time as it deems appropriate, in its sole and absolute discretion. The only exception to any changes is our employment-at-will policy permitting you or the CIL to end our relationship for any reason at any time.
Employees will, of course, be notified in writing of any changes to this policy manual and handbook as they occur.
vii 11 EMPLOYEE ACKNOWLEDGMENT FORM
The employee handbook describes important information about the CIL, and I understand that I should consult the Executive Director regarding any questions about any information in this handbook.
The handbook includes both policies as designated by the Board of Directors of the CIL, as well as procedures which are administered by the Executive Director. Policies administered by the Board of Directors are designated as such by the word “policy” included in the section title and the most recent date of approval or revision by the Board of Directors is noted in the page footnote.
Since the information, policies, and benefits described here are necessarily subject to change, I acknowledge that revisions to the handbook may occur. All such changes will be communicated through written notices, and I understand that revised information may supersede, modify, or eliminate existing policies. Only the Executive Director of the CIL has the ability to adopt any revisions to the information presented in this handbook. Any policies or information contained in this handbook is intended to be an accurate representation of the CIL’s intentions in regard to its operations. If a policy or other information is inadvertently in conflict with federal or state law or regulation, the appropriate law or regulation takes precedence over the information in this handbook.
Furthermore, I acknowledge that this handbook is neither a contract of employment nor a legal document. I have received the handbook, and I understand that it is my responsibility to read and comply with the policies contained in this handbook and any revisions made to it.
EMPLOYEE'S SIGNATURE DATE
EMPLOYEE'S NAME (TYPED OR PRINTED)
1 12 VISION STATEMENT
(Being developed)
2 13 MISSION STATEMENT
The CIL’s primary objective is best stated by its mission statement:
“To provide and promote for people experiencing disabilities, options to live as active, involved, and productive members, in the community of their choice.”
This means a direct service philosophy requiring program staff to counsel, support, and empower consumers in order for them to live and work in the environments of their choice. This also includes the ability to function in the family and to engage in or continue in employment. The overriding philosophy of all CIL services, principles, and activities is to reflect “consumer-driven” activities and actions. Empowerment comes from education and participation by the consumer in directing his or her plans for independent living.
3 SECTION 100 - EMPLOYMENT
100 NATURE OF EMPLOYMENT
This handbook is intended to provide employees with a general understanding of the CIL’s personnel policies and procedures. Employees are encouraged to familiarize themselves with the contents of this handbook, for it will answer many common questions concerning employment with the CIL.
However, this handbook cannot anticipate every situation or answer every question about employment. It is not an employment contract and is not intended to create contractual obligations of any kind. Neither the employee nor the CIL is bound to continue the employment relationship if either chooses, at its will, to end the relationship at any time.
In order to retain necessary flexibility in the administration of policies and procedures, the CIL reserves the right to change, revise, or eliminate any of the policies and/or benefits described in this handbook, with the exception of those policies and/or benefits required by law or regulation. The only recognized deviations from the stated procedures are those authorized by the Executive Director of the CIL.
The problem resolution policy contained in this manual authorizes an employee, as defined by policy, to grieve a specific incident.
4 101 EMPLOYEE RELATIONS POLICY
The CIL believes that the work conditions, wages, and benefits it offers to its employees are competitive with those offered by other employers in this area and in this industry. If employees have concerns about work conditions or compensation, they are strongly encouraged to voice these concerns openly and directly to the Executive Director.
Our experience has shown that when employees deal openly and directly with the Executive Director, the work environment can be excellent, communications can be clear, and attitudes can be positive. We believe that the CIL amply demonstrates its commitment to employees by responding effectively to employee concerns.
102 EQUAL EMPLOYMENT OPPORTUNITY POLICY
In order to provide equal employment and advancement opportunities to all individuals, employment decisions at the CIL will be based on merit, qualifications, and abilities. The CIL does not discriminate in employment opportunities or practices on the basis of race, color, religion, sex, national origin, age, disability, or any other characteristic protected by law. The CIL will abide by policies and procedures which will ensure all employees of nondiscriminatory employment, as defined by applicable Federal and State laws and regulations.
The CIL will employ persons who are best qualified by training, education, ability, experience, demonstrated competence, and interest in performing the responsibilities of each position.
The CIL will make reasonable accommodations for qualified individuals with known disabilities unless doing so would result in an undue hardship. This policy governs all aspects of employment, including selection, job assignment, compensation, discipline, termination, and access to benefits and training.
In addition to a commitment to provide equal employment opportunities to all qualified individuals, the CIL has an affirmative action program which promotes opportunities for individuals throughout the organization. Opportunities are provided to all employees based on qualifications and requirements of the position.
Any employees with questions or concerns about any type of discrimination in the workplace are encouraged to immediately bring these issues to the attention of the Executive Director. Employees can raise concerns and make reports without fear of reprisal. Anyone found to be engaging in any type of unlawful discrimination will be subject to disciplinary action, up to and including termination of employment.
103 HIRING OF RELATIVES POLICY
The employment of relatives in the same area of an organization may cause serious conflicts and problems with favoritism and employee morale. In addition to claims of partiality in treatment at work, personal conflicts from outside the work environment can be carried into day-to-day working relationships.
Relatives of persons currently employed by the CIL may be hired only if they will not be working directly for or supervising a relative. CIL employees cannot be transferred into such a reporting relationship.
If the relative relationship is established after employment, the individuals concerned will decide who is to be transferred. If that decision is not made within 30 calendar days, management will decide.
In other cases where a conflict or the potential for conflict arises, even if there is no supervisory relationship involved, the parties may be separated by reassignment or terminated from employment.
For the purposes of this policy, a relative is any person who is related by blood or marriage, or whose relationship with the employee is similar to that of persons who are related by blood or marriage. This policy does not apply to any relative who may serve in a support capacity; such as reader, interpreter, or personal services assistant.
104 IMMIGRATION LAW COMPLIANCE POLICY
The CIL is committed to employing only United States citizens and aliens who are authorized to work in the United States and does not unlawfully discriminate on the basis of citizenship or national origin.
In compliance with the Immigration Reform and Control Act of 1986, each new employee, as a condition of employment, must complete the Employment Eligibility Verification Form I-9 and present documentation establishing identity and employment eligibility. Former employees who are rehired must also complete the form if they have not completed an I-9 with the CIL within the past three years, or if their previous I-9 is no longer retained or valid.
Employees with questions or seeking more information on immigration law issues are encouraged to contact the Executive Director. Employees may raise questions or complaints about immigration law compliance without fear of reprisal.
105 ETHICS POLICY
It is the firm policy of the CIL, Inc. to conduct its activities in conformity with the highest moral, legal, and ethical standards.
Conduct. A high standard of ethical conduct is the responsibility of each individual employee. However, every supervisor must be aware of and is accountable for the ethical quality of behavior, within a professional context, of the people managed.
Law. In any instance where the law is ambiguous or difficult to interpret, the matter will be reported immediately to the Executive Director, who will in turn make the matter known to the Board of Directors.
Before approving any expenditure of Corporation funds, donation of services, or other things of value for any purpose which might possibly be construed as of questionable legality or propriety, the matter will be reported to the Executive Director. The Executive Director will, as necessary, seek the advice of the Board. The Board may in turn direct that legal counsel be sought.
Political Contributions. Employees shall not directly or indirectly use corporation funds or property to contribute to an election.
Improper Payments, Gifts, Favors, and other Benefits. No employee shall, directly or indirectly, give, offer, or promise, or cause or tolerate to be given, offered, or promised, anything of value to a Federal, state or local government official, with the intent to: (1) influence any official act or (2) to induce such public officials or employees to do or omit to do any action in violation of his lawful duty.
Relationships with Vendors or Suppliers. No employee nor any member of their immediate family shall accept money, gifts of other than nominal value, unusual entertainment, loans, or any other preferential treatment from any vendor or supplier of the corporation.
No employee shall give money, gifts, or unusual entertainment to any consumer, vendor or supplier of the CIL where any obligation might be incurred or implied or where the intent or effect is to unduly prejudice the recipient in favor of the Corporation.
No employee shall make false or misleading statements to other employees, consumers, vendors, or suppliers about other consumers, vendors or suppliers of the Corporation, their products, or services provided or received.
Ethics Policy Page Two Employees shall respect the confidentiality of any competitive information specifically given to them in confidence by vendors and suppliers or potential vendors and suppliers.
Employees or any member of their immediate families who wish to act as a vendor or supplier to the Corporation must be approved in advance by the Executive Director, or in his or her absence the Board of Directors.
The Corporation will not practice discrimination in any of its employment policies against and employee or potential employee with regard to race, color, religion, gender, national origin, disability, age, or sexual orientation as defined by applicable Federal and State laws or regulations. The Corporation shall not promote hiring persons into positions whereby they are supervised by an immediate family member, with the exception of any relative who may serve in a support capacity; such as reader, interpreter, or personal services assistant.
Implementation. Persons shall discharge their responsibilities in full compliance with these policies. They shall also make them known to all personnel under their direction and be responsible for adherence thereto.
Any clear infraction of the application laws or of recognized ethical or moral standards will subject an individual to disciplinary action which may include reprimand, probation, suspension, reduction in salary, demotion, or dismissal, depending on the seriousness of the offense. In addition, disciplinary measures will apply to anyone in a supervisory position who directs or approves such actions, or has knowledge of them and does not act promptly to correct such actions.
Appropriate disciplinary measures will also apply to persons who fail to carry out their responsibility to ensure that employees are adequately informed regarding the policy of the CIL on moral, legal, and ethical principles.
10 106 CONFLICT OF INTEREST POLICY
Board members and employees have an obligation to conduct business within guidelines that prohibit actual or potential conflicts of interest. This policy establishes only the framework within which the CIL wishes to operate. The purpose of these guidelines is to provide general direction so that employees can seek further clarification on issues related to the subject of acceptable standards of operation. Contact the Executive Director for more information or questions about conflicts of interest.
An actual or potential conflict of interest occurs when a Board member or employee is in a position to influence a decision that may result in a personal gain for that Board member or employee or for a relative as a result of CIL's business dealings. For the purposes of this policy, a relative is any person who is related by blood or marriage, or whose relationship with the employee is similar to that of persons who are related by blood or marriage.
No "presumption of guilt" is created by the mere existence of a relationship with outside firms. However, if employees have any influence on transactions involving purchases, contracts, or leases, it is imperative that they disclose to the Executive Director as soon as possible the existence of any actual or potential conflict of interest so that safeguards can be established to protect all parties.
Each Board member and employee is expected to avoid any activity, investment, interest or business association which might interfere with the independent exercise of judgment in the Corporation’s interest.
107 OUTSIDE EMPLOYMENT POLICY Employees may hold outside jobs as long as it does not interfere with the employee’s scheduled work at the CIL and they continue to meet the performance standards of their job with the CIL. All employees will be judged by the same performance standards and will be subject to the CIL's scheduling demands, regardless of any existing outside work requirements.
If the CIL determines that an employee's outside work interferes with performance or the ability to meet the requirements of the CIL as they are modified from time to time, the employee may be asked to terminate the outside employment if he or she wishes to remain employed by the CIL.
An employee may not engage in outside employment during the employee’s scheduled the CIL work hours.
Outside employment that constitutes a conflict of interest is prohibited. Employees may not receive any income or material gain from individuals outside the CIL for materials produced or services rendered while performing their jobs.
All outside employment must be cleared first with the Executive Director before an employee engages in work outside of his or her employment with the CIL.
108 DISABILITY ACCOMMODATION POLICY
The CIL is committed to complying fully with the Americans with Disabilities Act (ADA) and ensuring equal opportunity in employment for qualified persons with disabilities. All employment practices and activities are conducted on a non- discriminatory basis.
Hiring procedures have been reviewed and provide persons with disabilities meaningful employment opportunities. Upon request, job applications are available in alternative, accessible formats, as is assistance in completing the job application. Pre- employment inquiries are made only regarding an applicant's ability to perform the duties of the position. All employment decisions are based on the merits of the situation in accordance with defined criteria, not the disability of the individual.
Reasonable accommodation is available to all disabled employees. Reasonable accommodation is provided to allow opportunities for employees with a disability to achieve the same level of performance or to enjoy benefits or privileges equal to those of an average similarly-situated non-disabled person. An employee must request reasonable accommodations in writing; requests should be addressed to the Executive Director.
Qualified individuals with disabilities are entitled to equal pay and other forms of compensation (or changes in compensation) as well as in job assignments, classifications, organizational structures, position descriptions, lines of progression, and seniority lists. Leave of all types is available to all employees on an equal basis.
The CIL does not discriminate against any qualified employees or applicants because he or she is related to or associated with a person with a disability. In addition, the CIL will follow any state or local law that provides individuals with disabilities greater protection than the ADA.
This policy is neither exhaustive nor exclusive. The CIL is committed to taking all other actions necessary to ensure equal employment opportunity for persons with disabilities in accordance with the ADA and all other applicable federal, state, and local laws.
SECTION 200 - EMPLOYMENT STATUS AND RECORDS
201 EMPLOYMENT CATEGORIES
It is the intent of the CIL to clarify the definitions of employment classifications so that employees understand their employment status and benefit eligibility.
Each employee is designated as either NONEXEMPT or EXEMPT from federal and state wage and hour laws. NONEXEMPT employees are entitled to overtime pay under the specific provisions of federal and state laws. EXEMPT employees are excluded from specific provisions of federal and state wage and hour laws. An employee's EXEMPT or NONEXEMPT classification may be changed only upon written notification by the Executive Director.
In addition to the above categories, each employee will belong to one other employment category:
REGULAR FULL-TIME employees are those who have satisfactorily completed a six (6) month probationary period. Generally, these employees are eligible for the CIL's benefit package, subject to any terms, conditions, and limitations of each benefit program. Full time employees are those who work at least 40 hours per week.
PART-TIME employees are those who have satisfactorily completed a six (6) month probationary period. These employees are regularly scheduled to work less than 40 hours per week. While part-time employees receive all legally mandated benefits (such as Social Security and workers' compensation insurance), these employees are not eligible for the CIL's other benefit programs.
PROBATIONARY employees are those whose performance is being evaluated to determine whether further employment in a specific position or with the CIL is appropriate. Employees who satisfactorily complete the six (6) month probationary period will be notified of their new employment classification.
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202 CONFIDENTIALITY OF PERSONNEL FILES POLICY
The CIL maintains a personnel file on each employee. The personnel file includes such information as the employee's job application, resume, records of training, documentation of performance appraisals and salary increases, time sheets, and other employment records.
Personnel files are the property of the CIL, and are confidential information. The employee record shall not be made public except: a) when the CIL or the employee is compelled to disclose the contents of the record by a lawful court order or process of court; b) when the disclosure of the record is required by law or regulation; or c) when disclosure is authorized in writing by the employee. When disclosure of the employee’s record is required or allowed under a) or b), the employee will be notified of the disclosure. No notification will be made if the disclosure is made pursuant to a search warrant or grand jury subpoena.
All documents entered into the employee’s file shall be made known to the employee. Reprimands and warnings in the file may be removed upon a date mutually negotiated between the employee and the Executive Director. Employees are not permitted to remove any documents from his or her files. Records of suspension and/or termination will be permanently recorded in the employee’s files.
Employees who wish to review their own file should contact the Executive Director. With reasonable advance notice, employees may review their own personnel files in the CIL's office and in the presence of the Executive Director.
203 EMPLOYMENT REFERENCE CHECKS
To ensure that individuals who are employed by the CIL are well qualified and have a strong potential to be productive and successful, it is the policy of the CIL to check the employment references of all applicants. Reference checks will be filed in the employee’s personnel file.
If prior employees of the CIL so request, by written notification, the Executive Director will respond to reference checks conducted by other employers. However, the Executive Director will respond in writing only to written reference check inquiries. Responses to such inquiries will be limited to factual information that can be substantiated by the CIL's records. No employment data will be released without a written authorization and release signed by the individual who is the subject of the inquiry.
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204 PERSONNEL DATA CHANGES
It is the responsibility of each employee to promptly notify the CIL of any changes in personnel data. Personal mailing addresses, telephone numbers, number and names of dependents, individuals to be contacted in the event of an emergency, tax withholding status, educational accomplishments, and other such information should be accurate and current at all times. Notify the Administrative Assistant of any pertinent personnel data changes.
17 205 PROBATIONARY PERIOD
The probationary period is intended to give new employees the opportunity to demonstrate their ability to achieve a satisfactory level of performance and to determine whether the new position meets their expectations. During this period, the employee will be oriented to the facility and will be required to achieve work proficiency. There may also be additional reference checks during the probationary period. The probation period is also used to evaluate employee capabilities, work habits, and overall performance.
All new, rehired, and reassigned employees work on a probationary basis for six months (180 calendar days) after their date of hire. Any significant absence will automatically extend a probationary period by the length of the absence. If the CIL determines that the designated probationary period does not allow sufficient time to thoroughly evaluate the employee's performance, the probationary period may be extended for a specified period. The employee will receive a performance report at the completion of the probationary period, as well as any interim performance reports that the Executive Director may deem necessary. These performance reports are meant to serve as constructive feedback to the employee. All performance reports will be in writing and will be discussed with the employee by the Executive Director.
While on probationary status, an employee is subject to termination without cause. The CIL grievance procedure will become applicable to the employee at the conclusion of the probationary period. Upon satisfactory completion of the probationary period, employees enter the "regular" employment classification.
18 206 EMPLOYMENT APPLICATIONS
The CIL relies upon the accuracy of information contained in the employment application, as well as the accuracy of other data presented throughout the hiring process and employment. Any misrepresentations, falsifications, or material omissions in any of this information or data may result in the CIL's exclusion of the individual from further consideration for employment. If the person has been hired, termination of employment based on misrepresentation, falsifications, or material omissions may result.
19 207 RECRUITMENT AND SELECTION
The CIL promotes a Career Development and Training Program that provides systematic upward mobility opportunities to its employees. Positions will be filled through competitive recruitment.
When recruitment is required, the CIL will advertise the vacancy from within promoting advancement for current employees. If no one responds or current employees are interviewed and the position remains vacant, then the vacant position is advertised through local and regional communication systems (agencies, newspapers, State Job Service, etc.)
At the close of the announcement, all applicants are reviewed by the Executive Director to determine the qualifications and eligibility of the applicants. The interviews and final selection of the new employee are carried out by the Executive Director.
The recruitment, evaluation of applicants, and selection for the position of the Executive Director shall be left to the discretion of the Board of Directors.
20 208 EMPLOYEE ORIENTATION
Each new employee will receive an orientation to the CIL.
The Executive Director will provide the new employee with orientation information and materials.
Orientation will typically include, but not necessarily be limited to:
a copy of the Employee Handbook and Policy Manual and discussion of pertinent policies; completion of appropriate paperwork for new employees; completion of Employment Agreement/Contract; review of benefits; introduction to colleagues, service providers, consumers, etc.; consumer information and files; grant and program requirements.
21 209 PERFORMANCE EVALUATION
Employees are strongly encouraged to discuss job performance and goals with the Executive Director on an informal, day-to-day basis. A formal written performance evaluation will be conducted at the end of an employee's probationary period. Additional formal performance evaluations are conducted to provide both the Executive Director and employees the opportunity to discuss job tasks, identify and correct weaknesses, encourage and recognize strengths, and discuss positive, purposeful approaches for meeting goals.
Performance evaluations are scheduled approximately once every 12 months, coinciding generally with the anniversary of the employee's original date of hire.
22 SECTION 300 - EMPLOYEE BENEFIT PROGRAMS
301 EMPLOYEE BENEFITS POLICY
Eligible employees at the CIL are provided a wide range of benefits. A number of the programs (such as Social Security, workers' compensation, state disability, and unemployment insurance) cover all employees in the manner prescribed by law.
Benefits eligibility is dependent upon a variety of factors, including employee classification. The Administrative Assistant can identify the programs for which you are eligible. Details of many of these programs can be found elsewhere in this employee handbook.
The following benefit programs are available to eligible employees:
Employee Medical Dental Insurance Employee Assistance Insurance Program Personal Leave Jury Duty Leave Employee Development Holidays Flextime Scheduling Tax-sheltered Annuities Life Insurance Emergency Pay Benefit Conversion at Advances Termination Parking Auto Mileage
Some benefit programs require contributions from the employee, but some are fully paid by the CIL. The Executive Director or Administrative Assistant can answer any questions about applicable benefit programs.
302 HEALTH INSURANCE COVERAGE
All full time CIL employees have the opportunity to apply for health insurance. The CIL pays the premium for employee coverage; the employee has an option, at his or her additional cost, to add dependents or others to the health insurance plan.
All newly hired eligible employees will be given an opportunity to apply for health insurance on the date of employment. Enrollment forms will be distributed by either the Executive Director or the Administrative Assistant at the time of the new employee orientation.
Health insurance coverage is subject to any and all waiting periods established by the insurance carrier.
An employee’s coverage will terminate on the last day of the insurance month in which his or her employment as an eligible employee under the plan terminates. By law, the employee has the right to continue the health insurance, at his or her own expense, for up to eighteen (18) months after the date of termination or resignation (COBRA). Questions about continuation of health insurance should be directed to the Administrative Assistant.
In the event of a claim, obtain the necessary forms from the Administrative Assistant.
303 HOLIDAYS
The CIL will grant holiday time off to all employees on the holidays listed below.
Holiday Date Observed New Year's Day January 1 Martin Luther King, Jr. Day Third Monday in January Presidents' Day Third Monday in February
Memorial Day Last Monday in May Independence Day July 4 Labor Day First Monday in September
Veterans' Day November 11 Thanksgiving Fourth Thursday in November Christmas December 25
The CIL will grant paid holiday time off to all employees immediately upon date of hire. Full time employees receive the above eleven (11) paid holidays per year. Part time employees receive holiday pay on a pro rata basis.
A recognized holiday that falls on a Saturday will be observed on the preceding Friday. A recognized holiday that falls on a Sunday will be observed on the following Monday.
If a recognized holiday falls during an eligible employee's paid absence (such as vacation or sick leave), holiday pay will be provided instead of the paid time off benefit that would otherwise have applied.
If eligible nonexempt employees are directed to work on a recognized holiday, they will receive holiday pay plus wages at their straight-time rate for the hours worked on the holiday.
If an eligible non-exempt employee elects to work on a recognized holiday, that employee will take the next available day as their paid holiday.
Paid time off for holidays will not be counted as hours worked for the purposes of determining any overtime.
25 304 PERSONAL LEAVE POLICY
Scope and Accrual of Personal Leave:
Non exempt employees (those who are paid at an hourly rate), who are probationary or permanent status and who have been employed by the agency for at least 30 calendar days are included within the scope of this policy and will be provided personal leave according to the following schedule.
Table 1: Schedule for accrual of personal leave
Years of Service Completed Hours/mo Hrs & days/yr After thirty days (retroactive to hire date) but less 14 168 hours than one year 21 days More than one but less than two years 16 192 hours 24 days More than two but less than three years 18 216 hours 27 days More than three but less than five years 20 240 hours 30 days More than five years 24 288 hours 36 days
Personal leave accrual for part-time employees, who work 15 or more hours per week, is provided on a pro-rated basis. Those who work less than 15 hours per week will not be provided personal leave.
Upon the completion of 30 calendar days employment (on a full or part time basis) the employee will be provided personal leave retroactively to their date of hire, according to the accrual table above.
An employee will not accrue personal leave during periods of time when they are away from the job without approved leave.
Personal Leave Policy Page Twp Anniversary Date:
The employee’s leave anniversary date is the date on which the employee was appointed and that same date each succeeding year, subject to the exceptions noted.
The rate of accrual for the employee changes on the employee’s leave anniversary, according to the leave schedule.
The leave and the merit anniversary of an employee are set forward one pay period for each leave of absence without pay covering a full pay period or for each accumulation of 11 days of leave without pay in a calendar year.
Use of Leave:
Required Use:
An employee must use an amount of personal leave time they have accrued during their anniversary year, according to the following schedule:
Years of Service: Required Personal Leave Usage: Less than three years 10 days per anniversary year Three or more years 15 days per anniversary year
However, the employee is exempt from the minimum use requirement if that employee’s personal leave balance would be reduced to less than (10) days. Excess leave not used, placed in a medical leave bank or sold back to the agency is deducted from the employee’s leave balance on the first day of the pay period following that employee’s anniversary date. The employee receives no credit or compensation for deducted leave.
Accrued personal leave may not exceed 45 days on the employee’s anniversary date, except with Board approval. Personal leave, in
27 Personal Leave Policy Page Three excess of the 45 days which may be carried forward, and after the employee has taken the required amount of leave time, may be taken as personal leave, sold back to the agency for cash or placed into the employees personal medical leave bank.
A supervisor may direct an employee to use accrued leave when necessary to assure the employee uses the minimum required leave or when the employee’s accumulated leave may exceed the maximum carry-over.
Scheduling and Use of Accrued Personal Leave:
An employee may use personal leave at any time the work of the employee and the agency permits, with the prior approval of their supervisor. It may also be used if the employee experiences any of the following: a. An illness, injury, impairment or physical or mental condition which requires treatment. b. To care for a child, spouse or parent who has an illness, injury, impairment, or physical or mental condition which involves inpatient care or continuing treatment or supervision. c. Because of pregnancy or birth of a child of the employee or the placement of a child with the employee for adoption.
An employee may use unscheduled personal leave when the employee’s supervisor or the executive director is satisfied that: a. The employee is sick or disabled to the extent that the employee cannot perform their regular duties. b. The employee’s presence on the job would jeopardize the health or safety of fellow employees. c. The employee is needed at home because of the illness or disability of the employee’s spouse, parent or child.
Personal Leave Policy Page Five d. A member of the employee’s immediate family dies, in which case unscheduled personal leave is limited to five days.
An employee is required to promptly advise the supervisor or executive director of the absence and reason before using unscheduled leave. The supervisor or executive director may require a physician’s statement or other acceptable proof that an employees condition meets the requirements of this section before authorizing the use of unscheduled personal leave.
Banked Medical Leave:
At the employees discretion personal leave will be placed in a personal account for that employee in a medical leave bank. Time in the medical leave bank may not exceed 45 days (360 hours).
An employee who has banked medical leave may use such leave when one of the following conditions exist: a. The employee has no accrued personal leave and is sick or disabled to the extent that he/she cannot attend to his/her regular duties. b. The employee has no accrued personal leave and the illness or disability of a member of the employee’s immediate family requires their attendance. c. The employee has a medical condition which requires absence from work for more than three (3) consecutive working days. In this case the use of banked medical leave may begin on the fourth day of absence. d. The employee has no accrued personal leave and the absence is due to the death of the employees immediate family member. In this case the use of medical leave is limited to five (5) days.
The employee's supervisor or the executive director may require a physician’s statement or other acceptable proof that an employee’s condition meets the requirements of this section before authorizing the use of banked medical leave. 29 Personal Leave Policy Page Five
Donation of Leave:
The executive director may allow an employee to donate a maximum of thirty (30) days or fifty (50) percent of accrued personal leave (whichever is the lesser) to their personal medical leave bank or to another employee’s medical leave bank, provided that the donation does not reduce the donating employee’s personal leave balance to less than ten (10) days. The total amount of time which can be accumulated in the medical leave of any one person is forty-five (45) days.
Personal leave donated by an employee is given a cash value by multiplying the number of hours donated by the regular hourly pay rate of the donor. The cash value is divided by the regular hourly rate of the recipient and the recipient’s medical leave bank is credited with that number of hours or days resulting from the calculation.
Cancellation Of Leave at Time Of Separation:
All medical leave is canceled at time of separation. The employee will not receive any credit or compensation for canceled medical leave. An employee separating from employment will receive, within three (3) days of separation, payment for terminal leave in the form of a lump sum payment for the personal leave balance at time of separation.
30 305 WORKERS’ COMPENSATION INSURANCE
The CIL provides a comprehensive workers' compensation insurance program at no cost to employees. This program covers any injury or illness sustained in the course of employment that requires medical, surgical, or hospital treatment. Subject to applicable legal requirements, workers' compensation insurance provides benefits after a short waiting period or, if the employee is hospitalized, immediately.
Employees who sustain work-related injuries or illnesses should inform the Executive Director immediately. No matter how minor an on-the-job injury may appear, it is important that it be reported immediately. This will enable an eligible employee to qualify if needed, for workers’ compensation coverage as quickly as possible.
Neither the CIL nor the insurance carrier will be liable for the payment of workers' compensation benefits for injuries that occur during an employee's voluntary participation in any off-duty recreational, social, or athletic activity which may be sponsored by the CIL or any of its programs.
306 TIME OFF TO VOTE
The CIL encourages employees to fulfill their civic responsibilities by participating in elections. Generally, employees are able to find time to vote either before or after their regular work schedule. If employees are unable to vote in an election during their non-working hours, the CIL will modify the employee’s work schedule to enable time to vote.
32 SECTION 400 - TIMEKEEPING AND PAYROLL
401 TIMEKEEPING
Accurately recording time worked is the responsibility of every employee. Federal and state laws require the CIL to keep an accurate record of time worked in order to calculate employee pay and benefits. Time worked is all the time actually spent on the job performing assigned duties.
All employees must use the CIL Timesheet form to accurately record the time they begin and end their work, as well as the beginning and ending time of any break or meal period each day. Employees must also record the beginning and ending time of any departure from work for personal reasons. Any work outside of normal working hours must be approved in advance by the Executive Director.
Timesheets are to be submitted to the Executive Director on the 1st and the 16th day of each month. If the 1st or the 16th day of the month is on a scheduled holiday or weekend, the Executive Director will notify employees of the due date for timesheets.
Altering, falsifying, tampering with timesheets, or recording time on another employee's timesheet may result in disciplinary action, up to and including termination of employment.
It is the employees' responsibility to sign their time sheet to certify the accuracy of all time recorded. The Executive Director will review and sign the timesheet before submitting it to the Administrative Assistant for payroll processing. Payroll checks cannot be issued without submittal of a time sheet.
402 PAYDAYS AND PAYCHECKS
All employees are paid semimonthly, on the 5th and the 20th day of the month. Each paycheck will include earnings for all work performed through the end of the previous payroll period.
In the event that a regularly scheduled payday falls on a weekend or holiday, employees will receive pay on the last day of work before the regularly scheduled payday. Paychecks will be distributed by 4:00 p.m. on the date of pay. Paychecks must be cashed within six (6) months of the date of the check.
If a regular payday falls during an employee's vacation, the employee's paycheck will be held at the office until the employee can pick the paycheck up. Only an employee may claim a paycheck, unless the employee requests in writing that the Executive Director release the paycheck to the party designated.
Paychecks for employees permanently assigned to office locations other than the main CIL will be deposited in the U.S. mail on payday. Mailing addresses will be as noted in the employee’s official personnel file.
34 403 EMPLOYEE DEVELOPMENT
The CIL provides, as funding permits, a planned program of employee development. The program is intended to aid employees with career advancement both vertically and horizontally.
In-service training is provided, as funding permits.
Formal training may be obtained by the employee. The CIL may assist with tuition, fees, time off, etc., within budget constraints. All requests for training must be submitted to the Executive Director for final approval.
35 404 EMPLOYMENT TERMINATION
Termination of employment is an inevitable part of personnel activity within any organization, and many of the reasons for termination are routine. Below are examples of some of the most common circumstances under which employment is terminated:
RESIGNATION - voluntary employment termination initiated by an employee.
DISCHARGE - involuntary employment termination initiated by the organization.
LAYOFF - involuntary employment termination initiated by the organization for non-disciplinary reasons.
The CIL will generally schedule exit interviews at the time of employment termination. The exit interview will afford an opportunity to discuss such issues as employee benefits, conversion privileges, repayment of outstanding debts to the CIL, or return of CIL-owned property. Suggestions, complaints, and questions can also be voiced.
Employees will receive their final pay in accordance with applicable state law.
Employee benefits will be affected by employment termination in the following manner. All accrued, vested benefits that are due and payable at termination will be paid. Some benefits may be continued at the employee's expense if the employee so chooses. The employee will be notified in writing of the benefits that may be continued and of the terms, conditions, and limitations of such continuance.
36 405 SALARY ADVANCE
In the event of a personal emergency, employees may submit a written request for a salary advance to the Executive Director, indicating the nature of the emergency involved. Two salary advances per employee, per fiscal year are permitted, subject to the discretion of the Executive Director.
37 406 ADMINISTRATIVE PAYROLL CORRECTIONS
The CIL takes all reasonable steps to ensure that employees receive the correct amount of pay in each paycheck and that employees are paid promptly on the scheduled payday.
In the unlikely event that there is an error in the amount of pay, or that an employee does not receive a paycheck, the employee should promptly bring the discrepancy to the attention of the Administrative Assistant so that any necessary corrections can be made as quickly as possible.
38 407 PAYROLL DEDUCTIONS
The law requires that the CIL make certain deductions from every employee's compensation. Mandatory deductions are made without the written authorization of the employee. Among these are applicable federal income and state unemployment taxes. The CIL also must deduct Social Security taxes on each employee's earnings up to a specified limit that is called the Social Security "wage base." The CIL matches the amount of Social Security taxes paid by each employee.
The CIL offers programs and benefits beyond those required by law. Eligible employees may voluntarily authorize deductions from their paychecks to cover the costs of participation in these programs. Voluntary deductions are made only upon written authorization from the employee.
If you have questions concerning why deductions were made from your pay check or how they were calculated, the Administrative Assistant can answer your questions.
39 SECTION 500 - WORK CONDITIONS AND HOURS
501 WORK SCHEDULES
Work schedules for employees vary throughout the organization. The Executive Director will advise employees of their individual work schedules. Program, consumer, or staffing needs as well as operational demands may necessitate variations in starting and ending times, as well as variations in the total hours that may be scheduled each day and week. The CIL's office hours to the public are 8:00 a.m. to 5:00 p.m. Monday through Friday, holidays excepted.
Flexible scheduling, or flextime, is available to allow employees to vary their starting and ending times each day within established limits. Flextime may be possible if a mutually workable schedule can be negotiated with the Executive Director.
However, such issues as staffing needs, the employee's performance, and the nature of the job will be considered before approval of flextime. Employees should consult the Executive Director to request participation in the flextime program.
502 ATTENDANCE AT MEETINGS
All CIL employees will attend any and all meetings as directed by the Executive Director or as outlined in his or her job description.
The purpose of staff meetings is to promote open, clear communication and to keep employees up to date on agency matters. The CIL employees are encouraged to actively participate in and contribute to the success of each meeting.
41 503 LUNCH PERIOD
All full-time employees are provided with one lunch period each workday. The Executive Director will schedule lunch breaks, as necessary, to accommodate operating requirements. Employees will be relieved of all active responsibilities and restrictions during meal periods and will not be compensated for that time.
42 504 NON-SMOKING POLICY
In keeping with the CIL's intent to provide a safe and healthful work environment, smoking is prohibited throughout any the CIL program facility.
This policy applies equally to all employees, consumers, and visitors.
505 OVERTIME
When operating requirements or other needs cannot be met during regular working hours, hourly paid employees may be scheduled by his or her supervisor and/or the Executive Director to work overtime hours. When possible, advance notification of any mandatory assignments will be provided. All overtime work will be at the supervisor and the Executive Director's prior authorization. Overtime assignments will be distributed as equitably as practical to all hourly paid employees qualified to perform the required work. Travel time outside the normal work day for each employee will not be approved as overtime.
Overtime compensation is paid to all hourly paid employees in accordance with federal and state wage and hour restrictions. Overtime pay is based on actual hours worked. Time off on sick leave, vacation leave, or any leave of absence will not be considered hours worked for purposes of performing overtime calculations.
Hours worked in excess of 40 hours per week for all salaried employees is handled informally as “comp" time. Employees may carry over comp time, but it must be used within four consecutive pay periods. All accrual and use of comp time must be approved by the Executive Director. The Employee Absence Request/Report form also covers the use of comp time.
All overtime or comp time worked without prior authorization from the supervisor and the Executive Director will not be paid (hourly employees) or allowed as comp time (salaried employees). Repeated incidents of overtime or comp time worked without appropriate authorization may result in disciplinary action, up to and including possible termination of employment.
44 506 USE OF THE CIL PROPERTY AND EQUIPMENT POLICY
The CIL property and equipment essential in accomplishing job duties is often expensive and may be difficult to replace. When using property and equipment, employees are expected to exercise care, perform required maintenance, and follow all operating instructions, safety standards, and guidelines.
Please notify the Administrative Assistant if any equipment, machines, or tools appear to be damaged, defective, or in need of repair. Prompt reporting of damages, defects, and the need for repairs could prevent deterioration of equipment and possible injury to employees or others. The Administrative Assistant can answer any questions about an employee's responsibility for maintenance and care of equipment used on the job.
The CIL’s investment in property and equipment, including supplies, is enormous. These investments much be protected and economically utilized. The improper, careless, negligent, destructive, or unsafe use or operation of property and equipment can result in disciplinary action, up to and including termination of employment. In addition, unauthorized use or removal of property or equipment from the CIL facilities may be interpreted as theft. Appropriate action will be taken, which may include immediate suspension or termination of employment.
No individual shall use the property or equipment of the CIL for personal benefit. The only exception to this policy is that employees may borrow items from the equipment and resource libraries of the CIL, subject to the ordinary lending library policies, procedures, and constraints. If there is a wait list of consumers for any equipment or resource items that employees have borrowed, the equipment or resource items shall be immediately returned for consumer use.
The definition of property or equipment of the CIL in this policy includes telephone charges and telephone calling cards. No personal telephone calls are to be charged to the CIL accounts; any personal telephone call charges incurred using the CIL equipment are the responsibility of the person making the call. In the case of inadvertent billing of personal calls to the CIL accounts, immediate reimbursement must be made. Outgoing personal telephone calls should be minimized during work time.
507 EMERGENCY FACILITY CLOSURE
At times, emergencies such as severe weather, fires or power failures, can disrupt program operations. In extreme cases, these circumstances may require the closing of a work facility. The Executive Director will notify employees if such closings are necessary at the Office.
The satellite office staff should immediately, if at all possible, notify the Executive Director of emergency conditions in those communities that require facility closure.
When the CIL operations are officially closed due to emergency conditions, the time off from scheduled work will be paid.
46 508 BUSINESS TRAVEL EXPENSES
The CIL will reimburse employees for reasonable business travel expenses incurred while on assignments away from the normal work location. All business travel must be approved in advance by the Executive Director. The Travel Authorization form must be used for approval. Employees should follow the instructions on the reverse of the Travel Authorization form regarding timely submittal of Travel Authorization requests, particularly when submitting requests for out-of-state travel.
Employees in the city whose travel plans have been approved should make all travel arrangements through the Administrative Assistant. Employees permanently assigned to the offices may make their own travel arrangements with a local travel agency as designated by the Executive Director and at which the CIL maintains an account. Travel arrangements should not be made until an approved Travel Authorization form is returned to the employee.
When approved, the actual costs of travel, a per diem rate for meals, actual costs of lodging, and other expenses directly related to accomplishing business travel objectives will be reimbursed by the CIL. Employees are expected to limit business-related expenses to reasonable amounts. If the employee expects to incur extraordinary expenses, the Executive Director should be notified.
Expenses that generally will be reimbursed include the following:
Airfare; ferry system fare;
Car rental fees;
Fares for shuttle or airport bus service;
Taxi fares;
Mileage costs for use of personal vehicles, limited to the current state rate for such use;
Cost of standard accommodations in hotels, motels, or similar lodgings;
Tips not exceeding 10% of a taxi fare;
Charges for business-related telephone calls, fax, and similar services required for business purposes.
Meal allowance, limited to the current standard state rate for meal allowance. Meal receipts are not required for reimbursement at this flat rate.
47 Employees who are involved in an accident while traveling on business must promptly report the incident to the Executive Director. Vehicles owned, leased, or rented by the CIL may not be used for personal use.
Cash advances to cover reasonable anticipated expenses may be made to employees, after travel has been approved. Employees must request the cash advance, using the Travel Authorization form. Cash advances are an accommodation made by the employer to assist employees in carrying out his or her travel-related job requirements.
With prior approval, employees on business travel may be accompanied by a family member or friend, when the presence of a companion will not interfere with successful completion of business objectives. Generally, employees are also permitted to combine personal travel with business travel, as long as time away from work is approved and personal leave is used to cover non-business times. Additional expenses arising from such non-business travel are the sole responsibility of the employee and will not be advanced nor paid by the CIL.
When travel is completed, employees must submit completed travel expense reports within 14 working days. Reports should be accompanied by receipts for all individual expenses, excluding meals.
Employees should contact the Administrative Assistant as necessary for guidance and assistance on procedures related to travel arrangements, travel advances, expense reports, reimbursement for specific expenses, or any other business travel issues.
Willful and flagrant abuse of this business travel expenses policy, including falsifying expense reports to reflect costs not incurred by the employee, can be grounds for disciplinary action, up to and including termination of employment.
48 509 COMPUTER AND E-MAIL USAGE
Computers, computer files, the E-mail system, and software furnished to employees are the CIL property intended for business use. Employees should not use a password, access a file, or retrieve any stored communication without authorization. To ensure compliance with this policy, computer and E-mail usage may be monitored. The Executive Director may also access an employees E- mail for any legitimate business reason.
The CIL strives to maintain a workplace free of harassment and sensitive to the diversity of its employees. Therefore, the CIL prohibits the use of computers and the E-mail system in ways that are disruptive, offensive to others, or harmful to morale.
For example, the display or transmission of sexually explicit images, messages, and cartoons is not allowed. Other such misuse includes, but is not limited to, ethnic slurs, racial comments, off-color jokes, or anything that may be construed as harassment or showing disrespect for others.
E-mail may not be used to solicit others for commercial ventures, religious or political causes, outside organizations, or other non-business matters.
Employees should notify the Executive Director upon learning of violations of this policy. Employees who violate this policy will be subject to disciplinary action, up to and including termination of employment.
49 SECTION 600 - LEAVE OF ABSENCE
601 PREGNANCY DISABILITY LEAVE
The CIL provides pregnancy disability leave of absence without pay to all employees who are temporarily unable to work due to a disability related to pregnancy, childbirth, or related medical conditions.
Eligible employees may request pregnancy disability leave only after having completed the six-month probationary period required of all new employees.
Employees should make requests for pregnancy disability leave to the Executive Director at least 30 days in advance of foreseeable events and as soon as possible for any unforeseeable events.
A health care provider's statement must be submitted verifying the need for pregnancy disability leave and its beginning and expected ending dates. Any changes in this information should be promptly conveyed to the Executive Director.
Employees are normally granted unpaid leave for the period of the disability, up to a maximum of six weeks within any 12-month period. Employees are required to first use any accrued personal leave time before taking unpaid leave during the pregnancy disability leave period.
Subject to the terms, conditions, and limitations of the applicable plans, the CIL will continue to provide health insurance benefits for the full period of the approved pregnancy disability leave.
Benefit accruals, such as vacation, sick leave, and holiday benefits, will not continue during the approved pregnancy disability leave period.
So that an employee's return to work can be properly scheduled, an employee on pregnancy disability leave is requested to provide the CIL with at least two weeks advance notice of the date of return to work.
When a pregnancy disability leave ends, the employee will be reinstated to the same position, unless the job ceased to exist because of legitimate business reasons, or each means of preserving the job would substantially undermine the ability to operate the CIL efficiently. If the same position is not available, the employee will be offered a comparable position in terms of such issues as pay, location, job content, and promotional opportunities.
If an employee fails to report to work promptly at the end of the pregnancy disability leave, the CIL will assume that the employee has resigned and her employment will be terminated as such. 50 51 602 ADMINISTRATIVE LEAVE
Administrative leave may be granted either with or without pay by the agency. Administrative leave is not charged to the employee’s personal leave balance.
Administrative leave may be granted for professional training. Upon recommendation of the Executive Director, employees may be selected to attend in-service training sessions, conferences, seminars, workshops, institutes or meetings. The CIL will reimburse the employee for travel, per diem, and registration expenses incurred while in attendance at such professional meetings.
52 603 MILITARY LEAVE
All CIL employees requesting military leave of absence will be granted such leave. All CIL employees requesting military leave must supply a copy of the appropriate military orders to the Executive Director in advance of the request for military leave.
53 604 JURY DUTY
CIL encourages employees to fulfill their civic responsibilities by serving jury duty when required. All employees may request paid jury duty leave.
All employees who are called for jury duty will be paid the difference between the employee’s regular pay and the pay received for jury duty. The compensation will be consistent with the employee’s regular scheduled hours of work.
A copy of the jury duty summons should be provided to the Executive Director as soon as possible so that he or she may make arrangements to accommodate their absence. Of course, employees are expected to report for work whenever the court schedule permits. Jury duty will be supported by written documents; courts statement of attendance; and compensation for services.
Either CIL or the employee may request an excuse from jury duty if, in CIL's judgment, the employee's absence would create serious operational difficulties. This would be an unusual situation, and should be discussed with the Executive Director.
CIL will continue to provide health insurance benefits for the full term of the jury duty absence.
54 605 LEAVE OF ABSENCE WITHOUT PAY
A leave of absence without pay for a period of up to three (3) months may be granted in writing by the Executive Director to full-time CIL employees who are not in a probationary period of employment. All personal leave must be taken prior to the leave of absence without pay, except for a leave of absence without pay taken in order to meet military duty obligations.
All requests for a leave of absence without pay must be in writing to and approved by the Executive Director.
The written request must be submitted one (1) month in advance of the requested commencement date of the leave of absence, except in cases of emergency. All leave of absence requests must specify a date on which the employee will return to work. If the employee does not return on the specified date, the employee may be terminated.
Personal leave will not accrue during a leave of absence without pay. Medical, dental, or other benefits or costs will become the responsibility of the employee during the leave of absence.
55 SECTION 700 - EMPLOYEE CONDUCT AND DISCIPLINARY ACTION
701 EMPLOYEE CONDUCT AND WORK RULES
To ensure orderly operations and provide the best possible work environment, the CIL expects employees to follow rules of conduct that will protect the interests and safety of all employees and the organization.
Each employee is expected to give loyal and efficient service to the CIL and its programs. Staff are expected to cooperate with their colleagues in performing work or duties assigned. The reputation of the CIL is exceedingly valuable and can be maintained only by the performance of duties according to the highest professional standards and applicable code of ethics.
The failure to perform duties in a professional manner may be indicative of a serious situation which requires special attention, correction, and/or disciplinary action.
It is not possible to list all the forms of behavior that are considered unacceptable in the workplace. The following are examples of infractions of rules of conduct that may result in disciplinary action, up to and including termination of employment:
Willful violation of a policy, rule, or regulation
Willful carelessness or negligence
Mistreating or abusing agency consumers, whether physically, verbally, or emotionally
Violation of consumer confidentiality
Disregard for or failure to carry out the instructions of the Executive Director
Unexcused absence from or habitual tardiness to work
Failure to cooperate and work effectively with co-workers, management, or consumers
Insubordination or other disrespectful conduct
Consuming or being under the influence of alcohol or illegal substances while working
Intoxication while working 56 Employee Conduct and Work Rules Page Two
Falsification of any information on the employment application
Unauthorized use of consumer money or finances
Unauthorized or fraudulent use or expenditure of the CIL funds
Unauthorized or fraudulent falsification or manipulation of timesheets
Theft or inappropriate removal or possession of property or equipment
Possession, distribution, sale, transfer, or use of alcohol or illegal drugs in the workplace, while on duty, or while operating employer-owned vehicles or equipment
Fighting or threatening violence in the workplace
Boisterous or disruptive activity in the workplace
Negligence or improper conduct leading to damage of employer-owned property
Violation of safety or health rules
Sexual or other unlawful or unwelcome harassment
Possession of dangerous or unauthorized materials, such as explosives or firearms, in the workplace
Excessive absenteeism or any absence without appropriate notice
Unauthorized absence from the workstation during the workday
Unauthorized use of telephones, mail system, or other employer owned equipment
Unauthorized disclosure of confidential information
Violation of personnel policies
Unsatisfactory performance or conduct
Any of the previous acts or omissions by a CIL employee may result in termination for cause. The Executive director may immediately terminate an employee for cause. The employee is entitled to earned wages and accrued personal leave up to the date of termination. 57 702 DRUG FREE WORK PLACE POLICY
The primary objective of an alcohol and drug control policy is to retain valuable employees who have such a problem and who have experienced substandard work performance as a result.
The CIL will provide training to its employees and supervisors in alcohol and drug abuse problems and the effect of drug use in the work place.
This policy does not create special regulations, privileges, or exemptions from evaluation practices and requirements that apply to all CIL employees.
It is unlawful to manufacture, distribute, dispense, possess or use a controlled substance. Employees engaged in any such activity while in the employ of the CIL will be subject to disciplinary action, including immediate termination.
Any employee convicted of violating a drug statute or driving under the influence of alcohol or controlled substances in the work environment or during working hours must inform the Executive Director of the conviction (including pleas of guilty and nolo contendere) within one working day of the conviction. Failure to inform the Executive Director subjects the employee to disciplinary action, up to and including termination.
Employees who suspect they may have an alcohol or drug abuse problem may voluntarily seek information and assistance from the Executive Director, and when indicated, follow through with a prescribed treatment. Any such assistance sought or rendered is strictly confidential. The decision to pursue treatment is the responsibility of the employee; however, such indices of offered assistance and refusal will be noted in the employee’s personnel file.
If an employee’s job performance (which includes maintaining a favorable image of the CIL in the community) is adversely affected by alcohol or drug abuse, immediate corrective action or termination shall apply.
It is to the benefit of all involved to detect and attempt a solution to alcohol or drug abuse problems as soon as possible. Therefore, alert supervision and prompt supervisory response to a potential problem is crucial. In the event of such circumstance, the following guidelines will be applied:
1. Documentation of Evidence. Using dates and times of occurrence, record all pertinent facts related to the problem.
2. Discussion of Performance. Do not attempt to diagnose or counsel the employee on alcoholism or drug related problems. The supervisor’s chief concern is regarding work-related performance issues, and is the only area on which discussion should focus. Drug Free Work Place Policy Page Two
3. Immediate Arrangements for Referral. Following the performance review, the supervisor should suggest a meeting with the Executive Director. Refusal of such an appointment will jeopardize the employee’s standing with the agency, as indicated by the employee’s lack of knowledge in recognizing poor work performance as a result of alcohol or drug abuse.
Uncorrected performance problems or substandard performance leading to the necessity of a second treatment program will result in immediate termination.
This policy is enacted in part to comply with the Drug-Free Work Place Act of 1988 (PL 100-690, Title V, Subtitle D). The CIL is required by law to inform appropriate U.S. Government officials when receiving notice that any employee subject to the Drug-Free Work Place Act has been convicted of violating a drug statute in the work place.
59 703 DRUG AND ALCOHOL USE POLICY
It is the CIL's desire to provide a drug-free, healthful, and safe workplace. To promote this goal, employees are required to report to work in appropriate mental and physical condition to perform their jobs in a satisfactory manner.
While on the CIL premises and while conducting business-related activities off the CIL premises, no employee may use, possess, distribute, sell, or be under the influence of alcohol or illegal drugs. The legal use of prescribed drugs is permitted on the job only if it does not impair an employee's ability to perform the essential functions of the job effectively and in a safe manner that does not endanger other individuals in the workplace.
Violations of this policy may lead to disciplinary action, up to and including immediate termination of employment, and/or required participation in a substance abuse rehabilitation or treatment program. Such violations may also have legal consequences.
Employees with questions or concerns about substance dependency or abuse are encouraged to discuss these matters with the Executive Director to receive assistance or referrals to appropriate resources in the community.
Employees with drug or alcohol problems that have not resulted in, and are not the immediate subject of, disciplinary action may participate in a rehabilitation or treatment program through the CIL's health insurance benefit coverage. 704 SEXUAL AND OTHER UNLAWFUL HARASSMENT POLICY
The CIL is committed to providing a work environment that is free of discrimination and unlawful harassment. Actions, words, jokes, or comments based on an individual's sex, race, ethnicity, age, religion, or any other legally protected characteristic will not be tolerated. As an example, sexual harassment (both overt and subtle) is a form of employee misconduct that is demeaning to another person, undermines the integrity of the employment relationship, and is strictly prohibited.
Any employee who wants to report an incident of sexual or other unlawful harassment should promptly report the matter to the Executive Director. Employees can raise concerns and make reports without fear of reprisal. In cases against the Executive Director, the employee should report to the Board President.
Anyone engaging in sexual or other unlawful harassment will be subject to disciplinary action, up to and including termination of employment. 705 CONSUMER CONFIDENTIALITY
Consumer records and activities are confidential. Confidential information is not discussed with anyone other than the CIL staff members without appropriate release of information forms, signed by the consumer, on file.
Each employee of the CIL has an obligation to keep in confidence all information that pertains to the consumers and their families. All employees and volunteers sign a statement indicating that they understand and will abide by the CIL’s requirements of consumer confidentiality. These employee statements are filed in the appropriate employee personnel file.
Disclosure of confidential information may be grounds for immediate termination of employment.
Confidential information includes, but may not be limited to:
Name, address, telephone number, or photograph of a person that receives services from the CIL; or their parent or guardian. Nature or extent of services provided to any consumer. Medical records. Education, training, habitation or similar information about a person that requests or receives services. Any other information required to be confidential, pursuant to Federal or State law.
Certain persons or agencies frequently request information from the CIL. All disclosures must be authorized by the consumer on the appropriate release of information for. Examples include, but are not limited to:
Division of Vocational Rehabilitation personnel; Other service providers; Any person who has been granted access by a court order.
62 706 ATTENDANCE AND PUNCTUALITY
To maintain a safe and productive work environment, The CIL expects employees to be reliable and to be punctual in reporting for scheduled work. Absenteeism and tardiness place a burden on other employees and on the CIL. In the rare instances when employees cannot avoid being late to work or are unable to work as scheduled, they should notify the office as soon as possible in advance of the anticipated tardiness or absence.
Poor attendance and excessive tardiness are disruptive. Either may lead to disciplinary action, up to and including termination of employment.
63 707 PERSONAL APPEARANCE
Dress, grooming, and personal cleanliness standards contribute to the morale of all employees and affect the business image the CIL presents to consumers and visitors.
During business hours, employees are expected to present a clean and neat appearance and to dress according to the requirements of their positions. Employees who appear for work inappropriately dressed or in a less than clean state will be sent home and directed to return to work in proper attire or in a neat and clean condition. Under such circumstances, employees will not be compensated for the time away from work.
Consult the Executive Director if you have questions as to what constitutes appropriate attire.
64 708 RETURN OF PROPERTY
Employees are responsible for items issued to them by the CIL or in their possession or control, such as the following:
Consumer information Credit cards Equipment Keys Manuals Pagers Written materials
Employees must return all CIL property immediately upon request or upon termination of employment.
65 709 RESIGNATION
Resignation is a voluntary act initiated by the employee to terminate employment with the CIL. Although advance notice is not required, the CIL requests at least two weeks' written resignation notice from all employees. The Executive Director may waive such notice and permit a shorter period for notice of resignation.
The resignation notice must be written and state: the general reasons for the resignation; the effective date of the resignation; a forwarding address, and must be signed by the employee. This written notice will be placed in the employee’s personnel file and become a part of the employee’s permanent record.
Voluntary resignation is considered a complete break in employment with the CIL. In case of re-employment at a later date, no credit for past service will be given.
Prior to an employee's departure, an exit interview will be scheduled to discuss the reasons for resignation and the effect of the resignation on benefits.
If an employee does not provide advance notice as requested, the employee will be considered ineligible for rehire.
This policy does not apply to probationary employees of the CIL.
66 710 SOLICITATION
In an effort to assure a productive and harmonious work environment, persons not employed by the CIL may not solicit or distribute literature in the workplace at any time for any purpose.
The CIL recognizes that employees may have interests in events and organizations outside the workplace. However, employees may not solicit or distribute literature concerning these activities during working time. (Working time does not include lunch periods, work breaks, or any other periods in which employees are not on duty.)
In addition, the posting of written solicitations on company bulletin boards is restricted. These bulletin boards display important information, and employees should consult them frequently for:
Affirmative Action statements Payday schedules Organization announcements Workers' compensation insurance information Employee announcements State disability insurance/unemployment insurance information Internal memoranda Job openings
67 711 PROGRESSIVE DISCIPLINE POLICY
The purpose of this policy is to state the CIL's position on administering equitable and consistent discipline for unsatisfactory conduct in the workplace. The best disciplinary measure is the one that does not have to be enforced and comes from good leadership and fair supervision at all employment levels.
The CIL's own best interest lies in ensuring fair treatment of all employees and in making certain that disciplinary actions are prompt, uniform, and impartial. The major purpose of any disciplinary action is to correct the problem, prevent recurrence, and prepare the employee for satisfactory service in the future.
Disciplinary action may call for any of four steps -- verbal warning, written warning, suspension with or without pay, or termination of employment -- depending on the severity of the problem and the number of occurrences. There may be circumstances when one or more steps are bypassed.
Progressive discipline means that, with respect to most disciplinary problems, these steps will normally be followed: a first offense may call for a verbal warning; a next offense may be followed by a written warning; another offense may lead to a suspension; and, still another offense may then lead to termination of employment.
The CIL recognizes that there are certain types of employee problems that are serious enough to justify either a suspension, or, in extreme situations, termination of employment, without going through the usual progressive discipline steps.
While it is impossible to list every type of behavior that may be deemed a serious offense, the EMPLOYEE CONDUCT AND WORK RULES policy includes examples of problems that may result in immediate suspension or termination of employment. However, the problems listed are not all necessarily serious offenses, but may be examples of unsatisfactory conduct that will trigger progressive discipline.
By using progressive discipline, we hope that most employee problems can be corrected at an early stage, benefiting both the employee and the CIL. 712 PROBLEM RESOLUTION POLICY
The CIL is committed to providing the best possible working conditions for its employees. Part of this commitment is encouraging an open and frank atmosphere in which any problem, complaint, suggestion, or question receives a timely response from the CIL’s Executive Director and Board of Directors.
The CIL strives to ensure fair and honest treatment of all employees. The Board, Executive Director, and staff are expected to treat each other with mutual respect. Employees are encouraged to offer positive and constructive criticism.
If employees disagree with established rules of conduct, policies, or practices, they can express their concern through the problem resolution procedure. No employee will be penalized, formally or informally, for voicing a complaint with the CIL in a reasonable, business-like manner, or for using the problem resolution procedure.
If a situation occurs when employees believe that a condition of employment or a decision affecting them is unjust or inequitable, they are encouraged to make use of the following steps. The employee may discontinue the procedure at any step.
1. Employee presents problem to the Executive Director after incident occurs. If the employee believes it would be inappropriate to contact that person, employee may present problem to the Board President.
2. The Executive Director responds to problem during discussion or after consulting with appropriate staff. The Executive Director documents discussion.
3. If the problem is unresolved or the employee is unable to discuss the problem with the Executive Director, the employee presents problem to the Board of Directors.
4. The Board of Directors counsels and advises employee, assists in putting problem in writing, visits with the Executive Director, if necessary. The Board of Directors has full authority to make any adjustment deemed appropriate to resolve the problem.
Not every problem can be resolved to everyone's total satisfaction, but only through understanding and discussion of mutual problems can employees and management develop confidence in each other. This confidence is important to the operation of an efficient and harmonious work environment, and helps to ensure everyone's job security. SECTION 800 - MISCELLANEOUS
801 EMPLOYEE DEATH
In the event of the death of an employee, the Executive Director will arrange for the disposition of the final paycheck, including unused personal leave payment. The CIL will clear any insurance claims, cancel medical insurance, arrange for disposition of personal belongings remaining at the CIL office site, and coordinate notification of group life insurance policy holders.
70 802 LIFE THREATENING ILLNESSES IN THE WORKPLACE
Employees with life-threatening illnesses, such as cancer, heart disease, and AIDS, often wish to continue their normal pursuits, including work, to the extent allowed by their condition. The CIL supports these endeavors as long as employees are able to meet acceptable performance standards. As in the case of other disabilities, the CIL will make reasonable accommodations in accordance with all legal requirements, to allow qualified employees with life- threatening illnesses to perform the essential functions of their jobs.
Medical information on individual employees is treated confidentially. The CIL will take reasonable precautions to protect such information from inappropriate disclosure. The Executive Director other employees have a responsibility to respect and maintain the confidentiality of employee medical information. Anyone inappropriately disclosing such information is subject to disciplinary action, up to and including termination of employment.
Employees with questions or concerns about life-threatening illnesses are encouraged to contact the Executive Director or the Employee Assistance Program for information and referral to appropriate services and resources.
71 803 RECYCLING
The CIL supports environmental awareness by encouraging recycling and waste management in its business practices and operating procedures. This support includes a commitment to the purchase, use, and disposal of products and materials in a manner that will best utilize natural resources and minimize any negative impact on the earth's environment.
Special recycling receptacles have been set up to promote the separation and collection of the following recyclable materials at the CIL:
computer paper white high grade or bond paper newspaper printer cartridges
The simple act of placing a piece of paper, can, or bottle in a recycling container is the first step in reducing demand on the earth's limited resources. Success of this program depends on active participation by all of us. Employees are encouraged to make a commitment to recycle and be a part of this solution.
The CIL encourages reducing and, when possible, eliminating the use of disposable products. Source reduction decreases the consumption of valuable resources through such workplace practices as:
communication through computer networks with E-mail posting memos for all employees two-sided photocopying minimum photocopying minimum packaging reusing paper clips, folders, and binders reusing packaging material turning off lights when not in use
Whenever possible, employees of the CIL are encouraged to purchase products for the workplace that contain recycled or easily recyclable materials. Buying recycled products supports recycling and increases the markets for recyclable materials.
By recycling, the CIL is helping to solve trash disposal and control problems facing all of us today.
72 804 DONATIONS
Donation inquiries should be directed to the CIL ____ office. The CIL will accept appropriate material or cash donations, and will recognize such donations consistent with the expectations of the donor, if possible.
73 805 INPUT FROM THOSE SERVED
The goal of the CIL is the fullest promotion of persons with disabilities in achieving a life of dignity and independence as well as a level of productivity determined by his or her individual inherent abilities. Each person served will have involvement and input throughout the CIL’s service delivery process. This includes, but is not limited to:
each consumer has significant input to his or her Independent Living Plan; and each person involved in a program of the CIL is informed that his or her input is always appreciated and needed to ensure quality program delivery.
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