SAMPLE PERSONNEL POLICY GUIDELINES

ORGANIZATION NAME

DATE EFFECTIVE

The ORGANIZATION is committed to fair, clearly stated and supportive relationships between the organization and its staff. The personnel policies of the ORGANIZATION have been established in order to provide a guide to the personnel practices of the ORGANIZATION and to ensure consistency of personnel decisions. It is the intention of the ORGANIZATION to administer the personnel programs in a manner which complies with the letter and spirit of all applicable federal, state and local regulations. This document is designed to provide guidance to staff at the ORGANIZATION. It is not a part of any contract between the ORGANIZATION and its employees. It is only a set of informal guidelines for personnel practices. Notwithstanding the provisions of the personnel policies, all employees are at will employees; which means that they may be terminated at any time with or without cause without subjecting the ORGANIZATION to a claim for breach of an employment contract.

All employees are classified as either regular or temporary. Regular employees are employees hired without a specific termination date. Temporary employees are employees whose position at the time of hire is for a short term period. Terms of employment will depend on agency needs, and in no case will a temporary position be construed as being a contract for a definite time and terminate for cause.

Employees also are classified as either exempt or non-exempt according to provisions of the Fair Labor Standards Act.

Full-time Salaried Employees are those employees working a minimum of 40 hours per week. Eligible for all fringe benefits.

Part-time Salaried Employees are those employees working at least 20 hours but less than 40 hours per week. Part-time salaried employees are eligible for all fringe benefits and earn sick leave and vacation at a rate proportionate to the hours they work. Part-time employees that work less than 20 hours per week are not eligible for fringe benefits.

Special Project Employees are those employees who are paid hourly and work less than 40 hours per week under Letter of Agreement.

The policy and intent of the ORGANIZATION is to provide equal employment opportunity for all persons regardless of race, color, religion, national origin, marital status, political affiliation, affectional orientation or gender identity, status with regard to public assistance, disability, sex, or age.

The ORGANIZATION intends to respond affirmatively in its employment practices. Affirmative action applies to all aspects of employment practices including, but not limited to, recruiting, hiring, placement, promotion, demotion, transfer, training, compensation, benefits, layoff, recall, and termination. The ORGANIZATION seeks to do business with organizations that encourage equal employment opportunity.

The ORGANIZATION intends to recruit, hire, and place applicants on the basis of the applicant's relative knowledge, skills, and abilities. The decision to employ an applicant will be based solely on the individual's qualification for the particular position along with other requisite job skills. Minimum qualifications shall be specified in the job description.

When a new position is established, the Executive Director or Board Search Committee will prepare a job announcement clearly identifying the position's responsibilities and overall relationship to the ORGANIZATION for posting or circulation within the ORGANIZATION and for public notification. Posted positions will be open for a minimum application period of 15 days.

Persons employed by the ORGANIZATION in a part-time or full-time capacity except those persons in non-exempt positions will receive a salary negotiated at the time of recruitment that will not be based upon an hourly wage. Persons employed at the ORGANIZATION at the time of hire will receive a letter of hire, a job description, salary and benefits detail and a copy of the personnel policies. The magnitude of the work assignments and the full scope of responsibility for the position will be fully discussed at time of recruitment. In setting compensation, the ORGANIZATION may consider, among other things, external labor market rates, equitable relationship with other jobs within the organization and the organization's ability to pay. Each employee may be eligible for a salary review at the beginning of each fiscal year. Recommendations by the Executive Director for pay adjustments are reviewed by the Personnel Committee which makes the recommendation to the Finance Committee. The Finance Committee has the authority to approve or disapprove increases based on the budget's ability to sustain such raises. The Board of Directors will determine the Executive Director's salary annually.

The ORGANIZATION will attempt whenever possible to establish a 40 hour weekly work schedule which is cognizant of each individual's personal commitments and the needs of the organization.

The normal working hours for employees are 8:00am to 4:30pm. One half hour will be provided for lunch with no regularly scheduled breaks during the course of the business day. A typical work week will be Monday through Friday.

Official holidays are as follows:

New Year's Day - January 1

Martin Luther King Holiday - January

Memorial Day - May

Independence Day - July 4

Labor Day - First Monday in September

Thanksgiving Day - Fourth Thursday in November

Day after Thanksgiving Day - Fourth Friday in November

Christmas Day - December 25

When New Year's Day, Independence Day, or Christmas Day falls on a Sunday, the following day shall be considered the official holiday. When these holidays fall on a Saturday, the preceding Friday shall be considered the official holiday.

If Christmas Day falls outside of an employee's religion, a substitute holiday may be taken, e.g. Yom Kippur, Rosh Hashanna, etc.

If the paid holiday occurs during vacation, an extra day off will be granted in its place.

Each employee of the ORGANIZATION also shall have two floating holidays to be used in each calendar year.

For staff who are employed at least 20 hours per week but less than 40 hours per week, holiday time will be compensated in proportion to the usual hours worked. Interns and consultants are not compensated for holidays.

The ORGANIZATION desires to assist new parents in balancing the demands of working and children. The ORGANIZATION will provide up to 8 weeks of unpaid family leave to any employee for the birth or adoption of a child. Leave must be initiated within six weeks of the birth or adoption of the child, unless otherwise approved by the Executive Director. The use of the 8 weeks shall be at the discretion of the employee and shall be discussed with the Executive Director as to its impact on ongoing work responsibilities and other employees. Although a maximum of 8 weeks is available, an employee may utilize accumulated sick leave as well as annual leave to enable either partial payment for or extension of the basic 8 week period. Special circumstances shall be reviewed by the Executive Director. Insurance benefits will continue to be in force during this leave period but all premiums and expenses for benefits will be paid by the employee. Accrual of leave benefits and seniority cease during an approved leave. Upon completion of leave, the employee will be allowed to return to the same or a substantially similar position at the same salary as the employee earned prior to the leave.

The ORGANIZATION will provide to each full-time staff employee 120 hours or 15 working days paid annual leave based upon one year's full time employment with the ORGANIZATION. Accrual of annual leave will commence upon the date of employment for each employee and will be based, on an annual basis, upon each individual's anniversary date with the ORGANIZATION. Annual leave will increase with the number of years employed by the ORGANIZATION as follows:

0-3 years 15 days 4 years 16 days 5 years 17 days 6 years 18 days

7 years 19 days 8 years 20 days

Employees may use their annual leave as earned if absence from assignment does not unduly provide an impediment for completion of an assigned task or prevent other staff from completion of their work assignments. The Executive Director must approve scheduled absences and the employee should request such leave as soon as possible, with a minimum of two weeks in advance.

It is the policy of the ORGANIZATION to encourage each employee to utilize allotted annual leave during each individual's employment year. A maximum of five days, or 40 hours, will be allowed to be carried over from one year to the next. All other accrued annual leave will be forfeited on the employee's anniversary date. The interchange or exchange of annual leave and sick leave is not allowed.

For staff who are employed at least 20 hours per week but less than 40 hours per week, the policy will be identical to that of full-time employees with the exception that the ORGANIZATION will provide annual leave based upon the following schedule:

Annual leave for part-time employees will increase after three years at the same rate as full-time employees. One additional pro-rated day per year for years 4 through 8 will be added to the total annual leave earned.

Interns and consultants are not eligible for annual leave.

Special leaves of absence without pay may be granted an employee at the discretion of the Executive Director or in the case of the Executive Director, the Board of Directors.

An employee is entitled up to sixteen hours non-paid leave during the school year to attend a child's school conferences or classroom activities, if these activities cannot be scheduled during non-working hours. This time should be scheduled in advance with the employee's supervisor. The employee must provide "reasonable" notice when possible to the supervisor to minimize any disruption resulting from the employee's absence. Vacation or other paid leave may be used for this absence.

An employee will be granted paid leave of up to 40 hours per year to undergo a medical procedure to donate bone marrow. All sick leave must be used first. This time will be charged to accrued sick leave except in cases where the employee has no accrued sick leave, in that case, it would simply be paid time off.

The ORGANIZATION will provide up to ten working days each employment year to each staff person to be utilized for purposes of addressing health needs. Compensation will be based upon the employee's salary rate at the time sick leave is taken. Sick leave may be utilized at the discretion of the employee and is granted for sickness of the individual employee, his or her spouse, children, or other immediate family members living in the household. Sick leave can also be used for health needs, e.g. dental or medical appointments.

Each staff person of the ORGANIZATION should notify the office each day they will be absent from work due to illness, if at all possible.

Sick leave may be accumulated up to a maximum of 90 days and may be carried over from one employment year to the next. At no time will compensation for any unused sick leave be made to an employee who is leaving employment.

Sick leave will be pro-rated for persons employed by the ORGANIZATION at least 20 hours per week but less than 40 hours per week.

If requested by the Executive Director, the employee will provide documentation from their treating physician explaining their absence.

Employees of the ORGANIZATION shall be granted up to three working days with pay due to a death in their immediate family (mother, father, sister, brother, spouse/partner, children, in-laws, grandparent, grandchildren). Special cases will be considered on an individual basis by the Executive Director.

Employees who serve on jury duty receive the normal pay they would have earned if they were working during the period of time they are on jury duty up to two weeks.

The ORGANIZATION will grant to all employees one-hour during the working day to vote in governmental elections when it is not possible to vote outside the regularly scheduled work time.

Employees absent on their annual two week reserve or National Guard duty shall be considered on an excused leave of absence and may elect one of the following options related to their pay:

The employee may take their vacation and retain their military pay.

The employee may surrender their military pay to the ORGANIZATION, receive their regular salary and take their vacation at a later date.

The employee may take unpaid leave and retain their military pay.

An employee called up to active duty is allowed an unpaid leave of absence to meet her/his military responsibilities.

Upon honorable discharge from active duty, the employee will be allowed ninety days to apply for reinstatement to her/his former job. The employee will be reinstated to the same job formerly held, with the same duties, same level of pay, benefits and seniority had s/he not been on active military duty. Employee benefits will not accumulate during the leave. The employee will be given a Consolidated Omnibus Budget Reconciliation Act notice for election to continue insurances during the leave.

It is the ORGANIZATION's belief that the employees of the ORGANIZATION are the primary means by which the goals and objectives of the ORGANIZATION will be met. To that end, the rights of all employees must be respected. All employees of the ORGANIZATION must understand its position on sexual harassment. By definition, sexual harassment is any unwanted attention or action of a sexual nature by someone in the work place that creates an intimidating, hostile, or offensive work environment. It will also be considered sexual harassment to harass an employee because of that employee's gender, even if the harassment is nonsexual. The procedure for reporting and dealing with this very sensitive issue is as follows:

- If a person's behavior makes an employee uncomfortable, the employee should feel free to immediately advise the person that, in the employee's opinion, the behavior is inappropriate and that the employee would like it stopped.

- If the employee is not comfortable discussing the issue with the person, or if the person fails to respect an employee's request, the employee should report the incident to his or her supervisor. If, for whatever reason, the employee does not feel that the supervisor is a suitable person to whom to report the incident, the employee should contact the Executive Director or, if appropriate, a member of the Personnel Committee.

In all instances, a prompt, thorough, fair investigation will take place, giving careful consideration to protect the rights and dignity of all people involved. The ORGANIZATION will take those steps it feels necessary to resolve the problem which may include verbal or written reprimand, suspension or termination.

No retaliation or any kind will occur because an employee has in good faith reported an incident of suspected sexual harassment. The supervisor, or other person to whom the complaint was made, will work to establish mutually agreed upon safeguards against retaliation while attempting to mediate any sexual harassment complaint.

Employees needing help with a substance abuse problem are encouraged to contact their supervisor or a treatment facility.

Early recognition and treatment are critical to any program to curb abuse and to enhance the employee's ability to perform satisfactorily. The ORGANIZATION finds that both the employee and the ORGANIZATION will benefit greatly from early substance abuse recognition and treatment.

No person will be penalized for seeking or accepting counseling or treatment for a substance abuse problem. If, however, the employee is unable to perform the requirements of his or her job assignment, appropriate steps, which may include the ORGANIZATION requiring that treatment be sought, will be taken to address performance issues.

The ORGANIZATION recognizes that the effectiveness of its professional staff is largely dependent upon sound staff training. As part of this staff training, the ORGANIZATION encourages staff to participate in classes, seminars, and trainings that will enhance the knowledge and performance of its staff. Staff will be reimbursed for such training when funds are available with prior approval by the Executive Director and in conjunction with an individual's work plan. Trainings that are required by the ORGANIZATION will be paid by ORGANIZATION. Paid time off for training purposes must have prior approval by the employee's supervisor.

The ORGANIZATION is committed to providing a flexible and cost-effective medical care, disability income, life insurance and retirement program for all its employees. The Personnel Committee of the ORGANIZATION will review the overall percentage allowed for benefits annually.

The ORGANIZATION will provide a group health insurance plan for all its full-time and part-time employees on a pro-rated basis based on the number of hours worked. Interns and consultants are not eligible for health insurance coverage. In addition, the ORGANIZATION will cover 90% of individual coverage and 70% of family coverage for its employees.

The ORGANIZATION will provide its employees a long term disability insurance package which will provide for 60% of one's salary after the qualifying period if the employee becomes disabled.

Each salaried employee of the ORGANIZATION will have a life insurance policy with a face value equal to one times their annual salary.

The ORGANIZATION will contribute 4% of each employee's annual salary to their retirement fund. Each individual may also contribute to the fund at their discretion according to the rules of the plan.

Worker's compensation insurance premiums will be paid for each employee as required by law.

Unemployment compensation insurance premiums will be paid for each employee as required by law.

Travel and related expenses: The cost for transportation, lodging, meals, conference registration fees, and other reasonable expenses will be covered by the ORGANIZATION for its employees when traveling in the course of ORGANIZATION related business. The ORGANIZATION may be billed directly for certain items or the staff person incurring the expense may be reimbursed. Wherever possible, the request for reimbursement will be accompanied by an appropriate receipt indicating payment against which reimbursement is being requested.

All expenses incurred by staff in the course of doing business on behalf of the ORGANIZATION will be submitted to the bookkeeper each month. When preparing the monthly submittal for expense reimbursement, staff is requested to prepare an employee expense report listing the expense and the relationship to the project for which it was incurred.

Means of Travel: When using their own automobile for business activities related to the ORGANIZATION, staff will be paid a mileage allowance as set annually by the Board of Directors.

It is assumed that employees will exercise discretion when traveling and use accommodations which are economical.

Each performance review should be a positive and interactive process whereby both the ORGANIZATION as a whole and the individual being reviewed can learn more about their strengths and weaknesses.

Each staff member shall have a performance review six months after commencing employment at the ORGANIZATION and at least annually thereafter. Performance reviews shall generally be based on an assessment of the individuals' performance that is identified in the job description.

The supervisor, in collaboration with staff, will develop performance expectations for each staff member. The employee's signature on their performance review will indicate that it was presented to them. Each employee may make comments about their appraisal and such comments will be included in their personnel file.

Any employee of the ORGANIZATION may resign by submitting a letter of resignation to the Executive Director or in the case of the Executive Director, the Board of Directors at least ten working days prior to the effective date of the resignation.

At the time of the effective date of the resignation, the employee shall be able to use any accrued annual leave or the employee shall be paid for all unused accrued annual. If the employee has used all annual leave due prior to resignation, all hours used in excess of those earned shall be deducted from the employee's final paycheck at the rate of salary paid at the time of resignation. No employee shall be compensated for any unused sick leave at the time of resignation.

Discipline and/or discharge may result for many reasons including, but not limited to, inappropriate behavior and/or unsatisfactory performance.

Inappropriate behavior is defined as including, but not limited to, misbehavior on the job, refusal to do work reasonably expected, wrongful use of or taking of agency property, conviction of a felony, violation of any policies or practices of the ORGANIZATION. Termination for misconduct requires no prior notice.

Unsatisfactory performance means failure of an employee to meet performance standards, to complete tasks in a timely, competent way, or to maintain an adequate attendance record. Uncooperative behavior or negative attitudes that affect the work or morale of others may result in termination. Individuals who are terminated will be notified in writing.

At the discretion of the Executive Director, any staff member facing termination for unsatisfactory performance may be given the option to resign as described in the above section under "Resignation."

The ORGANIZATION attempts to hire highly qualified staff with broad capabilities. There may be occasions, however (due to program changes, loss of contract support, etc), when it may be necessary to initiate lay-offs. In such cases, it is our intent to attempt to avoid abrupt, arbitrary, and unfair actions whenever possible.

The purpose of the employee appeal procedure is to provide a means for employees to resolve their work place concerns with management. All regular and temporary employees of the ORGANIZATION may file a grievance under this section.

A grievance shall be determined as an alleged misapplication of ORGANIZATION employment policies. This procedure represents an intent to offer a dispute resolution mechanism to the employees of the ORGANIZATION. Failure by the ORGANIZATION to exactly follow this procedure shall not subject the ORGANIZATION to a breach of contract claim.

In order to qualify for processing under this section, an appeal must be filed no later than thirty (30) calendar days after the date on which the aggrieved condition commenced.

Any employee who is eligible may present an appeal to his/her immediate supervisor for discussion. The supervisor shall have five (5) regular working days in which to respond to the relief requested. Should the supervisor fail to respond within this time limit or if the employee finds the response unsatisfactory, the appeal may be reduced to writing, clearly specifying the policy allegedly misapplied, and the relief requested. The appeal should be submitted to the Executive Director within five (5) regular working days from the time the first step answer was due or was given. The Executive Director should respond in writing within five (5) days of receipt and if the Executive Director fails to respond within this time, or if the employee finds the response unsatisfactory, or in cases where the Executive Director is the immediate supervisor, the employee may proceed to Step Two.

The employee may submit an appeal to the Personnel Committee if Step One has not resolved the issue. Upon receipt of a written appeal, the Personnel Committee will inform the Executive Committee and the Board Chair of the appeal. The Personnel Committee shall also convene a meeting wherein statements shall be taken from the appealing employee and the employee's immediate supervisor, as applicable, either separately or jointly at the discretion of the Personnel Committee Chair. The Personnel Committee may also request statements from other employees. The Committee may refuse to grant the employee's request for appeal when the issues involved are minor in nature, or involve evaluations or judgments by management unless they appear to be contrary to policy, malicious or vindictive. The Personnel Committee shall have ten (10) regular working days in which to respond to the employee in writing concerning the relief requested. If the Personnel Committee fails to respond within this time limit, the employee may petition the Chair of the Board of Directors. Failure on the part of the employee to petition the Chair of the Board of Directors within thirty (30) days of the result of Step Two shall result in the appeal being waived.

The Chair of the Board shall convene a meeting with the aggrieved employee, the Personnel Committee Chair, the Executive Director and the Immediate Supervisor, as applicable, either separately or jointly at the discretion of the Chair. The Chair may convene an executive committee meeting and within ten (10) working days shall respond to the grievant in writing with the final decision. In all instances, a thorough and fair investigation will take place, giving careful consideration to the rights and dignity of the people involved. The Chair will report the grievance and the result at the next regularly scheduled Board meeting.

All supplies, materials, and work products of an employee if purchased by ORGANIZATION shall remain the property of the ORGANIZATION after resignation, discharge, or layoff of that employee. The employee may retain any personal files, but work files and other papers shall remain with the ORGANIZATION.

All employees are encouraged to participate in a variety of community and professional activities. In those instances where an employee's activities are part of their regular duties and responsibilities, any payment will be turned over to the ORGANIZATION. All fees derived from ORGANIZATION reports, activities, events, or speaking engagements while employed by the ORGANIZATION shall also be turned over to the ORGANIZATION.

In some instances, an individual may do work that is based on activities or experiences prior to or separate from their regular duties and responsibilities at the ORGANIZATION. To avoid actual or appearance of conflict of interest, any employee who engages in any remuneration activity in any field directly related to ORGANIZATION programs must have prior approval by the Executive Director. The Board of Directors will review these issues for the Executive Director. No employee may formally represent himself/herself as a spokesperson for ORGANIZATION without prior approval of his/her supervisor.

Last Revised: August 29, 2001

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