INTRODUCTION

PURPOSE OF THE PERSONNEL POLICIES AND PROCEDURES MANUAL 

This manual is for the employees of the Yadkin County Partnership for Children, Inc. (herein called the “Partnership”) and are intended for information purposes only.  Neither these policies, organization practices, or other communications create an employment contract or term.

All employees of the Partnership will be furnished a copy of this personnel manual, and each employee must sign and date a statement indicating that he / she has read and understands the policies and procedures contained herein.

These policies and procedures do not contain all the information that employees will need to know during the course of their employment.  Additional information will be provided through oral and written notices.  Accordingly, the policies and benefits described in these policies and procedures are subject to review and change by the Board of Directors at any given time.  Changes to these policies and procedures will be announced and distributed by the Executive Director, and all employees must sign an acknowledgement of receipt which will be kept in his / her personnel file.

OPEN MEETINGS & PUBLIC RECORDS LAWS

POLICY

It is the policy of the Yadkin County Partnership for Children, (YCPC), to comply with the Article 33C of Chapter 143 of the General Statutes, Open Meetings Law, and Chapter 132 of the General Statutes, Public Records Law.  Compliance with the following procedures and duties, as detailed in the section on segregation of duties, is essential to achieve this goal.

PROCEDURES

The following procedures are necessary to ensure proper policy development and enforcement:

1. Copies of the Open Meetings Law and Public Records Law will be obtained.

2. Authorization and enforcement of activities per the law requirements will be conducted.

DUTIES 

To carry out the procedures necessary to ensure proper policy development and enforcement, the following duties must be performed:

1.      Notices for compliance with the Open Meetings Law and Public Records Law will be written and maintained.

2.      Review and approval of notices will be conducted.

3.      Review activities of the Yadkin County Partnership for Children to ensure compliance with the Open Meetings Law and Public Records Law.

SEGREGATION OF DUTIES

To assist in performing these procedures with adequate segregation of duties, a breakdown of duties is provided.  The number below each position refers to the number of the duty, which should be carried out.

            Executive                                                                                 Board of

             Director                                                                                    Directors

              1 & 2                                                                                            3

CIVIL RIGHTS & AMERICANS WITH DISABILITIES ACTS

POLICY

It is the policy of the Yadkin County Partnership for Children, (YCPC), to comply with and support Title VI and VII of the Civil Rights Act of 1964, Section 504 of the Rehabilitation Act of 1973, and the Americans with Disabilities Act.  Compliance with the following procedures and duties, as detailed in the section on segregation of duties, is essential to achieve this goal.

PROCEDURES

The following procedures are necessary to ensure compliance and support:

1.      Requirements of the Title VI and VII of the Civil Rights Acts of 1964, Section 504 of the Rehabilitation Act of 1973, and the Americans with Disabilities Act will be obtained.

2.      Compliance with and support of Title VI and VII of the Civil Rights Act of 1964, Section 504 of the Rehabilitation Act of 1973, and the Americans with Disabilities Act will be ensured.

DUTIES

To carry out the procedures necessary to ensure proper compliance, the following duties must be performed:

1.      Ensure that all activities of the YCPC are in compliance with and support of the Civil Rights Act and the Americans with Disabilities Act.

2.      Review activities of the YCPC to ensure they are conducted in compliance with the support of the Civil Rights Act and the Americans with Disabilities Act.

SEGREGATION OF DUTIES 

To assist in performing these procedures with adequate segregation of duties, a breakdown of duties is provided.  The number below each position refers to the number of the duty, which should be carried out.

            Executive                                                                                 Board of

             Director                                                                                    Directors

1      2

MANDATORY REPORTING LAW

(GENERAL STATUTE 7A-543) 

"Any person or institution who has cause to suspect that any juvenile is abused or neglected shall report the case of that juvenile to the Director of the Department of Social Services in the county where the juvenile resides or is found.  The report may be made orally, by telephone, or in writing.  The report shall include information as is known to the person making it including the name and address of the juvenile; the name of and address of the juvenile's parent, guardian, or caretaker; the age of the juvenile; the present whereabouts of the juvenile if not the home address; the nature and extent of any injury or condition resulting from abuse or neglect and any other information which the person making the report believes might be helpful in establishing the need for protective services or court intervention.  If the report is made orally or by telephone, the person making the report shall give his name, address, and telephone number. Refusal of the person making the report to give his name shall not preclude the Department's investigation of the alleged abuse or neglect..."

BOARD MEMBER CHILD CARE STIPEND

POLICY

It is the policy of the Yadkin County Partnership for Children, (YCPC), to pay for any childcare required for a present board member/committee member to participate in any board activities (i.e. board meetings, out of town meetings).  YCPC will pay at the rate of $25.00 for up to 4 hours and $50.00 for anything over 4 hours.

Proper documentation must be maintained:

1.  A bill from the Board Member stating the following:

Current date

Date of the event

Event

Beginning and ending time of the event

Total amount requested

2.  YCPC will pay the bill within 20 days of receipt after proper approval.

EQUAL OPPORTUNITY/AFFIRMATIVE ACTION POLICY

Equal Opportunity is the Partnership's policy.  It is the policy of the Partnership to select the best-qualified person for each position in the organization.  No employee of the Partnership will discriminate against an applicant for employment or a fellow employee because of race, creed, color, religion, sex, national origin, ancestry, or age.  No employee of the Partnership will discriminate against any applicant or fellow employee because of any mental or physical disability or because of the person's veteran status.  This policy applies to all employment practices and personnel actions.

The Partnership has adopted an Affirmative Action policy which essentially means that the Partnership will aggressively seek out, hire, develop, and promote qualified members of protected groups (defined as racial minorities, women, physically or mentally disabled, disabled veterans, veterans of the Vietnam era, and persons ages 40 and over).

EMPLOYEE SELECTION PROCESS

This Partnership provides equal opportunity to all applicants on the basis of demonstrated ability, experience, training and education, and potential.  Qualified persons are selected without prejudice or discriminations stated in the Partnership's Equal Opportunity/Affirmative Action policy.

The position descriptions will define the job-related tasks and qualifications necessary to assume the position.  The defined tasks and stated qualifications will be the basis for screening applications.  The Board of Directors for the Partnership is responsible for recruiting, interviewing, and hiring the Executive Director.  The Executive Director is responsible for interviewing and hiring appropriate staff to manage the organization.  He / She is the only staff person who can enter into an employment agreement with a potential employee.  For each vacancy, the Executive Director will conduct an initial screening to assess the candidates' experience, demonstrated ability, and training.  Screening shall include a criminal record check.

Before extending an employment offer and upon the applicant's prior agreement that inquiries may be made, at least two applicant references must be checked.  Inquiries are to be made in a professional manner requesting only factually verifiable and job-related information.  The reference data is used only as supplemental information for the hiring decision.

After candidate interviews, verification of employment history, and reference inquiries, the Executive Director is responsible for the employment offer.

After the verbal offer has been made and the candidate has agreed to the essential terms of the offer (position, salary or rate, and starting date), a written offer will be prepared by the Executive Director and submitted to the candidate in person or by mail.  The written offer will confirm the verbal offer and will include the essential terms of the verbal offer as agreed to by the candidate.  The candidate will be required to sign and date an acceptance of the written offer which will state as follows:  "The undersigned accepts the above employment offer and agrees that it contains the terms of employment with the Yadkin County Partnership for Children and that there are no other terms expressed, or implied.  It is understood that employment is subject to verification of identity and employment eligibility."

The verbal or written offer must never express or imply that employment is "permanent", "long-term", of a specific duration, or words of similar meaning.   An exception may be made where a temporary position of known duration is to be filled.

Once the candidate has accepted the employment offer, he/she will be required to provide documentation of identity and employment eligibility in accordance with federal law.  The Federal I-9 form shall be used for this purpose.

STANDARD BENEFITS PROVIDED TO EMPLOYEES

1.      Health Care Insurance Coverage, including Major Medical and dental (employee only; family coverage is available through payroll deduction).

2.      Life Insurance Coverage

3.      Disability Income Coverage

4.      Retirement Income Program

5.      Vacation Leave

6.      Holiday Leave (11 days per year)

7.      Sick Leave (12 days per year; accrued at 8 hours per month)

8.      Compensatory Time

9.      Family and Medical Leave (conforming with FMLA. of 1993)

10.  Child Involvement Leave (8 hours per year)

11.  Reimbursement of justified and approved expenses associated with employment, including reimbursement for travel and automobile use

NEW HIRE, REHIRE, AND REINSTATEMENT

NEW HIRE

The Executive Director is responsible for having the new employee fill out all pre-employment forms, benefit applications, and enrollment forms; and providing on the employee's first day of work, basic information on pay policy, leave policy, benefits, and working hours.

REHIRE

Applications received from former employees will be processed using the same procedures and standards that govern all direct applications. The Executive Director will review the former employee's performance records and the circumstances surrounding termination of previous employment with the partnership.

REINSTATEMENT 

Employees who are re-employed by the Partnership after termination will lose their original anniversary date for all purposes and be assigned a new date corresponding to their first day on the job after re-employment.  Benefits will begin to accrue in accordance with this new date of employment. This policy shall not apply to layoffs or to an employee who was erroneously terminated for cause and later re-instated.

PROBATIONARY PERIOD

All newly hired employees appointed to regular full- or part-time positions are required to successfully serve a probationary period of 6 months.  After the 6 month period, the Executive Director shall provide the probationary employees with a written evaluation of their work and notice of continued employment, an optional 3 month extension of the probationary period or termination.

After the probationary period, if the employee’s performance is acceptable, the employee will become a regular full or part-time employee with all the privileges outlined in the personnel manual.  Vacation and sick time are accrued from the employee’s hire date; however, vacation time may not be used until the employee has achieved the employment status for which he / she was hired (the probationary period is completed).  Exceptions will be the at the Executive Director’s discretion.

The Partnership has a group policy for health insurance and life insurance.  The employee will be eligible for these benefits after 30 days. 

(Approved 11-27-00)

POSITION CLASSIFICATION

Each position established within the Partnership shall be classified according to the following:

Full- or Part-Time - Employees in full-time positions are scheduled to work 2,080 hours annually (average of 40 hours per week). Employees in full-time positions are entitled to all benefits offered by the Partnership.  Employees in part-time positions are scheduled to work more than 1,040 hours but less than 1,560 hours annually (average of 20 to 30 hours per week).  Employees in part-time positions are entitled to leave benefits on a prorated basis.

Regular or Temporary - Regular positions are those projected to be filled for a period of time in excess of 90 days.  Employees hired for a period of 90 days or less shall be considered filling temporary positions and shall not be entitled to benefits provided to regular employees.

Exempt or Non-Exempt - Employees in exempt positions are not entitled to overtime pay.  Employees in non-exempt positions are eligible for overtime pay for authorized work in excess of the 40-hour work-week.  Authorization must be given by the Executive Director.  Overtime pay is calculated at 1.5 times the hourly rate.  The use of compensatory time is considered for Exempt employees only and addressed on page 38 under the category entitled Compensatory Time.

POSITION DESCRIPTIONS

The purpose of position descriptions is to define a position's duties and set minimum requirements for filling the position.

New Position.  Prior to a new position being advertised, a position description detailing the unique features of the job including the specific minimum requirements will be prepared by the Executive Director and approved by the Board.

Established Position.  Prior to an established position being advertised, the current position description will be reviewed for possible changes by the Executive Director and approved by the Board, if changes are made.

Position Description Review.  Within three months after every employee has filled a position,  the position description will be reviewed by the Executive Director along with the employee for possible changes to more accurately match the employees duties with the position description.  The Executive Director shall review an employee's position description when he or she requests it.  All changes to position descriptions must have Board approval.

Content of Descriptions.   All position descriptions shall include the following information:

1.      Title of position

2.      Position summary or overview

3.      Position qualifications (minimum qualifications including job experience, skills, education, and training)

4.      Position Classification

5.      Major duties and responsibilities.

General.  These position descriptions are used to compare positions with the positions of other comparable organizations for salary surveys.  Position descriptions are also one of the factors used in setting the pay scale of positions and evaluating employee performance.

The Executive Director shall annually review all position descriptions to ensure equity and consistency within and across job families and functional lines.

WORKDAY AND PAYDAY

Employees of the Partnership are paid once per month, 12 times annually. A workday begins at 8:00 AM and ends at 5:00 PM with one hour off for lunch. Each work week consists of 40 working hours beginning on Monday at 8:00 AM and ending on Friday at 5:00 PM. Employees, through a written request and with the prior approval of the Executive Director or their supervisor, may adjust their work schedules any time during the seven day work week, as long as 40 hours are worked during that particular week.  Any permanent or temporary adjustments to the workday also requires a written request with approval provided by the Executive Director or the employee's supervisor.

All arrangements for mailing or depositing employee paychecks must be made in advance and in writing with the Executive Director

Monthly Accounting of Time

Every employee of the Partnership is required to provide a monthly accounting for their individual hours of work and leave taken during that period by using the Monthly Time Sheet; all entries must be a true and accurate recording of actual time worked and leave taken.

The Monthly Time Sheet should be completed, previously approved Request for leave & Compensatory Time forms attached, the Time Sheet signed, and then submitted to the Executive Director who will acknowledge and approve. Monthly Time Sheets should be submitted at least two days before the end of the pay period to allow adequate time for approval and payment.

PAYROLL DEDUCTIONS 

The following mandatory deductions will be made from every employee's gross wages: federal income tax, social security (FICA), and state income tax.

Every employee must fill out and sign a federal withholding allowance certificate (IRS Form W-4) and a state withholding allowance certificate (NC-4) on or before his / her first day on the job and in January of each year thereafter. This form must be completed in accordance with federal regulations. The employee may fill out a new W-4 and NC-4 at anytime when his / her circumstances change.  Employees who paid no federal income tax for the preceding year and who expect to pay no income tax for the current year may fill out an Exemption From Withholding Certificate (IRS Form W-4E).  Employees are expected to comply with the instructions on the W-4 and NC-4.  Questions regarding the propriety of claimed deductions may be referred to the IRS in certain circumstances.

Other optional deductions include the portion of group health insurance not paid by the Partnership (for family members if applicable), which is deducted from each payroll check. Other voluntary contributions (e.g., payroll deductions, etc.) are also deducted each pay period.

Every employee will receive an annual Wage and Tax Statement (IRS Form W-2) for the preceding year on or before January 31. Any employee who believes that his / her deductions are incorrect for any pay period, or on the W-2, should check with the Executive Director.

MEAL PERIOD AND REST PERIOD

Meal Period.  The normal work day is 8 hours, commencing at 8:00 AM and ending at 5:00 PM, unless an adjustment to this work schedule has received prior approval from the Executive Director or the employee's supervisor  with a one hour unpaid lunch period.

Rest Period.  Employees are permitted two paid 10-minute rest periods.  Rest periods are to be scheduled as near the middle of the morning and afternoon as possible.

With the prior approval of the employee's supervisor or the Executive Director, a meal period may be reserved for use at the end of a workday; rest periods may not.  Neither lunch periods nor rest periods may be routinely accrued as compensatory time; an exception may be granted by the Executive Director when an employee was required to work during periods.

RETURN TO WORK AFTER SERIOUS INJURY OR ILLNESS

As a joint protection to the employee and the Partnership, employees who have been absent from work because of serious illness or injury are required to obtain a doctor's release specifically stating that the employee is capable of performing his or her normal duties or assignments. A serious injury or illness is defined as one that results in the employee being absent from work for more than 3 consecutive weeks, limits an employee's physical or mental ability to continue work as previously able, or one which may limit the employee's future performance of regular duties or assignments.

The Partnership shall ensure that employees who return to work after a serious injury or illness are physically or mentally capable of performing their duties or assignments without risk of re-injury or relapse.

If the cause of the employee's illness or injury was job-related, the Executive Director will make every reasonable effort to assign the returning employee to assignments consistent with the instructions of the employee's doctor until the employee is fully recovered. A doctor's written release is required before recovery can be assumed.

PERFORMANCE REVIEW AND SALARY BONUS

All employees of the Partnership will participate in an annual performance review with the Executive Director.  The Executive Director will be reviewed by the Board.

Performance Review.  The performance review will be completed in writing after the completion of an interview between the employee and the Executive Director. The employee is encouraged to share in the review process by adding written comments to the evaluation form.

The employee is also encouraged to do the following:

1.      Inquire about his or her performance from time to time;

2.      Accept additional responsibilities and show initiative;

3.      Ask for assistance in developing a goal-oriented path; and

4.      Learn about training available to assist the employee in skills improvement, professional, and personal development.

Merit Bonus.  The Executive Director will determine if a merit bonus is warranted at the time of the performance review. It is the policy of the Partnership to reward employees with a merit bonus for dedication in their work, extra effort, and better-than-average performance. The Partnership does not award merit bonuses on an automatic basis.  All approved merit bonuses will be made at the anniversary date of the employee’s hire.

The amount of the merit bonus will be based on a scale directly related to the evaluation tool scale of 1 to 5.  An employee receiving an evaluation below 3 will be rated as standard and not eligible for a merit bonus.  An employee receiving an evaluation of 3 up to but less than 4 will be rated as above standard and eligible for a merit bonus of 1.25% of salary.  An employee receiving an evaluation of 4 or above will be rated excellent and eligible for a merit bonus of 2.5% of salary.

Merit bonus for the Executive Director will be determined by the Board.

Performance reviews for each employee will be retained in the employee's personnel file.  The file will be accessible to the employee, Executive Director, and Chairperson of the Board. 

(Approved 11-27-00)

CORRECTIVE ACTION AND PERFORMANCE IMPROVEMENT

Corrective action may be initiated when Partnership management believes that an employee's performance problem can and will be resolved through adequate warning and review. Corrective action is completely at the discretion of Partnership management. The Partnership desires to protect its investment of time and expense devoted to employee orientation and training whenever that goal is in the Partnership's best interest.  The Partnership expressly reserves the right to discharge "at will."  Even if corrective action is implemented, it may be terminated at the discretion of the Executive Director.  The Executive Director, at his/her sole discretion, may warn, reassign, suspend, or discharge any employee "at will," whichever he/she chooses and at any time.

It is essential that all disciplinary action be adequately and appropriately supported by written documentation to protect both the rights of the Partnership and the rights of the employee.

The Executive Director will determine the course of action best suited to the circumstances. The steps in corrective action and performance improvement are as follows:

1.      Verbal warning - As the first step in correcting unacceptable performance or behavior, the Executive Director should review pertinent job requirements with the employee to ensure his/her understanding of them. The Executive Director should consider the severity of the problem, the employee's previous performance appraisals and all of the circumstances surrounding the particular case. If the problem continues, in the second step the Executive Director should define the problem in more specific terms and work with the employee to identify the requirements for performance improvement or change of conduct to serve as a solution to the problem. The seriousness of the performance or misconduct should be indicated by stating that a written warning, probation, or possible termination could result if the problem is not resolved. The employee should be asked to review what has been discussed to ensure his or her understanding of the seriousness of the problem and the corrective action necessary. Immediately after the second step in verbal warning, the Executive Director should document the verbal warning for future reference and place that documentation in the employee’s personnel file.

2.      Written warning - If the unacceptable performance or behavior continues, the next step should be a written warning.  Also, circumstances such as violation of a widely known policy or safety requirement may justify a written warning without first using verbal warning. The written warning defines the problem and how it may be corrected. The seriousness of the problem is again emphasized, and the written warning shall indicate that probation or termination or both may result if improvement is not observed. Written warnings become part of the employee's personnel file, although the Executive Director may direct that a written warning be removed after a period of time, under appropriate circumstances.

3.      Probation - If the problem has not been resolved through written warning, and/or the circumstances warrant it, the individual should be placed on probation. Probation is a serious action in which the employee is advised that termination will occur if improvement in performance or conduct is not achieved within the specified probationary period.

The Executive Director, after review of the employee's corrective action documentation, will determine the length of probation. Typically, the probation period should be at least two weeks and no longer than 60 days, depending on the circumstances.  A written probationary notice to the employee is prepared by the Executive Director.  The letter should include a statement of the following:

a)      The specific unsatisfactory situation;

b)      A review of oral and written warnings;

c)      The length of probation;

d)      The specific behavior modification or acceptable level of performance;

e)      Suggestions for improvement;

f)        A scheduled review session or sessions during the probationary period; and

g)      A statement that further action, including termination, may result if defined improvement or behavior modification does not result during probation. "Further action" may include, but is not limited to reassignment, reduction in pay, grade, or demotion.

The Executive Director should personally meet with the employee to discuss the probationary letter and answer any questions. The employee should acknowledge receipt by signing the letter. If the employee should refuse to sign, the Executive Director may sign attesting that it was delivered to the employee and identifying the date of delivery. The probationary letter becomes part of the employee's personnel file subject to a later decision to remove it.

On the defined probation warning date or dates, the employee and Executive Director will meet to review the employee's progress in correcting the problem which led to the probation.  Brief written summaries of these meetings should be prepared with a copy provided to the employee.

At the completion of the probationary period, the Executive Director will determine whether the employee has achieved the required level of performance and to consider removing the employee from probation, extending the period of probation, or taking further action. The employee is to be advised in writing of the decision.  Should probation be completed successfully, the employee should be commended, though cautioned that any future recurrence may result in further disciplinary action.

4.      Suspension - A two or three-day suspension may be justified when circumstances reasonably require an investigation of a serious incident in which the employee was allegedly involved. A suspension may also be warranted when employee safety, welfare, or morale may be adversely affected if a suspension is not imposed. In addition, suspension without pay for up to three consecutive working days may be imposed for such proven misconduct as intentional violation of safety rules, fighting, use of drugs, or drinking on the job. These examples do not limit the Executive Director's use of suspension with or without pay in other appropriate circumstances, such as the need to investigate a serious incident. In implementing a suspension, a written warning report should set forth the circumstances justifying the suspension.  Such a report may become part of the employee's personnel file.

5.      Involuntary Termination - The involuntary termination notice is prepared by the Executive Director.  The employee is notified of the termination by the Executive Director.  Involuntary termination is reserved for those cases that cannot be resolved by corrective action or in those cases where a major violation has occurred which cannot be tolerated.

The following definitions and classification of violations, for which corrective action, performance improvement, or other disciplinary action may be taken, are merely illustrative and not limited to these examples. A particular violation may be major or minor depending on the surrounding facts or circumstances.

1.      Minor violations - Less serious violations are those that have some affect on the continuity, efficiency of work, safety, and harmony within the Partnership. They typically lead to corrective action unless repeated or when unrelated incidents occur in rapid succession. Some examples of minor violations are as follows:

a)      Excessive tardiness

b)      Unsatisfactory job performance

c)      Defacing Partnership property

d)      Interfering with another employee’s job performance

e)      Excessive absenteeism

f)        Failure to observe working hours such as the schedule of starting time, quitting time, rest and meal periods

g)      Performing unauthorized personal work on Partnership time

h)      Failure to notify the supervisor/ Executive Director of the intended absence either before or within one hour after the start of a shift

i)        Unauthorized use of the Partnership telephone or equipment for personal business.

2.      Major Violations - More serious violations. They include any deliberate or willful infraction of Partnership rules and may preclude continued employment of an employee. Following are some examples of major violations:

a)      Fighting on Partnership premises;

b)      Repeated occurrences' of related or unrelated minor violations depending upon the severity of the violation and the circumstances;

c)      Any act which might endanger the safety or lives of others;

d)      Departing Partnership premises during working hours for personal reasons without the permission of the employee's supervisor or Executive Director;

e)      Bringing firearms or weapons onto the Partnership premises;

f)        Deliberately stealing, destroying, abusing, or damaging Partnership property, tools, or equipment, or the property of another employee or visitor;

g)      Disclosure of confidential Partnership information to unauthorized persons;

h)      Willfully disregarding Partnership policies or procedures;

i)        Willfully falsifying any Partnership records; and/or

j)        Failing to report to work without excuse or approval of the employee's supervisor or the Executive Director for three consecutive days.

TERMINATIONS

Terminations are to be treated in a confidential, professional manner by all concerned. The Executive Director must assure thorough, consistent, and evenhanded termination procedures. This policy and its administration will be implemented in accordance with the partnership Equal Opportunity statement.

Inasmuch as an employee can terminate his or her employment with the partnership at any time and for any reason, the Partnership can terminate an employee at any time and for any reason.  The partnership subscribes to the policy of "employment at will." Continued employment with the partnership is at the sole and exclusive option of partnership management. Permanent employment or employment for a specific term cannot be guaranteed or promised. Promises or guarantees of permanent or specific term employment will not be made to an employee of the Partnership by anyone, nor will such promises or guarantees, if made, ever be adhered to by the Partnership or enforced by the employee.

Terminated employees are entitled to receive all earned pay including vacation pay.

Unused sick or personal time will be forfeited.

Employment is normally terminated through one of the following actions:

1.      Resignation - voluntary termination by the employee;

2.      Dismissal - involuntary termination by the Partnership for any reason at any time;

3.      Layoff - termination due to the elimination of a position or the reduction in Partnership funding.

Resignation. An employee desiring to terminate employment, regardless of employee classification, is expected to give as much notice as possible. One month is generally considered to be adequate notice, although this may be waived at the discretion of the Executive Director.

Dismissal. An employee may be dismissed at any time, for any reason, at the sole and absolute discretion of the Executive Director.  In the case of dismissal, the Partnership may, in its sole discretion, give some notice of its intent to dismiss' an employee, but the Partnership is not required to give any such notice.

Layoff. When one or more positions are eliminated or funding is reduced, the Partnership will, in its sole discretion, identify the employees to be laid off. The Partnership may give two weeks notice to the laid off employee, but it reserves the right to substitute two weeks severance pay in lieu of notice. Such pay will be based upon a 40-hour work-week at the employee's straight-time rate or salary.

GRIEVANCE PROCEDURE

A grievance is defined as any dispute or complaint between an employee and the Partnership or between two employees of the Partnership.  In coordination with the "Corrective Counseling" policy, the steps in the grievance procedure are as follows:

1.      Verbal Notification.  As the first step in resolving a grievance, an employee should express the grievance to the Executive Director within a reasonable amount of time following the occurrence of the grievance.  The employee should receive a verbal answer within five working days.

2.      Written Notification.  If the grievance is not settled in Step 1, the grievance may, within five working days after the answer to Step 1, be presented to the Executive Director in written form. The grievance, at this time, shall be reduced to writing and signed by the grievant.  The employee shall receive a written response with five working days.

3.      Written Notification to Chairman.  If the grievance is not settled in Step 2, the employee may submit a signed, written statement detailing the grievance and the action on the part of the Executive Director to the Chairperson of the Board of the Partnership.  The Chairperson will review the grievance and appoint a person or persons to decide on the matter.  The employee must receive a written response from the Chairperson detailing the proposed actions within five working days.

4.      External Review.  The employee may request a hearing with the appointed person or persons for resolution of the grievance.  The problem will be discussed in the presence of the employee or employees and the Executive Director.  Final resolution of the grievance will be made by the appointed person or persons and discussed with the employee or employees and the Executive Director.  The decision will be reduced in writing, a copy given to the employee or employee and the Executive Director, with the original kept in the personnel files when appropriate.

The employee may have another Partnership employee represent him/her at any of the grievance procedure steps if he/she desires. Specified time limits are exclusive of Saturdays, Sundays, and holidays.

5.      Arbitration.  Should the grievance still remain unresolved after comp1etion of Step 4, it may be referred by the Partnership to an outside arbitrator for an impartial and binding decision. The employee does not have this option. Referral by the Partnership to arbitration is binding on the employee and the Partnership, and neither may pursue another remedy.  The costs of arbitration will be borne equally by the parties. All other costs will be borne by the party incurring them. The employee may be represented by counsel at his/her own choosing, at his/her own expense. The award of the arbitrator in all cases is final, conclusive, and binding upon the Partnership and the employee. In lieu of arbitration, both the employee and the Partnership may agree to resolve the dispute through an outside mediator.

VACATION LEAVE

Vacation accrual begins with the first month of hire. Monthly accrual rates are based on the rate as described in the following chart. Vacation accrues on the last working day of the month.  An employee must be in active pay status on the last working day of the month to accrue vacation for that month.

Part-time employees are eligible to accrue vacation leave in direct proportion to the amount of time that they work. Temporary employees are not eligible for vacation leave.

Employees may take total "available" vacation at any time throughout the year.  All vacations must be scheduled in advance with the Executive Director.  An employee cannot take more than 10 consecutive days of vacation (excluding Saturdays, Sundays, and Holidays) without the prior approval of the Executive Director.

Employee's vacation time vests when it is accrued and can be carried over to future fiscal years if not taken not to exceed a total 240 hours.  Upon termination, the employee's accrued, but not taken vacation hours, will be added to the final paycheck using the employee's then current, straight-time hourly rate for conversion.

HOLIDAY LEAVE

The Partnership provides eleven paid holidays each year in accordance with the state of North Carolina.  The offices are officially closed on these days:

January 1 New Years Day

January Martin Luther King's Birthday

March/April Good Friday

May Memorial Day

July Independence Day

September Labor Day

November 11th Veterans' Day

November Thanksgiving Day

November Day after Thanksgiving

December 24th Christmas Eve

December25th Christmas Day

Note: If these holidays fall on Saturday, the preceding Friday will be a holiday. If they fall on Sunday, the following Monday will be a holiday.

Part-time employees are entitled to an equal number of Partnership holidays, but they shall receive pay for only the number of hours they would have regularly worked. Temporary employees are not eligible for holiday pay.

Scheduled work on holidays is discouraged since the purpose of holidays is seen by the Partnership as a provision for employee relaxation. If an employee voluntary works on a scheduled holiday, the employee will accrue a day to be used within one year of the date of that holiday.

If a designated holiday falls within an employee's vacation period, the holiday is not considered a vacation day.

Employees may take religious holidays not designated as a Partnership holiday either as a floating holiday or without pay. Prior approval in advance must be obtained from the Executive Director.

SICK OR PERSONAL LEAVE

Sick or personal leave equivalent to 12 days per year, earned at a rate of 8 hours per month is granted to all full-time employees. Part-time employees are eligible to accrue sick or personal leave in direct proportion to the amount of time that they work.  Temporary employees are not eligible for sick or personal leave.

Sick leave is earned on the last work day of the month for all employees on active pay status that day.  An employee beginning employment earns the entire 8 hours of sick or personal leave for the first month, regardless of when she starts work.  An employee who is on leave of absence does not earn sick leave.

If it is necessary for an employee to request sick or personal leave in excess of the amount earned, the Executive Director has the authority to approve up to 40 hours in excess of the accrued amount. All excess sick or personal leave will be applied toward the employee's future accrual of sick or personal leave.  The dollar equivalent of sick or personal leave owed to the Partnership will be deducted from the employee's final check when an employee terminates.

An employee is to contact the office when sick or personal leave is needed because of illness.  It remains the employee's responsibility to keep the office informed as to her condition and when she will return to work.  A medical statement from the employee's doctor may be requested by the Partnership when an employee is absent from work for more than five working days.

Sick or personal leave may be used for illness of an immediate family member.  Immediate family includes the employee’s spouse, mother, father, guardian, children, sister, brother, grandparents, grandchildren, plus the combinations of half, step, in-law and adopted relationships derived from these.

Unused sick or personal leave may not be converted to hourly pay upon termination of employment with the Partnership.

NOTE: For sick leave that extends for thirty days or more, the employee is advised to consult the documentation provided as part of the Disability Income Coverage policy.

LEAVE OF ABSENCE

Leave of absence is time off in a non-pay status. An employee must submit a request for leave of absence in writing to the Executive Director.  The employee is expected to request a leave of absence with as much advance notice as possible. Leaves of absence will not be granted for periods less than two weeks in duration. Vacation or sick leave should be used for such absences.

The reason for leave should fall into one of the following categories:

1.      Medical (including pregnancy-related).

2.      Military.

3.      Personal.

The employee has the responsibility to keep the Executive Director advised of the leave situation and to contact the Executive Director at least two weeks prior to the expiration of the approved leave to discuss return to work. If the employee desires voluntary termination, this should be reported as soon as possible. The Partnership will make a reasonable effort, consistent with good business practices and needs, to reinstate an employee to the same position he/she previously occupied, or to a similar position, following the leave of absence. However, in the case of leaves over six months, the Partnership cannot guarantee that the same or a similar position will be available at the time an employee desires to return to work, or thereafter.  If this situation occurs, the Partnership reserves the right to offer the employee a lower-level position, if one is available at the appropriate salary for such a position. An exception to this rule is where an employee is guaranteed reemployment rights under federal or state laws.  (See policy on Family and Medical Leave.)

Benefits Determination

1.      Holidays. To be paid for a holiday, an employee must be in active pay status the day before and the day after the holiday. Employees are not eligible to receive pay for any holiday during the leave period.

2.      Vacation.  No vacation hours are earned during the leave period. Employees requesting a leave of absence for medical or military reasons may choose to use all earned vacation before beginning leave of absence. Employees requesting personal leave of absence must use all earned vacation before beginning leave of absence.

3.      Sick or Personal.  No sick or personal hours are accumulated during the leave period. Permissive or mandatory use of accumulated sick or personal leave is governed by the rules in paragraph 2, above.

4.      Insurance.  The Partnership will continue the employee's insurance benefits on leave of absence approved for only medical reasons.  In the case of military leaves, insurance benefits will be continued for up to 10 working days per year starting with the day military leave begins. Notwithstanding the above, an employee on leave of absence who fails to return to work will be terminated effective his or her last day of work or paid leave (vacation, sick, or personal), whichever is later.

NOTE: For leave that extends for thirty days or more due to an illness or injury or pregnancy, the employee is advised to consult the documentation provided as part of the Disability Income Coverage policy.

FAMILY AND MEDICAL LEAVE 

The Family and Medical Leave Act of 1993 was passed by Congress to balance the demands of the workplace with the needs of families to promote the stability and economic security of families, and to promote national interests in preserving family integrity; to minimize the potential for employment discrimination on the basis of sex by ensuring generally that leave is available for medical reasons (including maternity-related disability) and for compelling family reasons; and to promote the goal of equal employment opportunity for men and women.  Although the Partnership, due to having less than 50 employees is not required to comply with the Act, it has enacted a policy that is consistent with it.  Under this policy, every eligible employee is entitled to up to 12 weeks of unpaid, job-protected leave

Definitions

Parent - a biological or adoptive parent or an individual who stood in loco parentis to an employee when the employee was a child.

Child -  a son or daughter who is under 18 years of age or is 18 years of age or older and incapable of self-care because of a mental or physical disability who is the biological child, an adopted child, a foster child, a stepchild, a legal ward, or a child of an employee standing in loco parentis.

Spouse - a husband or wife.

Serious Health Condition - an illness, injury, impairment, or physical or mental condition that involves either inpatient care in a hospital, hospice, or residential medical care facility, or that involves continuing treatment by a health care provider; any period of incapacity requiring absence from work of more than three workdays that also involves continuing treatment by a health care provider; or continuing treatment by a health care provider for conditions so serious that, if not treated, would likely result in absence of more than three workdays.  Prenatal care is also included.  The period of actual physical disability associated with childbirth is considered a serious health condition and must be taken as family/medical leave, whether as paid or unpaid leave.

Workweek - the number of hours an employee is regularly scheduled to work each week.

Reduced Work Schedule - a work schedule involving fewer hours than an employee is regularly scheduled to work.

Intermittent Work Schedule - a work schedule in which an employee works on an irregular basis is taking leave in separate blocks of time, rather than for one continuous period of time, usually to accommodate some form of regularly scheduled medical treatment.

12-Month Period - the calendar year; any fixed 12-month "leave year"; the 12-month period measured forward from the date any employee's first family and medical leave begins; or a "rolling" 12-month period measured backward from the date an employee uses any family and medical leave.  The Partnership may choose either alternative provided it is applied consistently and uniformly to all employees. Employees must be given 60 days notice of any change and must not lose any benefits because of transition.

Eligible Employees

Permanent Employees - an employee who has been employed with the Partnership for at least 12 months and who has worked at least 1040 hours (half-time) during the previous 12-month period is entitled to a total of 12 workweeks, paid or unpaid, leave during any 12-month period for on or more of the reasons listed below.

1.      For the birth of a child and to care for the child after birth, provided the leave is taken within a 12-month period following birth.

2.      For the employee to care for a child placed with the employee for adoption provided the leave is taken within a 12-month period following adoption.

3.      For the employee to care for the employee's child, spouse, or parent, where that child, spouse, or parent has a serious health condition; or

4.      Because the employee has serious health condition that makes the employee unable to perform the essential functions of the employee's position.

Leave without pay beyond the 12-week period or for employees not covered under this policy shall be administered under Leave of Absence Policy.  Under these provisions, employees must pay for health benefits coverage.

Temporary Employees - This policy does not cover temporary employees who are employed for less than one year.  However, a temporary employee shall be covered if they had worked at least 1250 hours during the previous 12-month period.  Any leave granted to a temporary employee shall be without pay.

Leave charges

It is the responsibility of the Partnership to designate leaves, paid or unpaid, as Family and Medical Leave, based on information provided by the employee.  This must be done before the leave starts, or before an extension of leave is granted if the employee is already on leave.  If an employee on paid leave has not provided information sufficient to determine whether it is to be designated as Family and Medical Leave, the Partnership shall, after a period of ten workdays, request that the employee provide sufficient information to establish a qualifying reason for the needed leave.  This does not preclude the Partnership from requesting the information sooner, at any time an extension is requested.

The employee has the following options for charging leave:

1.      Birth  For the birth of a child, the employee may chose to exhaust available vacation and/or sick leave, or any portion, or go on leave without pay; except that sick leave may be used only during the  period of disability.  This applies to both parents.

2.      Adoption - For the adoption of a child, the employee may choose to exhaust available vacation leave, or any portion or go on leave without pay.

3.      Illness of Child, Spouse, Parent - For the illness of an employee's child, spouse, or parent, the employee may choose to exhaust available sick and/or vacation leave, or any portion, or go on leave without pay.

4.      Employee's Illness - For the employee's illness, the employee shall exhaust available sick leave and may choose to exhaust available vacation leave, or any portion, before going on leave without pay. If the illness extends beyond the 60-day waiting period for short-term disability, the employee may choose to exhaust the balance of available leave or begin drawing short-term disability benefits.

Periods of paid leave and periods of leave without pay (including leave without pay while drawing short-term disability benefits) count towards the 12 workweeks to which the employee is entitled.

Intermittent Leave or Reduced Work Schedule

Pursuant to this policy, the employee may not take leave intermittently or on a reduced work schedule for child birth and birth related child care or for adoption unless the employee and the Partnership agree otherwise; however, when medically necessary, the employee may take leave intermittently or on a reduced schedule to care for the employee's child, spouse, or parent who has serious health condition, or because the employee has a serious health condition.  There is no minimum limitation on the amount of leave taken intermittently.

Only the time actually taken as leave may be counted towards the 12 weeks of leave to which the employee is entitled when leave is taken intermittently or on a reduced work schedule.

If an employee works on a reduced or intermittent work schedule and does not use paid leave to make up the difference between the normal work schedule and the new temporary schedule to bring the number of hours worked up to the regular schedule, the employee will earn leave at a reduced rate.

Employee Responsibility

The employee shall give notice to the Executive Director for leave requested under this policy.

The employee must explain the reasons for the needed leave so as to allow the Partnership to determine that the leave qualifies under the particular policy.

Birth or Adoption - The employee shall give the Partnership no less than 30 days notice, in writing, of the intention to take leave, subject to the actual date of birth or adoption.  If the date of the birth or adoption requires leave to begin in less than 30 days, the employee shall provide such notice as practicable.

Planned Medical Treatment - When the necessity for leaves occur to care for the employee's children, spouse, or parent, or because the employee has a serious health condition, the employee must give 30 days notice if practicable of the intention to take the leave.

Medical Emergency - In the case of a medical emergency requiring leave because of an employee's own serious health condition or to care for a family member with serious health condition, written advance notice will not be required.

If the employee will not return to work after the period of leave, the Partnership shall be notified in writing.  Failure to report at the expiration of the leave, unless an extension has been requested and approved, may be considered as a resignation.

Certification

For leave pursuant to this policy, the Partnership may require that a claim for leave because of adoption be supported by reasonable proof of adoption.

The Partnership may require that a claim for leave because of serious illness of the employee or the employee's child, spouse, or parent be supported by a doctor's certification which includes the following:

1.      The date on which the serious health condition began.

2.      The probable duration of the condition.

3.      The appropriate medical facts regarding the condition.

4.      A statement that the leave is needed to care for the child, spouse, or parent, and an estimate of the amount of time that is needed; or that the employee is unable to perform the functions of the position, whichever applies.

5.      Where certification is necessary for intermittent leave for planned medical treatment the dates on which the treatment is expected to be given and the duration of the treatment.

Employment and Benefit Protection

Reinstatement - The employee shall be reinstated to the same position held when the leave began.  The agency may require the employee to report at reasonable intervals to the employer on the employee's status and intention to return to work.  The Partnership also may require that the employee receive certification that the employee is able to return to work.

Benefits - The employee shall be reinstated without loss of benefits accrued when the leave began, except for the sick vacation, holiday, or compensatory used during the leave.  All benefits accrue during any period of paid leave; however, no benefits will be accrued during any period of leave without pay.

Health Benefits - The Partnership shall maintain coverage for the employee under the Partnership's group health plan for the duration of leave at the level and the condition coverage would have been provided if the employee had continued employment.  Any share of health plan premiums, which an employee had paid prior to leave, must continue to be paid by the employee during the leave period. 

BEREAVEMENT LEAVE

The Partnership will provide time off for employees to attend the funerals of family members and friends.  The Executive Director will approve whatever period of time is necessary and appropriate under the circumstances.

If the conditions warrant and the supervisor agrees, paid leave will be granted, but the amount of paid leave time will not exceed three days at regular straight-time wages.  Employees will be allowed five days for immediate family members who are out of state.  Such leave is in addition to all other paid leave time.  Typically, paid leave is reserved for the death of immediate family members.  The employee and supervisor will determine the amount of time the employee will be absent from work if additional time is required.

The Partnership recognizes the following as immediate family members:  Employee’s spouse, mother, father, guardian, children, sister, brother, grandparents, grandchildren, plus the combinations of half, step, in-law and adopted relationships derived from these.                                      

Leave for attendance at the funeral of non-immediate family members or persons with some especially close relationship may be granted with or without pay.  The Executive Director will make determination.

CHILD INVOLVEMENT LEAVE

The purpose of child involvement leave is to promote employees' involvement in the education of youth and to promote employees' assistance to schools.  Employees may take leave under this policy to:

1.      Meet with a teacher or administrator of any child care program, elementary school, middle school, or high school authorized to operate under the laws of North Carolina concerning the employee's children, stepchildren, or children over whom the employee has custody.

2.      Attend any function by the child care program or school as defined above in which the children, stepchildren, or children over whom the employee has custody are participating.  This provision shall only be utilized in conjunction with non-athletic programs that are part of or supplement to the child care's or school's academic or artistic program.

3.      To perform, by any employee without regard to parental status, school-approved volunteer work approved by a teacher, school administrator, or program administrator.

Amount of Leave 

Full-time employees may take up to eight hours of paid leave each fiscal year regardless of the number of children.  The eight hours of leave will be credited to employees on July 1 of each year.  Part-time employees will receive prorated hours based on the proportion they work compared to full-time.  New employees will be credited with the full eight hours of leave immediately upon their employment.

Approval of Leave

Employees must request approval from the Executive Director to use this leave by way of a memorandum outlining the details of their proposed involvement, including the name of the school, date(s) and time(s) of the involvement, and some detail of the activity. Time away from work, pursuant to this policy, shall not exceed eight hours, and will have to be at times and dates based on the needs of the Partnership.

Non-cumulative and Non-reimbursable

Leave not taken in a fiscal year will be forfeited and cannot be accrued.  Nor will employees be entitled to payment for this leave upon separation from employment.

Jury Duty 

Time off for mandatory jury duty or court appearances required as a result of a valid subpoena or court order is excused and paid at full salary, provided that proof of duty is verified.  There will be no adjustment in the employee’s salary for receipt of jury duty pay, witness fees, or expenses.  The employee is expected to report for work when it does not conflict with court obligations.  It is the employee’s responsibility to keep his/her supervisor periodically informed about the amount of time required for jury duty or court appearances.

However, time off for court appearances as a party to any civil or criminal litigation shall not be compensated by the Partnership.  The employee must arrange for time off without pay or use accrued vacation or personal leave for such appearances.

COMPENSATORY TIME 

It is the policy of the Partnership to comply with the Fair Labor Standards Act.  Employees, who due to unavoidable scheduling of meetings or activities, work more than the standard eight hours per day will be compensated for this overage with time off.  It is not permissible, under the Fair Labor Standards Act, to average work weeks together.  Employees should consult with their supervisor or the Executive Director to obtain permission for the accrual of compensatory time and to schedule taking compensatory time.  Documentation of compensatory time should be made on the monthly time sheet with attached explanatory notes if clarification is necessary.

Compensatory time is awarded to exempt employees on a one to one basis per hour worked and must be pre-appproved by the employee’s supervisor or the Executive Director.  Compensatory time should be accrued and used within the month it is earned.  If employee is unable to use earned compensatory time in the same month, scheduled time to use it will be at the Executive Director’s discretion.  This will be done only for the convenience of the Partnership, and not for the employee.

(Approved 11-27-00)

Approval for Expenditures

All requests for business-related expenses are to be approved in advance by the Executive Director.  Requests for reimbursement should be submitted to the Executive Director using the Purchase Request Form and forwarded at least three days prior to next check run.  The advertisement, registration form, receipt, or other proof of purchase must be attached to the form.  Once approved, a check will be processed and made available to the employee following the receipt of checks from the accounting site. Employees are invited to consult with the Executive Director for guidance in completing the request and for clarification of approvable expenses.  Employees who incur expenses without prior approval do so at their own risk.

COMMUNITY INVOLVEMENT 

The Partnership recognizes that many organizations perform valuable functions within our state, and that it has a responsibility to encourage the contribution of volunteer workers to the community.  In accordance with this, the Partnership will: (a) cooperate with its employees who request flexibility in work schedules in order to perform volunteer community services, and (b) upon receipt of a request approved by the Executive Director, allow employees time away from regular duties to perform community service activities with provisions for the employees to make up the time.  Since hours worked in excess of forty during a workweek would constitute overtime, it will be necessary for make-up time to be limited to the workweek in which the time is lost or in a week when the employee has not worked a full work schedule.

Eligibility

1.  Any public or private nonprofit, nonpartisan organization may be considered for volunteer activity.  In addition, volunteer activities to be conducted in certain for-profit settings may be considered to be eligible under this policy; childcare centers, hospitals, nursing homes, or other settings in which volunteer services would enhance the quality of life for recipients of those services.  Partisan political activity is not permitted under this policy.

2.  All full-time employees will be eligible for consideration.

3.  Employees participating in these activities must continue satisfactory job performance.  At the discretion of the Executive Director, temporary job assignments can be made.

Time Guidelines

1.  The amount of time which any employee may be allowed to pursue community service efforts is left to the discretion of the Executive Director.

2.  When Partnership operations require it, all arrangements for volunteer time may be interrupted or suspended.  Notice will be given as far in advance as practicable.

3.   Consideration of employee requests for community service time should include the name and mission of the organization or agency, the nature of the work, the proposed time arrangements, the quality of the employee's job performance within the Partnership, an indication that job performance, including timeliness, for the Partnership will be maintained, and any special circumstances.

Records 

The employee must maintain detailed and accurate records accounting for all time spent in volunteer work and how that time is balanced against the standard workweek for the Partnership.

PROFESSIONAL MEMBERSHIPS

Employees are encouraged to participate in and continue their professional development while employed by the Partnership.  The Partnership, at the discretion of the Executive Director, will sponsor memberships in professional organizations.  A memorandum from the employee, which describes the organization and the costs associated with membership, and benefits of membership as they relate to the employee and the Partnership must be submitted to the Executive Director.  Printed materials provided by the organization that describe the organization and the benefits of membership would be appropriate attachments to the memorandum.  Determination of approval of a sponsored membership in an appropriate organization will be determined after reviewing the memorandum.

CONFLICT OF INTEREST AND OUTSIDE EMPLOYMENT

Conflict of Interest

No employee of the Partnership shall maintain an outside business or financial interest, or engage in any outside business or financial activity, which conflicts with the interests of the Partnership, or which interferes with her ability to fully perform job responsibilities. Violation of this policy can result in immediate dismissal

Outside Employment

Employment outside is allowed if it will in no way conflict with the interests of the Partnership or will not interfere with the employees ability to perform their Partnership job responsibilities.  Also, the outside employee employment may not be of a nature that it will be performed for an individual or organization with which the Partnership normally associates, unless the Executive Director approves such an arrangement in advance.  If an employee elects to conduct outside employment, no Partnership resources, including offices, materials, or equipment, may be used.  And, all outside employment must be conducted exclusive of assigned Partnership working hours.

Employees wishing to engage in outside employment should write a memorandum to the Executive Director which describes the job and states that it will not conflict with the Partnership.

SEXUAL HARASSMENT

The Partnership will not allow any form of sexual harassment within the work environment. Because sexual harassment interferes with work performance; creates an intimidating, hostile, or offensive work environment; or influences or tends to affect the career, salary, working conditions, responsibilities, duties, or other aspects of career development of an employee or prospective employee; or creates an explicit or implicit term or condition of an individual's employment, it will not be tolerated.

Sexual harassment, as defined in this policy, includes, but is not limited to, sexual advances, verbal or physical conduct of a sexual nature, visual forms of a sexual nature (e.g. signs, posters, and the like), or requests for sexual favors.

SUBSTANCE ABUSE

 The Partnership recognizes that substances, such as alcohol and drugs are used by individuals, sometimes to an extent that their abilities and senses are impaired.  The Partnership's position regarding substance abuse is the same whether alcohol, marijuana, illegal drugs, prescription drugs, or controlled substances are involved ("substances").

This policy is implemented because the Partnership believes that the impairment of any employee due to   his/her use of substances is likely to result in the risk of injury to other employees, the impaired employee, or to third parties.

"Impairment" or "being impaired" means that an employee's normal physical or mental abilities, or faculties, while at work have been detrimentally affected by the use of substances.

The employee who begins work while impaired or who becomes impaired while at work is guilty of a major violation of Partnership rules and is subject to severe disciplinary action. Severe disciplinary action can include suspension, dismissal, or any other penalty appropriate under the circumstances. Likewise, the use, possession, transfer, or sale of any substance on Partnership premises, or job site is prohibited; and violations are subject to severe disciplinary action.

Employees who are taking prescription drugs are under a duty to report this to their supervisor. This is for the protection of the employee and for safety purposes in case of an adverse reaction to the drug while at work, or so the employee is not falsely accused of taking an illegal substance.

When an employee is involved in the use, possession, transfer, or sale of a substance in violation of this policy, the Partnership may notify appropriate authorities. Such notice will be given only after such an incident has been investigated and reviewed by the Executive Director.

The Partnership is aware that substance abuse is a complex health problem that has both physical impact and an emotional impact on the employee, his or her family, and social relationships. A substance abuser is a person who uses substances, as defined above, for non-medical reasons, and this use detrimentally affects job performance or interferes with normal social adjustments at work. Substance abuse is both a management and a medical problem.

Any employee who suspects a substance abuse case should discuss the situation immediately with the Executive Director.  Because each case is usually different, the handling and referral of the case must be coordinated by the Executive Director.

The Partnership has access to resources available to assist an employee who requests help with substance abuse. The employee must ask for help.  The Partnership will not require it.  Should disciplinary action be pending against an employee who asks for help, the Partnership will assist to the extent of its resources assuming that the employee remains employed.  Nonetheless, regular disciplinary action will proceed. If the employee is terminated, the Partnership will be unable to continue any program.  Voluntary, successful participation in a recovery or rehabilitation program

by an employee may be a mitigating factor in any disciplinary action depending on the facts and circumstances of each individual case. In some cases, disciplinary action may be suspended, or the employee placed on probation pending a successful completion of a recovery program.

Employees who are placed on a rehabilitation program because of performance or behavior problems due to substance abuse are subject to dismissal for failure to successfully complete the program or change their performance or behavior.

Applicants who have a past history of substance abuse and who have demonstrated an ability to abstain from the substance, or who can provide medical assurance of acceptable control, may be considered for employment with the Partnership as long as they are otherwise qualified for the position for which they are applying.

If management considers it appropriate, alcoholic beverages may be served at the Partnership sponsored events and for purely social reasons. The service must be managed in good taste and with good judgment. No alcoholic beverages should be served at any event where children are present.

The Partnership is concerned with its employee's privacy, especially where matters regarding medical and personal information are involved. As long as the information is not needed for police or security purposes, the Partnership shall maintain employee medical and personal information in confidence and release this information to authorized Partnership personnel on a "need to know" basis. An exception to this policy is where the employee signs a release for the transfer of such information to designated persons or agencies.

All Partnership employees and volunteers shall be required to sign a substance abuse agreement as a condition of employment.

Substance Abuse Agreement

The Yadkin County Partnership for Children is committed to maintaining a drug-free workplace.  As a condition of employment, employees and volunteers are required to sign the following agreement:

Employees and volunteers are prohibited from being under the influence of alcohol or drugs during working hours and if unable to work may be required to take a drug/alcohol test.

The unlawful manufacture, distribution, dispensing, possession and/or use of controlled substances on Partnership property or while performing Partnership business is strictly prohibited and is cause for termination.  Such action will be reported to appropriate law enforcement agencies.

An employee convicted for a substance abuse violation must notify the Executive Director no later that five working days after such conviction.  Failure to notify will subject the employee or volunteer to immediate dismissal.

No alcoholic beverages will be brought on Partnership premises.

Prescription drugs brought on Partnership premises may be used only by the one for whom it is prescribed and only in the manner, combination and quantities prescribed.

I have read the Substance Abuse Agreement and understand that failure to comply will result in disciplinary action, which may include termination of employment or of volunteer services.

____________________________________________________________________

Employee signature

_____________________________________________________________________

Name

_____________________________________________________________________

Date

NOTE:  A copy of this signed agreement will be returned to the employee.  The original will be placed in the employee's personnel file.

SMOKING POLICY

With the current evidence that smoking is dangerous and injurious to a person's health, employees are encouraged not to smoke.  However, the Partnership recognizes that the decision to smoke or not to smoke is a personal one. During working hours, the Partnership policy is to limit smoking to areas outside of the general office environment. Employees who do smoke will be allowed to take brief breaks to leave the office premises for the purpose of smoking.

Use of all tobacco products is prohibited in Partnership facility.

TELEPHONE POLICY

The partnership requests employee cooperation in limiting outgoing or incoming personal calls

to an absolute minimum.  Employees must instruct friends and family not to call at work except

in emergencies.  Telephone lines must be kept clear for Partnership business.

VOTING 

The Partnership encourages all employees to vote.  Employees are encouraged to use flextime

hours for this purpose.

If this cannot be arranged, the Executive Director will approve time off to vote either at the

beginning or end of your work day provided that you give at least one day's notice to your

supervisor.

LIMITATION OF POLITICAL ACTIVITY

Employees are free to inform themselves and vote as they wish on all political issues.  (See VOTING policy.)

However, political activities must be maintained external to the Partnerships offices and must not be associated with your position.  Therefore:

1.      Employees may not take any active part in managing a campaign, or campaign for political office or otherwise engage in political activity while on duty or within any period of time when they are expected to perform services for which he or she receives compensation from the Partnership;

2.      Employees may not use the authority of their position, or utilize Partnership funds, supplies, or equipment to secure support for or oppose any candidate, party or issue in a partisan election involving candidates for office or party nominations, or affect the results thereof;

3.      Employees may not promise rewards, threaten loss of job or coerce any employee to support or contribute to any political issue, candidate or party.

Violation of this policy is grounds for disciplinary action, which would include dismissal in cases of deliberate or repeated violation.

NEPOTISM 

The Partnership will avoid the possibility of favoritism or perceived favoritism based on family relationships.

The Partnership will not employ two or more persons concurrently who are closely related by blood or marriage in positions which would result in one person of such family relationship supervising another closely related person or having a substantial influence over employment, salary or wages, or other management or personnel actions pertaining to the close relative.

With respect to the concurrent service of closely related persons, neither relative will be permitted, either individually or as a member of a committee, to participate in the evaluation of another relative.

The Partnership recognizes the following as a close relative:

Spouse

Child/Step Child

Brother/Step Brother

Sister/Step Sister

Brother In Law

Son In Law

Uncle

Nephew

Cousin (first)

Parent/Step Parent

Parent In Law

Grandparent

Grandchild

Sister In Law

Daughter In Law

Aunt

Niece

MILITARY LEAVE 

The Partnership shall follow this policy of military leave specified in the North Carolina Administrative Code, 2D.0104.

CONFIDENTIALITY

Confidentiality is referred to as the "entrusted secret".  This means that if a worker or volunteer is trusted with information, she will not reveal it unnecessarily.  Establishing and maintaining an interpersonal relationship is impossible without the assurance of confidentiality.

All Partnership employees and volunteers must sign a confidentiality statement.

A breech of the Partnership's confidentiality statement by an employee shall be cause for termination of employment and may result in the employee being held liable for her action.

A breech of the Partnership's confidentiality statement by a volunteer will result in discontinuing volunteer service and may result in the volunteer being held liable, by the parent and/or employee concerned, for his/her action.

EMPLOYEE CONFIDENTIALITY STATEMENT

CONFIDENTIALITY STATEMENT:

Confidentiality is referred to as the "entrusted secret".  This means that if a worker or volunteer is trusted with information, she will not reveal it unnecessarily.  Establishing and maintaining an interpersonal relationship is impossible without the assurance of confidentiality.

I understand that a breech of the above confidentiality statement is cause for termination of my employment at the Yadkin County Partnership for Children and that, in addition, I could be held liable for my actions.

Signature of Employee:  _____________________________________                        Date:  __________

Signature of Witness:  _______________________________________                        Date:  __________

TRAVEL, TRANSPORTATION, AND ALLOWANCES

Employee Responsibility

An employee or authorized person traveling on official business of the Partnership is expected to exercise the same care in incurring expenses that a prudent person would exercise if traveling on personal business and expending personal funds.  Excess costs, circuitous routes, delays or luxury accommodations and services unnecessary or unjustified in the performance of official business are not acceptable under this standard and will not be reimbursed by the Partnership.  Travelers will be responsible for unauthorized costs and any additional expenses incurred for personal preference or convenience.

Definitions

Per Diem Compensation - Per diem compensation is allowed in accordance with the North Carolina state rates for mileage and meals.

Transportation - Includes personal automobile, taxi, bus, train, airplane, auto rental, tolls, and       parking fees.

Subsistence (Meals and Lodging) - Subsistence is an allowance related to lodging, and meal costs and gratuities thereon.  For purposes of determining eligibility for allowances, travel status means being away from the employee's normal duty station.  The duty station is defined as the location or near vicinity of the employee's work place.

Non-Employees - Non-employees traveling on official business whose expenses are paid by the nonprofit organization are subject to this policy and guidelines, including subsistence allowances, to the same extent as are Partnership employees.

Telephone Calls - Employees and non-employees are not allowed to charge long distance phone calls to the Partnerships for calls made, when traveling or at any other time, of a personal nature. Official phone calls are reimbursable under "Other Expenses."

Registration Fees - Registration fees are allowable travel expenses.

Reimbursements - All reimbursement requests should be filed for approval and payment within 30 days after the travel period ends for which the reimbursement is being requested.  "Travel period" is defined as the calendar month during which the travel occurred.

Out-of-State Travel - Out-of-state travel begins when the employee or authorized person 1eaves the state of North Caro1ina and remains in effect until he/she returns to the state.  However, in-state allowances and reimbursement rates apply when employees and authorized persons use hotel and meal facilities located in North Carolina immediately prior to and returning from out-of-state travel during the same travel period.

Summary of Provisions and Supplementary Guidelines

The following applies to Board Members, employees and other authorized persons.

1.      Subsistence

a) Maximum allowable – The  maximum allowable subsistence schedule shall be approved periodically by the Executive Committee of the Board of Directors and posted in the Partnership office. 

b)  Lodging, General Guidelines

i)        Authorization - Written approval by the Executive Director must be obtained in order to qualify for reimbursement for overnight stays.  Documentation substantiating overnight lodging was necessary and occurred must accompany request for reimbursement.

ii)       Reimbursement - Requests for reimbursement must be filed within 30 days after the travel period ends for which the reimbursement is being requested.  Travel period is defined as the calendar month during which the travel occurred.  Specific dates of lodging must be listed on the reimbursement request, and substantiated by a receipt from a commercial lodging establishment.

iii)     Excess - Excess lodging authorization must be obtained in advance from the Executive Director.  Excess lodging is allowed when the traveler is in a high cost area and unable to secure lodging within the current allowance.

c)      Meals, General Guidelines

                  Meals, General Guidelines

i)     Reimbursement - Requests for reimbursement must be filed within 30 days after the travel period ends for which the reimbursement is being requested.  Travel period is defined as the calendar month during which the travel occurred.  Times of departure and arrival should be listed on the reimbursement request.

(a)    Overnight Travel - Travelers may receive allowances for meals for partial days

of travel when the partial day is the day of departure or the day of return.  To be

eligible, the traveler must:

·        Breakfast - depart duty station prior to 6:00 a.m.

·        Lunch - depart duty station prior to 10:00 a.m. (day of departure) or return to duty station after 2:00 p.m. (day of return)

·        Dinner - return to duty station after 8:00 p.m.

(b)   Daily Travel, Not Overnight  

To be eligible for allowances for meals, employees must:

·        Breakfast - depart duty station prior to 6:00 a.m. and extend the normal workday by two hours

·        Lunch – if performing partnership business requires absence from duty station between 11:00 a.m. and 2:00 p.m.

·        Dinner (evening) - return to duty station after 8:00 p.m. and extend the normal workday by three hours.

·        To be eligible for breakfast and dinner meal allowances the traveler must have worked five hours longer than the normal work day.

·        The travel should involve a travel destination located outside the county of the employee's regularly assigned duty station (vicinity).

ii)    Limitation on Meals allowances - Reimbursement to travelers for lunches eaten while on official business should be made only in the following circumstances:

(a)    When the traveler is in overnight travel status.

(b)   When the cost of the lunch is included as part of a registration fee for a formal congress, conference, assembly, etc.  Such congress must involve the active participation of persons other than the employees of a single organization and must be necessary for conducting official business.   The registration fee should not be exclusively for the lunch.

(c)    When the traveler's job requires her attendance at a meeting of a State board,  commission, committee or council in her official capacity, and the lunch is preplanned as part of the meeting for the entire board, commission, committee, or council.

(d)   When the lunch is included as an integral part of a congress, conference, assembly, etc.  Such congress should involve the active participation of persons other than the employees of a single organization; the traveler's attendance should be required for the performance of her duties but should not be part of the traveler's normal day-to-day business activities; and the congress should be planned in advance with a formal agenda and include a written notice or invitation to participants.

The reimbursement rate is inclusive of gratitude's.

Cost of meals furnished with other related activities (registration fees, conference costs, in a transportation charge such as an airline fare, etc.) must not be duplicated in reimbursement requests.

iii)                 Excess - No excess should be allowed for meals unless such costs are included in registration fees and/or there are predetermined charges or the meals were for out-of-country travel.  The Executive Committee of the Board of Directors may grant excess subsistence for meals for out-of-country travel.

d)      Convention Registration - convention or registration fees in excess of $250.00 must be approved by the Executive Committee of the Board of Directors.

e)      Transportation

i)                    Common Carrier      Common Carrier

(i) Actual coach fare reimbursed (receipt required)

(ii)Penalties and charges resulting from cancellation of airline reservations shall be the Partnership's obligation if the traveler's travel request had been approved in advance and the cancellation or change is made at the direction of and for the convenience of the Partnership, if there is an accident or serious illness or death within the traveler's immediate family, or other critical circumstance beyond the control of the traveler.  If the cancellation or change is made for the personal benefit of the employee, it is the traveler's obligation to pay the penalties and charges.

(iii)Super Saver Rates - When traveling by common carrier to conduct official business, the traveler traveling to their destination earlier than necessary and/or delaying their return to avail the partnership of reduced transportation rates may be reimbursed subsistence for additional travel days if, in the opinion of the Executive Committee of the Board of Trustees, the savings in transportation costs is greater than the additional subsistence costs.  Prior written approval is required.

(B)          Personal Vehicle - Use of a personal vehicle is reimbursable at 32 cents per mile.  Reimbursable mileage is measured from the closer of duty station or point of departure to destination (and return).   Parking fees, tolls, and storage fees are reimbursable. Receipts are required.

(C)         Rental Vehicle - A receipt is necessary for reimbursement.  Prior approval from the

          Executive Director is required for reimbursement.

(D)         Taxis and Limousines - The actual cost of taxi and limousine fares shall

be reimbursable when required for travel on official business.

(E)     Commuting - No reimbursement will be made for the use of a personal car in commuting from home to the duty station.  Any designation of an employee's home as his/her "duty station^” by the Partnership must have prior approval by the Executive Committee of the Board of Directors.

2.       Travel Authorization. Advances. Excess Subsistence and Registration

a.    All travel must be authorized by the Executive Director.  Excess subsistence authorization for lodging for employees, members of the Board of Directors and others should be approved in writing in advance.

     All travel must be authorized by the Executive Director. Excess subsistence authorization for lodging for employees, members of the Board of Directors and others should be approved in writing in advance.

b.   Travelers may be issued advances in order that personal funds will not be required.

Eligibility for advances and reporting requirements are: Travelers may be issued advances in order that personal fun

(A) Occasional Travel - The travel advance should not exceed the estimated cost of the trip and should not be issued more than five working days prior to the date of departure.  Advances must be deducted from the reimbursement requested on the travel expense report which should be submitted within 30 days after the travel period.

(B) Regularly Scheduled Travel - For employees who travel each month, a monthly advance of funds equal to the average monthly expense may be made.  All reimbursements request should be filed and paid monthly for incurred expenses and the advance must be repaid monthly.

(C)            Authorization for excess expenditures for travel may be granted by the

     Executive Committee of the Board of Directors for the following items: Authorization for excess expenditures for travel may be granted by the Executive Committee of the Board of Directors for the f

 (a) Lodging - When traveler is in a high cost area and unable to secure lodging within the current allowance.  Receipts are required for reimbursement.

 (b) Meals - When the meal is included as part of a registration or lodging fee (documentation is required), when there is a predetermined charge for a meal(s), (documentation is required), and in situations involving out-of-country travel.

     (c) An excess registration fee is charged.  Receipts are required for reimbursement.

2.      Exceptions - Any exceptions to these travel regulations must be approved in advance by the Board of Directors.

PROCUREMENT

General Statement

The Partnership shall follow specific standards in the procurement of supplies and other expendable property, equipment, real property and other services.  These standards conform to general guidelines established by the State of North Carolina.

When Federal funds are involved, the Partnership shall comply with additional procurement requirements described in OMB Circular A-110 published by Federal Government.  The current draft of this circular is included in this manual.

Code of Conduct

No Partnership employee, officer, or agent shall participate in the selection, award, or administration of a contract supported by State or Federal funds if a real or apparent conflict of interest would be involved.  Such a conflict would arise when the employee, officer, or agent, and member of her immediate family, her partner, or an organization which employs or is about to employ any of the parties indicated herein, has a substantial financial or other interest in the firm selected for an award.

In addition, employees, officers, and agents of the Partnership shall not solicit nor accept gratuities, favors, or anything of monetary value from contractors, or parties to sub agreements.  The only exception to this standard is an unsolicited gift of nominal value.  Nominal value shall be established by the Executive Committee of the Board of Directors.

Violations of this standard of conduct may result in termination of employment for an employee, removal from the Board for an officer, and breech of contract for an agent.  The final decision lies with the Board of Directors.

Any actual or potential conflict of interest with regard to a violation of this code of conduct must be presented to the Board of Directors.

Procurement Standards

The Partnership shall use the State Purchasing Manual as a standard and guideline for ongoing procurement activities.

EMERGENCY CLOSING / INCLEMENT WEATHER

If the Partnership operation is closed for emergency conditions, such as snow or power outage, employees regularly scheduled to work that period of time will be compensated as if they had been at work.  The Executive Director or in his / her absence, the Chairperson of the Board of Directors, shall be the only persons authorized to close operation for emergency conditions.  As a standard, the Partnership will follow the guidelines of county government.

Employees unable to reach the Partnership office or conduct their assigned duties when the Partnership operation does not close due to inclement weather must:

1.  Make up the work period missed within the same pay period;

2.   Not be paid for the work period missed; or

3.   Use available annual leave for the period missed.

The Executive Director must give permission to the employee for option # 1 to be used.

Non-Discrimination Policy

It is the policy of the Yadkin County Partnership for Children that:

1.                  No person is excluded from services because of race, color, religion, sex, age, national origin or physical or mental disability.

2.                  There is no discrimination on the basis of race, color, religion, sex, age, national origin or physical or mental disability with regard to hiring, assignment, promotion or other conditions of staff employment.

3.                  There is no discrimination on the basis of race, color, religion, sex, age, national origin or physical or mental disability in membership on the agency’s governing body.

(Approved 11-27-00)

UPDATES TO THE PERSONNEL MANUAL 

In order to meet its needs under changing conditions, the Partnership Board may at any time update individual policies.  The Executive Director should make appropriate suggestions to the Board regarding changes in employment laws, requirements, etc.

It is the responsibility of all manual holders to update their copies as revisions are distributed.  Further, the Executive Director is responsible for ensuring that each employee of the Partnership initials having received notice of all such changes on the Personnel Manual Updates Acknowledgement Form.  All initialed updates will be kept in the employee’s personnel file.

PERSONNEL POLICIES AND PROCEDURES MANUAL

EMPLOYEE SIGNATURE FORM

I acknowledge that I have received a copy of the Yadkin County Partnership for Children Personnel Policies and Procedures Manual.  My signature indicates my understanding and willingness to abide by the policies and employment standards sited in this manual. 

I further understand that the Executive Director of the Partnership will provide me with a copy of all changes to this manual as soon after they occur as possible.

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Witness                                                                                                                 Date

PERSONNEL MANUAL UPDATES ACKNOWLEDGEMENT FORM

My initials indicate that I have been given the opportunity to read and discuss the following updates to the policy manual:

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Should the Yadkin County Partnership for Children cease operations, the records shall become the responsibility of the Board of Directors.