DISCLAIMER
THIS HANDBOOK IS NOT AN EMPLOYMENT CONTRACT.
INFORMATION IN THIS HANDBOOK IS SUBJECT TO CHANGE AT THE SOLE DISCRETION OF COMMUNITY ACTION OF LARAMIE COUNTY, INC. (“CALC”).
CALC MAY UNILATERALLY CHANGE THIS HANDBOOK AT ANY TIME WITHOUT PRIOR NOTICE OR CONSIDERATION.
This handbook is a general guide designed to acquaint you with CALC’s policies, procedures and organizational structure.
YOUR EMPLOYMENT WITH CALC IS “AT-WILL.” YOU MAY BE TERMINATED AT ANY TIME WITH OR WITHOUT CAUSE, WITH OR WITHOUT ADVANCE NOTICE, AND WITHOUT RIGHT OF APPEAL.
Nothing in this handbook, nor any oral statement made by a CALC representative is intended to or shall be construed as a contract of employment. In no event shall this handbook or any representations made by a CALC representative be used to create a guarantee or expectation of employment for a specific duration of time.
If you have questions after reading this handbook, please speak with your immediate supervisor or the CALC Executive Director.
CALC Executive Director direct line: 307-635-9291 ext. 18.
I acknowledge that I have received a copy of CALC’s employee handbook. I have read and understood the employee handbook. I have been provided the opportunity to ask questions and seek clarification about the policies and provisions contained herein. I understand that the policies and procedures may, at the discretion of CALC, be amended or terminated at any time. I understand I am an “at-will” employee.
______
SignaturePrinted NameDate
After signature, employee and CALC Executive Director shall each keep one copy of this page.
Welcome to CALC
A Message from the Executive Director
All of us at CALC would like to welcome you. It is our sincere hope yournew position will be an enjoyable and rewarding experience. CALC’s mission is to eliminate poverty by empowering people through education, advocacy, crisis intervention and providing opportunities toward self-sufficiency. We hope this position will help you successfully use your talents and abilities to further this very important objective.
This handbook will serve as a tool to assist you in becoming familiar with our organization; it is also designed to be a quick reference resource when the need for specific information or guidance arises.
Please take the time to acquaint yourself with our history, organization goals, and services. You are important to theorganization, and it is important for you to understand how you fit in here at CALC. We understand and appreciate that the secret behind the success of CALChas always been our hardworking, dedicated and loyal employees. Thank you for becoming a member of our team.
Alicia “Lisa” Ammons
Executive Director
I.ORGANIZATION OF COMMUNITY ACTION OF LARAMIE COUNTY, INC AND POLICY REGARDING BOARD/EXECUTIVE DIRECTOR.STAFF RELATIONS
II.EMPLOYMENT PRACTICES
A.Equal Employment Opportunity Policy
1.People with Disabilities
2.Harassment.
3.Sexual Harassment
4.General Provisions Relating to the Equal Employment Opportunity and Harassment policies
a.Management Responsibility.
b.Reporting Procedure.
c.Investigation and Confidentiality.
d.Retaliation Is Prohibited.
e.Corrective Action...... 11
III.SELECTION OF EMPLOYEES
A.Types of Appointments
1.Regular Exempt Appointment.
2.Regular Non-exempt Appointment..
3.Interim Appointment.
4.Emergency Appointment.
5.Part-Time Appointment.
6.Introductory Appointment..
7.Temporary Appointment.
B.Initial Performance Review.
1.Length and Purpose.
2.Annual Performance Review..
C.Hiring Procedures.
1.Policy.
2.Recruitment-Current Employees.
3.Recruiting outside the agency.
4.Selection.
IV.HOURS OF WORK AND COMPENSATION
A.Hours of Work.
1.Workday..
2.Scheduling.
B.Rest Periods.
1.Meal Periods.
C.Overtime.
D.Compensation and Salary Administration.
E.Pay Period and Paydays.
1.Pay Periods.
2.Paydays.
3.Payroll Deductions and Tax Reporting.
F.Attendance and Tardiness.
1.Time Reporting.
2.Attendance and Tardiness
V. GENERAL POLICIES AND PRACTICES
A.Employee Concerns - Grievance
1.General Information.
2.Procedures.
B.Dress Code Policy
C.Licensed Employees.
1.Required Licenses or Certificates.
D.Safety.
1.General..
2.On-the-Job Injuries.
3.Workers Compensation Benefits.
E.Personnel Records.
1.Personal Addresses..
2.Personnel Records..
3.Reference Requests.
F.Travel.
1.Travel Away From CALC.
2.Travel Expense Reimbursements..
3.Direct Billings.
G.Use of CALC Vehicles.
1.Driving of Vehicles.
2.Taking CALC Vehicles Home.
3.Traffic Violations.
H.Smoking.
I.Patron Relations.
J.CALC Meetings and Educational Opportunities.
K.Electronic Systems and Equipment
L.Entry After-Hours.
M.Drug and Alcohol Policy
N.Theft.
O.Weapons.
P.Conflict of Interest.
Q.Employment of Relatives
VI.FRINGE BENEFITS
A.Holidays.
B.Annual Leave.
C.Sick Leave Policy.
D.Emergency Leave/Bereavement
E.Jury Duty and Voting Leave.
F.Leave Without Pay.
1.Family and Medical Leave (FMLA).
2.Leave of Absence.
3.Military LWOP
G.Group Insurance Benefits.
1.Medical, Dental and Vision Insurance.
2.Aflac.
3.Life Insurance.
H.Other Fringe Benefits.
1.Social Security.
2.401(k) Plan.
3.Unemployment Compensation.
VII.SEPARATION FROM EMPLOYMENT
A.Resignation.
1.Notice.
2.Exit Interview.
3.Discharge.
4.Re-Employment.
I.ORGANIZATION OF COMMUNITY ACTION OF LARAMIE COUNTY, INC. AND POLICY REGARDING BOARD/EXECUTIVE DIRECTOR/STAFF RELATIONS
Community Action of Laramie County, Inc. (“CALC”) is a private, not-for-profit corporation organized under the laws of the State of Wyoming and registered under Section 501(c)(3) of the United States Internal Revenue Code. The mission of CALC is to eliminate poverty by empowering people through education, advocacy, crisis intervention and providing opportunites toward self-sufficiency. CALC is governed by a Board of Directors selected/elected/serving according to the approved By-laws of the Corporation. The CALC Board of Directors (the "Board") is the source of authority for the administration of CALC. The CALC Board delegates to the Executive Director the authority and responsibility for the administration of CALC, retaining for itself the power to establish objectives and priorities and to issue Board policy statements for the direction of the Executive Director. The power to hire and fire is delegated to the Executive Director upon the advice and consent of the Board and the Board shall retain the right to review appeals on personnel practices. The right of appeal shall apply to job applicants as well as the employees.[1]
CALC is one of over 1,000 Community Action Agencies in the United States. We are guided by the “Community Action Code of Ethics” as adopted by the Community Action Partnership Board of Directors. A copy of the “Community Action Code of Ethics” should have been provided to you upon your hire. All CALC Policies, including the Code of Ethics, are located in the CALC Policy Manual, and are available for employee review by asking the Program Director, the Fiscal Officer, or the Executive Director. If any inconsistency exists between the language contained in this handbook and a CALC policy, the policy controls.
The Board desires to maintain open channels of communication between itself and the staff, through the Executive Director, and so the Board encourages staff to follow the basic channel of communications in relaying information, concerns, or other matters to the Board.
Staff Communications to the Board. All communications or reports to the Board or any Board committee from staff members shall be through the Executive Director or his/her designee. This shall not deny any staff member’s right to appeal to the Board administrative decisions, provided that the Executive Director shall have been notified of the forthcoming appeal and that it is processed according to the applicable procedures for complaints and grievances.
Board Communications to Staff. All official communications, policies, and directives of staff interest and concern will be communicated to staff members through the Executive Director, and the Executive Director will employ all such media as are appropriate to keep staff fully informed of the Board's concerns and actions.
Social Interaction. Staff and Board members share a keen interest in the organization, and it is to be expected that when they meet at social affairs and other functions, they will informally discuss matters related to the organization. Discussions of personalities or staff grievances are not appropriate. Staff members are reminded that individual Board members have no authority except when they are convened at a legal meeting of the Board at which a quorum is present; or when an individual or committee may be vested with special authority by Board action taken at a convened meeting at which a quorum is present.
EMPLOYMENT PRACTICES
A.Equal Employment Opportunity Policy
CALC is an equal opportunity employer. It is the policy of CALC to comply with all applicable laws requiring equal employment opportunity to all qualified applicants and employees without regard to race, color, religion, sex, national origin, disability, age, veteran status, sexual orientation or political belief. This policy applies to conditions, terms and privileges of employment. Evidence of practices that are not consistent with the policy should be reported to the Executive Director immediately.[2]
CALC prohibits retaliation against an employee for filing a complaint under this policy or for assisting in a complaint investigation. If you believe there has been a violation of our Equal Employment Opportunity (EEO) policy or retaliation standard, please follow the EEO/Sexual Harassment Complaint Procedure outlined below.
1.People with Disabilities.
CALC adheres to all federal and state laws regarding individuals with disabilities. If an employee has a disability, the employee may contact his or her immediate supervisor or the Executive Director to initiate the process used to determine whether the employee has a qualifying disability under the law and if so, whether a reasonable accommodation can be made. The Executive Director can also assist if the employee needs to file a long-term disability claim.
2.Harassment.[3]
CALC is committed to providing a work environment that is free of discrimination and unlawful harassment. Unlawful harassment will not be tolerated and may include, but is not limited to, verbal or physical conduct which has the purpose or effect of substantially interfering with an individual’s work performance or creating an intimidating, hostile or offensive work environment. The policy against harassment applies to all employees, including managers and supervisors. Under certain circumstances, it may extend to non-employees, such as customers, clients, vendors and consultants. The CALC EEOC Policy and the Harassment and Discrimination in the Workplace Policy are available upon request to the employee’s Program Director, the Fiscal Officer, or the Executive Director.
CALC has standard, formal procedures to immediately respond to all reports of workplace violence. All threatening incidents will be investigated and documented by the Executive Director or a Board designee. Employees may also review a full copy of the Workplace Violence Policy through their Program Director, the Fiscal Officer, or the Executive Director.[4]
3.Sexual Harassment. [5]
CALC will not tolerate sexual harassment or retaliation for reporting sexual harassment. Employees engaging in such conduct will be subject to disciplinary action, up to and including termination.
It is important to recognize that the fact that someone did not intend to sexually harass another individual is no defense to a claim of sexual harassment. Regardless of intent, it is the effect and characteristics of the conduct that determine whether the conduct constitutes sexual harassment.
Sexual harassment includes, but is not limited to, unwelcome sexual advances, requests for sexual favors, horseplay, and other verbal or physical conduct of a sexual nature, when:
-Submission to such conduct is made explicitly or implicitly a term or condition of employment.
-Submission to or rejection of such conduct is used as the basis for decisions affecting an
individual’s employment.
-Such conduct has the purpose or effect of substantially interfering with an individual’s work performance or creating an intimidating, hostile or offensive work environment.
- In a written form, sexual harassment may include cartoons, pictures, posters, calendars, notes, letters and e-mail.
- In a verbal form, sexual harassment may include comments, jokes, foul or obscene language of a sexual nature, gossiping or questions about another’s sex life or repeated unwanted requests for dates.
4.General Provisions Relating to the Equal Employment Opportunity and Harassment policies. The following provisions apply to all situations arising under the Equal Employment Opportunity (EEO) or Harassment policies stated above:
a.Management Responsibility. Management responsibilities and obligations under the EEO and Harassment policies include but are not limited to: monitoring the workplace and responding to any violations of these policies, encouraging employees who have complaints to report those complaints, reporting all violations and complaints to the Executive Director or the Chair of the Board, and investigating thoroughly any and all reports of harassment or discrimination and taking corrective action when appropriate. All supervisors are required to immediately report any complaint or observation of conduct that may violate the EEO or Harassment policies to the Executive Director or the Chair of the Board.
b.Reporting Procedure. An employee who believes that he or she has been subject to or has observed any form of harassment or discrimination based on one of the characteristics discussed in the above policies, or any violation of the EEO or Harassment policies, should report the incident or concern to their immediate supervisor, and/or the Executive Director or the Chair of the Board. An employee should make a timely complaint to enable CALC to promptly investigate and correct any behavior that may be in violation of the policy.
c.Investigation and Confidentiality. All reports or observations of conduct that may violate the EEO or Harassment policies will be investigated by the Executive Director or other appropriate designees. Confidentiality of the report and investigation will be maintained to the greatest degree possible consistent with the need to conduct a thorough and complete investigation.
d.Retaliation Is Prohibited. No adverse employment action will be taken against any employee because of the employee’s good faith report of alleged harassment or discrimination or suspected violation of the EEO or Harassment policies, or against any employee because the employee is a witness or is otherwise involved in an investigation of such a complaint or report. Any retaliatory conduct should be reported through the procedure stated in the preceding paragraph.
e.Corrective Action If CALC determines that an employee’s behavior is in violation of this policy, appropriate disciplinary action will be taken against the offending employee, up to and including termination of employment.
II.SELECTION OF EMPLOYEES
A.Types of Appointments[6]
1.Regular Exempt Appointment. The regular appointment of an exempt employee to a position is made following successful completion of an introductory period. Regular exempt appointment incumbents are eligible for all the privileges and benefits contained in these provisions, including the right of appeal to grievance procedures. Required work hours may vary from thirty-two to forty (32 – 40) hours. The number of hours worked will be determined by the Program Directors and Executive Director with Board approval. The decision will be based on program needs, grant requirements and what is stated in the job description.
2.Regular Non-exempt Appointment. The regular appointment of a non-exempt employee to a position is made following successful completion of an introductory period. Regular non-exempt appointment incumbents are eligible for all the privileges and benefits contained in these provisions, including the right of appeal to grievance procedures. Required work hours of the regular non-exempt employee are forty (40) hours. Any hours worked beyond the 40 hours must be approved by the Program Director/Executive Director. Most CALC employees are classified as non-exempt, meaning that those employees are covered under the overtime provisions of federal wage and hour law and are eligible for overtime compensation for hours worked in excess of forty (40) hours in any workweek.
3.Interim Appointment. An interim appointment is the temporary promotion of a regular employee to another position. The temporary promotion is in place until the normal hiring procedures are taken. Interim appointments cannot exceed twelve (12) months.
4.Emergency Appointment. An emergency appointment is a limited-term appointment, without an examination, for a period of not more than ninety (90) working days unless approved by the Program Director/Executive Director/Board of Directors.
5.Part-Time Appointment. Part-time appointments are appointments where the person is employed for work on a part-time basis, less than 30 hours per week. These employees are compensated at an hourly rate less deductions as required by law. Regular part-time employees accrue leave on a pro-rated basis determined by hours worked each pay period. Regular part-time employees who work 30 hours or more a week may participate in the group health insurance plan.
6.Introductory Appointment. All new and promotional appointments are subject to the completion of an established introductory period of six (6) months. Upon evaluation and successful completion of the introductory period, the employee’s status is changed to a regular appointment. Employees who are evaluated as not having successfully completed the introductory period are terminated or reduced to their former class or position if their position has remained vacant. Introductory employees are not covered by appeal and grievance procedures unless charges of discrimination or sexual harassment are made.
7.Temporary Appointment. Temporary appointments may be made to any existing position or to positions needed for short-term. The temporary position can be held for a maximum of twelve (12) months continuous employment. Positions extended after 12 months must be opened for the competitive selection process. Temporary employees are not eligible for employee benefits other than those provided by law, nor are they covered by appeal or grievance procedures unless charges of discrimination or sexual harassment are made. They are given time off for all holidays that fall during their employment. Temporary employees may apply for positions as regular exempt or regular non-exempt employment.
B.Initial Performance Review.[7]
1.Length and Purpose. All introductory employees shall receive a performance review approximately six (6) months after their initial hire date.
2.Annual Performance Review. Each employee will be evaluated annually. These written performance evaluations will become part of the employee's permanent personnel records and may be used to support promotions, salary increases, disciplinary action or termination. Program Directors or immediate supervisors will evaluate employees. The Board will evaluate the Executive Director.