SUN VALLEY SKI EDUCATION FOUNDATION, INC.
EMPLOYEE and STAFF HANDBOOK and POLICIES
SUN VALLEY SKI EDUCATION FOUNDATION, INC. STAFF POLICIES
1.INTRODUCTION ...... 4
1.1MISSIONSTATEMENT,VISIONANDVALUES………………………………………………………..4
1.2GOALS ...... 4
1.3SVSEFPHILOSOPHY ...... 5
1.4REVISIONSTOPERSONNELPOLICIES ...... 5
1.5AUTHORITYANDRESPONSIBILITY ...... 5
1.6AFFIRMATIVEACTION,EQUALOPPORTUNITYANDNON-DISCRIMINATION ...... 6
1.7EMPLOYEESTATUS ...... 6
1.8USSAMEMBERSHIP ...... 6
2.STANDARDS OF CONDUCT ...... 6
2.1CONFIDENTIALITY ...... 7
2.2ETHICALBEHAVIOR...... 7
2.3HARASSMENTVIOLENCE ...... 8
2.4COMPLAINTS ...... 8
2.5ALCOHOLDRUGS ...... 8
2.6TOBACCO ...... 9
2.7SVSEFVEHICLES ...... 9
1.MANDATORY SIGN-IN AND SIGN-OUT ...... 9
2.TRAFFIC AND PARKING VIOLATIONS ...... 9
3.ACCIDENTS AND DAMAGE ...... 9
4.ADDITIONAL PROCEDURES WHEN DRIVING OR USING SVSEF VANS ...... 10
2.8EMAILTECHNOLOGY ...... 10
2.9PERSONALCALLS ...... 11
2.10MAIL ...... 11
2.11PROFESSIONALISM,PERSONALBEHAVIORATTIRE ...... 11
2.12COACHING ...... 11
1.SCHEDULING...... 11
2.PROFESSIONAL EDUCATION ...... 11
3.FUNDRAISING ...... 11
4.MOUNTAIN OPERATIONS ...... 12
5.A GOOD COACH: ...... 12
6.AT RACES/EVENTS SVSEF COACHES WILL: ...... 12
7.SVSEF COACHES WILL ENCOURAGE ATHLETES TO HAVE: ...... 12
8.COACHES AND PARENTS:...... 13
3.ORGANIZATION ...... 13
3.1ORGANIZATIONALCHART ...... 13
3.2VOLUNTEERS ...... 13
4.RECRUITMENT & EVALUATION ...... 14
4.1HIRINGPROCEDURES ...... 14
4.2WORKSITESHOURS ...... 14
4.3PERFORMANCEEVALUATION ...... 14
4.4PERSONNELFILES ...... 14
5.COMPENSATION AND BENEFITS...... 15
5.1COMPENSATION ...... 15
1.PAYROLL ...... 15
2.NON-SALARIED PAYROLL ...... 15
5.2SCHEDULES,TIMESHEETSANDPAYCHECKS ...... 15
5.3REIMBURSEMENTS...... 15
1.MILEAGE: ...... 16
2.PHONE CALLS: ...... 16
3.MEALS & LODGING: ...... 16
5.4EMPLOYEETUITIONBENEFITPLAN: ...... 17
5.5 SIMPLE-IRARETIREMENTPLAN ...... 18 5.6 HEALTHANDOTHERBENEFITS ...... 19
5.7 WORKERS’ COMPENSATION INSURANCE & SAFETY ………………………………………….19
5.8 DEISGNATED PROVIDER POLICY ……………………………………………………………….....19
6.LEAVES OF ABSENCE ...... 19
6.1PERSONALANDHOLIDAYTIME...... 19
6.2FAMILYANDMEDICALLEAVE ...... 20
6.3BEREAVEMENTLEAVE ...... 20
6.4JURYDUTY ...... 20
6.5PERSONALLEAVE ...... 20
6.6MILITARYLEAVE ...... 20
6.7UNAUTHORIZEDLEAVE ...... 19
6.8FLEXTIME ...... 19
6.9CHILDRENATWORK ...... 21
7.RESOLUTION OF CONFLICTS ...... 21
7.1CONTACTWITHTHEBOARD ...... 21
7.2ISSUES/RESOLUTIONOFCONFLICTS ...... 21
8.TERMINATION ...... 22
8.1TERMINATIONOFEMPLOYMENTRELATIONSHIP ...... 22
8.2RETURNOFSVSEFPROPERTY ...... 23
8.3UNEMPLOYMENTINSURANCE ...... 23
8.4EMPLOYMENTVERIFICATIONANDREFERENCES ...... 23
8.5 CONTINUINGOBLIGATION ...... 238.6 EXITINTERVIEW ...... 23
1.INTRODUCTION
1.1MISSION STATEMENT, VISSION AND VALUES
MISSION STATEMENT: The Sun Valley Ski Education Foundation is dedicated to provide exceptional snow sports programs for the youth of the Wood River Valley. The primary goal of the program is to assist each participant in reaching his/her athletic potential, while developing a positive attitude and strong personal character.
VISION:To create the BEST Junior Snowsports Development Program in the nation.
VALUES: Sportsmanship. Citizenship. Character. Teamwork. Creativity. Passion. Perseverance.
1.2GOALS
1.Provide a fun, rewarding experience for participants. Communicate to the local community the aims and rewards of the program in order to attract new participants.
2.Provide quality coaching and racing experience for all ability levels from the development team to the national team level. Attract and retain coaches of the highest caliber, both personally and professionally. Provide ongoing training and learning opportunities for the coaches.
3.Provide academic support and guidance to help participants maintain the required C letter grade, or equivalent, in every class.
4.Provide qualitytraining and competition venues for participants while promoting safety and challenging experiences.
5.Develop and maintain an administrative organization and facility that can efficiently service the needs of the program and its participants. Communicate effectively with participants and their parents.
6.Develop and perpetuate fundraising capabilities in order to accommodate the financial requirements of the program. Create an endowment sufficient to provide scholarships as needed and to provide an opportunity for extended support to U.S. Team caliber athletes. Acknowledge donations and supportive efforts.
7.Create a positive image for the SVSEF by requiring all participants to exhibit appropriate deportment and sportsmanship, show respect for coaches at all times, and show appreciation for all organizations and individuals who donate financially and who volunteer their time to enable the implementation of the program.
8.Develop and promote a positive relationship with Sun Valley Company, Blaine County Recreation District, as well as local merchants and organizations, and acknowledge their support of the program.
1.3 SVSEFPHILOSOPHY: STRONG MINDS, STRONG BODIES, STRONG FUTURES
1.SVSEF is a winter sports organization for the youth of the Wood River Valley. Our primary focus is to provide a healthy and challenging sports experience for everyone.
2.Coaches should emphasize the fun and aesthetic aspects of the sport as much as the dedication and hard work components. We want our athletes to enjoy themselves and be excited about what they are doing. The love of skiing or snowboarding should be our first priority and race results our second. Hard work and dedication correlate directly with how much fun an athlete will experience and results.
3.SVSEF staff members are expected to be a positive, up-beat influence on the young people they are coaching. Being a ROLE MODEL is a sizeable responsibility. Please do not lose sight of that responsibility!
4.You are part of a work team – a team dedicated to providing parents and athletes with the best possible service. The hard work and efforts of all employees have contributed to the success of our organization. Continued growth and success are dependent on a high level of performance by employees. If your job performance is not satisfactory, you may be given verbal or written warnings. Failure to improve your performance may lead to probation and/or termination of employment.
5.Teamwork is a basic rule for SVSEF. Always assist your colleagues where and when you can. Territoriality with regard to programs or roles is unacceptable. If you have a problem with someone, go directly to that person and resolve the situation. If that does not work, speak with either the Program Director or the Executive Director who will arrange arbitration. We want and expect teamwork.
6.The Sun Valley Ski Education Foundation promotes the ethic of Clean Sport at every level of athletics. We strive, through all of our programs, to teach the value of a lifetime of Clean Sport as a core principle of the SVSEF
1.4REVISIONS TO PERSONNEL POLICIES
The Personnel Policies (referred to simply as Policies) shall be reviewed periodically by the Executive Director and may be revised at any time. The Policies are effective as of July 2013.
1.5AUTHORITY AND RESPONSIBILITY
The Policies are intended to comply with all applicable laws and regulations, whether created by statute or cases. These Policies apply to all staff, including employees and volunteers. The Board of Directors (the Board) gives only the Executive Director authority to act on its behalf regarding the implementation of all policies and procedures, as well as management and supervision of SVSEF personnel. Only the Board will manage the Executive Director.
1.6AFFIRMATIVE ACTION, EQUAL OPPORTUNITY AND NON-DISCRIMINATION
SVSEF’s policy is to render service without regard to race, creed, color, national origin, culture, language, sex, sexual orientation, religion, age, veteran status, mental or physical disability.
SVSEF does not tolerate discrimination in any form. As a result, SVSEF’s policy is to eliminate discrimination in the work place on the basis of any status or condition protected by applicable state or federal laws (except where a bona fide occupational qualification applies) and to provide equal employment opportunity, in areas of recruitment, hiring, compensation, benefits, staff and volunteer development and training, promotion, termination, and all other conditions of employment. Staff will model SVSEF’s philosophy that all people are valuable in and to society. In keeping with this philosophy, staff will respect all people and shall not use derogatory and demeaning language. Staff will also use socially appropriate and respectful terms when referring to individuals or groups of a particular origin, ethnicity, race, religion or gender.
1.7EMPLOYEE STATUS
All of SVSEF’s employees are "at will" employees. At will employment means SVSEF or the employee may terminate the employment relationship at any time, with or without cause and with or without advance oral or written notice. This manual does not specify, create or modify any period of employment or alter the at will employment status in any way. The following descriptions of employment classifications are intended to clarify employment and benefit eligibility. They do not represent a guarantee of employment for any specific time period and do not alter the at will employment relationship.
1.8USSA MEMBERSHIP
All SVSEF Alpine, Freestyle, Snowboard and XC coaches and are required to be members of the USSA, and qualifying for USSA membership is a condition of employment. SVSEF will pay for a coach’s membership.
2.STANDARDSOF CONDUCT
SVSEF’s staff is defined as including, but not limited to employees and volunteers, as well as any other individuals working on SVSEF’s behalf, who at the Executive Director’s discretion should be held to these Policies. These groups are all collectively referred to in the Policies as “staff”. Each staff member has an obligation to observe and follow SVSEF’s Policies and the Code of Conduct (the Code), which is a separate document that applies to SVSEF athletes, parents and staff. SVSEF cannot and will not list each form of conduct that is prohibited or discouraged while working for SVSEF. The purpose of SVSEF’s Policies and Code is to promote conduct that positively impacts SVSEF and discourage conduct that negatively impacts SVSEF. SVSEF maintains sole discretion to determine the impact staff’s conduct has on SVSEF. Even though all staff are employees at will, as set out above, SVSEF maintains the sole discretion to determine whether a staff violation of the Code of Conduct or Policies is misconduct that will result in termination of employment. As a result, the following standards of conduct apply to all staff.
2.1 CONFIDENTIALITY
The Sun Valley Ski Education Foundation is continuously developing fundraising projects, long term planning strategies, and public relation campaigns, and therefore requires information about its interests and activities remain confidential, including but not limited to information about its ideas, development plans, donors/supporters, and membership.
SVSEF staff reviewing such information agree to keep such information only for the benefit of the SVSEF and will not use or allow to be used any such information in a competitive manner against the SVSEF or to benefit another organization or individual(s).
All written or communicated information is the property of the Sun Valley Ski Education Foundation and will be promptly returned upon request.
It is understood that in the course of fulfilling one’s commitments to the SVSEF staff may need to communicate this information to other people and in such case will use all reasonable effort to see that such information will be kept confidential, which will require approval from the executive director and signing a confidentiality agreement.
2.2 ETHICAL BEHAVIOR
1.Staff shall not have intimate or sexual relationships with athletes.
2.Staff is prohibited from using donations to SVSEF for their personal benefit. This activity will jeopardize SVSEF’s ability to continue to obtain donations and its status as an Internal Revenue Code 501(c)(3) charitable organization.
3.Staff is prohibited from engaging in partisan political activity personally during work hours or at any time on SVSEF’s behalf. This activity will jeopardize SVSEF’s status as an Internal Revenue Code 501(c)(3) charitable organization.
4.Staff will not use their association with SVSEF to promote activities related to the staff's outside personal or professional interests, including, but not limited to soliciting business, fundraising or other personal causes.
5.To avoid actual or apparent conflict of interest, any staff engaging in any remunerative activity in any field directly related to the work of SVSEF must have prior approval of the Executive Director.
6.Staff will not perform any religious or anti-religious activity in connection with SVSEF or while working with athletes.
7.If staff members are at odds with SVSEF’s philosophy, policies, procedures or with past, proposed or existing state of affairs, staff will only discuss such differences with that staff member’s immediate supervisor and if necessary with that supervisor and the Executive Director. Staff must not discuss or disclose differences in philosophy, policies, procedures or past, proposed or existing state of affairs either privately, including, but not limited to clients, family and friends, or to the public, as that undermines internal morale and external perception of SVSEF.
8.Staff will make every effort to maintain positive relationships with athletes, parents, donors, other staff members, volunteers, the public at-large, and all agencies with which SVSEF works.
9.SVSEF is a mandated reporter of child and vulnerable adult abuse. Any suspicion or knowledge of abuse, neglect and/or sexual abuse of a person under the age of eighteen (18) or vulnerable adult must be reported to local law enforcement or Child or Adult Protective Services at the State of Idaho Department of Health and Welfare or other appropriate agency in accordance with the laws of the State of Idaho.
2.3 HARASSMENT & VIOLENCE
SVSEF’s policy is that no staff member shall be harassed or subject to actual or threat of sexual harassment or violence at work. This is a "zero tolerance" policy. If SVSEF finds that any staff is in violation of this policy, that person or persons shall be subject to action by SVSEF.
2.4 COMPLAINTS
If an athlete, parent, donor or member of the public expresses dissatisfaction with SVSEF in any manner, staff must immediately refer that person to the Executive Director.
2.5 ALCOHOL & DRUGS
SVSEF prohibits any use or other activity connected with or in any way related to illegal drugs. Illegal drug use includes the use of drugs for which an individual does not have a valid prescription. Alcohol or prescription or nonprescription (i.e. over the counter) drugs that may impair your physical or mental abilities are never to be used prior to or while you are involved with any activity related to or in any way connected to SVSEF. SVSEF recognizes that there may be occasions, events, or special functions during which the use of alcohol will be authorized.
Any staff taking prescribed or over-the-counter medication, which may affect staff’s ability to perform his or her job safely and productively, must report such use to the Executive Director. Head Coaches, in conjunction with the Executive Director, will determine if staff should remain at work, be restricted in duties, or be sent home.
Staff gives SVSEF the right to:
1.Search, based on reason to believe this policy is being violated, staff’s person, locker, desk, vehicle, briefcase, tool box, wallet, purse, lunch box, pockets and personal belongings.
Entry on SVSEF property constitutes consent to searches and inspections.
2.Test staff at any reasonable time, including blood and urine tests, and perform medical examinations for the purpose of determining if the employee has engaged in alcohol and/or illegal drug use; and
3.Discipline employees, including termination, for convictions, withheld judgments or deferred prosecution regarding illegal use, possession or trafficking of drugs or violations of law involving alcohol, violations of this policy, including refusal to submit to testing, inspection or searches. Staff may also be suspended, with or without pay, pending outcome of an investigation regarding compliance with this policy.
2.6 TOBACCO
Smoking or the use of tobacco in any form is strictly prohibited in or around working environments whether owned, leased or used by some other arrangement.
2.7SVSEF VEHICLES
The following are procedures for use of a SVSEF vehicle. Failure to observe and obey the following may result in 1) termination of vehicle privileges and 2) financial responsibility on the part of the employee. This procedure has been put in place to insure safety and provide transportation for team members.
1.MANDATORY SIGN-IN AND SIGN-OUT
All vehicles must be signed out and usage cleared through the Fleet Manager. Whoever signs out the vehicle is solely responsible for it. This responsibility includes, but is not limited to, all possible issues concerning the vehicle: damage, maintenance and cleanliness. All vehicles must be returned ready for sign in, completely cleaned and fully refueled.
2.TRAFFIC AND PARKING VIOLATIONS
Staff must report all traffic and parking violations involving any SVSEF vehicle to the Executive Director within 24 hours of citation. Staff must also notify the Executive Director of any personal traffic/moving violations for insurance purposes within 24 hours of citation. These violations are the financial responsibility of the individual cited. Staff maintaining driving privileges and a driving record that does not increase SVSEF’s insurance rates, is a condition of employment for staff that drive SVSEF vehicles. SVSEF’s insurance carrier checks driving records. All drivers must be approved by the insurance company prior to driving SVSEF vehicles. Forms for approval are available from SVSEF.
3.ACCIDENTS AND DAMAGE
Staff must report all damage to any SVSEF vehicle to the Executive Director immediately. Emergency phone number lists are in each vehicle.
4.ADDITIONAL PROCEDURES WHEN DRIVING OR USING SVSEF VANS
- Use common sense, do not drive when impaired by lack of sleep or any other means.
- Drive cautiously and always according to the law, particularly within posted speed limits.
- Athletes know when you are speeding and report that to their parents.
- Drive courteously – remember the SVSEF name and sponsors are posted on the vehicle. You are also setting an example for young and potential drivers. Think before you act!
Any problems with vans should be reported immediately to the fleet manager.
- All van passengers and driver must wear seatbelts.
- No more than 15 passengers per van, including driver.
- All vans will be returned to the lot washed and vacuumed PERIOD. Excuses will not be accepted and will jeopardize the future use of our fleet by your team/program.
- Vans must not be overloaded. Overloaded roof racks significantly reduce the safety and handling of the vehicle. It may be necessary to reduce the number of passengers to ensure weight limit is not exceeded. Plan ahead and arrange for additional vans or support vehicles if needed.
- Van Reports: A Van Report must be filled out immediately after the trip and faxed within three days to the fleet manager, or dropped off at office – form attached. These forms are extremely important to the maintenance and safety of the fleet. Failure to complete and turn in Van Reports jeopardizes the safety and longevity of our vehicles. WE TAKE THIS VERY SERIOUSLY.
- Additional Van Reports are available at the Engl and Lake Creek offices.
2.8 EMAIL & TECHNOLOGY
Staff should keep all personal email to a minimum. Any and all personal information staff keeps on computers owned by SVSEF will not be considered private or secure. Provided below is a non-exclusive list of prohibited activities in which staff using email and the internet may not engage. When considering the propriety of engaging in a particular act, staff should be guided by both the specific prohibitions provided below and the general objectives and guidelines expressed in this Policy Statement. Prohibited activities include, but are not limited to: