EMPLOYEE
HANDBOOK
This Manual applies to all Employees of the CIL
except for Personal Assistance Workers employed in the PAS program
and Interpreters employed in the ICS program.
Table of Contents
I. / Vision and Mission Statements...... …. / Pg. 3-4II. / Fact Sheet...... ……… / Pg. 5
III. / Important Notice...... …. / Pg. 6
IV. / Drug Free Workplace...... … / Pg. 6
V. / Employment Definition...... … / Pg. 6-7
VI. / Employment at Will...... … / Pg. 7
VII. / Equal Opportunity and Affirmative Action Policies...... / Pg. 8
A. Statement on Racism and Discrimination……………………………………………… / Pg. 8
B. Responsibility for Implementation……………………………………………………. / Pg. 8
C. Communication of Policy and Plan………………………………………………….. / Pg. 9
VIII. / Hours of Work...... / Pg. 9
IX. / Smoke Free Workplace...... … / Pg. 10
X. / Staffing...... / Pg. 10
XI. / Wage and Salary...... / Pg. 10
XII. / Benefits...... / Pg. 11-14
A. Bereavement / H. Military Leave
B. Dental and Health Insurance / I. Salary/Leave Days
C. Employee Assistance Program / J. Sick Leave
D. Family and Medical Leave Act Compliance / K. Tuition & Fees
E. Holidays / L. Vacation Leave
F. Jury Duty / M. Tax Deferred Annuities/Flexible Spending Accounts
G. Leave of Absence
XIII. / General Employee Items...... / Pg. 13
A. Compensatory Time / G. Office Policies and Procedures
B. Complaints and Disputes / H. Personnel Records
C. Dress Code / I. Professional Activities
D. Employee Sign “In” & “Out” / J. Promotion
E. Honorariums / K. Rules of Performance/Conduct
F. Identity of Interest / L. Harassment
M. Electronic Communications
XIV. / Reimbursable Costs...... / Pg. 18
XV. / Staff Evaluations...... / Pg. 18
XVI. / Appendices...... / Pg. 19-32
VISION STATEMENT
The CIL
has a vision for full inclusion
of persons with disabilities in
every aspect of our community and
commits itself toward this end.
MISSION STATEMENT
The CIL is a non-profit
agency directed by, and for the benefit of, persons with disabilities, primarily serving the four county metro area. Our mission is to effectively
facilitate empowerment through:
education
advocacy
independent living services
coalition building
We promote diversity and multicultural
participation in our operation and services.
FACT SHEET
WHAT IS THE CIL?
The CIL is an independent living center for persons with physical disabilities, hearing impairments and/or visual impairments. The CIL provides a variety of services for the purpose of assisting people who are physically disabled or sensory impaired to live more independently in the community. Most services are limited to residents of ______, ______,______and ______Counties, or those needing services in the Metropolitan Area.
WHAT ARE THE AGENCY'S FUNDING SOURCES?
The CIL receives funding from city, county, state and federal units of government; United Way; and private foundations. Additional funds are raised by the agency through advertising fees, sale of publications, private donations and fund raising events. The Personal Assistance Services program is funded primarily by Medical Assistance payments for service.
TO WHOM IS THE AGENCY STAFF RESPONSIBLE?
The CIL staff are responsible to the Executive Director. The Executive Director is responsible to the Board of Directors.
WHAT IS THE BOARD OF DIRECTORS?
The CIL Board of Directors is a member body that is legally responsible for the policy making, programming, planning, evaluation, and financial management of the agency.
IMPORTANT NOTICE
These materials are a convenient summary of various personnel policies, practices, and procedures followed by the CIL. They are intended to be a convenient resource for prospective and active employees to promote consistency and organization in the administration of the CIL. There are additional policies located in the CIL’s computer under HR P&P. These materials are not intended to create, nor do they create contract rights. Not withstanding any provision herein, the CIL reserves the right to make employment-related decisions on a case-by-case basis. The CIL further reserves the right to amend or delete any provision of these materials at any time, without advance notice.
ALCOHOL & DRUG FREE WORKPLACE
The following policy statement is made in compliance with the Drug Free Work Place Act of 1988. All agencies receiving funds from the Federal Government are required to make this compliance statement.
1.It is the intention of the CIL to maintain a drug free work place. This policy serves notice to employees that the unlawful manufacturing, distribution, possession or use of a controlled substance are prohibited in the work place. Criminal conviction of any of the above mentioned actions in the work place will result in disciplinary action that could include required participation in an approved drug rehabilitation program or termination from employment.
2.All employees are required to notify their supervisor within five (5) days of any criminal drug conviction where the violation has occurred in the work place.
3.The agency, as required by law, will notify the Federal Contracting Agency within 10 days of the receipt of the employee's conviction notice.
4.Any employee who requires information on drug awareness, available drug counseling, rehabilitation or other assistance should contact their supervisor for referral.
EMPLOYEE DEFINITION
The following employees are covered by this Personnel Policy Manual with the exception of Personal Care Workers employed in the CIL Personal Assistance Services Program and Interpreters employed in the Interpreter Coordination Service Program.
REGULAR FULL TIME EMPLOYEE
Is a person who works a minimum of thirty two (32) hours per week and whose appointment is of an indefinate duration. Employees thus classified are entitled to benefits as described in this handbook.
REGULAR PART TIME EMPLOYEE
Is a person who works at least twenty (20) hours per week but less than thirty two (32) hours per week and whose appointment is indefinate in duration. Eligible Part time employees are entitled to pro-rated holidays, bereavement, sick and vacation days, employee assistance program and tuition reimbursement.
TEMPORARY EMPLOYEE
Is a person who works full or part time as defined above, but who is employed for a limited time period, no longer than six (6) months maximum.Temporary employees are not entitled to employee fringe benefits.
EXEMPT EMPLOYEE
Those employees in salaried executive, supervisory, professional positions. Exempt employees are not entitled to overtime pay, time and a half or compensatory time.
NON-EXEMPT EMPLOYEE
Those employees who are hourly workers or those in clerical, support and non-supervisory positions who are entitled to compensatory time or overtime wages.
INDEPENDENT CONTRACTORS
The CIL may contract for the services of an individual whose work assignment is defined by that contract and who is not considered an employee of the CIL. These individuals are considered "independent contractors."
PERSONAL ASSISTANCE WORKER
Those employees who are hourly employees who provide personal assistance services to consumers in the consumers' homes. These policies do not cover the Personal Assistance Workers, who are covered by the Personal Assistance Services Personnel Policy and Procedure Manual.
EMPLOYMENT AT WILL
All members of CIL’s staff are employees at will. This means that subject to applicable state and federal statutes, the employment relationship is for no definite period and may, regardless of the time and manner of payment, be terminated at any time by the employer or employee, with or without cause, and with or without any previous notice.
The CIL will terminate the employment of any employee, whenever, in CIL's judgment, such termination is required. Examples of circumstances that may result in termination include the following:
a. Unsatisfactory performance of job duties.
b. Insubordination.
c. Excessive absenteeism or tardiness or incidents of unexcused absences.
d. Providing false information to the CIL in connection with the employment
application.
e. Any false statement or any act of dishonesty during the course of employment.
f. Breach of confidentiality (i.e. sharing address or other personal information of a consumer
with any individual who is not an employee or who has no need to know).
g. Violation of any CIL policies.
The preceding list is not intended to be all inclusive. Other circumstances that may lead to immediate termination of employment are in this manual under the heading "Rules of Performance/Conduct". The CIL reserves and will exercise the right to take whatever disciplinary action may be required by the circumstances, including termination of employment, whether or not the conduct on which the action is based is listed above or described in this manual.
EQUAL EMPLOYMENT OPPORTUNITY
AND AFFIRMATIVE ACTION POLICIES
The CIL hereby affirms commitment to all federal, state and local laws, regarding Equal Employment Opportunity and Affirmative Action. It is the CIL's position that equal opportunity and affirmative action are a legal, social and economic necessity.
The CIL is committed to equal opportunity for all persons regardless of disability, race, creed, religion, sex, color, sexual orientation, national origin or ancestry, marital status, or other criterion specified by law.
The CIL pledges itself to apply this commitment to recruiting, hiring, compensation, fringe benefits, staff development and training, promotion, termination and all other conditions of employment.
STATEMENT ON RACISM AND DISCRIMINATION
It is the policy of the CIL to work for and support Equal Opportunity for all and seek to promote Metropolitan City as a most desirable place for all of its residents to live. In order to achieve this goal, we need to address issues, such as racism and discrimination, that limit access to education, health care, employment and housing. The CIL believes that in order to enhance the quality of life for all city residents, we must work toward ending those practices, behaviors and attitudes that contribute to racism and other forms of discrimination. The CIL promotes increased opportunities for all people to participate in our community and to live together harmoniously with mutual understanding and respect.
RESPONSIBILITY FOR IMPLEMENTATION
The Executive Director of the CIL is responsible for implementing, auditing and evaluating the effectiveness of the Affirmative Action Plan, which includes:
Assuring equal opportunities for employment, promotion and career development for all staff on an on-going basis.
Marketing the programs and services of the organization in a manner conforming to this plan.
Designing and implementing reporting, auditing and evaluating systems that will measure the status and effectiveness of the Affirmative Action Plan.
COMMUNICATION OF POLICY AND PLAN
INTERNAL
This plan will be incorporated in the CIL's personnel policies, a copy of which will be given to all employees.
This commitment and its implementation will be communicated to the staff at staff meetings and staff training.
EXTERNAL
The CIL's commitment to equal employment opportunity and affirmative action is communicated in the following ways:
a. Notification of policy in writing to employment recruiting sources. These include the
media (daily newspapers) and employment agencies.
b. Specific notification to resources aware of persons with disabilities seeking
employment.
c. Incorporation of equal opportunity and affirmative action policy statement in purchase
orders and contracts.
d. Incorporation of equal opportunity and affirmative action policy statement in
application for employment and staff recruitment forms.
e. Incorporation of equal opportunity and affirmative statement in annual reports and
brochures.
HOURS OF WORK
The normal work hours/work day for full-time employees will be 40 regular hours per week from 8:00 AM to 4:30 PM, Monday through Friday. Alternative work hours may be approved by the Executive Director or designee. Such arrangements may be approved only when job responsibilities require and/or are not negatively affected by alternative hours.
Temporary and part-time employees will work hours established by their immediate supervisor with the approval of the Executive Director, and their hours of work will be incorporated into their personnel file.
Each employee is expected to report to work on each day of his or her approved working schedule. Employees not reporting to work as scheduled must call or otherwise get a message to their designated supervisor by one half hour after their start time with the reason for the absence. If such notice is given, the absence may be excused at the discretion of the designated supervisor. Unexcused absences may result in disciplinary actions up to and including termination.
The forgoing policies are subject to the requirements of the Family and Medical Leave Act.
SMOKE FREE WORKPLACE
The CIL maintains a smoke free workplace. Smoking by employees and the public is permitted only in areas designated by posted notice.
STAFFING
The CIL is a complex organization consisting of a network of inter-related programs serving the needs of persons with disabilities within the metropolitan area. In addition, certain services may be available in a broader geographic region.
The number and type of employees are directly related to and determined by the programs and services which are offered and the availability of funds for those programs and services.
Some positions are funded through sources outside of the CIL. Personnel practices stipulated by these funding sources will be adhered to by the CILand outlined in job descriptions.
Prospective employees will be considered for a specific position and required to meet the specifications for that position.
The Executive Director of the CIL is employed at the discretion of the Board of Directors.
The Executive Director and designated management personnel are responsible for hiring and terminating staff. The same persons have responsibility for personnel administration.
Written applications for employment shall be submitted to the CIL. Selected applicants will receive personal interviews for final selection prior to employment offers.
New employees will receive an orientation to the agency and the program for which they are hired. The supervisor of that program will be responsible for providing the orientation.
WAGE AND SALARY
Employees are paid on a bi-weekly basis. If the pay date falls on a holiday, payroll checks will be issued on the preceding work day. Annual performance reviews are conducted. All wage or salary increases will be dependent upon funding source restrictions and are not mandatory.
BENEFITS
Please note:
The following benefits apply toemployees of the CIL except for Personal Assistance Workers employed in the PAS program and Field Interpreters employed in the ICS program.
BEREAVEMENT
The CIL offers all eligible full-time and part-time regular employees, from the date of hire, up to three days paid time off in the event of the death of an immediate family member. Part-time regular employees will receive pro-rated funeral leave pay in accordance with their regular work schedule. Employees may, with supervisor’s approval, use vacation time for additional time off as necessary.
DENTAL AND HEALTH INSURANCE
Every eligible full-time employee is entitled to coverage in the Agency's dental and health insurance policy. The policies and coverages may change dependent on insurance availability and cost. A group insurance waiver and buy-out election is available to employees as detailed in Appendix A.
** Note: An insurance buy-out option will be offered on an annual basis. The CIL strongly recommends that eligible employees carry other health coverage when waiving. The CIL reserves the right to discontinue this buyout at any time.
EMPLOYEE ASSISTANCE PROGRAM
All employees are entitled to the services of the CIL's contracted employee assistance provider. The CIL provides employees with a procedure for accessing the Employee Assistance Program (EAP). The EAP provider is ______, located at ______, (xxx) xxx-xxxx or (800) xxx-xxxx.
FAMILY AND MEDICAL LEAVE ACT COMPLIANCE
The CIL will comply with the requirements of the Family and Medical Leave Act as it pertains to employers of 50 or more persons. The specifications of the Family and Medical Leave Act are posted in common areas and is available in HR P&P or in the Human Resources Department.
HOLIDAYS
The CIL will observe the holidays listed below. Holiday pay for eligible staff will be according to the employee's letter of hire and employee status. When holidays occur on the weekend, the work day closest to the holiday will be the day celebrated.
January - New Year's Day and Martin Luther King’s Birthday
February - President's Day
May - Memorial Day
July - 4th of July
September - Labor Day
November - Thanksgiving Day and the Friday after Thanksgiving
December - Christmas Day
JURY DUTY
Jury duty is a civic responsibility that the CIL encourages employees to meet. Any eligible employee who is called to jury duty will be paid the difference between his or her regular salary and any financial reimbursement for jury duty up to ten working days. Employees are expected to report to work within two hours of completion of jury duty each day if a reasonable amount of time remains in the regular work day.
The employee must submit a copy of his/her summons to serve on a jury within seventy-two working hours of receipt of the summons. Also, after the employee has completed jury duty, he/she must submit evidence of having served on a jury for the time claimed.
LEAVE OF ABSENCE