Kentucky Coalition Against Domestic Violence

Employee Manual

Approved, January, 2005

Amended, 2008 (Annual Leave Policy)

Administrative Edits January 2009 (KEHP)

Amended, 2010

Amended 2014

1

Table of Contents II – III

I. Welcome1

Receipt and Acknowledgment of KCADV Employee Manual2

II. An Overview of KCADV3

Background3

Mission Statement3

Vision Statement3

What Employees Can Expect from KCADV4

What KCADV Expects from Employees4

III. Employment Policies5

At-Will Employment5

Equal Employment Opportunity5

KCADV Affirmative Action Program, Policies, and Procedures6

Policy Statement on Harassment 10

Employee Background Check 11 Criminal Record Check 11

Immigration Law Compliance 11

IV. Office Procedures 11

Work Schedule 11

Meal and Break Periods 12

Severe Weather and Emergency Conditions 12

General Employee Safety 12

V. Personnel Classifications and Record-Keeping 13

Employee Classifications 13

Personnel Records and Administration 14

VI. Employee Orientation15

VII. Compensation16

Wage and Salary Policies16

Employee Advance on Earned Leave17

Compensatory Time17

Time Records17

Wage Garnishments18

Introductory Period18

Performance Reviews18

Promotion and Transfer Policy19

VIII. Benefits

Eligibility for Benefits19

KCADV Flexible Benefit Plan (Cafeteria Plan)19

Additional Benefits21

IX. Leave Time23

Paid Leaves23

Unpaid Leaves25

X. Separation of Employment27

Voluntary Termination27

Involuntary Termination27

Disciplinary Actions28

Employment Separation29

XI. Workplace Policies

Accessibility Policy29

Business Use of Company Credit Card31

Confidential Information31

Driving/Use of Vehicles for KCADV Activities31

Dress Code32

Drug-Free Workplace32

Expense Reimbursement32

Grievance Resolution33

Internet and E-mail33

Non-Smoking Workplace34

Open Communication34

Outside Employment 34

Recycling35

Social Media Policy35

Texting and Emailing While Driving on Company Business36

Violence in the Workplace Policy37

Possession of Firearms and Other Deadly Weapons37

Whistleblower Policy38

XII. Employee Service Standards40

1

I. Welcome

Thank you for joining the Kentucky Coalition Against Domestic Violence’s staff. We hope that you will find your employment at KCADV a rewarding experience. We look forward to the opportunity to work together.

This Employee Manual has been prepared to inform you of KCADV's history, philosophy, employment practices, and policies, as well as the benefits provided to you as a valued employee. Itwill provide answers to many of the questions you may have about KCADV's benefit programs, as well as Association policies and procedures. You are responsible for reading and understanding this Employee Manual. If anything is unclear, please discuss the matter with your supervisor, our human resources manager or the executive director. However, please note:

  • The policies in this Employee Manual are to be considered guidelines.
  • KCADV, at its option, may change, delete, suspend or discontinue any part or parts of the policies in this Employee Manual at any time without prior notice as business, employment legislation, and economic conditions dictate.
  • Any such action shall apply to existing as well as future employees.
  • Employees shall not accrue eligibility for any benefits, rights, or privileges beyond the last day worked.
  • No one other than the Board or Executive Committee of KCADV may alter or modify any of the policies in this Employee Manual. Any alteration or modification of the policies in this Employee Manual must be in writing.
  • No statement or promise by a supervisor, administrator, or Executive Director, past or present, may be interpreted as a change in policy nor will it constitute an agreement with an employee.
  • Should any provision in this Employee Manual be found to be unenforceable and invalid, such finding does not invalidate the entire Employee Manual, but only that particular provision.
  • This Employee Manual replaces (supersedes) any and all other or previous KCADV Employee Manuals, or other KCADV policies whether written or verbal.

Receipt and Acknowledgmentof KCADVEmployee Manual

Please read the following statements, sign below and return to the Human Resources Manager.

Understanding and Acknowledging Receipt of KCADV Employee Manual

I have received and read a copy of the KCADV Employee Manual. I understand that the policies and benefits described in it are subject to change at any time at the sole discretion ofKCADV.

At-Will Employment

I further understand that my employment is at will, and neither KCADV nor I have entered into a contract regarding the duration of my employment. I am free to terminate my employment with KCADV at any time, with or without reason. Likewise, KCADV has the right to terminate my employment, or otherwise discipline, transfer, or demote me at any time, with or without reason, at the discretion of KCADV. No employee of KCADV can enter into an employment contract for a specified period of time, or make any agreement contrary to this policy without the written approval from the Board or Executive Committee of KCADV.

Confidential Information

Respecting the privacy of our clients, member programs, staff, volunteers and the Kentucky Coalition Against Domestic Violence itself is a basic value of KCADV. Personal and financial information is confidential and should not be disclosed or discussed with anyone outside of the Association without permission or authorization from the Executive Director.

Employees may be exposed to information that is confidential and/or privileged and proprietary in nature. It is the policy of KCADV that such information must be kept confidential both during and after employment. Staff members are expected to return materials containing privileged or confidential information at the time of separation from employment.

Unauthorized disclosure of confidential or privileged information is a serious violation of this policy and may subject the person(s) who made the unauthorized disclosure to appropriate discipline including dismissal.

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Employee's Printed Name

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Position

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Employee's Signature

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Date

II. An Overview of KCADV

Background

Community awareness of the pervasiveness and severity of domestic violence in Kentucky heightened in the late 1970's. The YWCA in Louisville opened Kentucky's first spouse abuse shelter in 1977. Domestic violence task forces were developing in a number of other communities in the state when the Kentucky Commission on Women contracted with Louis Harris and Associates to poll Kentucky women on the incidence of violence in their homes.

The Harris study results, released in 1979, furthered the momentum of the battered women's movement by revealing the shocking statistic that over 70,000 Kentucky women had been severely beaten by their partners in the previous year. By 1980 there were six shelter programs serving battered women and their children in Kentucky. In 2005, legislation passed requiring the Cabinet for Health and Human Services to designate one nonprofit corporation in each Area Development District to serve as the primary service provider and regional planning authority for domestic violence shelter, crisis, and advocacy services in the district in which the designated provider is located.

The Kentucky Coalition Against Domestic Violence was founded in 1981 by the staff of the six existing shelter programs as a statewide coalition whose membership now includes all state-funded domestic violence programs for battered women in Kentucky. KCADV incorporated in 1983 as a 501(c)(3) charitable organization. KCADV provides training, information, resource sharing and technical assistance to its member programs. In addition, it coordinates trauma informedservices and collectively advocates for battered women and their children on statewide issues.

Mission Statement

The Kentucky Coalition Against Domestic Violence mobilizes and supports member programs and allies to end intimate partner violence.

Vision Statement

Inspired by the voices of survivors, KCADV creates social change to:

  • Ensure the safety of survivors and their access to and choice of services.
  • Address root causes of intimate partner violence.
  • Hold abusers accountable.
  • Encourage the development of trauma-informed laws, policies, and procedures across all systems.
  • Prevent future acts of intimate partner violence.

What Employees Can Expect From KCADV

KCADV strives to create a harmonious working relationship among all employees. In pursuit of this goal, KCADV has created the following employee relations objectives:

  • Select people on the basis of skill, training, ability, attitude, and character regardless of race, color, national origin, gender, gender identity, sexual orientation, age (over 40), religion, mental or physical disability, marital status, familial status, veteran status, political affiliation, or any other factor protected by law that does not prohibit performance of essential job functions.
  • Compensate all employees according to their effort and contribution to the success of our Association.
  • Review wages, employee benefits and working conditions regularly with the objective of being competitive in these areas consistent with sound business practices.
  • Provide paid vacation, sick leave, personal days and holidays to all eligible employees.
  • Assure employees, after talking with their supervisor and/or Executive Director, an opportunity to discuss any issue or problem with officers of KCADV in accordance with KCADV's grievance procedure.
  • Take prompt and fair action of any complaint that may arise in the everyday conduct of our business, to the extent that is practicable.
  • Respect individual rights, and treat all employees with courtesy and consideration.
  • Maintain mutual respect in our working relationship.
  • Promote employees on the basis of their ability and merit.
  • Make promotions or fill vacancies from within KCADV whenever practical.
  • Keep all employees informed of the progress of KCADV, as well as the Association's overall goals and objectives.
  • Promote an atmosphere in keeping with KCADV's vision, mission, and goals.

What KCADV Expects From Employees

KCADV needs your help in making each working day enjoyable and rewarding. You help create the pleasant and safe working conditions that KCADV intends for you. The result will be better performance for the Association overall, and personal satisfaction for you.

  • It is your responsibility to know your own duties and how to do them.
  • You are expected to cooperate with management and your fellow employees and to maintain a good team attitude.
  • How you interact with fellow employees and those whom KCADV serves, and how you accept direction can affect the success of your program/project. In turn, the performance of one program/project can impact the entire service offered by KCADV. Consequently, whatever your position, you have an important assignment: perform every task to the very best of your ability.
  • You are encouraged to grasp opportunities for personal development offered to you. This manual offers insight on how you can perform positively and to the best of your ability to meet and exceed KCADV expectations.
  • We are dedicated to making KCADV an association where you can approach your supervisor or the Executive Director, to discuss any problem or question. We expect you to voice your opinions and contribute your suggestions to improve the quality of KCADV.

III. Employment Policies

At-Will Employment

Employment with KCADV is at-will. This means that neither the employee nor KCADV has entered into a contract regarding the duration of the employee’s employment. The employee is free to terminate his/her employment with KCADV at any time, with or without reason. Likewise, KCADV has the right to terminate an employee’s employment, or otherwise discipline, transfer, or demote a staff member at any time, with or without reason, at the discretion of KCADV.

No employee of KCADV can enter into an employment contract, written or verbal, for a specified period of time, or make any agreement contrary to this policy without written approval from the Board or Executive Committee of KCADV and no such contract or agreement will be enforceable unless it is in writing and signed by the Executive Director of KCADV.

Equal Employment Opportunity

KCADV is an equal employment opportunity employer in compliance with Title VII of the Civil Rights Act of 1964, as amended. Employment decisions are based on merit and business needs, and not on race, color, national origin, gender, gender identity, sexual orientation, age (over 40), religion, mental or physical disability, marital status, familial status, veteran status, political affiliation, or any other factor protected by law in the recruitment, selection, promotion, evaluation, or retention of employees or volunteers.

It is the policy of KCADV to comply with all the relevant and applicable provisions of the Americans with Disabilities Act (ADA). KCADV will not discriminate against any qualified employee or job applicant with respect to any terms, privileges, or conditions of employment because of a person's physical or mental disability. KCADV will also make reasonable accommodation wherever necessary for all employees or applicants with disabilities, provided that the individual is otherwise qualified to safely perform the essential duties and assignments connected with the job and provided that any accommodations made do not impose an undue hardship on KCADV.

Equal employment opportunity notices, as well as all other applicable federal and state employment related laws and regulations are posted near employee gathering places as required by law. These notices summarize the rights of employees and list the names and addresses of the various government agencies that may be contacted in the event that any person believes he or she has been discriminated against, or had their employment rights violated.

Management is primarily responsible for seeing that KCADV's equal employment opportunity policies are implemented, but all members of the staff share in the responsibility for assuring that by their personal actions the policies are effective and apply uniformly to everyone.

KCADV reserves the right to terminate the employment of any employee who engages in discriminatory practices.

KCADV Affirmative Action Program Policies and Procedures

Purpose: To make provisions for guarantee of equal opportunity regardless of race, color, national origin, gender, gender identity, sexual orientation, age (over 40), religion, mental or physical disability, marital status, familial status, veteran status, political affiliation, or any other factor protected by law in the recruitment, selection, promotion, evaluation, or retention of employees or volunteers.

Policy: For reasons of employment, no KCADV employee, board member or representative shall discriminate or permit discrimination against any person or group of persons on any basis as stated in the purpose by law of the United States or the Commonwealth of Kentucky.

The Board of Directors, with input from the Executive Director, will develop affirmative action procedures that:

  • Are communicated to all employees;
  • Have agency-wide standards for all employee selection procedures:
  • Are regularly reviewed by management;
  • Provide for outreach programs to contact sources of qualified employees.

The Affirmative Action Policy (AAP) will actively encourage the use of in-service programs, made available to staff on an ongoing basis, to heighten employees’ awareness of prejudicial issues and promote an atmosphere free of discrimination.

KCADV will support upward mobility for employees through training, supervision, and ongoing education, thus reducing, as far as possible, the negative impact that lack of such training and/or education has on employment mobility.

Administration of the Program:

  • The Board of Directors is responsible for the direction of the Affirmative Action Program.
  • The Executive Director is responsible for implementing the AAP in his/her areas of delegated authority.
  • All supervisory employees are responsible for assuring compliance with the full spirit of the policy and for evaluating the effectiveness of the AAP in their respective departments or areas of concern.
  • Through their individual efforts, KCADV employees, board members and representatives at all levels must make a sincere effort to eradicate prejudice and discrimination and genuinely support our commitment to true equality of opportunity. All employees must be given full opportunity to demonstrate their abilities. This policy must continue to be an integral part of every aspect of KCADV’s activity through a continuing affirmative action program.

Resolutions of Complaints of Discrimination: Any employee or qualified applicant for employment who believes that he/she has been discriminated against because of their membership, or perceived membership, in the classes outlined in the above “Purpose” may file a complaint.

  • At all stages in the presentation of a complaint, the complainant shall be free from restraint, interference, coercion, discrimination, or reprisal.
  • An individual who desires to file a complaint of discrimination must first discuss his/her complaint with the Executive Director within thirty (30) calendar days of the date of the incident or of the effective date of any personnel action involved. The Executive Director is responsible for discussing the matter with the aggrieved person and for making whatever inquiry is necessary to resolve the complaint on an informal basis. All employees involved in the complaint action shall have a reasonable amount of time to prepare and present their position.
  • If the Executive Director is a party to the complaint, the aggrieved person may take their complaint directly to the Chair of the Personnel and Membership Committee who will attempt to resolve the complaint on an informal basis.
  • If the problem is unresolved after conferring with the Executive Director (or the KCADV President acting in lieu of the Executive Director), the complainant may submit a written complaint to the KCADV Personnel and Membership Committee within fifteen (15) calendar days of his/her final interview with the Executive Director or President.
  • If the Personnel and Membership Committee does not reject the complaint, the Committee will arrange to conduct an investigation including interviews with the employee, his/her supervisor, the Executive Director, and any other involved parties or witnesses, and shall make a decision within twenty (20) days. If the employee is not satisfied with the decision of the Personnel and Membership Committee, he/she may make a written request for a hearing by an Appeals Committee.
  • The Appeals Committee shall be composed of the President of the Board, a member of the Personnel and Membership Committee, and a Board Member selected by the employee. The Appeals Committee will review all information surrounding the grievance and make a recommendation to the Board of Directors who will hear the complaint and have final decision-making authority.
  • The results of this investigation, including affidavits from the alleged discriminating employee and copies of other relevant material, will be made a part of the "investigation file," a copy of which will be provided to the complainant and a copy kept in the KCADV office. If, after the investigation, an informal adjustment can be obtained, the complainant shall be informed of the terms of the adjustment and the terms reduced to writing.

Rejection of Complaint: The Executive Director may reject a complaint that was not filed in a timely manner and shall reject those allegations in a complaint that are not within the purview of this section or that set forth identical matters contained in a previous complaint filed by the same complainant that is pending or has been decided. The Executive Director may cancel a complaint and shall transmit the decision to reject or cancel by letter to the complainant and his representative.