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CONTENTS
Introduction 3 Statement of Philosophy 3 Who we are 4 Vision 4
Mission 4
Core Values 5
Employment 5
Employment Equity 5
Orientation 5
Industry Knowledge 5
Courtesy5
Personal Calls and Visitors 5
Staff Grievances 5 Office Appearance 5 Employee Classifications 6
Employee Duties 6 Personnel File 6
Probation 6
Annual Salary 6
Performance Appraisals 7 Outside Employment 7 Professionalism 7
Harassment Policy 7
Discipline 7 Hours of Work 7 Statutory Holidays 8
Business Trips and Meetings 8
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Time Away From Work 8
Vacation Time and Vacation Pay8
Sick Leave9
Compassionate Leave9
Jury Duty9
Disability Leave9
Benefits 9
Medical, Dental, Life and AD&D 9
Group RRSPs 9
Professional Development 9
Bi-Annual Social Events 10
Insurance 10
Confidential Information and Intellectual Property 10
Confidential Information 10 Intellectual Property 10
IT Information Storage and Security10
Health and Safety 10 Air Quality 10
Smoke Free Environment11
Scents 11
Security and Working Alone 11 Disruptive and Illegal Acts 11 Drug and Alcohol Policy 11Workplace Violence 12 Dispute Resolution 12
Departure 12 General Office Safety 14 Employee Code of Conduct 16 Confidentiality Agreement 18
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INTRODUCTION
This employee handbook is a summary of policies, procedures and practices related to human resource management at ______.
The Executive Director is accountable for leading an effective staff team and is thereby accountable for the development and implementation of the policies outlined in this manual. Managers are responsible for human resource management within their own staff teams and should reference this manual to ensure organizational consistency in the application of these practices.
The Executive Assistant is responsible for maintaining the procedures and systems which support human resource management for the organization and is available to answer any questions or provide clarification on any content of this manual.
The ______benefits package, including the insurance and health plan and the group RRSP, is coordinated through the Executive Director. Questions regarding the benefits package may be directed to the Executive Director. As well, ______utilizes an agent, ______. Contact information will be shared with employees when benefits commence.
STATEMENT OF PHILOSOPHY
The _____wishes to maintain a work environment that fosters personal and professional growth for all employees. Maintaining such an environment is the responsibility of every staff person. Because of their role, managers and supervisors have the additional responsibility to lead in a manner which fosters an environment of respect for each person.
It is the responsibility of all staff to:
Foster cooperation and communication among each other
Treat each other in a fair manner, with dignity and respect
Promote harmony and teamwork in all relationships
Strive for mutual understanding of standards for performance expectations, and communicate routinely to reinforce that understanding
Encourage and consider opinions of other employees or members, and invite their participation in decisions that affect their work and their careers
Encourage growth and development of employees by helping them achieve their personal goals at the ____ and beyond
Seek to avoid workplace conflict, and if it occurs, respond fairly and quickly to provide the means to resolve it
Administer all policies equitably and fairly, recognizing that jobs are different but each is important; that individual performance should be recognized and measured against predetermined standards; and that each employee has the right to fair treatment
Recognize that employees in their personal lives may experience crisis and show compassion and understanding.
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WHO WE ARE
Vision
Mission
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Core Organizational Values Quality service
Respect
Integrity
Openness
Accountability
EMPLOYMENT AT ______Employment Equity
______is an equal opportunity employer and employs personnel without regard to race, ancestry, place of origin, colour, ethnic origin, language, citizenship, creed, religion, gender, sexual orientation, age, marital status, physical and/or mental handicap or financial ability.
Orientation
All new employees to ______shall receive an orientation session which will encompass an overview of general policies, procedures and operations. This will also provide employees, new to either a position or ____, an opportunity to learn the performance expectations management has with regard to the position in question. They will be given a copy of this Employee Handbook and will be expected to learn its contents. Employees shall sign a Code of Conduct and a Confidentiality Agreement at the beginning of employment and is deemed in effect until employment is terminated.
Industry Knowledge
It is to the advantage of employees and the association for employees to have some basic understanding of current events affecting the industry.
Courtesy
The major function of_____ is to provide service to the public; therefore, courtesy is an expectation from all.
Personal Telephone Calls & Visitors
Should be minimal and dealt with promptly.
Staff Grievances
Should be brought to the attention of the Executive Director as soon as possible.
Office Appearance
The appearance of the office reflects the attitude and image the association wishes to project to the membership and the public. Workstations and the kitchen to be tidied at the end of each work day are the responsibility of all staff.
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Safety – Each employee is expected to obey safety rules and exercise caution and common sense in all work activities. (refer to pg. 12 Health and Safety) Employees must immediately report any unsafe conditions to the Executive Director. Employees should become familiar with the applicable provisions of Occupational Health & Safety Act, and are expected to comply with provisions as it applies to the association’s function. (The OH&S Code is easily accessed on the Gov’t of AB website.)
Employee Classifications
Executive Director - is the senior staff person and reports to the Board of Directors through the Chairperson and Management Committee.
Executive Assistant
Casual Staff
Employee Duties
Attached to an Offer of Employment, is a description of the job and the associated responsibilities, along with any additional tasks possibly required. This document will be used to evaluate performance both during the probation period and after. If an employee is unsure of its contents, they should not hesitate to ask for clarification.
From time to time, it may be necessary to amend an employee’s job description. These amendments will be discussed with the employee in advance however; the final decision on implementation will be made by management.
Personnel File
Maintaining accurate and up-to-date personnel records is mandatory. Executive Director is responsible for maintaining file including employee’s original job application, resume, salary history and performance appraisals. Executive Director is responsible for employee records regarding payroll. Employees are to ensure information is current (banking, address, phone number, emergency contact). Personnel files are the property of _____ and employees who wish to review their own file must make their request in writing to the Executive Director. Untruthfulness about personal work history, skills or training may result in immediate termination of employment. _____ will follow Gov’t guidelines under PIPA (Personal Information Protection Act) which is easily accessed on the Gov’t of AB website (see Service Alberta).
Probation
The probationary period for regular full-time and regular part-time employees lasts up to 90 days from date of hire. During this time both the employee and _____ have the right to terminate employment without advance notice in accordance with Employment Standards.*
Annual Salary
Salaries shall be determined by the Executive Director, based on budget considerations and commensurate with the experience of the successful candidate. The organization shall pay employees on a semi-monthly basis, less the usual and necessary statutory and other deductions payable in accordance with the Employer’s standard payroll practices. Wage increases are generally determined by merit;
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however, cost of living adjustments is also considered. Management Committee decides compensation for Executive Director. Currently, payday occurs every 15 & 30 of the month.
Performance Appraisals
The performance review document will be a living document for each employee. A performance review of all staff occurs annually near end of calendar year. Executive Director is responsible for the review of all office staff; Management to conduct review of Executive Director. This offers an opportunity for evaluation and constructive comments by both parties on a one-to-one basis.
Outside Employment
Outside employment is considered exceptional and requires consultation with the Executive Director. Potential considerations include outside jobs being in non-related businesses, employee meeting the performance standards of their job description with _____, and outside jobs being not in a conflict of interest. _____ office space, equipment and materials are not to be used for outside employment.
Professionalism
When representing ______, staff should dress and behave appropriately. Employees should choose to dress in a manner which presents a professional image to the public and is respectful of others. During normal working hours, proper attire suitable to a casual business environment should be expected, excepting attendance at out of office meetings & functions where business attire is expected. Dress requirements can be relaxed on casual Fridays. Excessive use of profanity is neither professional nor respectful to co-workers and will not be tolerated.
Harassment Policy
The ______is an equal opportunity employer and does not condone harassment in the workplace. The Alberta Human Rights Act prohibits discrimination in the area of employment. The AHR Act prohibits discrimination based on the protected grounds of race, colour, ancestry, place of origin, religious beliefs, gender, gender identity, gender expression, age, physical disability, mental disability, marital status, family status, source of income and sexual orientation. You can read more about protected areas and grounds (
Discipline
______holds each employee to work rules and standards of conduct, as outlined in this Employee Handbook. Usual sequence for progressive action includes an oral warning, a written warning, probation, and finally termination of employment. Seriousness of the infraction, circumstances surrounding the matter and the employee’s previous record will be considered. ____ will consult with legal counsel prior to employee termination. In all cases, documentation should be included in the employees personnel file.
Hours of Work
The regular office hours for ______are 8:00 a.m. to 4:00 p.m. Monday through Friday inclusive (excluding holidays), with lunch being from noon to 1:00 p.m.____ staff may opt for a compressed work week during the period of July 1 to Labour Day weekend, (i.e. adjusting their daily hours to maintain their weekly hours at 35)
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Employees may also be expected to work such other hours as may be requested or required, from time to time. Employees hired on a part time basis will have schedules determined on a case by case basis.
Employees are required to notify their supervisor, in advance, of planned days away from the office. Unplanned absences from the office should be reported to the employee’s supervisor as soon as could reasonably be expected. At the discretion of the Executive Director, depending on circumstances, employees may be allowed to work from home for specific periods of time.
Statutory and General Holidays
The Province of Alberta has twelve (12) public holidays and other days for which staff will be paid. They are:
New Year’s Day Heritage Day
Family Day Labour Day
Good Friday Thanksgiving Day
Easter Monday Remembrance Day
Victoria Day Christmas Day
Canada Day Boxing Day
In addition, the ______office is closed between Christmas and New Year’s, regardless of when the stat holiday falls. These non-statutory days will have no impact on employee vacation or lieu time.
Business Trips and Meetings
Travel Reimbursement – as per ______Operating Policy in Director’s Handbook
When necessary for employees to travel on association business, employees will be notified at earliest possible opportunity and reimbursement approved in accordance with the Operating Policy in the Director’s Handbook under “Travel Reimbursement”, and which is approved by the Executive Director.
TIME AWAY FROM WORK Vacation Time and Vacation Pay
Annual vacation time for new staff hires will be two weeks from the date of appointment. Upon the anniversary of five years service, the amount of annual vacation time will increase by one week to three weeks. Upon the anniversary of ten years service, the amount of annual vacation time will increase by one week to four weeks. The maximum annual vacation will not exceed five weeks.
At the discretion of the Management Committee, the vacation for the Executive Director may be four weeks upon hire, five weeks upon the fifth anniversary, and six weeks upon the tenth anniversary. The maximum annual vacation will not exceed eight weeks.
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Vacation carry forward not to exceed one year’s worth of accumulated vacation.
Accumulated Vacation time– to be used prior to receiving time off without pay. Unless a formal request is received for booking specific dates to draw down all accumulated vacation from the previous year, then that vacation time will be paid out in full by the end of the first fiscal quarter.
Sick Leave
Sick leave can be used for personal illness, personal medical appointments, and visits to specialists.
Advance notice of an absence should be offered when possible and leave may be granted on a case-by-case basis. Maternity and parental leave will be in compliance with Employment Standards Code. *
Compassionate Leave
Compassionate care leave must be requested in writing with the appropriate medical certificate, in accordance with Employment Standards* in Alberta.
Additional compassionate leave may be granted at the discretion of the Executive Director for reasons not covered elsewhere in this manual. These requests should be discussed in person with the ED and followed by a written submission.
Jury Duty
In accordance to Provincial Statutes, Employees who have been summoned for jury duty will be granted time off without pay.
Disability Leave
Employees are to notify the Executive Director as soon as possible and a written note from the employee’s doctor is required at that time or shortly after notice has been given specifying the employee is unable to perform regular duties as outlined in his/her job description. A physician’s “return to work” notice may be required.
BENEFITS Medical, Dental, Life and AD&D
______offers its employees group benefits provided______. The Health Plan includes health and wellness accounts and confidential employee and family assistance. Upon satisfactory completion of the probationary period, benefits will begin as appropriate.
Professional Development
______recognizes the value of professional development and personal growth for employees and may choose to reimburse part or all of these expenses, as the budget
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allows. Requests must be made and approved in advance by the Executive Director. If training is necessary due to association changes in programming or services, the association will cover those costs.
Bi-Annual Social Events
Social events are at the employer’s expense and are decided by the ED.
Insurance
While _____ Commercial Insurance may cover loss or damage to premises property, employees should ensure their own personal policies cover the loss of personal property.
CONFIDENTIAL INFORMATION AND INTELLECTUAL PROPERTY Confidential Information
From time to time, employees of ______may come into contact with confidential information, including but not limited to information about _____ members, suppliers, finances and business plans. Employees are required to keep any such matters that may be disclosed to them or learned by them confidential.
Furthermore, any such confidential information, obtained through employment with ______, must not be used by an employee for personal gain or to further an outside enterprise.
Intellectual Property
Any intellectual property, such as trademarks, copyrights and patents, and any work created by an employee in the course of employment at _____ shall be the property of ______and the employee is deemed to have waived all rights in favour of ______. Work, for the purpose of this policy refers to written, creative or media work. All source material used in presentation or written documents must be acknowledged.
IT Information Storage and Security
Any storage devices (CD’s, USB’s) used by employees at _____, purchased by ___and located at ____address, acknowledge that these devices and their contents are the property of ____. See Employer Code of Conduct for further instructions on electronics.
HEALTH AND SAFETY
____ along with its employees, must take reasonable precautions to ensure that the workplace is safe. The organization complies with all requirements for creating a healthy and safe workplace in accordance with the Occupational Health and Safety Act of Alberta.
Employees who have health and safety concerns or identify potential hazards should contact the Executive Director.
AIR QUALITY
Indoor air quality can lead to many health issues. _____ recognizes this and attempts to minimize the risks associated with indoor air quality and the effects on its
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employees. Issues pertaining to air quality should be reported to the Administrative Director.
Smoke Free Environment
______is a smoke free environment.
Scents
______is aware that some persons may have allergies or sensitivities to perfumes, lotions, colognes and / or chemical smells. As a result, we discourage the use of these products.
Security and Working Alone
Employees will have their own security code for the office entrance. This code is not to be shared.
Disruptive or Illegal Acts