400 West Third Street

400 West Third Street

Port Clinton, Ohio 43452

419-734-7622

www.orsinc.org

EMPLOYMENT

POLICIES MANUAL

TABLE OF CONTENTS

Section Number

PURPOSE OF EMPLOYMENT POLICIES 1

INTRODUCTION 2

MISSION OF ORSI

AFFIRMATIVE FAIR HOUSING MARKETING PLAN

HIRING/EMPLOYMENT PRACTICES AND POLICIES 3

Employment Authority

Hiring Policy

Job Descriptions

Employment Records

Probationary Period

Prohibitions

Housekeeping

Dress

Fiscal Responsibility

Security

Smoking / Smokeless Tobacco

Telephone Use

Attendance Policy

COMPREHENSIVE ORIENTATION 4

Orientation to the Organization

Orientation to the Job

PERFORMANCE EVALUATIONS & TRAINING 5

Job Performance Evaluation

Education and Training

STANDARDS OF CONDUCT / CODE OF BUSINESS ETHICS 6

AND CONDUCT

Employee Expectations

Role of an ORSI Employee

DISCIPLINARY POLICIES 7

Disciplinary Philosophy

Authority

Offenses

GRIEVANCES 8

COMPENSATION POLICIES 9

Duration of Employment

Salaries

Salaried Employees (Exempt)

Hourly Employees (Non-Exempt)

Work Schedules

Time Records

Pay Period

Employee Expenses

FRINGE BENEFITS 10

Eligibility

Holidays

Sick Leave

Leaves with Pay

Vacation

Social Security

Workers’ Compensation

Unemployment Compensation

Insurance

Bereavement

Family & Medical Leave

SEPARATION 11

Termination of Employment

Resignation

Layoff

Discharge

DRUG-FREE WORKPLACE POLICY 12

Administrative Policy

Responsibility

Certification of a Drug-Free Workplace

Testing

CONFLICT OF INTEREST POLICY 13

Sample Conflict of Interest Disclosure Form

TRAVEL POLICY 14

EEO & AFFIRMATIVE ACTION POLICY 15

Equal Employer Opportunity Statement

Affirmative Action Statement

ADA COMPLIANCE POLICY 16

SEXUAL HARASSMENT POLICY 17

GIFT ACCEPTANCE POLICY 18

Gifts to Employees

WHISTLEBLOWER POLICY 19

GOVERNMENT & POLITICAL ACTIVITY POLICY 20

VOLUNTEER POLICY 21

SAFETY AND EMERGENCY PROCEDURE POLICY 22

General Procedures

Fire Prevention

Fire Emergency

First Aid

Firearms and Weapons

SOCIAL MEDIA POLICY 23

INTERNET, E-MAIL AND MOBILE PHONE POLICY 24

Internet Use

E-Mail Usage

Mobile Telephones

SUCCESSION PLAN -- EXECUTIVE DIRECTOR 25

Search Process

Assumption of Interim Duties

Appointing an Acting Executive Director

Authority and Restrictions of the Acting Executive Director

Compensation

Board Oversight and Support to the Acting Executive Director

Communications Plan

Efforts in Cross-Training of Duties

ORSI BOARD OF DIRECTORS -- JOB DESCRIPTIONS 26

Board President Job Description

Vice President Job Description

Board Secretary Job Description

Board Treasurer Job Description

Committee Chair Job Description

Board Member Job Description

MISCELLANEOUS POLICIES 27

Amendments

Amendment Process

Annual Review

Receipt of Policy Manual

Section 1

PURPOSE OF EMPLOYMENT POLICIES

Policies are defined as the basic rules, which guide administrative action for accomplishing an organization's objectives. Comprehensive and clearly defined policies, consistently and fairly administered, are essential to the success of any organization.

The policies set forth and adopted within this manual supersede all previously written and unwritten personnel policies of ORSI.

This policy manual is a guide to be utilized by management and supervisory personnel to ensure uniformity and nondiscriminatory application of the conditions of employment. In the event there is a conflict between the contents of this manual and any applicable laws, those applicable laws shall prevail.

The manual is designed as a tool to enable staff to know and understand what to expect out of the environment and the organization and to keep them informed. Questions regarding the interpretation and application of these policies should be directed to your supervisor who will seek clarification. Every effort must be made to ensure that such decisions are made objectively, with the general intent of the policy in mind.

This personnel manual is not an employment contract. It is presented as a matter of information only. Any statements in conflict with these policies made by anyone else are unauthorized, expressly disallowed, and should not be relied upon by anyone. ORSI reserves the right to modify, revoke, suspend, terminate, or change these policies and procedures with or without prior notice. However, the ORSI Board of Directors and its management do want to develop and maintain a good relationship with employees. Your input about matters addressed in this handbook is welcome and will always be considered.

These policies apply to employees of ORSI and pertain to all departments operated by ORSI.

Disagreements or requests for waiver or exception to the provisions of this manual are to follow the procedures outlined in the Grievance Procedure.

Section 2

INTRODUCTION

Ottawa Residential Services, Inc. (herein after known as ORSI) is a non-profit corporation that acquires and manages housing for persons who are in need of quality, affordable and accessible housing

MISSION OF ORSI

The purpose of ORSI is to provide housing or housing solutions for people with disabilities in Ottawa County.

AFFIRMATIVE FAIR HOUSING MARKETING PLAN

POLICY:

ORSI does not discriminate against any person because of race, color, religion, sex, handicap, familial status, or national origin.

1.  ORSI is incorporated for the purpose of providing safe, secure and affordable housing to persons with disabilities, and low income or who are otherwise disadvantaged.

2.  To meet that purpose, the agency has developed long term relationships with agencies serving persons who are homeless, victims of abuse, living with handicapped conditions; and persons of low income.

3.  Networks have been established with governmental bodies; agencies, grass roots organizations, and countrywide collaboratives, to ensure the agency is identified with providing housing to persons of low income.

4.  Marketing strategies consist of newspaper advertising, brochures placed in prominent locations throughout the community; public speaking; and appeals to identified community leaders and groups in the minority community.

5.  A coordinated effort has been initiated with both the Sandusky County Housing Authority and the Lucas County Metropolitan Housing Authority to assist in identifying individuals with incomes sufficient to meet the eligibility criteria for portable voucher rental assistance.

6.  Additional strategies will be developed with the emergence of stronger grass roots community organizing groups in Ottawa County.

7.  Ottawa Residential Services staff and Board members are trained in Fair Housing law and practices, minimally, on an annual basis. This training is provided by:

Todd Bickley, Fair Housing Officer

Ottawa County Courthouse

315 Madison Street

Port Clinton, OH 43452

Phone: 419-734-6781

Section 3

HIRING/EMPLOYMENT PRACTICES AND POLICIES

EMPLOYMENT AUTHORITY

The Board of Directors of ORSI is responsible for establishing the agency’s employment policies and practices. These policies, as approved by the Board, establish the standards of conduct and apply to all staff of the agency. The policies and procedures may be changed at any time by the agency with or without notice. The Executive Director is responsible for the implementation of the Employment Policies and for the establishment of practices consistent with their intent.

The information addressed here is not all-inclusive of ORSI’s policies, plans, and procedures but is designed as a general overview of ORSI, your benefits, and some of the procedures pertinent to your employment.

HIRING POLICY

ORSI fills job openings with qualified applicants who best match the job requirements. The following paragraphs summarize the major elements of our hiring practices.

·  Job openings are filled with current employees whenever possible. Preference is given to internal candidates over external candidates when both are equally qualified. Internal candidates are not guaranteed the positions for which they apply.

·  It is the policy of the agency to fill vacancies with the qualified applicant who best matches the job requirements. When positions of higher responsibility are to be filled, the qualifications of persons already on staff will be given first consideration.

·  All employment openings will be advertised and posted, both internally and externally except when current employees clearly do not posses the desired skills. Job openings and instructions for applying are posted on the official office bulletin board. ORSI may begin an external search for applicants simultaneously with the job posting. All external applicants must complete an application for employment before being given any consideration for a job opening.

·  Applicants for certain positions may be required to fill out a standard screening instrument as a condition of being considered for employment. All such tools will not discriminate against any race, color, creed, age, sex, religion, sexual preference, nationality, ancestry, citizenship, or veteran status.

·  Applicants will be screened to determine who should become candidates for a job. Job candidates may go through a series of interviews. Screening of applicants will be on the basis of merit by qualifications as outlined in the job description.

·  References may be checked on candidates to whom job offers will be made, before the offers are made. Employment candidates will be subject to a criminal background check through the Bureau of Criminal Investigations.

·  A written description of the duties, responsibilities, and necessary qualifications of the position applied for is made available to the prospective staff member.

·  The Executive Director interviews candidates whose applications are accepted. The Executive Director upon Employment Committee review carries out hiring.

·  All persons selected for a position with ORSI will receive a written letter of offer, including position title, employment status (i.e. permanent/temporary, full-time/part-time, etc.) salary, hourly rate of pay, work hours, job description and starting date. The employee will sign in agreement of understanding of the terms of the offer.

·  All employment openings will be advertised and posted, both internally and externally. Advertising for each available position except contract workers shall include, but not be limited to, daily papers in the agency service area.

·  Screening of applicants will be on the basis of merit by qualifications as outlined in the job description.

JOB DESCRIPTIONS

ORSI will maintain current job descriptions for all positions in accordance with this policy. All employees will receive copies of their job description at the time of hiring and as they are updated, revised, or changed.

EMPLOYMENT RECORDS

The official Employment records to be maintained for each employee may include but are not limited to:

1.  Application for employment;

2.  Signed confidentiality statement;

3.  Record of attendance, leaves and similar information;

4.  Job descriptions or letters of offer for positions held;

5.  Copies of employee’s annual performance appraisal;

6.  Letters of reference and other pertinent information;

7.  Records of training and educational achievements during ORSI employment;

8.  A copy of the employee’s letter of resignation;

9.  Payroll Records;

10.  Disciplinary Records to include a statement of the reason for employee’s termination and the date of termination; a summary of the exit interview will be added to the Employment record upon termination of employment; this statement will also include comments on the employee’s general work record.

All Employment records will be maintained in the Administrative Office. Individuals may see their own file upon request and by appointment. No other individuals, except with the approval of the Executive Director are to have access to the Employment files.

Any employee or former employee who wants information sent to others concerning his/her employment with ORSI must submit a written request to the Executive Director authorizing this information to be released.

PROBATIONARY PERIOD

All new employees will be placed on probationary status for 6 months (180 calendar days). At any time during the probationary period, the employer, without a specified cause or reason, may terminate the employee. Termination of probationary employees is not subject to the Grievance Procedure outlined in these policies. Additionally, employees may elect to resign their positions, with notice, without reason.

Prior to the end of the probationary period, the Executive Director shall review the employee’s performance and complete a written evaluation for the purpose of deciding whether the employee in question will continue to be employed beyond the probationary period. The employee’s supervisor will meet with the employee to discuss the evaluation, offering the employee an opportunity for comment.

The Executive Director may, at her discretion, extend the probationary period for any employee, as determined necessary, and will provide a written explanation of the reasons why and any expectations necessary to maintain successful future employment.

Upon satisfactory completion of the probationary period, an employee’s seniority date shall be established by the date of hire.

PROHIBITIONS

Under No Circumstances shall any employee of ORSI:

1.  Accept part-time or other employment outside the agency that will conflict with his/her job responsibilities.

2.  Participate in situations presenting potential conflict of interest issues. If serving on a board on another human service organization the employee must adhere to accepted ethical codes for board members. Prior to accepting a board position, permission must be granted by the Executive Director.

3.  Participate in any political campaign on behalf of any candidate for public office in a manner that could be construed as representing the views, attitudes, or opinions of ORSI or otherwise violate ORSI’s Government & Political Activity Policy.

4.  Speak to the press as an official representative of the agency without prior approval of the Executive Director. All inquires from the press should be referred to the Executive Director unless permission has been granted to do otherwise.

5.  Accept employment or remuneration by a Tenant or a Tenant’s family.

Any deviation from this policy will be considered a serious infraction and could result in discipline up to and including termination of employment.

HOUSEKEEPING

All employees are expected to keep their desks, work area, and equipment neat and clean at all times.

DRESS

As representatives of ORSI, employees are expected to exhibit a neat, well-groomed appearance. Shirts, pants/shorts, socks and shoes are to be worn at all times. All work clothes are to be clean and in good condition and presenting a positive, professional image. All employees of ORSI are strongly encouraged to dress for safety and in good taste at all times. For this reason, the following guidelines shall apply:

·  Dresses, skirts and shorts shall not be shorter than 4 inches above the knee

·  Halter tops or midriffs are not permitted

·  No spandex tops or shorts

·  No tight or restrictive clothing

·  Cut-off shorts will not be permitted

·  No tank tops (any shirt with less than 3 inch wide shoulder straps)

·  No Graphic tees with inappropriate phrases or advertisements for tobacco products and/or alcoholic beverages

·  Clothing that may be considered revealing or provocative is inappropriate and will not be permitted (including midriff baring tops or low-rise pants)