Community Media/Human Resources/Employee Handbook
|Work in progress, expect frequent changes. Help and feedback is welcome. See discussion page.
- 1 Employee Handbook for an NGO
- 1.1 Section 1: Introduction and Purpose
- 1.2 Section II: The Organization
- 1.3 Section III: Human Resources Administration
- 1.4 Section IV: Terms and Conditions of Employment
- 1.4.1 Appointments
- 1.4.2 Hiring Procedures
- 1.4.3 Nepotism
- 1.4.4 Equal Opportunity Employment
- 1.4.5 Probation
- 1.4.6 Performance Evaluation
- 1.4.7 Professional Liability Coverage
- 1.4.8 Employee Conduct
- 1.4.9 Workplace Harassment
- 1.4.10 Termination of Employment
- 1.4.11 Exit Interviews
- 1.4.12 Reporting of Inability to Work
- 1.4.13 Conflict of Interest
- 1.4.14 Code of Business Conduct
- 1.4.15 Grievance Procedure
- 1.4.16 Hours of Work
- 1.4.17 Overtime
- 1.4.18 Statutory Holidays
- 1.4.19 Religious Holidays
- 1.5 Section V: Compensation
- 1.6 Section VI: Benefits
- 1.6.1 Eligibility
- 1.6.2 Retirement Savings Plan
- 1.6.3 Job Description and Salary Classification
- 1.6.4 Organization Travel
- 1.6.5 Reimbursement for Organization Travel
- 1.6.6 Organizational Membership
- 1.6.7 Job Expenses
- 1.6.8 Reimbursement
- 1.7 Section VII: Vacation and Leave From Work
- 1.7.1 Annual Vacation
- 1.7.2 Sick Leave
- 1.7.3 Sick Leave Form
- 1.7.4 Abuse of Sick Leave
- 1.7.5 Ineligibility of Sick Leave
- 1.7.6 Compassionate Leave
- 1.7.7 Maternity / Paternity / Adoption Leave
- 1.7.8 Special Leave
- 1.7.9 Leave for Court Appearances
- 1.7.10 Religious Observances
- 1.7.11 Conferences, Institutes and Courses
- 1.7.12 Educational Leave / Sabbaticals
- 1.8 Section VIII: Workplace Safety
Employee Handbook for an NGO
Section 1: Introduction and Purpose
This manual is a guide for employer and staff members. Its' purpose is to establish fair, consistent and workable policies pertaining to employee practices and staff performance.
Personnel policy, procedure and practice are subject to regular review and further development.
In the event of a conflict between the contents of this policy manual and any Federal, Provincial, State or Municipal Act, Regulation or Bylaw, or between the Policy Manual and the Constitution or Bylaws of the Organization, the said Act, Regulation, Bylaw or Constitution shall take precedent over the terms of this Policy Manual.
Any employee or Board Member may propose changes in personnel policy or procedure. The Personnel Committee will be responsible for consultation with staff and Board Members. Changes recommended by the Personnel Committee shall be submitted to the Board of Directors for approval.
Section II: The Organization
Mission and Mandate
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Section III: Human Resources Administration
Human resources (HR) administration of the Organization is a shared responsibility carried by the Board of Directors, the Executive Committee and the Executive Director. In the even that there is no Executive Director, a member of the professional staff can be designated in charge. The Associate Executive Director is responsible for HR policies and procedures.
HR Functions of the Board
- To establish the HR policies for the organization
- To employ the Executive Director as the Organization's full-time administrator and delegate this person the authority and responsibility for the management of the affairs of the Organization in accordance with the established policies.
The Board of Directors of the Organization recognises that the mission and vision of the organization are realised by ensuring best practices in HR. The Organization relies upon a committed and caring staff and must continue to attract and retain the highest calibre of individuals through appropriate and effective HR policies.
Working under the direction of the Organization's Board of Directors, the HR Committee provides oversight to personnel functions at the Organization to oversee best practices in HR. The Committee is chaired by an member of the Board of Directors and is comprised of additional Organizational Board Members with relevant skills and/or expressed interest in HR development. The Comittee meets as needed, or at least four times per calendar year.
The HR Committee exists to oversee best practices in HR at the Organization as follows:
- On the recommendation of management, review and providing input into HR policy development, and implementation by management, esuring the fair and equitable treatment of employees;
- On the recommendation of management, reviewing and providing input into Organization staff compensation and benefit plans;
- By providing for grievance procedures regarding personnel policies;
- By undertaking an annual performance review of the Executive Director.
Secure Files for All Employees
The Organization shall maintain a centrally-filed personnel record system with an individual, confidential file for each employee. The file for each employee shall be established at the date of employment, continuously maintained throughout the employment period and permanently retained by the Organization for seven (7) years after termination.
Each employee's individual personnel file shall contain all pertinent documents relating to the employee's status and job performance. The employee's file shall include the following pertinent documents whenever applicable:
- The employee's application
- Letters of reference from previous employers
- Correspondence with reference to the applicant
- Letter of appointment
- Evaluations of performance
- Copies of communications pertaining to performance
- Copies of communications pertaining to resignation or termination
- Copies of communications pertaining to retirement
- Salary history
- Signed copy of Organization Privacy or Confidentiality Policy
- Signed copy of Organization Agreements (i.e., Non-Disclosure, Non-Competes) and others as required
- Criminal record check report
Time and attendance records, travel, leave accrual and usage, and documents relating to pay shall be maintained.
Personnel Record Information Changes
All personnel are expected to promptly inform the Organization of any changes to the following informaitnon on file in their personnel records.
- Address and telephone number(s), and email addresses
- Whome to notify in case of emergency and how to reach them
- Number of dependents to be used for withholding tax and fringe benefits
- Social insurance number (Canada), or Social security number (USA)
Viewing Personnel File
All employees may have access to view their personnel file upon request to the Director of Operations. Employees shall have access to the file within 24 hours of this request, and will view their file in the presence of the Director of Operations or another manager.
Section IV: Terms and Conditions of Employment
The Executive Director and the HR Committee Chairperson have the responsibility for recruiting and screening of candidates for Executive Director. The Chairperson of the Executive Committee handles all correspondence regarding candidates. All deliberations of this Committee are confidential.
Appointment by The Board of Directors
The Executive Director is appointed by the Board of Directors on the recommendation of the Executive Committee. The appointment is confirmed in writing the the President.
All staff other than the Executive Director
Appointments of staff other than the Executive Director shall be the responsibility of the Executive Director.
The following hiring procedure applies to regular and temporary positions and consultants only:
Staff shall be advised of new positions or vacancies before public notice is given. Where appropriate, notices may be published in newspapers and periodicals, posted with employment agencies or advertised.
Application by Resume
Every applicant for employment shall make an application by submitting a resume.
The Executive Director or his / her appointee shall review the applications, and where appropriate, shall contact references and/or conduct interviews and take any other steps required to ensure that the position is filled by the best candidate.
Criminal Record & Background Checks
All offers of employment shall be conditional upon receipt of a criminal record check, and a background check.
All persons selected for employment will receive written notification of their appointments. Contents of the appoingment letter will include:
- the specific job title for which the person is hired;
- a brief description of the duties to be performed;
- the supervision channel for the new employee;
- the rate of compensation;
- the terms of employment (i.e., permanent or temporary); and,
- any special conditions of employment
(a) Applicant Signature of the Appointment Letter
The employee shall sign the appointment letter and sign off about major changes in assignment within the job description in writing.
To avoid conflict of interest or perceived conflict of interest in employment, the Organization has developed the following policy relationg to nepotism:
No Immediate Family Members
No immediate family member (i.e., spouse, common-law partner, sibling, parent, child) of a Board Member, the Executive Director or staff may be employed by the Organization.
Conflicts of Interest
All employees in a position to hire or to recommend a candidate for hiring must avoid potential conflicts of interest in employemkent. Any hiring of close friends of other employees or organization stakeholders must be reviewed by the Executive Director.
Exceptions to this policy may be made if approved by the HR Committee.
Equal Opportunity Employment
The Organization provides equal opportunities for employment and advancement to all, regardless of gender, race, ethnicity, religious, sexual orientation, age, political opinons, marital status, or other protected status. The Organization is committed to following the Labour Standards Act in all respects to provide a fair work environment.
The first six (6) months of employment shall constitute a probationary period. During the probationary period, the Organization or the employee may terminate the employment relationship in accordance with the provision of the Employment Standards Act. At its successful completion, all rights and benefits accrued, and sick leave and vacation with then become retroactive to the date of employment. There will be a formal written evaluation prior to the end of the probationary period
- info about organizational procedures, practices and policies
- work culture, roles and expectations
- IT systems, and phone
- Benefits package - including explanations as to how it works
- info about harassment
- resource persons
- completing time sheets
- Do's and Don'ts
All employees will undergo a written performance evaluation byt the Executive Director, or the employee's suerpvisor, priort to the end of the probationary period, and at least annually thereafter. Continued employment with the organization is based on satisfactory performance evaluations. In the even that there is a concern regarding an employee's performance, the employee and supervisor will meet to discuss performance improvement measures. A copy of the completed annual review will be retained in the employee's personnel file.
Professional Liability Coverage
Individuals who provide direct service and who are offered full or part-time employee positions must be eligible for professional liability insurance coverage through their professional association. The Organization will pay 100% of professional liability premiums (up to a specified standard level of coverage) on behalf of counsellors who work exclusively for the Organization on a full or part-time basis, and on a pro-rate basis for individual who are employed in other Organizations or as a private consultant. Contract employees providing specified services will provide written evidence of professional coverage prior to being engaged.
All employees shall conduct themselves in a professional, respectful and responsible manner.
The Organization seeks to provide a collegial work environment in which all individuals are treated with respect and dignity. The Organization will not tolerate harassement, intimidation or interference of any kind, whether sexual or based on religion, political affiliation or preference, ethnicity, race, sexual orientation, national origin, age, disability, or other.
Any instance of harassemnt should be reported to the employee's supervisor, the Associate Executive Director, or to the Executive Director. The complaint may be taken by management to the HR Committee, and an external mediator will be contracted should the need arise.
Complaint Review Process
Any complaint will be reviewed as follows:
- All claims of harassment will be clearly and fairly investigated by the Associate Executive Director, who will mediate and resolve complaints informally, when possible.
- Should the Associate Executive Director be unable to deal with the complaint through informatl mediation, the complaint and its investigation, with the approval of the HR committee, will be passed to an external mediator for resolution.
- The employee against whom the claim is made may be suspeced with pay until the investigation is completed, with the approval of the Associate Executive Director, the Executive Director and the HR Committee
- Upon completion of the investigation, the complainant and, if warranted the alleged violator will be notified of the results of the investigation and any action to be take by the Organization.
The complaint and its investigation will be kept confidential to the fullest extent possible.
Any employee found to be in violation of this policy will be subject to performance improvement procedures or immediate discharge, depending on the type and degree of violation.
False or Malicious Claims
False or malicious claims of harassment shall be treated as cases of harassment as against the complainant.
Termination of Employment
Termination of employment, whether upon the initiative of the Organization or the employee, will occur with proper notice, or pay in lieu of notice being given.
Two Weeks' Notice for non-FrontLine Staff
Non-frontline staff shall give the Organization at least two (2) weeks advance written notice of their intention to resign.
Four Weeks' Notice for Frontline Staff
Frontline staff shall give give the Organization at least four (4) weeks advance written notice of their intention to resign.
Application of Employment Standards Act
The provisions of the Employment Standards Act shall apply with respect to payment in lieu of notice in the event of termination without just cause. Pay for vacation credits earned and all other monies owing shall be paid to a terminated employee leaving.
If the Executive Director believes that "just cause" exists to terminate the employment of any employee, the matter will be discussed with the Personnel Committee and a course of action decided. "Just Cause" shall include breach of confidentiality; insubordination; gross negligence, dishonesty, or other cause sufficient under law to dismiss and employee without notice.
If a serious situation exists which requires immediate action, the Executvie Director may suspend the employee without pay for an indefinite period, pending full investigation and determination of a course of action by the Executive Director and the Personnel Committee.
Post-Termination; Payments due Employee
Upon termination, the Organization shall pay the employee for any outstanding wages or salary earned, vacation earned but not taken and any other monies owing. Likewise, vacation taken but not earned, will be deducted from the last pay.
The Organization recognizes that exist interviews are an important part of organizational development and will conduct exit interviews with all staff departures. The purpose of the exit interview is to gather information on how the Organization may improve itself based in feedback from the departing employee. All information exchanged in the exit interview and will remain confidential (Note: does this go in the employee's file?)
Conduct of Exit Interviews
Exit Interviews will be conducted with departing staff as follows:
- Exit interviews are voluntary for all staff members
- For employees, a manager who is not thei supervisor will conduct the interview, and may include the Executive Director, the Associate Executive Director (as head of HR) or another department Director.
- The HR committee may choose to conduct an exit interview of department Directors. Information gathered by the Committee will be conveyed to the Executive Director in a timely manner.
- The exit interview will take place within the notice perioed or within two (2) months of departure
Reporting of Inability to Work
Every employee shall inform the employer, as soon as possible, of his/her inability to report for work because of illness, injury, or other legitimate reason. The employee shall inform the employer of the date of return to duty in advance of that date and any special requirements and / or equipment required. The employee should keep the employer informed of his / her health status and of the expected date of return to work.
Conflict of Interest
No employee shall engage in outside employment, consulting or other activities which may create a conflict of interest and/or interfere with the efficient performance of the employee's duties and responsibilities. No employee may accept monies, commissions, referral fees or kickbacks or in-kind services or products for referring clients to a 3rd party.
Code of Business Conduct
Employees shall not personally accept gifts, money or gratuities of any kind or in any form from persons directly or indirectly receiving benefits or services, or from persons otherwise in a position to benefit from an employee's action. Such "gifts, monies, gratuities and in-kind services and products" will be promptly reported to the employee's supervisor and the Associate Executive Director. A written report will be made and recorded in the Organization's filing system.
If an employee is dissatisfied with the application of any personnel policy, s/he may make a verbal complaint to his/her supervisor or manager, or to the Executive Director. If, within five (5) working days, a satisfactory answer to the employee is not given, the employee may present the complaint in writing to the Executive Director, or to the Associate Executive Director (as head of HR), who will give an answer within writing within ten (10) business days.
If the employee is not satisfied with the written answer, the employee within a further ten (10) days, may submit the written complain to the HR Committee. The HR Committee will attempt to resolve the matter and will give a written answer within one (1) mont from the date that the HR Committee received the complaint. The decision of the HR Committee will be final
Hours of Work
Organization hours, including statutory holidays and specified religious and/or cultural holidays, shall be from 9:00 am to 5:00 pm Monday through Friday.
The work week for full-time employees exclusive os the 45-minute lunch meal periods will be 40 hours. Contract and part-time employees may work hours as agreed upon in their specific employment contract.
Starting and Ending Times
Starting and ending times shall be set by the employer and may be extended beyond the official office hours. If the employer requests that an employee work during their lunch period, then that shall be considered as time worked in order to complete the work load.
Time sheets shall be completed daily and submitted monthly, listing all time worked. New employees will be given an orientation in properly completing timesheets.
Hours for Part-Time Staff
Hours for part-time staff will be structures as a fraction of full-time hours (e.g. 1/5, 2/5, 3/5, and 4/5).
Authorizations & Approvals
All overtime will be authorized and approved in advance in writing by the Executive Director, or designate.
Payment for Excess Time Worked
When an employee is requested to work in excess of his / her regularly scheduled hours, and such request causes the total hours worked by an employee to fall within the overtime provisions of the Employment Standards Act, the Organization shall pay to the employee overtime in accordance with said Act.
At the written request of the employee, the Organization will establish a time bank for the employee and credit the employee's overtime wages to the time bank instead of paying said wages to the employee. In this case, the employee from time-to-time request the Organization to do one or more of the following:
(a) Pay the Overtime Wages
pay out all or part of the overtime wages credited to the time bank;
(b)Take Time off With Pay
allow the employee to use the credited overtime wages to take time off with pay at a time mutually-agreed in writing between the Organization and the employee. This time off may or may not be added to the employee's vacation time; it is subject to the Organization's needs and preferences, and will be negotiated with the employee.
The employer recognizes the following as paid holidays:
- New Year's Day (January 1)
- Good Friday
- Victoria Day
- Thanksgiving Day
- National Country Holiday (e.g, Canada Day, 4th of July (USA))
- Labour Day (September 1)
- Remembrance Day (November 11)
- Christmas Day (December 25)
- Boxing Day (December 26)
Employees will be paid their regular salary when a statutory holiday falls on their regular work day. When the statutory holiday fall on an employee's regular day off, the employee shall be granted another day off with pay. Part-time employees shall be granted statutory holidays benefits on a pro-rated basis.
Paid Religious Holidays
The employer recognizes the following as additional paid holidays as long as they fall within the regular days of work:
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Regular Rates of Payment
Regular rates of pay apply to all relitious holidays. No additional time is granted when a religious holiday fall on an employee's day off.
Section V: Compensation
Payroll and Deductions
Regular employees shall be paid bi-monthly, on the 15th and the last business day of the month.
It is the policy of the Organization to NOT pay advances on salary except in exceptional circumstances and in consultation with the Executive Director. In such a case, this amount will be repayable to the Organization in terms set out by the Executive Director, and agreed to in writing by the Organization and the Employee.
This clause does not refer to payment of earned vacation pay in advance of vacation being taken.
Relieving in Higher Rated Positions
In the event of an employee relieving in a management or supervisory position for a minimum period of ten (10) work days, the employee shall receive an additional 10% of salary or a minimum increase of $100 per month, proportionate to the time worked, whatever is greater, and retroactive to the start of the relief period. Maximum rates in the higher range shall not be exceeded by this clause.
Section VI: Benefits
A benefit package and description will be provided to all employees who qualify according to the terms of the (benefit) plan, or a minimum of .5 FTE. (This will be discussed at the Employee Orientation)
Payment of Premiums
The employer pays all employee benefit premium costs exclusive of long-term disability (LTD), but does not cover the cost of dependent coverage.
In Lieu Payments
....info provided soon....
Retirement Savings Plan
For permanent full-time and part-time employees who are employed a minimum of .5 FTE, the Organization will, after one year of service, contribute one (1) per cent to the employee's retirement savings plan account, provided the employee contributed an equal amount. This percentage will increase one (1) per cent per year to a maximum of four (4) per cent per year.
Job Description and Salary Classification
Written Job Description
All positions within the Organization will have a written job description, and will be updated regularly and as required.
An employee will be considered for a salary increase to the next step effective on the anniversary date of his/her employment, subject to a satisfactory evaluation and economic conditions. All salary increases, however, are dependent on the Organization's financial capability.
Cost for vehicle transportation for employment purposes, as designated by the employer, will be fully reimbursed. All travel, exclusive of travel to and from work, will be reimbursed at the current Organization kilometer rate. Those using other than private automobiles will be reimbursed for their exact fare, taxi or bus. Cost for parking, where necessary, shall also be reimbursed. Detailed official receipts are required for reimbursement.
Reimbursement for Organization Travel
Reimbursement shall be conditional on the following:
Adequate Vehicle Insurance =
Only persons with appropriate and adequate vehilce insurance shall be authorized fro travel on organization business.
Taxicabs must be used whenever transporting clients.
All travel must be logged daily, with monthly claims submitted for reimbursement.
Detailed official receipts are required, prior to reimbursement.
Authorization of payment must be obtained from the Executive Director for employee travel.
Social Service professionals who are offered full or part-time employee positions must maintain membership in their respective professional organizations (e.g., counsellors, social workers). The Organization will pay 100% of their professional association fees on behalf of social service professionals who work exclusively for the Organization on a full or part-time bases, and on a pro-rated bassis for social service professionals who are employed in other agencies or in private practice. This membership is optional for all non-counselling staff and fees will be reviewed on an individual basis by the Executive Director.
Reasonable expenses to fulfill assigned duties shall be reimbursed by the Organization upon approval by the Executive Director. Official receipts and vouchers shall be submitted by the employee.
Staff attendance at community or organization events will be decided on an individual basis. If staff is expected to attend, the Organization shall absorb the cost for staff members. If attendance and / or travel is taken in such a way to minimize Organization expense, an application to include spouse(s) or partner(s) may be considered by the Executive Director.
Section VII: Vacation and Leave From Work
This section applies only to regular employees:
Annual Vacation with Pay on the Basis of These Service Levels
- Up to and including three (3) years of service - three (3) weeks (15 work days)
- Four (4) years up to and including five (5) years of service - four (4) weeks (20 work days)
- Six (6) years up to and including ten (10) years of service - five (5) weeks (25 work days)
- Eleven (11) years up to and including fifteen (15) years of service - six (6) weeks (30 work days)
- Sixteen (16) years up to and including twenty (20 ) years of service - seven (7) weeks (35 work days)
Vacation leave shall be pro-rated for those employees who are not full-time or who work less than one (1) full year.
Eligibility After Six Months of Employment
Eligibility for vacation leavve shall commence after six (6) months of continuous employment. Any exceptions must be approved in writing by the Executive Director.
With the mutual consent of the employee and the Executive Director, the employee may carry-forward from one year to the immediately next succeeding calendar year, up to 50% of the preceding year's vacation days (i.e., those days not taken in the previous year). Employees who do not take vacation due to workload or other considerations may propose special consideration from the Executive Director. Employees may not waive a vacation period in lieu of pay, except upon termination.
Hospital In-Patient Admittance
Should a regular employee demonstrate to the satisfaction of the Executve Director that s/he was admitted to as an "in-patient" during the course of a vacation, the employee shall be considered to be on s"sick leave" for the period of the hospital stay. As a recult, vacation time not taken due to such a stay in hospital shall be taken at a mutually agreeable later time.
Employees must consult with their supervisor to determine their vacation schedule.
Non-Accrual of Vacation Pay
Vacation pay shall not accrue during:
- a layoff
- an unpaid leave of absences in excess of five (5) consecutive days per fiscal year
- Employees shall be permitted to divide their vacation time upon mutual agreement between the employee and the Executive Director
- Employees who have commenced their annual vacation shall not be called back to work except in cases of extreme emergency and at the expense of the employer
- Upon termination, the employee shall be entitled to vacation pay at the applicable earned rates based on length of service
Sick Leave Credits (Retroactive)
After completion of the probationary period, regular full-time and part-time employees shall be granted sick leave credits for personal illness retroactive to the date of employment. Full-time employees shall accumulate one (1) day of sick leave for each month of service to a maximum of one hundred (100) working days. Part-time employees shall be entitled to sick leave credit on a pro-rated basis of regular hours worked.
Sick Leave Without Pay
Employees whose siick leave credits are exhausted will be considered on sick leave without pay, or if off due to an extended illness, eligible employees may be able to access long-term disability benefits.
Non-Accrual of Sick Leave
- Any period of sick leave (paid or unpaid) in excess of fourteen (14) working days.
- A layoff or suspension
- A leave of absence without pay in excess of ten (10) consecutive working days
Receipt of Benefits from Other Party
The Organization shall not be required to pay sick leave benefits to an employee who qualifies to receive benefits under any Employment Insurance, Worker's Compensation, Long Term Disability or any other wage replacement or insurance plant (collectively referred to hereinafter as a "Disability Plan"). However, if the amount that the employee is entitled to receive from the Disability Plan is less than the employee would have received under the employer's sick leave plan (calculated on an after tax basis), then the employee shall receive sick leave benefits to the extent of the difference. where the employer is not prohibited from paying such amounts by law.
Applying Directly from a Disability Plan
An employee who claims sikc leave benefits from the employer shall apply for benefits from any Disability Plan from which that employee may be qualified to receive benefits.
Sick Leave Form
Sick leave must be noted on time sheets. The employer may request that a report from a qualified medical practitioner accompany the application for sick leave if the absence is more than three (3) working days. The employer may also request a report from a qualified medical practitioner when it appears that a pattern of consistent absence is developing.
Abuse of Sick Leave
No employee shall misuse sick leave, special levave or any leave of benefit enumerated herein for any purpose other than that specified. No employee shall make a false claim for any leave or benefit, or submit falsified information to support thereof. Any employee who contravenes this section is subject to disciplinary action up to and including dismissal.
Ineligibility of Sick Leave
An employee is not eligible for sick leave with pay for any period during which s/he is on a leave of absence under suspension or on layoff.
In the event of a death in the immediate family (i.e., grandparents, parents, spouse, partner, child, sibling), leave with pay to a maximum of five (5) consecutive working days will be granted.
All other instances may be eligible for special leave without pay at the discretion of the Executive Director.
Maternity / Paternity / Adoption Leave
Employment Standards Act - Provisions
Materinty leave will be granted to a staff member in accordance with the provisions of the Employment Standards Act. Maternity leave without pay in addition to that required by legislation may be approved by the Executive Director. During the period of leave, she shall be entitled to retain any sick leave, vacation credits and pension rights accumulated prior to leaving.
Approval by Executive Director
Paternity leave without pay may be approved by the Executive Director. During the period of leave, the employee shall be entitled to the same benefit provision as above.
Adoption leave without pay may be approved by the Executive Director. During the period of leave the employee shall be entitled to the same benefit provisions as provided for maternity leave.
Leave of absence without pay up to a period of one (1) month will be considered upon request of the individual, subject to the written approval of the Executive Director. Any longer period will require the written approval of the HR Committee.
Leave for Court Appearances
The employer shall grant paid leave to employees, other than employees on leave without pay, who serve as jurors or witnesses in a court action, provided such court action is not occasioned by the employee's private affairs.
In cases where an employee's private affairs have occasioned a court appearance, such leave to attend court shall be granted without pay.
Remittance of Monies
An employee in receipt of his/her regular earning while serving at the court shall remit to the employer all monies paid to him/her by the court, except travelling and meal allowances not reimbursed by the employer.
Time Spent at Court
Time spent at court by an employee in his / her official capacity shall be considered time worked.
Leave of Absence Without Pay
In the event an accused employee is jailed pending a court appearnance, such leave of absence will be without pay.
Employees whose relgious faith obliges them to perform religious duties on days which are working days for the Organization, may, by previous written arrangement with the Executive Director, be granted leave without pay.
Conferences, Institutes and Courses
Leave for conferences, institutes and courses which are considered as mutually beneficial to both agency and staff, may be granted with pay and with expenses paid within the established limits of agency funds for that purpose, to the Executive Director and to members of the staff upon written authorization of the Executive Director or designate. Vacation time shall not be affected by conference, institute and/or course attendance.
Educational Leave / Sabbaticals
Conditions for a Sabbatical
Employees may be eligible to apply for an unpaid sabbatical for the purpose of conducting study in a submect area relevant to their work at the Organization. An employee must have held a permanent position at the Organization for a minimum of three (3) years before being eligible to apply for a sabbatical. An employee may be granted a sabbatical no more than once every three years. (Note: additional clauses on what happens when employee returns, if there are layoffs and his / her job is no longer availability, seniority rules, etc.)
Applying for a Sabbatical
The application for sabbatical must be made in writing to the employee's supervisor / manager outlining the purpose of the leave. Approval of the application is made jointly by the department supervisor / manager and the Executive Director, and will be a maximum of twelve (12) months.
Occasionally, the Organization is closed due to weather conditions that would make travel to work hazardous for employees and clients. Closures will be determined by the Executive Director or in his/her absence, the Associate Executive Director or designate. Employees' pay will not be deducted for the period of time that the office is closed. (Note: However, in natural or manmade disasters, power failures or extreme situations beyond a three (3) consecutive days, employees may not be paid, and alternate arrangements will be made.) Should an employee be unable to travel to work due to localized weather problems, the employee must contact their supervisor or another manager, and time off may be authorized from the employee's bank of sick time.
Section VIII: Workplace Safety
Workplace Safety Committee
A workplace safety committee composed of the Associate Executive Director, the Director of Operations, and the Accountant will meet on a quarterly basis to consider issues related to safety in the office environment. Concerns over workplace safety should be brought to the Director of Operations or to the Associate Executive Director.
All workplace injuries (whether in the office, or in-transit serving clients) must be reported to the First Aid Attendand at the location of the incident, as well as the Individual responsible for first aid and safety in the Organization. The employee mus also immediately report the incident to the Account in case a Workers Compensation report needs to be filed.
Critical Incidents Policy: Client Incidents
A critical incident is one in which there is a concern for staff and/or client safety, due to the behaviour of a client, member of the public, employee or former employee, within the Organization's offices.
Protection from Threatening or Dangerous Behaviour
Organization staff members and clients must be protected from threatening or dangerous behaviour of clients or non-clients at the Organization. Appropriately qualified staff members will attempt to resolve problems, to the best of their ability, prior to contacting police.
Procedures at Reception
- Contact a case manager or supervisor
- If absent, contact a social service professional
- If no social service professional is available, contact the Executive Director
- If all are unavailable, contact the Director of Operations or another department manager
- A social service professional will determine if and when the police should be contacted.
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