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STAFF HANDBOOK North Central WV Opportunities Industrialization Center
Amended January 2017
INTRODUCTION...... 5 History...... 5 About NCWVOIC...... 7 Mission...... 7 Our Vision...... 7 Our Values...... 7 Personnel Philosophy Statement...... 8 Statement of Personnel Policies and...... 9 Purpose of Manual...... 9 Use of the Manual...... 9 Supervisor's Responsibility...... 9 GENERAL INFORMATION...... 10 New Employee Orientation...... 10 Working Hours...... 10 Your Job...... 10 Changes in Status...... 11 General Policies...... 11 Building Maintenance and New Installations...... 11 Concessions and Solicitations...... 11 Prohibition against Acceptance of Gifts and Gratuities...... 11 Dogs and other Pets...... 11 Mail Use...... 11 Parking...... 11 Telephones...... 12 OIC Property...... 12 Removal of Property...... 12 Use of Facilities...... 12 Conduct of Personal Business during Working Hours...... 12 Statements to the Press...... 12 Severely Inclement Weather or Other Emergencies...... 12 Staff Meetings...... 13 Public Information...... 13 Fire and Other Emergency Evacuation...... 13 Smoking Restriction in the Workplace...... 13 Theft...... 13 Travel Regulations for OIC Business...... 13 Alcohol and Drugs Prohibited in the Workplace...... 13 Health, Safety, and Security...... 13 Out Side Employment...... 14 I. EMPLOYMENT...... 15 Recruitment:...... 15 Standards for Selection...... 15 Discrimination Prohibited...... 15 Persons Ineligible for Employment...... 16 Statement of Employee Rights...... 16 II. CONDITIONS OF CONTINUED EMPLOYMENT...... 17 Probationary Period...... 17
2 Transfer - Promotion...... 17 Involuntary Transfers...... 18 Standards of Personal Behavior...... 18 Conduct...... 18 Courtesy...... 18 Attendance...... 18 Dress...... 18 Confidentiality...... 19 OIC Vehicles...... 19 Outside Employment...... 19 Controversial Activities:...... 19 Sectarian Activities...... 19 Political Patronage...... 19 Political Activities...... 19 Lobbying Activities...... 19 Riots, Civil Disturbances...... 20 Conflict of Interest...... 20 Subversive Activities...... 20 Direct Action...... 20 III. EMPLOYEE CLASSIFICATIONS...... 21 Administrative Employees...... 21 Professional Employees...... 21 Hourly Employees...... 21 IV. EMPLOYER-EMPLOYEE RELATIONS...... 22 Work day...... 22 Rest periods...... 22 Time and Attendance Records...... 22 Salary Payment...... 22 Payroll Checks...... 22 Payroll Advances...... 22 Wage Garnishments...... 23 Compensatory Time...... 23 General Rules...... 23 Travel and Reimbursement...... 23 Teacher Certification...... 24 Continuing Education...... 24 V. SALARIES AND POSITIONS...... 25 Availability of Funds...... 25 Salaries...... 25 Compensation Plan (Salary)...... 25 Salary Increases...... 25 Objective...... 25 Evaluation of Personnel...... 25 Reassignment...... 26 Demotion...... 26 Criteria for Increases...... 26 Annual Increment...... 26 Promotions...... 26 Withholdings...... 26 Job Vacancies...... 26 3 Job Posting...... 26 Seniority...... 27 VI. EMPLOYEE BENEFITS...... 28 Leaves...... 28 Annual Leave...... 28 Sick Leave...... 29 Verification of Illness...... 30 Medical Leave of Absence...... 30 Short-Term Disability...... 30 Long-Term Disability...... 30 Leaves with Pay...... 31 Funeral Leave...... 31 Special Religious Holidays...... 31 Jury Duty and Witness Leave...... 31 Military Encampment Leave...... 32 Professional Conferences...... 32 Leaves without Pay...... 32 National Service Leave...... 32 Other...... 33 Holidays...... 33 VII. MAINTENANCE OF PERSONNEL FILES...... 34 Records...... 34 Personnel File...... 34 Time and Attendance Records...... 34 Maintenance of Personnel Files...... 34 Employment References...... 34 VIII. TERMINATION OF EMPLOYMENT...... 35 Tenure of Employment...... 35 Reduction in Force...... 35 Notice...... 35 Layoff and Re-Employment...... 35 Voluntary Termination...... 36 Disciplinary Action...... 36 Termination...... 38 Right of Appeal by Employees...... 38 Level I...... 39 Level II...... 39 Level III...... 39 Positions Subject to Grievance Procedure...... 39 Retention of Probationary Employees...... 39 Probationary Employees Rejected...... 39 Misunderstandings or Unsatisfactory Conditions...... 39 IX BENEFITS...... 40 BENEFITS...... 40 Basic Benefits...... 40 Agency Benefits...... 40 Basic Health Insurance...... 40 Annuity and/or Retirement Plan...... 40 Annual Leave...... 40 Sick Leave...... 40 4 Appendix A...... 41 Appendix B. Organization...... 43
INTRODUCTION
History OIC was founded by the Reverend Leon Sullivan. Born in Charleston, West Virginia, on October 16, 1922, Leon H. Sullivan became a Baptist minister at age 18. He graduated from West Virginia State College and the Columbia University Union Theological Seminary in New York City. He eventually moved to Philadelphia to become pastor of the Zion Baptist Church in 1950. 5 Rev. Sullivan founded the very first OIC training center in 1964 in an abandoned jailhouse in North Philadelphia. The dilapidated building was renovated using donations from people in the community and an anonymous grant. The OIC provided job and life skills training and matched its graduates with the employment needs of Philadelphia businesses.
The undertaking was a huge success, and the programs were quickly replicated in cities across the United States providing comprehensive employment training and placement for disadvantaged, unemployed and unskilled Americans of all races. In 1969, OIC International was created to provide employment-training services on a global scale based on the OIC philosophy of “self- help”.
In 1970, Rev. Sullivan established OIC of America, Inc. to serve as the national headquarters to OIC Affiliates and the technical assistance center for communities replicating the OIC model. The North Central West Virginia Opportunities Industrialization Center, Inc. was founded in Fairmont, WV in 1975.
Accreditation OIC is accredited by the Council on Occupational Education.
Council on Occupational Accreditation 7840 Roswell Road Building 300, Suite 325 Atlanta, GA 30350
Telephone (Local): 770-396-3898 Telephone (Toll-Free): 800-917-2081 Fax: 770-396-3790 www.council.org
Certification OIC Training Academy is certified by the United States Department of Education as a Title IV institution. OIC Training Academy is certified by the West Virginia Higher Education Policy Commission: Office of Veterans Education and Training Programs to accept Montgomery GI Bill benefits.
Licensing OIC Training Academy is permitted by the West Virginia Council for Community and Technical College Education.
Associations OIC Training Academy is an associate member of the National Association of Health Professionals.
6 Equal Opportunity Statement OIC recruits, selects, and admits students and hires without regard to race, sex, religion, creed, color, national origin, ancestry, marital status, age, political affiliation, citizenship or disability. Applicants that qualify for OIC programs will be reasonably accommodated based upon disability status of each program participant’s needs.
About NCWVOIC
The North Central WV Opportunities Industrialization Center, Inc. (OIC Training Academy) is a private, non-profit community based organization, incorporated under the laws of the State of West Virginia on May 1, 1975, and is part of a nationwide network of comprehensive employment training and economic development programs. Each local OIC is independently incorporated and governed by an independent, volunteer board of directors.
Mission OIC Training Academy exists to “help people help themselves” by providing them with quality opportunities to develop the professional skills and attributes necessary to advance personally and professionally.
Our Vision By remaining a student-centered and learner-centered organization, OIC Training Academy will be the premiere choice in job training and educational advancement for individuals throughout North Central West Virginia, providing the most innovative and creative opportunities for skills development, job training, continuing education, and educational growth throughout the region.
Our Values Integrity Respect 7 Creativity and Innovation Dedication Dependability Responsibility Teamwork Professionalism Open communication Service to community Continued learning Quality instruction Challenging and relevant courses Quality student services A learning environment that is safe and conducive for continued learning Student-centeredness Honesty Success
Personnel Philosophy Statement The North Central WV Opportunities Industrialization Center, Inc. believes in the dignity and inalienable rights of all people. It is essential that every employee be treated with respect, honesty, and integrity.
OIC reserves the right to amend, to delete, or to add to them, in whole or in part, at the sole discretion of and without advance notice by OIC. Recognition of this prerogative is a term and condition of employment. This will be done by recommendations of the OIC Board of Directors, which, after deliberation, may adopt or modify such recommendations.
This manual does not provide protection to any OIC employee and is intended only to benefit OIC. The policies described in this manual are not conditions of employment, and the language is not intended to create and does not constitute a contract for employment or a promise of job security between OIC and any of its employees. All full time and part time OIC employees are “at-will” employees, regardless of employment classification, and therefore, can be discharged at any time for any reason without notice or cause.
OIC retains the right to amend, modify, or discontinue these rules and policies at any time; any changes to this manual will be made in writing.
Employment at OIC is more than a job. It is a meaningful career and requires unusual dedication and loyalty. Working together, with one's respect for our co-workers, we can accomplish an outstanding job. We hope that every single employee will share our ambition to make OIC first among all similar agencies. We endeavor to provide skills training to the unemployed and the underemployed; to provide motivational and attitudinal service to the individual and to the community; to provide job placement service to industry; to bring the nation together through a creative human resources program that will mean a better life for all Americans.
8 Statement of Personnel Policies and As Approved by the Board of Directors
All employees shall subscribe to the basic philosophy and aims of OIC as found in the Agency Charter. The Chairperson of the Board and the Executive Director shall interpret employment policies within these aims. Reports of major interpretations will be made a part of the periodic policy review by the Board of Directors or its designees.
Purpose of Manual This manual has been designed to answer the questions that you and the people that you supervise have about OIC's Personnel Policy.
The statements in the manual are intended to answer the usual rather than the unusual questions. You may still find it necessary to seek advice when the unusual arises. If this is the case, please do not hesitate to contact your immediate supervisor or the Executive Director.
Use of the Manual Every policy in this manual has been approved by the OIC Board of Directors. When using this manual, the following points should be remembered:
Caution should be used when interpreting policy. Make certain that the policy statement actually applies to the employee and the situation at hand. In some cases different procedures will exists for the job category and description. It is always best to consult your supervisor or the Executive Director on the most current policies or interpretation.
The manual should be used as a guide whenever a question or personnel policy arises.
As amendments are received they should be filed immediately and properly to assure that your manual will be current. If in doubt as to current amendments you can obtain a copy in the business office or from the Executive Director.
The effective date of the policy statement indicates either the date the statement was initially issued or the date that it was revised and/or amended.
Violation of Policies and misuse of the privileges they afford you as an Employee of OIC can result in a loss of those privileges for all staff.
Supervisor's Responsibility The policies, practices, and procedures in this manual should result in sound decisions when they are fairly and consistently practiced. As a member of OIC staff, one of your most important responsibilities you have is to support and carry out OIC's personnel philosophy. These policies are intended to define courses of action and to set limits. If you believe strict interpretation of a policy will result in undue hardship either to the employee or to the organization, the director should be consulted.
9 GENERAL INFORMATION
New Employee Orientation On or before your first day of work you will receive an orientation to the agency, a review of your job responsibilities, and will meet your supervisor. During this period you will complete several forms pertaining to benefits, payroll, equal opportunity, and employment.
Working Hours Full-time Administrative and professional employees have a set number of paid hours worked per week. The work scheduled, depending upon classification, will be 35 to 37.5 hours per week. The regular schedule commences at 8:00, 8:15 or 8:30 a.m, Monday through Friday, and ends depending on the work demands or present needs of the site, the job description, and the classification. The unpaid lunch period is one-half hour based upon a 7.0 to 7.5 hour work day.
It is expected that full time staff schedule their work hours in accordance to the needs of their supervisor or the demands of the job task to be completed, in most cases the work scheduled will adhere to the standard work schedule. However the employee’s duties and responsibilities will and can dictate the need to be flexible. Full time instructional staff work a standard schedule of 35 hours per week, which is to allow 2.5 hours per week off site for planning, grading etc. that are part of the job duties associated with teaching. Full time instructional staff are also expected to be flexible in work hours, which will be determined by the assigned job duties.
Hourly employees have a varied work schedule that will be in accordance with the assigned position and program and may or may not permit an unpaid lunch period depending on the number of daily work hours assigned as per the OIC employee service contract which outlines the conditions for employment. Hourly Instructional staff is paid hour-for-hour worked in the classroom. OIC Training Academy hourly Instructional staff receives paid planning time in accordance to a formula based on the number of assigned actual classroom instructional hours.
Contract employees' assigned duties and work schedules will be determined as agreed upon within their respective contracts.
Your Job It is your obligation to deal directly with your supervisor regarding any aspect of your work. Your supervisor will provide initial job orientation and will provide instructions concerning daily work assignments. Success in your job depends on your relationship with your supervisor. You are encouraged to talk with him/her about your job performance and your progress, especially during the probationary period.
Your immediate supervisor is the first person you should contact concerning any questions, problems, or complaints. Your supervisor is also responsible for seeing that a review is held periodically with each employee regarding performance and job duties.
10 Changes in Status It is the exclusive responsibility of each employee to notify all appropriate persons, agencies, and/or parties when changes occur in name, home or permanent address, number of dependants, and beneficiaries. This must be done in writing and a copy of such notification must be placed in your personnel file as a permanent record that you notified appropriate persons.
General Policies
Building Maintenance and New Installations Emergency maintenance problems, such as overflowing toilets, damaged floors, or walls, should be reported immediately to the Executive Director.
No alterations (including painting) can be made in the physical facilities without prior approval from the executive director.
Maintenance request forms should be submitted to the Executive Director for general maintenance issues that are not emergencies.
Concessions and Solicitations Any person, agency, or corporation not an authorized representative of OIC cannot sell in the name of OIC or take orders for any item, thing, or service, or broadcast by radio or television, or solicit funds in any OIC facilities or at any program sponsored event without permission from the Executive Director.
Prohibition against Acceptance of Gifts and Gratuities Employees of OIC are prohibited from accepting gifts, money and gratuities from persons receiving benefits or services from OIC.
Dogs and other Pets For health and safety reasons, dogs and other pets (except guide dogs) are not permitted in OIC facilities.
Mail Use OIC’s stationery, envelopes, or stamps must not be used for personal mail.
No list containing the names and addresses of staff, board members or participants shall be released or given to any persons or business organization by an employee without authorization from the Executive Director.
11 Parking Parking is the responsibility of each employee. The parking lot on Jackson Street next to Napa Auto Parts is reserved for employees and visitors.
OIC Property OIC stationery, motor vehicles, telephones, and other equipment can only be used in conducting OIC business.
Removal of Property It is a criminal offense to remove OIC property from the premises. All personnel are reminded to be especially cautious at the time of separation to turn in all keys, books, office supplies, equipment, papers, etc., and other items that belong to the agency.
Use of Facilities OIC facilities may not be used for any purpose other than to conduct OIC business, unless specifically approved by the Executive Director in advance.
Conduct of Personal Business during Working Hours It is prohibited to conduct personal business during paid work hours. Staff is prohibited from using for personal use OIC supplies that are purchased solely for OIC business, including copier, computer, internet, or other items. If such conduct is necessary for reasons that are not apparent, prior permission from the Executive Director is necessary.
Statements to the Press All media personnel should be directed to the Executive Director.
Severely Inclement Weather or Other Emergencies Conditions may arise during the winter months or other emergencies, when it may be necessary for the administration to close the center. If in fact the administration decides that it would be dangerous, hazardous, or otherwise necessary to close the center, employees and students will be notified through the local television stations and OIC website. Supervisors will attempt to reach all employees in the event the center is closed.
Because of the many and varied circumstances involved in absences or delays due to inclement weather conditions, the following policy applies: Employees must give notice of a late arrival; if you miss work altogether it will be charged against annual leave or accrued compensatory time off if applicable.
Staff Meetings Staff meetings are mandatory. All staff must attend, unless you receive prior approval from the Executive Director to be excused.
12 Public Information All matters related to public relations and public information will require the Executive Director's approval.
Fire and Other Emergency Evacuation The procedures to be followed in the event of fire or any other emergency situation that will require evacuation are posted. Please familiarize yourself with them.
Smoking Restriction in the Workplace Smoking is not permitted inside the building. This policy applies to all employees, non- employees, and visitors. If you smoke, ask about the designated areas.
Theft The cooperation of each employee is imperative to avoiding theft at the work site. As a precautionary measure, be sure your supplies, equipment, and personal property are properly stored in a locked cabinet and avoid bringing excessive amounts of money or valuables to work. OIC will not be responsible for replacement of lost or stolen items.
Travel Regulations for OIC Business When planning travel for OIC business, it is important to know the travel regulations. Do not assume that certain travel costs will be reimbursed, unless you have obtained a copy of the travel regulations regarding in-state / out-of-state travel or received information from the fiscal office or the Executive Director.
Alcohol and Drugs Prohibited in the Workplace OIC is committed to maintaining a drug-free workplace environment. As an employee, you should be aware that you are forbidden to possess or consume any type of controlled substance or alcohol on OIC property and/or while on duty. Further, employees are prohibited from reporting to work under the influence of alcohol or drugs. OIC will not tolerate abuse of prescription or illegal drugs, including the use, possession, distribution, or trafficking on or off work property by an OIC employee. It is every employee’s responsibility to notify the administration of violations of this policy.
Health, Safety, and Security You have a responsibility to take safety precautions to protect yourself and your co-workers from unnecessary hazards to health and safety. If you observe an unsafe act or situation, or you are injured or your safety is threatened notify your supervisor immediately.
Security measures will be covered in orientation and at regular periodic staff meetings to ensure the safety and security of OIC’s staff, students, and the public that conduct business with the organization.
13 Out Side Employment All staff must report to the Executive Director outside employment opportunities to determine if there exists an ethical conflict. Truth in reporting past and present employment is a condition for hiring and continued employment.
I. EMPLOYMENT
Recruitment: Standards for Selection All applicants qualifying as a bona fide candidate for an open position with OIC shall meet the minimum education, previous related work experience and character requirements for the position, as prescribed in the position Job Description and Personnel Policies Manual. For any position classification requiring a college education, the prospective employee must submit a transcript of college credits, and/or certification of obtainment, and other documentation as required for the position.
It is the policy of OIC to select job applicants and fill vacant positions with the best qualified candidates. OIC does not discriminate in its selection or hiring practices based on race, creed, color, age, religion, sex, national origin, handicap, political affiliation or belief.
OIC shall take affirmative action to ensure that all persons employed will be treated without regard to race, creed, color, age, religion, sex, national origin, handicap, political affiliation or belief, in upgrading, demotions, transfers, recruitment, selection for training or compensation.
OIC will consider filling existing vacancies by promoting from within the organization. Personnel records will be reviewed to determine if any employee has the qualifications required to fill vacant positions. Notices on vacant positions will be posted and/or circulated in-house. Any employee wishing to be considered for these positions should notify the Executive Director.
The advertising of vacant positions will include the statement "An Equal Opportunity Employer".
The Personnel Committee of the Board of Directors will screen, interview, and hire the Executive Director. The appointment will require the final approval of the Board of Directors.
It shall also be understood and agreed that the Board of Directors, upon the recommendation of the Personnel Committee of the board, will make the final disposition on any controversial personnel matters, such as employment grievances, disciplinary, etc.
The Executive Director shall be responsible for hiring any professionals, as well as support staff, giving due consideration to the recommendation of the supervisors who will supervise the new personnel.
Before creating any new professional and/or administrative positions, the Executive Director must seek approval from the Board of Directors.
Discrimination Prohibited 14 No person shall, on the grounds of race, color, sex, age, handicap, religion, political affiliation, or national origin be discriminated against in the hiring and employment procedures of the agency, nor shall be excluded from participation in, be denied the benefits of or be otherwise subjected to discrimination under the OIC program. Any officer or employee of OIC who has been determined to have violated the equal opportunity statement will be subject to corrective action as related to employee grievance procedures.
Of prime consideration in the selection of paid personnel is the contribution the candidate has to make to the discharge of the particular responsibilities of the position. This is judged on the basis of intellectual and creative ability, training, experience, health and vigor, integrity, and self- discipline. These characteristics are, in general, assessed by reference to performance in related positions in the past.
All employment practices and relationships shall be conducted in an environment that is not hostile or offensive and does not condone sexual, racial, and other forms of harassment or intimidation. It is the responsibility of OIC management to maintain a work environment free of racial, sexual and ethnic intimidation and insult, in written, verbal, or any other form. Corrective action will be used by management to redress and eliminate these actions, if necessary.
Persons Ineligible for Employment
Prohibition against Political Activity:
Employment by OIC will not be offered as a consideration or reward for the political support of any political party or candidate for public office. No person as an employee of OIC may engage in any partisan political activity, as described under Department of Labor guidelines.
Voting Member of the Board of Directors:
No person who serves as a voting member of the Board of Directors, or other major policy advisory body of OIC, may be employed by the organization.
Prohibition against Nepotism:
OIC will disallow nepotism in its organization. No person shall hold a job while a member of the family serves on a board or committee, and whose actions directly affect the person’s job.
No person shall hold a job in a unit over which a member of his/her immediate family serves on a board or committee which either by rule or practice, regularly nominates, recommend or screens candidates for OIC. For Purposes of this part, a member of an immediate family shall include any of the following persons (wife, husband, son, daughter, mother, father, brother, brother-in-law, sister, sister-in-law, aunt, uncle, niece, nephew, stepparent and stepchild).
Statement of Employee Rights
Each individual employee shall have the right to make recommendations as it deems reasonable and proper to the Executive Director. The Director will address these recommendations if deemed appropriate and justified to the Personnel Committee of the Board of Directors with respect to personnel policies and procedures within such limitations and requirements as may be prescribed by the Office of Economic Opportunity. 15 II. CONDITIONS OF CONTINUED EMPLOYMENT
Probationary Period The probationary period for a new employee is ninety (90) days. Under special circumstances and with consultation and concurrence by the Executive Director, the probationary period may be extended up to a period not to exceed one year
Any action taken to extend a probationary period to further assess job performance or knowledge base must include a planned program covering the specified time period and outlining goals and objectives to be obtained and used in appraising the performance of the employee involved.
The probationary period shall be regarded as a period of adjustment to the position and work environment. It enables the supervisor to provide counseling regarding the new employee's work progress, and to assess the new employee's job performance. At the same time, it provides a period for the employee to decide if he or she is satisfied with the job.
The immediate supervisor of the employee completes a performance review near the completion of the normal probationary period, reviews it with the employee and forwards the performance review along with a recommendation to the executive director for final action.
If the employee’s work is evaluated as satisfactory, the decision will be to continue the employee’s employment and benefits.
An employee may be terminated at any time during the probationary period if progress of the employee is deemed unsatisfactory.
Transfer - Promotion A promotion occurs when an employee moves to a position with a higher entry rate than the position currently held by the employee. A transfer occurs when there is no change in the entry rate of the position involved.
No employee is eligible for a promotion or transfer before completing the probationary period. All transfer and promotion actions will be made in accordance with OIC's Equal Employment Opportunity Policy and Affirmative Action Plan.
A new probationary period shall begin the day a promoted or transferred employee begins on a new job. Transferred or promoted employees serving a new probationary period are subject to two written warnings prior to dismissal.
Factors considered when filling a position from candidates eligible for promotion are: The employees qualifications for the job; these include satisfying the minimum qualifications stated in the job description, work experience, demonstration of the required skills, training, job 16 knowledge, aptitude, interest, dexterity, stamina and physical capabilities according to the demands of the job.
The employee's record in his present job and past jobs; this includes quantity and quality of work, cooperation, attitude, attendance, time on the job, disciplinary action, performance evaluations, etc.
The degree of efficiency, initiative and creativity that the employee has shown through his work performance in his present job and his understanding of and dedication to the OIC philosophy.
The recommendation of the employee's supervisor and/or department head.
Involuntary Transfers The Executive Director will make involuntary transfers, when deemed necessary, for greater program efficiency and effectiveness.
The intentions to initiate an involuntary transfer must be communicated to the employee under consideration within a reasonable length of time prior to the anticipated effective date of the transfer, except where emergency conditions prevent.
Standards of Personal Behavior Conduct Employees are expected to conduct themselves at all times in a manner befitting their status as an employee of OIC. Employees shall refrain from any action and avoid any kind of public pronouncement connected with OIC activities which reflects adversely on OIC.
An employee may not speak to the press as an official spokesman of OIC without prior clearance from the Executive Director. Any deviation from this policy will be considered a serious infraction of OIC policy.
Courtesy As an employee of OIC you will probably meet the general public in connection with your duties. You will also meet people during off-duty hours who know that you work for OIC. It is to your benefit to make a good impression. Be courteous and considerate to everyone you meet in your work whether you meet them personally, write letters to them, or talk to them on the telephone. Be as prompt as possible in serving the people who need your services. Be friendly, sincere and understanding. Treat them as you would like to be treated.
Attendance Regular and prompt attendance is an important requirement of your job. If for any reason you are unable to report to work, you should notify your supervisor before the normal starting time (or at least within the first one-half (1/2) hour. Attendance problems requiring disciplinary actions include unexcused absence, chronic absenteeism, unexcused/excessive lateness, and leaving without permission.
Dress Dress appropriately for your job. Be neat, clean and well groomed at all times. Consult your supervisor on appropriate dress for your position. 17 Confidentiality An employee should exercise the utmost discretion in all matters of official business. Any information which has been received by an employee on a confidential basis must be maintained in confidence. Any violation of this policy will be considered a serious infraction of OIC policy.
OIC Vehicles OIC vehicles, including vehicles leased or rented on behalf of OIC, are for use only on official business. An employee shall not use an OIC vehicle unless proper authorization has been given to do so, and then never for personal business.
Controversial Activities: Sectarian Activities No funds shall be used to support any religious or anti-religious activity, neither will any facilities receiving funds from any governmental unit be used to aid or promote any religion or sect. All employees paid with funds received from any governmental unit are prohibited from engaging in activities that tend to aid or promote any religion or sect during their regular working hours.
Political Patronage OIC will not select, reflect, or promote an employee based on that individual's political affiliation or beliefs. The selection or advancement of employees as a reward for political services or as a form of political patronage, whether or not the political service or patronage is of a partisan nature, is prohibited.
Political Activities No employee may engage in partisan or non-partisan political activities during hours for which the employee is paid with government funds.
No participant may at any time engage in partisan or non-partisan political activities in which such participant represents himself/herself as a spokesperson of the OIC program.
In addition, OIC may not use program funds, the provision of services, or the assignment of personnel in connection with voter registration activity or with transporting voters or potential voters to the polls.
Lobbying Activities No funds shall be used to attempt to influence in any manner a member of Congress to favor or oppose legislation or appropriation by Congress, or attempt to influence in any manner state or local legislators to favor or oppose any legislation or appropriation by such legislators.
Riots, Civil Disturbances Employees are prohibited from using their position in the program to plan, initiate, participate in, or otherwise aid or assist in the conduct of any rioting or civil disturbance.
Conflict of Interest
18 Employees shall avoid organizational conflict of interest and appearance of conflict interest in the conduct of procurement activities involving government funds. Further, employees shall not obligate or expend any project funds for a purchase of rental of goods, space, or services if any of the following employees has substantial interest in the purpose or rental:
An executive officer of the purchasing or renting grantee. Any other employee of the purchasing or renting grantee whose responsibilities include procurement of goods, space, or services.
Subversive Activities Employees are prohibited from engaging in any activity tending or seeking to overthrow or destroy national, state, or local government.
Direct Action OIC's duties of advocacy on behalf of the poor sometimes means self-help involvement of the poor leading to such direct action activities as peaceful and lawful assembly to obtain redress of grievances from those believed capable of alleviating them. However, forms of direct action which, by threatening law and order, aggravates the alienation of the poor from the rest of society, or interferes with orderly democratic processes, are antagonistic to the purpose of the community action program. Therefore, employees are prohibited, in connection with the performance of their duties, from participating in, planning, or otherwise assisting in any picketing, protest, or other forms of direct action which is unlawful. (Unlawful meaning a violation of federal, state or local law, or an outstanding injunction of any federal, state or local court).
III. EMPLOYEE CLASSIFICATIONS
19 The OIC employee classifications listed below are general classifications that can vary in definition depending upon the program job description, the grant or funding source, and funding levels which may or may not permit the awarding of all or some benefits. Refer to page 37 for employee benefits description.
Administrative Employees are salaried employees without a predetermined terminal point of employment. Administrative employees are required to work 7.5 hours per scheduled workday throughout the year. Administrative employees are eligible for annual, sick, and holiday leave based on the number of work hours and basic benefits as prescribed by law. Administrative employees are eligible to participate in the agency’s health insurance at a cost to the employee of 30% of the total cost of the health insurance package. Every administrative employee has the option of investing through payroll deduction into the group retirement plan.
Professional Employees are salaried, full-time employees (generally instructors), in non- contract positions and are required to work 7 hours per scheduled work-day (35 hours per week) throughout the year. Professional employees are required to report to work only on days when students are scheduled to be in class, unless an exception is approved by the Executive Director. An exception might include, for example, when the Executive Director requires Professional Employees to report to work for staff related events (i.e. professional development activities) although students are not scheduled to be present.
Professional employees do not accrue annual leave. Professional employees are granted three personal days per year and accrue sick leave on a prorated basis. Professional employees are eligible to participate in the OIC’s health insurance package. Every professional employee has the option of investing through payroll deduction into the group retirement plan.
Hourly Employees are employees with varied hours. Their pay is based upon an hourly wage and the number of hours worked in an OIC pay period. Hourly employees shall not receive agency benefits but will instead receive benefits as prescribed by law.
Contract Employees are generally professional employees whose rate of compensation and duties are determined by their experience, education, and the course load they are teaching. Contract employees are considered part-time, non-benefit eligible positions.
20 IV. EMPLOYER-EMPLOYEE RELATIONS
Work day The OIC Training Academy is open to the public for services Monday through Friday, 8:00 a.m. until closure (time of closure will depend upon the school schedule and any scheduled activities; the business day generally ends at 9p, M-Thur. and 4:30p on Fridays). In field locations, or in other OIC programs or services, an employee's work schedule may vary from this schedule depending upon the job description, program, grant, or funding level. Scheduling of staff will be at the discretion of the Executive Director who must ensure that personnel are available when programs are open to the public. Lunch should be scheduled at a time compatible with both work schedule and office staffing needs.
Rest periods Employees, depending upon the hours worked per day, may receive a fifteen (15) minute rest period during the morning hours as well as a fifteen (15) minute rest period during the afternoon hours of each work day. These rest periods may not be accumulated and used indiscriminately for the purpose of coming in late, leaving early, or as an extension of lunch hours.
Time and Attendance Records An accurate biweekly timesheet will be maintained by each employee. After the timesheet has been signed by the employee, it will be forwarded to the employee’s direct supervisor for approval. The employee's direct supervisor is responsible for checking and certifying the timesheet so that it can be submitted to the fiscal office.
Salary Payment Payroll payments are electronically deposited on a biweekly schedule.
Payroll Checks Electronic Deposit – OIC currently uses electronic deposit to distribute payroll checks to all employees. To request exemption from this policy, current employees must submit a request in writing to the Fiscal Officer.
Payroll Advances OIC will in general terms not give payroll advances to its employees. Payroll advances will only be given in cases of extreme emergency. Under such circumstances, payroll advances must be authorized in writing by the Executive Director. Payroll advances will be paid back through payroll deductions.
Wage Garnishments Certain deductions from your pay may be directed by a court. Wage garnishments for debts owed are court orders and must be accepted and honored by OIC. When a wage garnishment is court ordered, the Payroll Section makes the necessary deductions from your pay. 21 Compensatory Time General Rules Prior permission must be secured from the Executive Director or an employee's direct supervisor before any compensatory time may be earned or taken. Compensatory time should not be accumulated or used because of a lack of employee competency due to a lack of organization and mismanagement of time in completion of daily work tasks.
Compensatory time shall be computed at the rate of one and one-half (1 ½) times the actual hours worked. Upon termination of any employee, no credit will be given or payment made for any accumulated compensatory time.
All compensatory time, unless otherwise authorized by the Executive Director, must be taken, if possible, within thirty (30) days or no longer than a sixty (60) day period after its accumulation. Employees must receive prior approval from the Executive Director to be eligible to earn compensatory time. The Executive Director shall give the greatest possible advance notice to an employee who may be required to work overtime.
Exempt Employees Exempt employees at OIC will be allowed to accumulate compensatory time on an hour-for-hour basis when the employee must work beyond the standard number of scheduled hours in order to complete an approved assignment or activity in line with his/her job duties.
Non-Exempt Employees Non-exempt employees can accrue compensatory time up to one 40 hour work week. After that, they must be paid time and a half for all hours worked and will not be able to accrue comp time for the time worked.
Travel and Reimbursement Travel and reimbursement will be made in accordance with the OIC policy governing travel and expense regulations, a copy of which may be obtained from the Executive Director's office or business office. Travel advances may be requested three (3) working days prior to departure. Such advances will be made only in response to a written request stating dates, purpose, mode of travel, place of lodging. Substantiating data must be filed immediately upon return and only substantiated items will be allowed. Any balance owing the agency will be due and payable within three (3) days. The Executive Director shall be authorized to approve such advances.
Teacher Certification When applicable, full-time instructors are required by OIC to maintain their teacher certification. The OIC Board of Directors will provide reimbursement of tuition costs based on years of service and successful completion of course credits over a two year period. The conditions for reimbursement are as follows: The tuition cost must be reasonable and pre-approved by the Executive Director to receive compensation. Compensation will not be made for more than three credit hours per semester.
22 0-2 years of service 25% reimbursement 3-5 years of service 50% reimbursement 5 & above years of service 100% reimbursement
Continuing Education On a case-by-case basis an employee may be authorized to attend relevant continuing education classes during work hours if such classes are sufficiently beneficial to OIC and the employee’s absence will not unreasonably or adversely impact the day-to-day operation of the center.
Such authorization must be requested in writing to the Executive Director and receive pre- approval in writing. In cases where the instructor is the sole experienced person to provide classroom instruction, the request might be denied until such time it does not cause a hardship in providing coverage for the subject matter taught.
V. SALARIES AND POSITIONS
Availability of Funds Before salary adjustments and advancements are made in accordance with all rules and regulations, the Executive Director and Fiscal Officer of OIC shall certify that funds for this purpose are available, based upon contractual budgetary limitations.
Salaries Salaries shall be set by the Board of Directors, upon the recommendation of the Executive Director and the Personnel Committee of the board on an annual basis. Salaries shall be established with reference to the prevailing practice for comparable positions in local public and/or private non-profit agencies and which ensures that employees will be compensated on an equitable basis and that employees holding positions similar in responsibility, scope, and 23 performance will be similarly treated, within the constraints that may be placed upon the corporation by funding.
Compensation Plan (Salary) The Compensation Plan applies to all classes of positions. It provides standard rates of pay for all salaried employees for the regularly established working hours at OIC. Any person serving in a position on a part-time basis, that is for less than the regular full-time hours per day, days per week and days per month shall be paid in proportion to the time actually employed. The salary or wage paid shall be determined by the class of position and the ratio which the proportion of time employed bears to the full-time salary or wage.
It is further stipulated that salary increases and rate of compensation is controlled by the level of funding annually. Therefore, regular raises are not guaranteed annually.
Salary Increases Objective Salary increases will be rewarded to those employees who perform their jobs efficiently and effectively and as funds are available.
Evaluation of Personnel All supervisors will discuss performance evaluations with their staff.
Approval for annual salary increases will be dependent on meritorious evaluations.
Full-time employees receiving unsatisfactory evaluations may be placed on probation and re-evaluated in thirty (30) days, which can result in employment termination for lack of significant improvement or corrective action.
Two consecutive unsatisfactory evaluations is cause for dismissal.
Employees receiving unsatisfactory evaluations may be evaluated, more frequently.
At the end of each twelve (12) months of service in a particular position each employee will be evaluated as to his or her performance .Employees that are upgraded from part- time to a full time position must be evaluated prior to the upgrade.
Reassignment If an employee is reassigned from one staff position to another within the organization; his or her salary should be adjusted to the new position.
Demotion An employee who is demoted shall have his or her salary reduced to the maximum rate of the new class.
24 Criteria for Increases Salary increases shall be given in the following manner: Subject to funding availability, approval of the Executive Director, and Board of Directors.
Annual Increment At the beginning of the fiscal year, July, employees may be granted salary increments based on performance and evaluations by supervisors. The Executive Director can request the board grant approval for increases if monies become available for salary adjustments after the start of the fiscal year.
Promotions All increases in salary accompanying an employee's promotion to a position or to successive positions of greater responsibility must be merited by the employee's qualifications for the new position and must be in accordance with the salary grades established by OIC.
Withholdings Internal Revenue Form W-4 and a personnel information card will be filed by the employee within the first three (3) days of his employment. On or before January 31 of each year each employee will receive a W-2 as required by law.
Job Vacancies When a job vacancy occurs, consideration shall be given to presently employed personnel who can establish their qualifications for the vacant position. Agency Seniority is not sufficient qualification for a job opening. The employee must meet the required standards for the position. OIC must make every effort to fill vacancies with the most qualified person for the position.
Job Posting Information regarding job vacancies shall be made available to all OIC employees through the circulation and/or posting of notices no less than five (5) working days prior to the public posting of such notices; except in the event of an emergency or when in the opinion of the Executive Director there are three (3) or fewer employees who qualify for the vacancy. In such instances, the job vacancy notice shall be publicly posted at the same time as it is posted within OIC. Job vacancies involving public posting should remain in the appropriate places for at least five (5) days.
Seniority Upon completion of the probationary period, the employee's seniority shall be computed from the effective date of appointment and may be broken only by resignation, discharge, lay-off for more than twelve (12) consecutive months. Failure to respond to recall notice or absence without leave or a reasonable excuse for a period exceeding three (3) days will terminate seniority.
25 VI. EMPLOYEE BENEFITS
Leaves OIC employees may be eligible for paid leaves depending upon employee classification, job description, and/or grant or program funding levels, which may or may not permit awarding of leaves with pay. If you are unsure of your classification, please contact the OIC Executive Director or your direct supervisor.
Annual Leave Annual leave for salaried administrative and service employees who work a set schedule accrues at the rate of one and one fourth (1 1/4) working days a month.
Annual leave may not be used during the probationary period except upon the approval from the Executive Director.
Earned annual leave must be requested in advance via an e-mail request to your direct supervisor. Annual leave is subject to approval by your direct supervisor.
After five (5) years of continuous employment for salaried employees, annual leave will be accrued at the rate of one and one half (1 ½) working days a month.
No employee can earn more than (30) days of annual leave.
The Executive Director will make every effort to accommodate leave request, but the employee must understand approval is not guaranteed. You and your supervisor are responsible for providing coverage for your job duties in your absence. The coverage must be with those who are qualified and experienced to cover the duties in your absence and provide bona fide work for your replacement.
Hourly and professional employees do not earn annual leave.
Employees will not be charged annual leave for a holiday that they receive as a paid holiday which occurs during the period of annual leave.
In the event of illness during the period of annual leave, salaried employees will be charged with sick leave rather than annual leave, providing a doctor's statement is given to his/her supervisor.
Salaried employees who are eligible to take vacation may not take more than (3) weeks of vacation time-off at any one time.
Approval of vacation will be subject to the period of time requested and the level of program staffing available to perform the job duties and functions in the absence of the employee; the requested vacation time cannot place undue burden on existing staff, cause an undue financial burden on any program, and will be allowed only when OIC is able to provide bona fide coverage for program operation.
Any request for vacation must be made with enough advanced notice to plan for coverage.
26 Sick Leave Professional, administrative, and support/service employees are eligible to earn sick leave at the rate of one and one-half (1 ½) days per month in proportion to their actual work hours.
Sick leave may be used after the ninety (90) day probationary period, retroactive to the first day of continuous employment. Hourly employees do not earn sick leave.
Sick leave with pay may be taken for illness, medical and dental treatment on the part of the employee and immediate family, i.e. spouse, children.
An employee shall furnish a certificate from the attending physician for all consecutive days of sick leave beyond three (3) days.
Sick leave is accumulated to a maximum of sixty days for any employee.
Hourly employees do not earn sick leave.
Eligibility for sick leave is contingent upon continued employment. When the services of an employee have terminated, all sick leave credits for that employee are considered to be ended as of the last working day with the agency and the employee is not entitled to payment for reimbursement for unused sick leave. An employee who resigns in good standing and is later rehired may have his or her accumulated sick leave reinstated if the date of termination is less than one (1) year from the date of re-employment.
Illness due to pregnancy may be charged to sick leave under the same conditions applying to any illness. A pregnant employee may continue to work until her doctor determines her physically unable to work. A doctor's statement shall be furnished showing expected date of delivery.
Sick leave may be granted on a limited basis for emergency illness and medical treatment of extended family members, i.e. parents, grandparents, in-laws, siblings, etc. Sick leave granted for extended family members shall not exceed five (5) days. This must be requested and pre- approved by the Executive Director prior to leave being forecasted and granted.
Sick leave with pay is a benefit for you to use at those times when you have a justifiable need for it. You should limit your use of sick leave to only those times when it is absolutely necessary, and in observance of the circumstances described in the previous bullets. For any other circumstances during which you must be absent from work, you must request annual leave or one of the other special types of leave described on the following pages. Any use of sick leave lasting longer then three consecutive days must be supported by a physician’s statement. Agencies monitor sick leave use and can impose restrictions on an employee’s use of sick leave or take other disciplinary action in cases where it appears sick leave is not being used properly or the employee’s attendance at work is undependable. Misuse or abuse of sick leave will be grounds for probation or termination.
In the event that an illness or injury results in an extended absence from work, your salary will continue as long as you have an accumulated and unused balance of sick leave.
27 If you are ill and have used all your sick leave, or an immediate family member is ill and you have exhausted your allowance of sick leave, you may request to use annual leave for the absence.
After exhaustion of both sick and annual leave the employee must take leave without pay.
Verification of Illness An employee is required to notify his or her supervisor immediately if ill or unable to work for any reason. The notification must be made prior to the normal starting time to allow a reasonable amount of time to schedule substitutes or coverage. Notice should be no less than one hour for staff who are in classroom training or the provision of direct care and services to agency clientele and should include the approximate length of the absence. Failure to report off from work for illness is cause for disciplinary action which may include suspension or termination.
Employees absent from work for an extended period because of illness, will be required to furnish a statement from the attending physician indicating the diagnosis of the illness, course of treatment, date for return to work. It is necessary for the employee to update the Executive Director weekly especially if changes occur in the health status. If change occurs a physician statement must be furnished with the change and reason. This is of the utmost importance in order to carry out the functions of the organization. The Executive Director may require evidence from an employee for verification of an illness or other causes for which leave may be granted under this policy regardless of the duration of the leave. Misuse of sick leave constitutes grounds for termination.
Medical Leave of Absence Any employee requesting a medical leave of absence must provide the Executive Director with medical evidence (such as a statement from the attending physician that he/she is unable to work). The physician's statement must include a diagnosis, prognosis, and expected date that the employee can return to work. If the evidence is satisfactory the executive director will take personnel action through the board of directors to determine course of action for granting medical leave. The Director will recommend based on program needs personnel action for coverage of the position including, if needed, temporary replacement.
Short-Term Disability Illness up to ninety (90) calendar days is considered a short-term disability. During such period, an employee is expected to use accumulated sick leave to cover absences. If sick leave credits are not adequate to cover the duration of the illness or disability, an employee may use accumulated annual leave to cover the remaining time off from work. Upon exhaustion of sick and annual leave the employee must take leave without pay.
Disabilities caused or contributed to by pregnancy, miscarriage, abortion, childbirth and recovery therefore are, for all job-related purposes, treated as short-term disabilities. In determining whether an employee is unable to work because of a disability related to pregnancy or childbirth, the same criteria used in the case of any other type of off-the-job illness or disability will apply.
Long-Term Disability If an illness is expected to last longer than ninety (90) calendar days, it is considered as long-term. Absences for long-term disabilities are charged against accumulated sick leave and then charged against accrued annual leave until exhausted. After that, a medical leave of absence without pay for the employee may be granted by the Executive Director with approval of the Board of 28 Directors. This will require a physician statement indicating the diagnosis, treatment, plan and expected length of leave required. The employee must provide monthly status updates from the physician. In order to provide for job coverage (see medical leave of absence).
The Executive Director will authorize a medical leave of absence only for the disability time specified by the physician. The employee shall be expected to return to work on the first work day following expiration of that leave. Failure to report would constitute a voluntary termination and the employee will be separated from employment. Absences
Whenever an employee is authorized to be absent from his or her duty station, the supervisor will be informed of the destination and the expected time of return.
Leaves with Pay Leaves with pay will pertain to salaried employees who receive these benefits in accordance to their job classification, grant or funding level.
Funeral Leave Employees may request leave with pay to cover an absence due to the death of a member of their immediate family. For the purpose of administering this policy, the immediate family includes the employee's father, mother, son, daughter, brother, sister, husband or wife, mother-in-law, father-in-law, grandmother, grandfather, spouse’s grandparents, granddaughter, grandson, stepmother, stepfather, stepchildren, or others considered to be members of the immediate family or live under the same roof.
The employee's supervisor must be notified within the first hour of the working day the leave is to begin.
When a death occurs in the immediate family, a reasonable amount of time off may be granted. The term "reasonable" is influenced by geographic distance, work load and similar factors. Under most circumstances, three (3) days is considered reasonable.
Special Religious Holidays This agency will, in accordance with the law, consider granting reasonable time off to employees who may observe religious holidays not included on the list of recognized holidays, as long as it does not cause undue operational problems and hardships within the agency. Such time off shall be charged to annual leave credits or may be exchanged for another listed holiday. If no credits exist or the employee does not wish to have the time charged to leave he or she may elect not to be paid for the time off.
Jury Duty and Witness Leave All employees are eligible for jury duty and witness leave as follows:
An employee who is subpoenaed or otherwise directed by a proper legal authority to appear as a witness or to serve as a juror in any court, federal, state or local, shall be entitled to and granted leave with pay for such duty and for such time of required absence."
29 If on any day, the jury or witness duty consumes less than one-half the regularly scheduled workday, the employee will be expected to return to work when released by the court or other authority.
Jury duty and witness leave must be authorized by the Executive Director with a record of that action in the form of a leave request, along with a copy of the summons.
Military Encampment Leave An employee who is a member of the National Guard or any reserve component of the Armed Forces of the United States shall be entitled to and shall receive a leave of absence without loss of pay, status, or efficiency rating, for all days in which engaged in drills or parades ordered by proper authority, or for field training or active service for a maximum period of fifteen (15) calendar days in any calendar year, ordered or authorized under the provisions of state law. The term "without loss of pay" shall mean that the employee shall continue to receive normal salary or compensation, not-withstanding the fact that such employee may receive other compensation from federal sources during the same period. Furthermore, such leave of absence shall be considered as time worked in computing seniority, eligibility for salary increases, and experience with the agency.
An employee shall be required to submit an order or statement in writing from the appropriate military officer in support of the request for such military leave. The employee shall submit in writing to the executive director and appropriate supervisor, the dates of his service obligation at least thirty (30) days prior.
The terms of this shall not apply under the provisions of any Selective Training and Service Act, or other such act whereby the President may order into active duty the National Guard and the reserve components of the Armed Forces of the Federal Government.
Approval of military leave requests are vested in the executive director and are accomplished through the use of a leave request. A copy of the original orders which summons the person to duty must be attached to become a part of the personnel folder for that individual.
Professional Conferences Employees may, with prior approval of the executive director, attend work related professional conferences and training activities without loss of pay and with expenses paid within budgetary limitations and the requirements of the funding sources.
Leaves without Pay National Service Leave
Employees may be granted a military leave of absence without pay in the event that the employee is drafted, enlists in time of war, or is reactivated from reserve status. The time spent in the military will be counted as continuous service.
It is the policy of OIC to grant a leave of absence for the period required by law to an employee who enters military service and has redeployment rights under law. Details of an employee's redeployment rights can be obtained upon request from the Executive Director's office.
30 Other
The Executive Director may grant or extend leaves of absence without pay for other special purposes or under unusual circumstances. All leaves of absence shall be without pay. Regular employees who have completed a probationary period are eligible to apply for a leave of absence. All leaves of absence requests must be presented in writing to the Executive Director as far in advance as possible. The request must contain: Reason for request, date the leave is requested to begin, return date and other related information, as well as the signature of the employee. All requests must be approved by the executive director.
Holidays The official holidays celebrated by the OIC Training Academy are: Martin Luther King's Birthday, President's Day, Memorial Day, July 4th, Labor Day, Veteran’s Day, Thanksgiving Day and the Friday after. Christmas Eve to New Year's Day. Spring break celebrated the week before or either the week after Good Friday. This will change with the school calendar. And such other days as the president, governor, and the OIC Board of Directors shall authorize to be holidays.
Holiday leave will depend upon the agency program, grant, or funding levels. Holiday leave schedules will be set in accordance to the program service and the needs of the clientele in each OIC program. Therefore, prior designation of holidays will be announced according to each agency program. Check with your supervisor as to your holiday leave schedule.
Any specific adjustments regarding dates of observance will be announced by the executive director.
31 VII. MAINTENANCE OF PERSONNEL FILES
Records Personnel File
A personnel record folder shall be maintained for each employee in the executive director's office.
The personnel file shall contain the original OIC employment application, references, resume, job description, notice of hiring, previous experience, and history of employment; including performance evaluations, promotions, dismissals, and resignations; certificates of training and educational advancement and other pertinent documents related to the employees employment history.
It is the employee's responsibility to notify the director of changes in personal data; including changes in name, home address, telephone number. W-2 Wage and Tax Statement, Employee's Withholding Allowance Certificate, will be kept on file in the fiscal office.
Time and Attendance Records Time and attendance records and leave accounts shall be kept for all employees in the fiscal office.
Maintenance of Personnel Files Personnel files are maintained in the executive director's office secured by lock. The Executive Director is responsible for the confidentiality of all personnel records, and said records shall be reviewed in the presence of the executive director, except when requested by the chairperson of the board of directors, or the Personnel Committee of the Board of Directors.
If you ask other persons to provide reference information about you, that reference information is gathered in confidence and not available to you for review. It will be removed from your file any time you ask to review that file. No employee may ever release any information which is gathered in confidence. Employees requesting to review their personnel file, should do so in writing to the executive director.
Employment References Employment references provided by OIC will include verifying dates of employment and position held. Direct any calls for references to the Executive Director's office.
32 VIII. TERMINATION OF EMPLOYMENT
Tenure of Employment As a non profit program, most funds are awarded or earned on an annual basis, no guarantee of employment can be made beyond the fiscal year or contract period or funding availability, whichever shall occur first. Your employment with OIC is considered to be Employment at Will, where either party may terminate the relationship for any reason, with or without cause.
Reduction in Force Notice A reduction in the work force may occur at any time there is a lack of funds or there is a shift in the program's direction. In the event that such staff reductions becomes necessary, every effort will be made to give four (4) weeks notice for administrative and professional staff and two (2) weeks notice for service support employees. In case a program shift is necessary, every consideration will be given to utilizing the services of existing personnel if funding and a position exist in line with the employee’s knowledge, skills, and attributes. Current salary levels will be subject to funds available for the position. When staff services cannot be utilized, OIC will attempt to assist such staff members in obtaining employment.
Layoff and Re-Employment It may become necessary for OIC to layoff employees because of lack of funds, reorganization, job elimination, or other reasons. In the case of non-professional or service employees, re- employment will be based solely on the employee's ability and suitability to perform the job satisfactorily shall apply; for professional and administrative employees the employee's ability to perform the remaining job efficiently shall be strongly considered. Layoff and re-employment practices also will be subject to the legal and affirmative action requirements.
An employee on temporary layoff is generally aware of a return-to-work date pending contract finalization and notification. During a temporary layoff period, the following provisions will apply:
The employee may not accrue annual or sick leave credits.
The employee will not be paid for recognized holidays occurring during the period.
The employee may keep certain benefits (life insurance, hospitalization, etc.) active by making special arrangements through the fiscal office.
The employee who fails to report on the specified return to work date without acceptable advance notification to the supervisor or Executive Director, will be discharged from employment.
A permanent layoff occurs when a job is eliminated or the return-to-work date is indefinite. The Executive Director will make every effort to assist the employee in obtaining other employment in keeping with his/her qualifications and interests. If
33 placement is not possible before the layoff date, the employee will be given information about his rights under the West Virginia Unemployment Compensation Law.
Voluntary Termination In the event that an employee voluntarily terminates employment four (4) weeks notice shall be required with regard to professional employees and two (2) weeks notice shall be required with regard to service employees. Each employee shall complete any pending work assignment prior to termination. The Executive Director has the authority to require less notice depending upon circumstances related to the employee or the need to settle the leave account immediately or earlier than planned by the employee.
Disciplinary Action Each employee is expected to maintain standards of performance and conduct as outlined by his/her immediate supervisor and executive director. When an employee does not observe these standards, counseling by the supervisor should result in improved performance. When an employee does not respond to counseling, more formal discipline may be necessary.
The purpose of the discipline procedure is to provide a means of correction. The procedures outlined below apply to all employees. However, it should be noted that all employees are “at- will” employees and may be terminated without regard to this policy if the offense so warrants.
Disciplinary action, including suspension or termination, may be taken whenever the conduct of an employee interferes with the operation of his or her unit or brings discredit to the OIC Program.
A supervisor may recommend to the executive director that an employee be suspended without pay for a period varying from one (1) to twenty (20) working days, depending upon the gravity of the offense and the previous record of the employee. Such suspensions may be applied in cases of first serious offenses or repeated minor ones, when in the judgment of the supervisor proper conduct can be attained without resorting to immediate termination.
An employee may be suspended without pay for up to twenty (20) working days pending an investigation of charges of conduct deemed seriously detrimental to the best interests of the program.
Any and all suspensions shall be made by the executive director. Written notice of the suspension and the reasons therefore will be given to the employee. The Personnel Committee shall also be informed of the action taken.
In determining what penalty should be assessed for disciplinary problems, careful consideration is given to the following factors:
Seriousness of the violation and the circumstances surrounding the case.
Employee's past disciplinary record.
Work record 34 Attitude of employee
The Executive Director may terminate an employee immediately in cases of flagrant or willful violation of program policies, rules, regulations, standards of accepted behavior, performance, or for actions where an investigation proves the employee was in clear violation of policy. In cases of immediate termination, a written statement will be included in the employee's record, a copy given to the employee, and a copy provided to the Personnel Committee.
Causes for disciplinary actions are as follows:
Reporting for work under the influence of alcohol or narcotics or partaking of these substances while at work
Violation of the OIC drug policy
Malicious destruction or theft of OIC property including its visitors, patrons, or employees
Refusal to comply with program rules and policies
Disobedience and/or insubordination
Neglect of duty
Dishonesty
Sleeping on duty
Failure to maintain required performance standards
Absence from work without permission or proper explanation
Habitual tardiness
Circulating petitions and other printed materials in the OIC facilities without the expressed consent of the executive director Any act which interferes with the normal operation of the organization
Fraternization with OIC students
Falsification of official records
Violations of confidentiality
Sexual harassment
Inappropriate conduct both inside and outside the agency, that reflects negatively upon OIC
35 Any act of a discriminatory nature
Failure to comply with the sick leave policy
Any act of a terrorist nature that can threaten the lives of staff or public safety
An employee may also be terminated from employment for offenses after one verbal and two written warnings have been given to him or her within one rolling-calendar-year, unless the Executive Director deems the action warrants immediate termination. The requirement of two written warnings also shall apply to transferred or promoted employees serving in their probationary periods. All verbal and written warnings will be removed from an employee’s personnel file after one rolling-calendar-year of satisfactory performance.
Termination When any employee is deemed not to be performing his/her work satisfactorily, he/she will be informed by the Executive Director in writing of performance deficiencies and will be given a reasonable opportunity (not less than thirty (30) calendar days) to make the necessary improvement. If the employee does not make sufficient improvement to justify retention, he or she will be terminated.
However, where the Executive Director makes a finding of misconduct which is detrimental to the well-being and/or objectives of the program, the Executive Director shall have the power to immediately terminate an employee and sever all relations between the employee and the OIC program.
Such actions on the part of the Executive Director shall not affect the employee's right to have the case reviewed through the established grievance procedure. All matters concerning termination proceedings of the employee will be recorded and made a part of the employee's personnel record and the OIC Personnel Committee Chairperson of the Board of Directors shall be immediately advised for review and comment.
With the exception of a finding of misconduct which might jeopardize the well-being of the OIC Program and require immediate termination of the employee by the Executive Director, four (4) weeks notice to professional staff and two (2) weeks notice for non-professional staff will be standard termination notice.
Right of Appeal by Employees In order to file a grievance regarding a notice of termination, demotion, or disciplinary action, it shall be necessary for the employee to file his/her grievance in writing stating the reasons he/she has for contesting the action. It is the intent of OIC to provide a method for discussing and settling grievances fairly and expeditiously at the earliest possible level in the grievance procedure. Matters which are outside the control of the employees and OIC are not subject to this procedure. Grievances shall not be discussed by the employee and Board members as the action could ultimately be heard by members of the board.
36 Level I The employee shall present his or her written grievance within three (3) business days of the event grieved by the employee to his/her immediate supervisor. The immediate supervisor shall respond to the grievance in writing in three (3) business days.
Level II The employee shall present his or her written request for a meeting with the Executive Director within three (3) business days of an adverse decision at Level I. Within three (3) business days of receiving the written request, the Executive Director shall schedule a meeting with the aggrieved employee to consider and discuss the grievance and to come to a resolution, if possible. The Executive Director shall prepare a written report of the meeting to be attached to the grievance documents and made a part of the employee’s personnel file. If the immediate supervisor is the Executive Director, the employee shall proceed immediately to Level III of this procedure.
Level III If the grievance is not resolved at Levels I or II, the Executive Director shall forward to the Board Chairperson a copy of the written report of the Level II conference within three (3) business days of the conference. The Board Chairperson will nominate a committee consisting of three (3) board members (which may or may not be any standing committee to hear any evidence the grievant wants to submit and any evidence in response to the grievance. The initial hearing shall be scheduled within fourteen (14) business days of the appointment of the committee. The three (3) member panel shall render a decision within fourteen (14) business days of the conclusion of the hearing. The report of the committee shall be presented to the full board. The decision of the committee shall be final with regard to the grievance.
Positions Subject to Grievance Procedure Retention of Probationary Employees Retention of any probationary employee shall be within the discretion of the agency based upon the employee job suitability and skill as judged by the Executive Director. Such termination shall not be subject to the grievance procedure.
Probationary Employees Rejected An employee rejected during the probationary period from a promotional position shall be reinstated to a position in the same or a comparable class from which he/she was promoted, however, an employee terminated for cause does not have reinstatement rights to an OIC position. Such termination shall be subject to the grievance procedure.
Misunderstandings or Unsatisfactory Conditions You should talk over any misunderstanding or unsatisfactory working conditions with your supervisor. Give your supervisor a chance to work out the situation with you before discussing it with others. Usually you will find that he/she is unaware of these conditions or restrictions and will be the first to make satisfactory adjustments. Every opportunity should be made to resolve issues to the satisfaction of both parties, if there is a mutual willingness to communicate openly and honestly and accept responsibility for working out any misunderstanding.
37 IX BENEFITS
BENEFITS Basic Benefits Basic benefits required by law are provided by the agency to employees.
Agency Benefits Agency benefits may be provided to employees as outlined below and subject to grant and funding availability and the approval of the Executive Director.
Basic Health Insurance (Major Medical & Hospitalization) A new employee may become eligible for Basic Health Insurance if the employee’s classification is either administrative or professional and considered full time according to position classification (III, A). OIC provides this coverage through WV Public Employee's Insurance Board for single or family coverage.
If OIC provides an employee’s Health Insurance, the employee is responsible for 30% of the cost based on premium rates. The employee’s contribution is subject to PEIA rate changes.
If an employee elects OIC to provide Health Insurance coverage, Basic Term Life Insurance that accompanies the coverage will be provided by OIC. Additional Term Life Insurance is available at the employee’s expense.
Annuity and/or Retirement Plan Any employee expected to work 1000 hours in a calendar year can opt to participate in OIC’s retirement plan. Employees’ can choose to contribution through payroll deduction to the annuity retirement plan. Consult the fiscal manager for details.
Annual Leave Refer to Employee Benefits
Sick Leave Refer to Employee Benefits
Contact Information North Central WV Opportunities Industrialization Center, Inc. 120 Jackson Street Fairmont, WV 26554 phone. 304-366-8142 fax304-366-8143
38 Appendix A.
OIC will preserve the value of the student experience by providing Quality instruction Challenging and relevant courses Quality student services A learning environment that is safe and conducive for continued learning
OIC will preserve the value of the student experience by ensuring visibility in and knowledge about all aspects of processes and services, including providing Accurate outlines of programs of study Accurate schedules in a timely manner Clear and understandable student policies and procedures Up-to-date course catalogs Clear, understandable, and definable course objectives for student learning and success Clear, understandable, and definable objectives for professional development Clear, understandable, and definable objectives for completion of externships Accurate data and information reflecting job placement Accurate information about financial aid opportunities, policies, etc Info about extracurricular activities, contests, scholarships, awards, etc Info about safety exits and emergency exit routes
OIC will preserve the value of the student experience by upholding the principles of fairness, respect, and professionalism by Ensuring confidentiality when dealing with all student issues Providing students with due process to resolve student discipline issues Following a clear chain of command when confronting student problems Treating all students with integrity Treating all students as responsible adults capable of making decisions to enhance their learning experiences Providing consistency in applying rules, policies, regulations, at all levels of the organization, etc Confronting all issues or problems in a judicious and responsible manner Working as a team to develop open lines of communication between all stakeholders Working as a team to develop an environment that fosters respect and appreciation for the integrity of all students, staff, instructors, etc
OIC will preserve the value of the student experience by providing something special/something extra in addition to the regular program activities and curriculum, including providing students with Additional opportunities for skills and knowledge development Events and activities that allow students to make professional contacts
39 Opportunities to participate in decision making activities, especially in regard to activities that directly affect them Tutoring and other learning support services and activities Increased opportunities and decision making in regard to externships Follow-up services and opportunities to remain connected with OIC Opportunities for educational advancement Individualized educational and learning opportunities Referral to social support services Funding opportunities Awards and recognition A committed OIC staff that will go out of their way to help Engaging social activities that help students build a relationship with and connection to OIC and its mission
40 41