General Policy: Working Hours
Regular working hours for full-time employees of the CIL and its satellite offices will be Monday through Friday from 8:30 A.M. to 5:00 P.M., with one hour off for lunch, unless otherwise established in writing by the President. Part-time personnel will work on an established schedule which is to be given to them in writing at the time of employment.
Any change in the established work schedule must be authorized in advance in writing by the President. Working at home is not an acceptable substitute for being at the workplace during the 8:30 A.M. to 5:00 P.M. workday unless authorized by the President.
Any employee whose attendance is not in compliance with the CIL's work rules may be subject to disciplinary action up to and including termination.
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General Policy: Confidentiality
Confidentiality of consumer information, administrative and financial records must be maintained at all times. The following steps are to be taken to ensure the privacy of these documents.
1. Access to consumer information is limited to authorized personnel. All staff members with access to this information are required to keep the records confidential. This information may be exchanged among staff members and with outside agencies and persons only when necessary to work as advocates with the consumer, and with the permission to share such information given by the consumer. Staff members shall not acknowledge that any person is or is not a consumer of the CIL's services without the written consent of that consumer.
2. Release of information from consumer records requires the written approval of the consumer.
3. Consumer records must be kept secure at all times. The use of desk files with consumer information is not permitted.
4. Financial records and other confidential business of the CIL shall be kept secure at all times and access restricted to authorized personnel. Discussion of confidential information about CIL business is not permitted.
Failure to take the above precautions to maintain confidentiality may result in disciplinary action up to and including termination.
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General Policy: Records Retention
The following types of record and retention periods are general guidelines and should be followed as appropriate for ongoing business concerns.
Records Retention Period
Canceled Checks 7 Years
Bank Deposit Slips 7 Years
Bank Statements 7 Years
Tax Returns Permanent
Expense Returns 7 Years
Consumer Records 7 Years
Financial Statements Permanent
Contracts Permanent
Minutes of Meetings Life of Organization + 7 Years
Accounts Payable Vouchers 7 Years
Employee Records Period of Employment + 7 Years
Depreciation Schedules Life of Organization + 7 Years
Real Estate Records Permanent
Journal and General Ledger Permanent
Inventory Records 7 Years
Health Risk Exposure Records Length of Employment +30 Years
Job Applications/Resumes 6 Months
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General Policy: Reasonable Accommodation
The CIL will provide reasonable accommodation to known physical or mental limitations for a qualified applicant/employee with a disability unless such accommodation will impose an undue hardship on the CIL. Reasonable accommodation includes modifications or adjustments to a job, employment practice, or the work environment that makes it possible for an individual with a disability to enjoy anequal employment oppommity.
An individual with a disability is qualified for employment when he/she satisfies the requisite skill, experience, education, and other job-related requirements of the employment position such individual holds or desires, and who, with or without reasonable accommodation, can perform the essential functions of such position.
An individual with a disability should direct requests for accommodation to the Director of Human Resources. The Director, with the approval of the President, shall review specific job functions to confirm essential functions and job functions: identify potential accommodations in concert with the applicant/employee; select the accommodation which best serves the needs of the applicant/employee and the CIL, in concert with the applicant/employee.
Decisions regarding whether an accommodation is reasonable or would create undue hardship shall be make on a case by case basis by the President, with the input of the Director of Human Resources and legal
counsel.
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General Policy: Inclement Weather
When weather appears inclement, employees may get weather updates from radio and television stations. Staff are asked to proceed with due diligence in traveling to work in the event of inclement weather. If weather conditions are severe enough to close the CIL and its satellite offices, the President shall inform the Director of Human Resources, who will notify Support Staff and Supervisors, each of whom will notify his / her program staff members.
The President may close the CIL’s satellite offices while the CIL itself remains open if weather conditions make it necessary. There may be some circumstances when satellite office staff will be asked to come to the CIL to work instead of the satellite offices.
When the President closes the CIL and / or its satellite offices, staff members who are not on vacation or using sick leave on the day of the closing will receive their regular compensation for the work day.
If staff members are unable to get to work due to inclement weather when the Center is open, they must notify their Supervisor immediately (or, if that person is absent, other Administrative staff) and may use sick, vacation or personal days or, with the permission of the President, take unpaid leave.
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General Policy: Approval of Expenses
All budgeted expenses must be approved by the appropriate Supervisor. All budgeted expenses of one hundred dollars or over must be also reviewed by the President prior to any purchase of goods or services. Failure to obtain the correct approval and or review may result in personal liability for the expense.
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Memo
To: CIL Staff
From:
Date:
Re: Procedure for Taking Sick & Vacation Time
Although the Sick Leave and Vacation policies do not specify precisely how time off may be taken, as of this date the procedure to follow is:
Sick leave may be taken by the day, half-day, or hour
Vacation may be taken by the day or half-day
Please check with me if you have questions or concerns.
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MEMO
To:
From:
Re:Sick Time Leave Requests
ATTENTION ALL EXEMPT EMPLOYEES
(Salaried employees who are not eligible for overtime pay)
According to Federal Wage & Hour legislation, employees who are exempt from overtime must not be treated as hourly employees in taking sick time. Exempt employees can only take sick time if they are out a full day or 7.5 hours.
Examples:
1.If you, as an exempt employee, go to the doctor's office during the day, or leave work because you are ill, the time you take off after you arrive at work is paid as if you were at work and no sick time is charged.
2.The same is true if you take the morning off sick and come in to work in the afternoon. If your time off is less than 7.5 hours and you were at work some time during the day, you are paid as if you were at work with no sick time deducted.
Please do not fill out a request for sick leave unless you are out sick for an entire day. We will be correcting our sick leave records, removing any sick leave used for anyone who is exempt status if it is under 7.5 hours.
Personnel Policy: Sick Leave
Full-time employees will accrue sick leave at the rate of one day per month of employment, accrual beginning on the first day of the month following the employee's date of hire.
Part-time employees working at least 18.75 hours per week will accrue sick leave according to the fraction of the full-time rote of 37.5 hours per week they work, accrual beginning on the first day of the month following the employee's date of hire.
Part-time employees working less than 18.75 hours per week and temporary employees do not accrue sick time.
In the case of sudden illness, employees must notify their Supervisors that they must leave work or that they are unable to come into work. Except for extended illnesses, each day employees are out on sick leave, they should inform their Supervisor. In the case of scheduled surgeries and other medical procedures, employees must give their Supervisors notice as far in advance of the date as possible. Absences for medical, dental, and related examinations or treatment will be charged to sick leave. Approval for these appointments must be secured in advance from the employee's Supervisor so that CIL business will proceed without hindrance.
Failure to provide proper notification will constitute an unexcused absence and may result in disciplinary action up to and including termination.
Up to five days of an employee's yearly accrued sick leave may be used for family member's illness. If husband and wife are both employed by the CIL the five days are split between them.
Sick leave may not be taken in advance of being accrued. Illness extending beyond sick leave will be charged against accrued vacation time. At the discretion of the President, absences due to serious illness extending beyond accrued sick and vacation time may be extended on a "leave without pay” basis.
Employees whose illness extends beyond three work days may be asked to provide a doctor's statement upon return to work.
Sick leave may be accrued up to a maximum of 90 days. No pay will be granted at termination of employment for any unused, earned sick leave.
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Personnel Policy: Holidays
The CIL recognizes the following 9 full and 2 half-day officially observed paid holidays:
New Year's Day
Martin Luther King Day
Presidents Day
Memorial Day
Independence Day
Labor Day
Thanksgiving Day
Friday after Thanksgiving Day
Last 4 hours of Christmas Eve Day
Christmas Day
Last 4 hours of New Years Eve Day
In addition, one personal day is accrued each year after the first year of service of employees working 30 or more hours a week. The personal day may be used at the employee's discretion with the approval of the appropriate Supervisor during the year it is accrued, and may not be accumulated or taken over to the next year.
If a holiday occurs on a Saturday, the preceding Friday will be observed. If the holiday occurs on a Sunday, the following Monday will be observed.
Part-time employees who are scheduled to work on the day of the week on which a holiday is observed, will be paid for the hours they normally work on that day.
Temporary employees do not receive paid holidays.
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Personnel Policy: Vacation (Paid)
Full time employees accrue paid vacation time which is allocated each month as follows:
6.25 hours per month in the 1st, 2nd and 3rd years of employment
938 hours per month in the 4th through l0th years of employment
12.5 hours per month in the 11th and subsequent years of employment
Pan-time employees working at least 18.75 hours per week will accrue vacation time according to the fraction of the full-time weekly rate of 37.5 hours they work. Part-time employees working less than 18.75 hours per week do not accrue vacation time.
Temporary employees do not accrue vacation time.
New employees may not take vacation time until they have completed six months of employment.
Vacation time may not be taken in advance of being accrued. Holidays observed by the CIL occurring during an employee's vacation time will not be charged against such leave.
Requests to take vacation must be made in writing at least 15 days in advance of the first day of leave, and must be approved by the appropriate Supervisor. Vacation must be taken no later than one (1) year following the year in which it is accrued, except under extraordinary circumstances, to be determined by the President.
All absences from work not covered by sick leave will be charged against accrued vacation time.
Vacation time may not be used as part of the notice period once an employee has submitted his/her resignation of employment in writing. Employees will be paid for accrued vacation time, which they were eligible to use, as part of their final payroll check.
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Personnel Policy: Conduct and Discipline
All staff members are expected to conduct themselves at all times in a manner befitting CIL ideals of dignity and respect for consumers. Employees should refrain from any action and avoid any kind of public pronouncement, which reflects adversely upon the CIL or is contrary to its Mission, goals, policies, or rules and regulations. Employees shall exercise the utmost discretion in regard to information which has been received on a confidential basis and must be maintained in confidence, all matters of official business and records, and all laws and regulations that pertain thereto. In any working situation, however, violation of rules and expected behaviors may occur. When such violations occur, they must be corrected since they can affect not only the efficiency and quality of the services CIL provides, but the relationship of mutual respect it pursues with consumers.
Disciplinary actions may be instituted whenever violations occur, with the intent being to promote corrective action wherever possible.
Progressive steps for disciplinary action are as follows:
1. Verbal warning, which is documented
2. Written warning
3. Unpaid suspension
4. Termination
Notwithstanding the above, the CIL reserves the right to issue a verbal or written warning, suspend and/or terminate any employee, depending on the severity of the infraction(s). Discipline may begin or end at any of the levels delineated above at the sole discretion of the CIL.
All disciplinary action will be noted in the employee's personnel record.
The CIL is committed to open and honest communication. Supervisors will address disputes, disagreements, or concerns directly with the employee or employees involved. Concerns of the employees relative to a Supervisor or disciplinary action may be addressed to the Director of Human Resources. Should this prove to be unsatisfactory, employees may address concerns to the President.
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Personnel Policy: Sexual Harassment
CIL is committed to maintaining a work environment that is free of discrimination and harassment based on a person's sex, race, color, age, religion, disability, ancestry, or national origin.
As part of that commitment, the CIL strictly prohibits harassment in the workplace of any person because of sex, race, color, age, religion, disability, ancestry, or national origin, whether directed at an employee, vendor, or customer. This policy applies to all employees.
I. Sexual Harassment
No one may threaten or imply that an employee's submission to or rejection of sexual advances will in any way influence any decision about that employee's employment, advancement, duties, compensation, or other terms or conditions of employment. No one may take any personnel action based on an employee's submission to or rejection of sexual advances.
No one may subject an employee, vendor, or customer to any unwelcome conduct of a sexual nature. This includes both unwelcome physical conduct, such as touching, blocking, staring, making sexual gestures, etc., the making or displaying sexual as well as unwelcome verbal conduct, such as sexual propositions, slurs, insults, jokes, or other sexual comments of an offensive nature.
II. Other Harassment
No one may harass an employee, vendor, or customer because of that person's sex, race, color, age, religion, disability, ancestry, or rational origin. Examples of conduct prohibited by this policy include, but are not limited to, the use of racial and ethnic slurs, insults, jokes or other offensive remarks based upon these characteristics.
III. Making Complaints and Reporting Violations
If you believe you are being or have been harassed, you are requested and encouraged to notify the CIL. You are not required to complain first to the person who is harassing you. You may complain directly to the supervisor of the harasser, the director of human Resources, or any other management employee, including the President. Similarly, if you observe harassment of another employee, you are requested and encouraged to report this to one of the persons described above. No reprisal, retaliation, or other adverse action will be taken against any employee for making in good faith a complaint or report of harassment, or for assisting in good faith in the investigation of any such complaint or report. Any suspected retaliation or intimidation should be reported immediately to one of the persons described above.
IV. Investigation/Confidentiality of Complaints and Reports
The CIL will promptly and thoroughly investigate any complain or report of a violation of this policy and to the extent possible, maintain the confidentiality of those involved in the process. A thorough investigation can take several weeks in some cases. You may ask the person you reported to about the status of the investigation.
V. Penalties for Violations
The CIL will take prompt disciplinary and/or remedial action if its investigation shows a violation of this policy. Depending on the circumstances, the disciplinary action may range from a warning to a discharge.
A complaint or report that this policy has been. violated is a serious matter. Dishonest complaints or reports are also against our policy, and the CIL will take appropriate disciplinary action if its investigation shows that deliberately dishonest and bad faith accusation have been made.
VI. Additional Information
If you have any questions about this policy, please contact the Director of Human Resources for additional information. If you have other questions or concern about discrimination or harassment, you may ask the Director of Human Resources.
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Personnel Policy: Tuition Reimbursement
CIL staff may apply for tuition assistance in order to obtain further job related education and / or training. Enrollment in a degree / certificate program is required and the employee's recommitment to continued employment at CIL for a designated period is expected as a condition of the agreement. Terms for tuition reimbursement are at the sole discretion of the President.