Opportunity House, Inc.

 

Employee Handbook

 

Table of Contents

 

Section A:      What You Need to Know About Your Job

 

0.        Code of Conduct

 

1.         Employee Handbook - Introduction

a.         Reference tool.

b.         O.H. property.

c.         Not a contract.

2.         Mission and Rights of Opportunity House

a.         Purpose.

b.         Rights of O.H.

3.         Employee Relations and Employment Practices

a.         Deal directly with your supervisor.

b.         Non-discrimination.

c.         Hiring contingencies/employment requirements [driver’s license, CBC].

4.         Personnel Information

a.         Access to your personnel file.

b.         Limitation on releasing personnel information.

5.         Change of Employee Status

a.         Notify us if changes occur [address, marital status, direct deposit, etc.].

6.         Medical Examinations and Disease Tests

a.         Physical exam required of only some staff due to licensing requirements.

b.         Staff Medical History required of all staff.

c.         T.B. tests - CLF staff tested upon employment.

d.         Infectious illness requirements.

e.         Bloodborne pathogens training.

f.          Hepatitis B vaccinations and Consent and Refusal Form.

7.         Employment Categories

a.         Employment is at-will. Can be ended by either you or O.H. at any time.

b.         No contracts unless approved by the Executive Committee of the Board.

c.         Regular and temporary employment.

d.         Probationary period for first three months.

8.         Probationary Period

a.         Three-month probationary period and appraisal.

b.         Extension of probationary period up to 8 weeks.

c.         How break in service affects returning employee and probationary status.

9.         Work Schedules

a.         Supervisor schedules work times.

b.         Emergency duty.

c.         Workweek defined.

d.         Expectations of residential staff in group homes.

10.       Rest and Meal Periods

a.         Rest periods set by supervisor. 

b.         Are some restrictions on missed breaks, remaining on premises while on break, etc.

c.         “Continuous operation” basis work and lunch periods.

11.       Excess Hours and Overtime for Non-exempt Staff

a.         Excess hours and overtime to be avoided if possible.

b.         Excess hours [more than your normal schedule] vs. overtime [more than 40 in a week].

c.         Approvals needed for both excess hours and overtime.

d.         Overtime compensation.

12.       Attendance and Punctuality

a.         Notifying your supervisor.

b.         Recording work time.

c.         Overnight residential staff working Saturday night into Sunday morning.

d.         Excessive absenteeism or tardiness.

e.         Medical absences - medical certification, return to work medical statement.

13.       Compensation

a.         Annual review.

b.         No pay advances.

c.         Pay periods.

d.         Place and time of payment.

e.         Pay during vacation or sick leave.

f.          Holiday pay for on duty staff at one and 2 times the hours worked.

g.         Special hourly rate for certain residential staff working overnight shifts.

14.       Staff Training and Professional Development

a.         Initial training, in-service training, general staff meetings, O.H. library.

b.         Seminars and conferences at O.H. expense.

15.       Employee Performance Appraisals

a.         Three-month probationary appraisal and annual appraisal.

16.       General Conduct

a.         Honesty, confidentiality, respect for clients, care of O.H. property, no alcohol/drugs, etc.

17.       Complaint Procedure

a.         Take problems to supervisor first.

b.         Employee Complaint Form - PRINT

18.       Discipline and Dismissal

a.         Corrective or disciplinary action depends on circumstances.

b.         Types of correction and discipline.

c.         Dismissal with notice.

d.         Dismissal without notice for gross or blatant violations.

e.         O.H. will prosecute if criminal conduct occurs.

19.       Resignation

a.         Written 2 or 4 weeks notice requested.

b.         Exit interview.

c.         Last day of employment.

d.         Final performance is rated for future references.

20.       Other Termination of Employment

a.         Notice given if termination due to budget cuts, program reduction, etc.

b.         Layoff and recall.

21.       Exit Procedure

a.         Employees ending employment have stuff they must do.

b.         Final paycheck.

c.         How benefits are handled when person leaves [health insurance, vacation leave, etc.].

22.       Inactive – Sexual Harassment. See Code of Conduct.

23.        Inactive – Code of Ethics. See Code of Conduct.

24.             Inactive – Fraud. See Code of Conduct.

25.             Inactive – Communication with Media. See Code of Conduct.

 

 

 

Section B:      Your Benefits

 

1.         Holidays

a.         Special arrangements for residential staff and Job Coaches.

b.         Part-time, temporary staff and subs are paid at two [2] times hours worked.

2.         Vacation

a.         Leave is earned at the end of the month.

b.         Supervisor’s approval needed.

c.         Minimum use is 4 hours.

d.         Maximum accrual of 20 days.

3.         Sick Leave

a.         Notify supervisor, not other staff.

b.         Medical certification needed under certain conditions.

c.         Excessive absenteeism may result in discipline regardless of available sick leave.

d.         Reimbursement for unused sick leave each year.

4.         Other Paid Leave

a.         Professional leave to attend seminars, etc.

b.         Bereavement leave, jury duty leave, voting time, and personal leave.

5.         Family and Medical Leave of Absence

a.         Leave of up to 12 weeks per year.  Must have worked for O.H. the last 12 months for

            1,250 or more hours to be eligible.

b.         Benefits status while on leave of absence.

c.         Medical statements required.

6.         Other Leave of Absence or Time Off Without Pay

a.         Approval needed.  Benefits status while on leave.

b.         School visitation and military leave.

7.         Group Health Insurance

a.         Enrollment requirements and waiting period.  Claims procedures.

b.         When insurance ends if employment ends.

c.         Summary Plan Description

8.         Retirement Plan

a.         Eligibility of age 21 and service of 1,000 or more hours in a 12-month period.

b.         Summary Plan Description       

 

9.            Blank – Inactive.

 

10.       Social Security, Workers’ Compensation, and Unemployment Compensation

a.         Report accidents promptly.

b.         Status of pay if injured.

c.         Benefits status if off work due to injury.

11.       Parking

a.         At the Main Building, the area in front is reserved for boarding or exiting of clients.  The two handicapped parking places are reserved also.

12.       Professional Membership Dues

a.         O.H. pays ½ of the membership dues of a professional organization you join.

13.       Education Refund Plan

a.         Must work full-time and have 2 years of service to be eligible.

b.         Are several conditions to meet to get the class reimbursed.

14.       Flexible Benefits Plan

a.         Plan allows employees to pay for medical and dependent care costs on a pre-tax basis.

b.         Eligibility is being a full-time employee, and enrollment is annual.

c.         Summary Plan Description

15.       Disability Income

a.         If a full-time employee is disabled, pay will continue at the percentage of pay stated in the Summary Plan Description.

16.        Domestic and Sexual Violence Leave of Absence

a.                   Policy – up to 12 weeks of unpaid leave per year.

b.                   48 hours advanced notice required.

c.                   Certification must be provided within 15 days.

 

Section C:      Other Information

 

1.         Clients’ Rights and Confidential Information

a.         Staff must know “Clients’ Rights”.

b.         Staff must report suspected or witnessed violations of clients” rights.

c.         Staff must report client abuse or neglect.

d.         Certain relations with clients not permitted.

e.         Information about clients and O.H. to be kept confidential.

2.         Safety and Health

a.         Correct or report hazards.

b.         Use seat belts.

c.         Lifting rules.

d.         Restrictions on using tobacco products at work.

3.         Personal Property

a.         O.H. isn't responsible for employees' damaged or lost personal property at work.

4.         Property and Keys

a.         Destruction, theft, and malicious waste of O.H. property not permitted.

b.         What to do before disposing of damaged or not used O.H. property.

c.         Bulletin boards used for O.H. information.  No posting of non-O.H. business stuff on bulletin boards without permission.

d.             Personal phone calls should be limited and long distance calls made collect, charged to a credit card or on cell phone.

5.         Inactive - Conflict of Interest

a.         Let your supervisor know if you hold other employment.

b.         Selling to clients or accepting gifts - are restrictions.

c.         Solicitation and distribution of materials not permitted by non-employees.  Restrictions on soliciting by employees and clients.

d.         Client financial and contractual matters.

6.         Office Mail and Stationary

a.         Don’t have personal mail sent to O.H.

b.         Outgoing mail is handled through the main office.

c.         Controversial mail or mail which may have legal ramifications must be approved by a supervisor.

d.         Don’t use O.H. stationary for personal use.

7.         Bad Weather

a.         Coming in to work late, missing work, or leaving early due to bad weather.

8.         Vehicle Use and Business Travel

a.         Passenger vans - only for O.H. business use; priority is transporting clients.

b.         Driver’s license and driving record checked.

c.         Your own insurance covers you while driving your vehicle on O.H. business.

d.         Seat belts.

e.         Safe and courteous driving.

f.          Accident procedures.

g.         Emergency phones.

h.         Age & experience requirements.

i.          Use of personal vehicle.

9.         General Business Management

a.         Routine versus non-routine purchases and approvals required.

b.         Purchase orders.

10.       Staff Reimbursement for Business Expenses

a.         Staff Reimbursement Form.

b.         Mileage reimbursement rate.

c.         Petty cash.

11.       Leaving the Building

a.         Inform someone when leaving.

12.       Substance Abuse

a.         Policy - cannot be under the influence of drugs or alcohol, etc.

b.         Drug or alcohol testing may be required under certain conditions.

c.         Federal regulations for “safety sensitive” positions.

d.         Employee assistance.

13.       Catastrophic Illness

             a.         Work status and accommodations.

14.       Inactive - Mobile Phone Use

             a.         Personal use of cell phones

             b.         Driving on company business

15.        Use of Phones, Computers & Information Systems

a.                   Business purposes only.

b.                   Company property of electronic files.

c.                    Monitoring Confidentiality.

d.            Internet Usage & Social Networking.

e.             Privacy & Passwords.

f.             Solicitation prohibited.

g.            Reporting Problems.

 

 

 

 

 

 

 

 

 

 

F:\STAFF\SHARED\Personnel Policies\Pers. Pol. Table of Contents.doc   rev. 10/11