Naswwashingtonstate Chapter Personnel Standards

TAB 4

NASWWASHINGTONSTATE CHAPTER PERSONNEL STANDARDS

(REVISED 5/89)

(REVISED 3/94)

(REVISED 2001)

(REVISED 5/06)

(REVISED 9/06)

(REVISED 6/08)

(REVISED 6/13)

For a copy of the Personnel Standards, contact the Chapter office.

Table of Contents

SECTION I - EQUAL EMPLOYMENT OPPORTUNITY

AFFIRMATIVE ACTION GENERAL POLICY...... 5

SECTION II - NONDISCRIMINATION

POLICY 1EQUAL EMPLOYMENT OPPORTUNITY...... 5

Employment Policy to comply with federal and state civil rights and equal

opportunity laws and commitment to affirmative action.

POLICY 2NONDISCRIMINATION...... 6

Policy on hiring of Vietnam-era and special disabled veterans and persons

with disabilities (visible or non-visible)

POLICY 3SELECTION...... 6

Policy on hiring personnel based on valid criteria and competence designed

to ensure appointments of persons best qualified to perform the Chapter’s

functions.

SECTION III-EMPLYMENT CONDITIONS AND PROVISIONS

POLICY 4EMPLOYMENT...... 7

Policy on selected applicant receiving written notification of appointment,

title, salary and starting date, information regarding the Introductory Period

and description of duties.

POLICY 5RELEASE OF EMPLOYEE INFORMATION ...... 7

Policy on releasing employee information to person outside of NASW.

POLICY 6PERSONNEL FILES...... 8

Policy on maintaining personnel files.

POLICY 7JOB DESCRIPTIONS...... 8

Policy on keeping written job descriptions for each staff position.

POLCIY 8NEPOTISM...... 9

Policy on the employment of relatives and spouses.

POLICY 9EMPLOYMENT STATUS...... 9

Policy on introductory period for newly hired, promoted and transferred

employees. Status of full-time and part-time employees.

POLICY 10ANNIVERSARY DATE...... 11

Policy on determining an employee’s anniversary date.

POLICY 11SENIORITY...... 11

Policy on determining seniority in the office and in a benefit plan document.

POLICY 12EMPLOYEE ORIENTATION...... 11

Policy on employees being informed of policies and procedures, their

respective position and internal/external working relationships.

POLICY 13STAFF DEVELOPMENT AND TRAINING...... 12

Policy on the continued professional training and development of staff.

SECTION IV - LEAVES AND HOLIDAYS

POLICY 14ANNUAL (VACTION) LEAVE...... 12

Policy outlining the accruing of vacation (leave) time by full-time and

part-time employees.

POLICY 15HOLIDAYS...... 13

Policy defining the Chapters eleven (11) paid holidays and how other

minority religious and cultural holidays may be observed without

negative impact.

SECTION IV - LEAVES AND HOLIDAYS (Cont)

POLICY 16SICK LEAVE...... 13

Policy stating eligibility for sick leave benefits & amount to be accrued.

POLICY 17FAMILY AND MEDICAL LEAVE...... 14

Policy stating that regular full-time and part-time employees are eligible

for leave in accordance with the Family and Medical Leave act of 1993.

POLICY 18ADMINISTRATIVE LEAVE...... 15

Policy on administrative leave for emergencies such as death or serious

illness in the immediate family.

POLICY 19JURY DUTY...... 15

Policy on paid status for jury duty.

POLICY 20MILITARY LEAVE...... 16

Policy on reservists and members of the National Guard deployed into

active service.

POLICY 21LEAVE WITHOUT PAY...... 16

Policy on requesting leave without pay.

POLICY 22COMPENSATORY TIME...... 16

Policy on employees who are exempt form the FLSA.

SECTION V -COMPENSATION

POLICY 23SALARY ADMINISTRATION...... 17

Policy on administering salary/wages.

POLICY 24EXECUTIVE DIRECTOR HIRING SALARY...... 17

Policy on reviewing and adjusting the Executive Directors Salary.

POLICY 25OVERTIME...... 18

Policy on overtime for exempt and non-exempt employees.

SECTION VI - BENEFITS

POLICY 26PROVISION OF BENEFITS...... 18

Policy on providing healthcare benefits to employees.

SECTION VII - PERFORMANCE AND DISCIPLINE

POLICY 27PERFORMANCE APPRAISALS...... 19

Policy on employees receiving written performance appraisals.

POLICY 28PROGESSIVE DISCIPLINE...... 20

Policy outlining the various forms and levels of severity that a

disciplinary action may take.

SECTION VII -TERMINATION

POLICY 29TERMINATION BY EMPLOYER...... 21

Policy on the termination of an employee by the employer and length

of notice or equivalent payment.

POLICY 30TERMINATION BY EMPLOYEE...... 21

Policy on termination of employment by employee, length of time prior

written notice must be given before termination.

POLICY 31LAYOFFS...... 22

Definition of a layoff and policy pertaining to laying off employees in the

event of reorganization, reduction in force or any other action that the

employee is not responsible for.

POLICY 32SEVERANCE PAY...... 22

Policy on providing severance pay to employees who have completed the

introductory period and have been laid off because of a reduction in staff.

SECTION IX -GRIEVANCE PROCEDURE

POLICY 33GRIEVANCE PROCEDURE...... 23

Policy on filing employee grievances concerning rates of pay, hours,

conditions of employment, disciplinary action, etc.

SECTION X -WORKPLACE POLICIES

POLICY 34ALCOHOL AND DRUG POLICY...... 24

Policy on the possession, use, and distribution of alcohol or illegal drugs.

POLICY 35SEXUAL HARASSMENT POLICY...... 24

Interpretation of sexual harassment and Policy for disciplinary action

involving sexual harassment.

POLICY 36STANDARDS OF CONDUCT...... 25

Listing of NASW’s standards of conduct and policy on observing those

standards.

SECTION XI -EMPLOYMENT, EVALUATION, MEDITATION, & TERMINATION PROCEDURES

POLICY 37EMPLOYMENT AGREEMENT...... 26

Policy for Executive Director Employment Agreement.

POLICY 38INTRODUCTORY PERIOD...... 26

Policy outlining the Introductory Period for the Executive Director position.

POLICY 39PERFORMANCE REVIEW...... 27

Policy for forming a committee to review the Executive Directors performance.

POLICY 40ADDRESSING PERFORMANCE CONCERNS DURING EMPLOYMENT...... 29

Policy for addressing concerns about the Executive Directors job performance.

POLICY 41RECOMMENDATION OF TERMINATION...... 29

Policy addressing a recommendation of termination for the Executive Director.

POLICY 42MEDIATION...... 30

Policy on contacting the NASW Office of Chapter Services to request

mediation.

POLICY 43IMMEDIATE DISMISSAL...... 31

Policy on the termination of the Executive Director due to gross misconduct

or unethical, illegal, or fraudulent conduct.

POLICY 44TERMINATION OF AGREEMENT AND SEVERANCE PAY...... 31

Policy on termination because of unsatisfactorily completing one year (not

immediate dismissal) and receiving severance pay.

SECTION XII - INITIAL RESPONSIBILITIES OF THE BOARD OF DIRECTORS

POLICY 45TRANSITION PLAN...... 32

Policy on covering duties during any time when the Chapter will be

without an Executive Director.

POLICY 46SEARCH PREPARATIONS...... 33

Policy on reviewing the Chapters personnel policies and the Executive

Directors position description prior to initial meeting of the search

committee.

POLICY 47ASSESSMENT OF CHAPTER NEED...... 34

Policy on assessing the qualifications for an Executive Director.

POLICY 48SEARCH PROCESS BUDGET...... 34

Policy on revising the annual budget to allow for search committee

expenses.

POLICY 49SEARCH COMMITTEE CHARGE...... 35

Policy detaining the responsibilities of the search committee.

POLICY 50SERACH COMMITTEE COMPOSITION...... 36

SECTION XIII - RESPONSIBILITIES OF THE OUTGOING EXECUTIVE DIRECTOR

POLICY 51EXECUTIVE DIRECTOR RESIGNATION...... 36

Policy on notifying the Chapter Board of Directors when the Executive

Director is resigning or not renewing a contract.

POLICY 52NOTICE OF TERMINATION...... 37

Policy on the voluntarily termination of employment by the Executive Director.

POLICY 53TRANSITION PLAN...... 37

Policy outlining how to develop a working plan to cover the absence of

an Executive Director.

SECTION XIV -RESPONSIBILITIES OF THE SEARCH COMMITTEE

POLICY 54SEARCH COMMITTEE PREPARTION...... 38

Policy on preparing a written position announcement and advertisements.

POLICY 55RECEIPT OF APPLICATIONS...... 38

Policy on receiving applications for a position in order to preserve

confidentiality of the process.

POLICY 56ACKNOWLEDGMENT OF APPLICATIONS...... 38

Policy on writing a letter of acknowledgment to applicants.

POLICY 57APPLICANT SCREENING...... 39

Policy on the search committee conducting the preliminary screening of

applicants based on the minimum requirements stated in the job description.

POLICY 58APPLICANT RATING...... 39

Policy on developing a rating system to evaluate applicant’s strengths

and weaknesses.

POLICY 59INSUFFICIENT APPLICANT POOL...... 40

Policy on reviewing the effectiveness of recruiting potential candidates.

POLICY 60INTERVIEW PROCESS...... 40

Policy on determining the number of applicants to be interviewed, what

information will be given out and what information will be requested

from the applicants.

POLICY 61NOTIFICATION OF STATUS...... 42

Policy on notifying applicant of their status in the interviewing process.

POLICY 62INTERVIEW QUESTIONS...... 42

Policy on the search committee’s development of interview questions.

POLICY 63SEARCH COMMITTEE REPORT...... 42

Policy on writing a final report of the interviewing process.

SECTION XV -RESPONSIBILITIES OF THE BOARD OF DIRECTORS

POLICY 64REFERENCE CHECKING...... 43

Policy on checking an applicants references.

POLICY 65CANDIDATE INTERVIEWS...... 43

Policy on how the interviews are to be conducted, what questions are

to be asked and by whom, and number of votes required for the

selection of the person who will be offered a position.

POLICY 66EMPLOYMENT OFFER...... 44

Policy on drafting and negotiating an employment contract.

POLICY 67RETENTION OF SEARCH PROCESS MATERIALS...... 45

Policy on archiving all search process materials.

POLICY 68TRANSITION PLAN REVIEW...... 45

Policy on reviewing and revising a transition plan prior to the start

date for the new director.

Part I—Personnel Standards

SECTION I—EQUAL EMPLOYMENT OPPORTUNITY

AFFIRMATIVE ACTION GENERAL POLICY

It is the policy of the National Association of Social Workers (hereinafter “NASW”) to take affirmative action* to ensure that women and racial and ethnic minorities** are represented and involved in all areas, including elected and appointed positions, personnel units, and fiscal/business transactions. To establish, implement, and maintain diversity throughout NASW, specific goals and activities apply to all levels in NASW, including national, state, and local offices as well as their subsidiaries.

Ultimate responsibility rests with the National Board of Directors (hereinafter “National”) to ensure that this policy is enforced. The National Committee on Women’s Issues (NCOWI) and the National Committee on Racial and Ethnic Diversity (NCORED) are responsible for monitoring affirmative action.

The Executive Director is responsible for implementing this affirmative action mandate. Progress reports are to include a full report of activities and results, as well as recommendations for compliance and goal maintenance.

All NASW Washington State Chapter (hereinafter “Chapter”) regions, councils, committees and staff must comply with the Affirmative Action Program.

*As referenced in the Affirmative Action Program of NASW. Amended and approved by the National Board of Directors, June 1992

**racial and ethnic minorities are defined as blacks, Puerto Ricans, Chicanos, other Hispanics, Asian Americans/Pacific Islanders, American Indians, and Native Alaskans. These categories and designations may be modified to conform to changing designations promulgated by the U.S. Equal Employment Opportunity Commission (EEOC).

SECTION II—NONDISCRIMINATION

POLICY 1—EQUAL EMPLOYMENT OPPORTUNITY

It is the policy of the Chapter to implement equal opportunity of employment for all qualified employees and applicants for employment in compliance with federal and state civil rights and equal opportunity laws and NASW’s commitment to equal opportunity and affirmative action.