BIG BROTHERS BIG SISTERS OF AMERICA NATIONAL OFFICE
EMPLOYEE HANDBOOK
Effective Date: 01/01/97
Last Revision: 00/00/00
BIG BROTHERS BIG SISTERS
OF
AMERICA
EMPLOYEE HANDBOOK
JANUARY 1997
Welcome to Big Brothers Big Sisters Of America
Dear Employee:
If you are a new employee, welcome to Big Brothers Big Sisters of America. We hope that your employment with us will be a rewarding experience. If you have been working for us prior to receipt of this handbook, I would like to express my sincere appreciation for your efforts on our behalf. All our employees have important roles in Big Brother
Big Sister’s ongoing support of the federation of BB/BS agencies serving children and their families.
We are pleased to provide you with your personal copy of our Employee Handbook. It is intended to give you a general understanding of common practices at BBBSA. The handbook, however, cannot anticipate every situation or answer every question about employment. In addition, the handbook is not an employment contract, either for initial or continued employment, nor does it create any expressed or implied contractual obligations. While it is our intention to provide you with advance notice of any changes, BBBSA may alter these policies and procedures, in order to preserve our ability to meet service needs under changing conditions.
Please read this handbook carefully. You are responsible to become familiar with its contents and to acknowledge in writing that you have received a copy.
You are encouraged to take advantage of your employment as a time to develop professionally and contribute to the mission of the organization by making a positive difference in the lives of children and youth. Your efforts are appreciated.
If you have any questions regarding these policies, speak to your immediate supervisor.
Sincerely,
Judy Vrendenburgh, President and CEO
Big Brothers Big Sisters of America
3-00
1
BIG BROTHERS BIG SISTERS OF AMERICA NATIONAL OFFICE
EMPLOYEE HANDBOOK
Effective Date: 01/01/97
Last Revision: 00/00/00
1. AN OVERVIEW OF BBBSA...... 1 - 1
OUR BEGINNINGS...... 1 - 1
OUR AFFILIATED AGENCIES...... 1 - 1
MISSION STATEMENT...... 1 - 1
OPERATIONS & PROGRAMS...... 1 - 1
STAFF & VOLUNTEER RELATIONS...... 1 - 1
WHAT YOU CAN EXPECT FROM BBBSA...... 1 - 2
WHAT BBBSA EXPECTS FROM YOU...... 1 - 3
2. NOTICE...... 2 - 1
3. EMPLOYMENT...... 3 - 1
PERSONNEL ADMINISTRATION...... 3 - 1
Access To Personnel Files...... 3 - 1
Information in Your Personnel Records...... 3 - 1
EMPLOYMENT CLASSIFICATIONS...... 3 - 2
Exempt Classification...... 3 - 2
Non-exempt Classification...... 3 - 2
Regular Full-time...... 3 - 2
Regular Part-time:...... 3 - 2
Temporary Full-time:...... 3 - 2
Temporary Part-time:...... 3 - 3
EMPLOYMENT POLICIES...... 3 - 3
“At Will” Employment...... 3 - 3
Service Date...... 3 - 3
Relations With The Public/Media...... 3 - 3
Confidential Information...... 3 - 3
Driver’s License & Driving Record...... 3 - 4
Equal Employment Opportunity...... 3 - 4
Harassment...... 3 - 5
What Is Harassment?...... 3 - 5
Responsibility...... 3 - 5
Reporting...... 3 - 5
Hiring...... 3 - 5
Application Form...... 3 - 6
References...... 3 - 6
Introductory Period...... 3 - 6
Job Descriptions...... 3 - 7
Job Posting...... 3 - 7
Promotion Policy...... 3 - 7
Training & Development...... 3 - 7
Proof of U.S. Citizenship and/or Right to Work...... 3 - 7
Employment of Relatives...... 3 - 8
Former Employees...... 3 - 8
Conflict of Interest...... 3 - 8
Security...... 3 - 9
Suggestions...... 3 - 9
Standards of Conduct...... 3 - 9
Substance Abuse...... 3 - 9
Personal Appearance...... 3 - 10
Smoking...... 3 - 10
Safety First...... 3 - 10
Work Area Appearance & Recycling...... 3 - 10
Telephone Calls, Personal Mail & Photocopying...... 3 - 11
Solicitations/Distribution...... 3 - 11
Job Performance...... 3 - 11
Marginal or Unsatisfactory Performance...... 3 - 11
Corrective Discussion...... 3 - 12
Performance Appraisal with Monitored Performance...... 3 - 12
Performance Appraisal with Transfer to an Equal or Lower Rated Job or Termination...... 3 - 13
DISCIPLINARY ACTIONS...... 3 - 13
Unacceptable Activities (May Result in Immediate Dismissal)...... 3 - 13
Other Unacceptable Activities...... 3 - 14
Discipline Process (Other than Immediate Termination)...... 3 - 15
Step One: Oral Reminder...... 3 - 15
Step Two: Written Reminder...... 3 - 16
Step Three: Termination...... 3 - 16
Discipline Deactivation...... 3 - 16
Conflict Resolution...... 3 - 17
Termination...... 3 - 17
Exit Interviews...... 3 - 17
Notice & Conditions of Resignation...... 3 - 17
Illness & Injury On The Job...... 3 - 18
Personal Property...... 3 - 18
Use of Company Vehicle...... 3 - 18
WORK SCHEDULE...... 3 - 19
Business Hours...... 3 - 19
Inclement Weather...... 3 - 19
Attendance and Punctuality...... 3 - 20
Attendance Records...... 3 - 20
Exempt Staff...... 3 - 20
Non-exempt Staff...... 3 - 20
Reporting Absences...... 3 - 21
Excessive Absenteeism or Lateness...... 3 - 21
4. COMPENSATION...... 4 - 1
Pay Period...... 4 - 1
Deductions From Paycheck (Mandatory)...... 4 - 1
Other Deductions...... 4 - 1
Overtime Pay...... 4 - 1
Grades & Ranges...... 4 - 2
Salary Increases...... 4 - 2
Payroll Advances...... 4 - 2
Honoraria...... 4 - 3
5. BENEFITS...... 5 - 1
ELIGIBILITY FOR BENEFITS...... 5 - 1
PAID HOLIDAYS...... 5 - 1
VACATIONS...... 5 - 2
Eligibility & Accrual...... 5 - 2
Scheduling...... 5 - 3
PERSONAL LEAVE...... 5 - 4
SICK LEAVE...... 5 - 4
Purpose...... 5 - 4
Accumulating Sick Leave...... 5 - 4
Extended Illness...... 5 - 5
Medical Appointments...... 5 - 5
OTHER PAID LEAVES...... 5 - 5
Funeral (Bereavement) Leave...... 5 - 5
Court Appearances...... 5 - 5
Jury Duty...... 5 - 5
UNPAID LEAVES OF ABSENCE...... 5 - 6
Family Medical Leave...... 5 - 6
Medical or Parental Leave...... 5 - 6
Military Leave of Absence...... 5 - 6
Personal Leave of Absence...... 5 - 7
Insurance Premium Payment During Leave of Absence...... 5 - 7
Other Employment or Going Into Business While on Leave of Absence...... 5 - 7
INSURANCE...... 5 - 7
Coverage...... 5 - 7
Medical Insurance (Blue Cross/Blue Shield)...... 5 - 8
Health Maintenance Organizations (HMO)...... 5 - 8
Long Term Disability...... 5 - 8
Continuing Health Care...... 5 - 8
Group Life Insurance...... 5 - 8
Workmen’s Compensation Insurance...... 5 - 9
Unemployment Compensation...... 5 - 9
Death of an Employee...... 5 - 9
Former Employees...... 5 - 9
Reinstatement of Benefits (Bridging)...... 5 - 9
RETIREMENT...... 5 - 10
Pension...... 5 - 10
Tax Deferred Annuity...... 5 - 10
1
BIG BROTHERS BIG SISTERS OF AMERICA NATIONAL OFFICE
EMPLOYEE HANDBOOK
Effective Date: 01/01/97
Last Revision: 00/00/00
- AN OVERVIEW OF BBBSA — OUR BEGINNINGS
The Big Brothers Big Sisters program is an outgrowth of several small activities that began at the turn of the 20th century. In New York City, beginning in 1904, a group of women known as the Ladies of Charity began befriending girls who came before the New York Children’s Court. Later that year, a judge of this same court asked a group of influential men in the New York Educational Alliance to befriend boys who had been before the court. By the end of the year, the judge had successfully recruited volunteers for 20 of the boys.
In New York City, the Ladies of Charity became Catholic Big Sisters of New York. By 1909, approximately 1,000 “little brothers” were participating in the New York City Big Brothers program.
OUR AFFILIATED AGENCIES
The Big Brothers Big Sisters program has grown from these turnofthecentury expressions of concern into a federation of over 500 agencies with at least one agency in each of the fifty states. Our current organization is the result of the 1977 merger of Big Brothers of America and Big Sisters International, Inc.
The professionals who staff our affiliated agencies recruit and screen volunteers who are matched with children in need, most of whom are from singleparent families. Almost 100,000 children are served annually by these affiliated programs.
MISSION STATEMENT
The mission of Big Brothers Big Sisters of America is to make a positive difference in the lives of children and youth, primarily through a professionally supported onetoone relationship with a caring adult, and to assist them in achieving their highest potential as they grow to become confident, competent, and caring individuals by providing committed volunteers, national leadership and standards of excellence.
OPERATIONS & PROGRAMS
We accomplish our mission through a carefully developed network of programmatic and administrative supports. Our Field Managers serve as our primary link with our local agencies. They work closely with our Program Services Divisions to provide training and information, along with program development for our agencies. They also monitor compliance with standards and evaluate agency effectiveness.
STAFF & VOLUNTEER RELATIONS
The cornerstone of our program is the volunteer “Big” who provides the unique “onetoone” relationship with a child. Each agency’s Board of Directors is comprised of volunteers who provide the vision and financial support that are essential to the strength and expansion of our programs. The Board’s leadership enables agency professionals to concentrate their energies on providing a consistent high quality of service to the children and families they serve.
The National Board of Directors of Big Brothers Big Sisters of America is also composed of volunteers. They provide overall leadership to the organization by developing policies and making decisions that govern operations and the services we provide to affiliated agencies. Their tireless efforts and generous support have enabled our organization to become the leader among youth serving organizations in providing onetoone services.
It is through volunteer efforts that the programs of our organization are implemented. We rely on the partnership of volunteers and staff for our success, and we believe this relationship should be one of mutual respect and understanding.
WHAT YOU CAN EXPECT FROM BBBSA
BBBSA’s established employee relations policy is to:
- Operate an economically successful organization so that a consistent level of rewarding work is available.
- Select people on the basis of skill, training, ability, attitude, and character without discrimination with regard to age, sex, color, race, creed, national origin, religion, marital status, political belief, gender preference, or disability that does not inhibit performance of essential job functions.
- Pay all employees according to effort and contribution to the success of our organization.
- Review wages, employee benefits and working conditions regularly with the objective of updating benefits in these areas, consistent with sound business practices.
- Provide paid vacations and holidays to all eligible employees.
- Provide eligible employees with medical, disability, retirement and other benefits.
- Develop competent people who understand and meet our objectives, and who accept with an open mind the ideas, suggestions and constructive criticisms of fellow employees.
- Ensure the employee an opportunity to discuss any problem with the next level of BBBSA management, if the problem is not resolved after discussion with his or her immediate supervisor.
- Make a prompt and fair response to any complaints that may arise in the everyday conduct of our organization, to the extent that is practical.
- Respect individual rights, and treat all employees with courtesy and consideration.
- Maintain mutual respect in our working relationship.
- Provide a building and offices that are attractive, comfortable, orderly and safe.
- Attempt to promote employees on the basis of their ability and merit.
- Promote or fill vacancies from within BBBSA whenever possible.
- Keep all employees informed of the progress of BBBSA, as well as our overall goals and objectives.
WHAT BBBSA EXPECTS FROM YOU
Your first responsibility is to know your own duties and to discharge them promptly and correctly. Secondly, we expect you to cooperate with management and your fellow employees and display a good team attitude. The success of your department will depend on the manner in which you accept direction and interact with fellow employees and those whom BBBSA serves. Similarly, the performance of one department can have an impact on the success of BBBSA. Whatever your position, you have an important assignment: perform every task to the best of your ability. The result will be better performance for the organization, overall, and personal satisfaction for you.
Remember, you help create the healthful, pleasant and safe working conditions that BBBSA intends for you. Your dignity and that of fellow employees, as well as that of our constituency, is important.
We need your help in making each working day enjoyable and rewarding.
1
BIG BROTHERS BIG SISTERS OF AMERICA NATIONAL OFFICE
EMPLOYEE HANDBOOK
Effective Date: 01/01/97
Last Revision: 00/00/00
2. NOTICE
The policies in this Handbook, which have been approved by the BBBSA National Board of Directors, are guidelines. BBBSA at its option, may change, delete, suspend or discontinue any part or parts of the policies in this Handbook at any time without prior notice. Any major policy changes will be approved by the Board before implementation. This action shall apply to existing as well as future employees.
Employees may not accrue eligibility for monetary benefits that they have not earned through actual time spent at work. Except for pension rights, employees shall not accrue eligibility for any benefits, rights, or privileges beyond the last day worked.
The President & Chief Executive Officer of BBBSA may alter or modify any of the practices in this Handbook. No statement or promise by a supervisor, or department head may be interpreted as a change in policy nor constitute an agreement with an employee.
Although most information about our organization and the answers to many of your questions are available in this Handbook, your supervisor and OP&CEO staff are available to consult with you if you have any additional questions. We cannot possibly set forth all the terms and conditions of employment in this Handbook. It was prepared primarily to inform you of our personnel policies and practices for the purpose of fostering a better working relationship; its terms should not be regarded as contractual rights.
1
BIG BROTHERS BIG SISTERS OF AMERICA NATIONAL OFFICE
EMPLOYEE HANDBOOK
Effective Date: 01/01/97
Last Revision: 00/00/00
3. EMPLOYMENT
PERSONNEL ADMINISTRATION
Access To Personnel Files
When you become a BBBSA employee, the Manager of Personnel Information establishes a personnel file which will contain information required by law as well as information necessary for effective Human Resources operations. Personnel files are considered confidential. It is the responsibility of each employee who has access to personal files to ensure that the information in the files remains confidential. Only employees involved with the personnel function have access to these files. The Manager of Personnel Information has automatic access; other management staff have access on a needtoknow basis.
If you wish to review your file, you may do so in the presence of OP&CEO staff at a mutually convenient time and place. You may make additions to your file. However, you may not remove any items.
Information in Your Personnel Records
The Manager of Personnel Information must be notified promptly of any change in status, (i.e., new address, marital status, number of dependents) that may affect your income tax withholding and/or your benefit plan status. The Comptroller must also be informed of these changes.
Your supervisor is responsible for timely inclusion of your BBBSA work history, such as performance evaluations, etc., in your records. You are encouraged to follow up with your supervisor to make sure that all the necessary documents are placed in your file.
Keeping your personnel file current can be important to you with regard to pay, deductions, benefits and other matters. If you have a change in any of the following items, please be sure to notify your supervisor or OP&CEO and the Comptroller as soon as possible:
1)Legal name
2)Home address
3)Home telephone number
4)Person to call in case of emergency
5)Number of dependents
6)Marital status
7)Change of beneficiary
8)Driving record or status of driver’s license, if you operate any BBBSA vehicles
9)Military or draft status
10)Exemptions on your W4 tax form
Coverage or benefits that you and your family may receive under BBBSA’s benefits package could be adversely affected if the information in your personnel file is incorrect.
Since BBBSA refers to your personnel file when we need to make decisions in connection with promotions, transfers, layoffs and recalls, it is to your benefit to make sure your personnel file includes information about completion of educational or training courses, outside civic activities, and areas of interest and skills that may not be part of your current position here.
EMPLOYMENT CLASSIFICATIONS
All employees fit into either exempt or nonexempt categories as defined by the Fair Labor Standards Act.
Exempt Classification
Executive, administrative or professional employees are classified as exempt based on the nature of their duties and responsibilities. While these employees are covered by the Federal Wage and Hour Law, they are exempt from some portions, such as recording actual hours worked and the payment of overtime. BBBSA examples: Vice President, Director, Senior Manager, etc.
Nonexempt Classification
Other employees are covered by the sections of the Federal Wage and Hour Law that requires eligibility for the payment of overtime. This group includes secretarial, clerical and other support staff. BBBSA examples: Clerk Typist, Secretary, Receptionist, etc.
In addition, all employees fit into one of the following categories:
Regular Fulltime
Employees who regularly work 35 or more hours a week, Monday through Friday, who are employed continuously throughout the calendar year; and who are eligible to receive full benefits.
Regular Parttime:
Employees who regularly work less than 35 hours a week, but at least 21 hours. These employees may or may not be regularly scheduled. BBBSA will extend to part time employees the current health insurance benefit as applied to full time employees. No other benefits will be extended to the employee. Whenever possible exceptions will be considered on an individual basis. This policy overrides any other policy in this handbook that addresses part time employee benefits.
Temporary Fulltime:
Employees whose employment is for a stated period of time and/or until completion of a project, who most often work on a regular basis (at least 35 hours a week), usually for less than six months. At the time of hire, employees in this category are advised of the type and limits of employment, including any benefits that apply.
1
BIG BROTHERS BIG SISTERS OF AMERICA NATIONAL OFFICE
EMPLOYEE HANDBOOK