The Family YMCA Employment Handbook Revised SEPTEMBER 2017 Contents Purpose .................................................................................................... 6 Administration .......................................................................................... 6 Interpretation .......................................................................................... 6 Review .................................................................................................. 6 Scope of Coverage ..................................................................................... 6 Official Employer ....................................................................................... 6 Changes in the Handbook ............................................................................. 6 SECTION 100. INTRODUCTION TO THE FAMILY YMCA .................................................. 7 100.1 WELCOME ......................................................................................... 7 100.2 A BRIEF HISTORY OF THE FAMILY YMCA ...................................................... 8 100.3 At-Will Policy ...................................................................................... 9 100.4 Introduction ....................................................................................... 9 100.5 Mission, Values, Vision, Focus ................................................................... 9 100.6 Statement of Corporate Goals ................................................................... 9 SECTION 200. EMPLOYMENT PRACTICES ............................................................... 10 200.1 Employment Mission ............................................................................ 10 200.2 Personnel Philosophy ........................................................................... 10 200.3 Dating or Fraternizing Policy ................................................................... 11 200.4 Desk Audits ...................................................................................... 11 200.5 Disability Accommodation ...................................................................... 12 200.6 Employee Volunteering Policy .................................................................. 12 200.7 Employment of Relatives (Nepotism) .......................................................... 12 200.8 Equal Employment Opportunity (EEO) Statement ............................................. 12 200.9 Expenses and Allowances ...................................................................... 13 200.10 Garnishment and Wage Assignments ........................................................ 13 200.11 Initial Employment Period ..................................................................... 13 200.12 Labor Posting Guidelines ...................................................................... 13 200.13 Other Employment (Moonlighting) ........................................................... 13 200.14 Progressive Discipline Policy and Procedure ................................................ 13 200.15 Recruitment and Placement ................................................................... 15 200.16 Rehire of Former Employees .................................................................. 16 The Family YMCA 2 Employment Handbook 09/2017 200.17 Reduction of Work Force ..................................................................... 16 200.18 Separations .................................................................................... 16 200.19 Staff Promotion/Transfer Policy ............................................................. 17 200.20 Work from Home Guidelines .................................................................. 18 SECTION 300. WORKING HOURS, PAY CLASSIFICATION, AND RECORDS ............................. 19 300.1 Definition of Employment Status .............................................................. 19 300.2 Fair Labor Standards Act (FLSA) Classifications .............................................. 19 300.3 Employee Classifications ....................................................................... 19 300.4 Volunteers ....................................................................................... 20 300.5 Contract Labor .................................................................................. 20 300.6 Changes in Personnel Records ................................................................. 20 300.7 Direct Deposit/ACH ............................................................................. 21 300.8 Personnel Records .............................................................................. 21 300.9 Personnel Records Related to Legal Compliance ............................................. 21 300.10 Hours of Work and Work Week .............................................................. 22 300.11 Inclement Weather/Emergency Closings ..................................................... 22 300.12 Payroll Records ................................................................................ 23 300.13 Salary Administration and Total Rewards ................................................... 23 300.14 Training Pay .................................................................................... 24 300.15 Voluntary Contributions ...................................................................... 24 400. EMPLOYEE CONDUCT ............................................................................... 24 400.1 Employee Conduct and Work Rules ............................................................ 24 400.2 Appearance/Clothing ............................................................................ 25 400.3 Arrest or Criminal Conviction of a Staff Member ............................................. 26 400.4 Attendance....................................................................................... 26 400.5 (AWOL) Unexcused Absences .................................................................. 26 400.6 Confidentiality and YMCA Employees.......................................................... 26 400.7 Conflict of Interest .............................................................................. 27 400.9 Gifts and Gratuities ............................................................................. 27 400.10 Harassment Policy ............................................................................. 27 400.11 Parking on YMCA Premises ................................................................... 28 400.12 Political Activities ............................................................................. 28 400.13 Professionalism ................................................................................ 29 400.14 Public Displays of Affection .................................................................. 29 The Family YMCA 3 Employment Handbook 09/2017 400.15 Role Modeling .................................................................................. 29 400.16 Solicitation and Distribution .................................................................. 29 400.17 Telephone Etiquette ........................................................................... 29 400.18 Use of Supplies and Equipment .............................................................. 29 500. EMPLOYEE SAFETY & SECURITY ................................................................... 30 500.1 After Hours Facility Usage ..................................................................... 30 500.2 Alcohol and Other Drugs– Substance Abuse .................................................. 30 500.3 Cell Phone Usage ................................................................................ 30 500.4 Emergency Communications Procedures ...................................................... 31 500.5 Safety, Decorum and Cleanliness of Work Areas ............................................. 32 500.6 Safety and Security ............................................................................. 32 500.7 Security .......................................................................................... 33 500.8 Smoke-free Workplace .......................................................................... 33 500.9 Use of Personal/YMCA/Rented Vehicles ...................................................... 33 500.10 Weapons ....................................................................................... 33 500.11 Workplace Searches ........................................................................... 34 500.12 YMCA Property ................................................................................ 34 600. EMPLOYEE INTERNAL/EXTERNAL COMMUNICATION ............................................ 34 600.1 Internal Communications ....................................................................... 34 600.2 Media Relationship .............................................................................. 34 600.3 Office Technology and Privacy Policy ......................................................... 34 600.4 Personal Expression on Public Policy Issues .................................................. 37 600.5 Social Media Policy.............................................................................. 38 600.6 Whistleblower Policy ............................................................................ 40 700. TRAINING AND DEVELOPMENT .................................................................... 42 700.1 Orientation .....................................................................................