Purpose Statement:
Human Resources policies clarify all practices surrounding EFCL staff. This is needed to ensure that all parties understand employment expectations.
5.1 Terms of Employment
5.2 Employee Standards and Performance
5.3 Working Conditions
5.4 Employee Conduct
5.5 Compensation and Benefits
5.6 Vacation
5.7 Leave
5.8 Employer’s Authority
5.9 Police Security Clearance
5.10 Position Descriptions
5.0 Human Resources 2006-03-09
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REFERENCE:
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DATE APPROVED:
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Employee Code of Conduct
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2006-03-09
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ADOPTED BY:
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Board of Directors
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The following encompasses all EFCL policies relating to paid staff.
5.1 Terms of Employment
5.1.1 Employment Opportunities
The EFCL is an equal opportunity employer and will hire the best candidate for the job. All positions will be on an open competition and the EFCL encourages employees with the appropriate skill and qualifications level to apply to positions.
5.1.2 References, Resumes and Academic Credentials
Any candidate for an employment position must provide a resume and disclose their references and academic credentials and subject them to verification prior to employment.
5.1.3 Orientation
Employee orientation will be conducted by the Executive Director or Designate and will include familiarization with Policy Manual and the Community League Resources Guide.
5.1.4 Probation
Probation for a new employee will be as stated in the Provincial Legislation, currently three months. An employee on disciplinary probation will have the term set at the time of the disciplinary interview.
5.1.5 Employment of Relatives
At all times the EFCL strives to hire the best candidate for the position. However, in the event that the successful candidate is a relative of a board member, a committee volunteer, or another staff person the final disposition will be subject to the approval of the Board.
5.1.6 Employee Records
Employee records are to remain confidential and will contain their job description, resume, references and police security clearance, disciplinary notices and performance reviews and any other documents relevant to their tenure with the EFCL.
5.1.7 Use of Computers
All office computers and laptops are the property of the EFCL and as such nothing personal stored on this equipment is considered private unless designated by the Executive Director. With the proliferation of virus and hoax infestations employees will adhere to strict protocols on computer use. Programs and software will not be downloaded from the Internet unless they are authorized upgrades to existing programs. There is zero tolerance on pornography.
5.1.8 Time Off and or Tuition for Employee Training
Outside training opportunities in relation to the position are at the discretion of the budget and the Executive Director. Approved training opportunities are to be given with pay.
5.1.9 Smoking Policy
The EFCL will adhere to the current City Bylaw or any superseding legislation enacted by the Province or Federal Government. Notwithstanding the above there will be no smoking in the office during normal working hours or at meetings.
5.1.10 Outside Work
Employees who wish to hold part time positions outside of the EFCL must have the written consent of the Executive Director, whose approval will not be unreasonably withheld. Such permission will however not be granted if the part time position presents a clear conflict of interest or unduly impacts the employees ability to perform their duties.
5.1.11 Termination
The EFCL strives for excellence in their employees and as such may have occasion to terminate an individual for cause. An employee may be terminated pursuant to Provincial Legislation. Probationary employees will be subject to termination at anytime during that period if it is determined that they are not suited to the position following the organizations best efforts to train the individual.
5.2 Employee Standards and Performance
5.2.1 Job Descriptions
The EFCL will provide each employee with a job description, which will be read and initialed at the time of commencement in their position. These job descriptions will be reviewed annually and revised accordingly.
5.2.2 Dress and Appearance
At all times employees will be attired to show a proper image for the EFCL. They will be clean, neat and look professional. Normal office attire is business casual (no jeans). The Executive Director may at his/her discretion institute a casual Friday.
5.2.3 Attendance and Tardiness
The EFCL values promptness and reliability and as such if an employee is expecting to miss a scheduled meeting or day of work, or if they will be late they are to extend the courtesy of providing notification by phone or email.
5.2.4 Evaluation and Performance Reviews
The EFCL believes that periodic performance reviews are a positive undertaking, which serves to point out to employees, areas where they are doing well, as well as, areas where there is room for improvement. All reviews will discuss the individual’s goals and what training opportunities would enhance the performance and job satisfaction of the individual. Employees will be evaluated prior to completing their probation and at least once per year following that period on or near their anniversary date. Interim evaluations may be conducted at the discretion of the Executive Director or Designate. In cases where the employee requires corrective action, it must be stated in writing and signed by both parties.
5.2.5 Interpersonal Conflict
Interpersonal conflicts are disruptive to a healthy, friendly working environment. Every effort must be made to resolve matters early on. Differences between board or committee members and employees will be brought to the immediate attention of the President or Executive Director or Designate.
5.2.6 Copies of Policies
Employees are required to be familiar with the policy manual. A copy of all policies will be filed in the library.
5.3 Working Conditions
5.3.1 Breaks and Meals
Employees are entitled to two 15 minute coffee breaks, one in the morning and one in the afternoon and a 30 minute lunch hour, subject to any contractual variations. Flexibility is permitted subject to the permission of the Executive Director or Designate.
5.3.2 Hours of Work
Full time employees of the EFCL will normally work a 37.5-hour week, specific to individual employment agreements.
5.3.3 Parking
Parking for employees is provided in the public lot outside the office building at no cost. Parking costs associated with conducting the business of the EFCL will be reimbursed.
5.4 Employee Conduct
5.4.1 Code of Conduct
The effective operation of the EFCL requires that
§ Employees be independent, impartial, and responsible to the Board and the members.
§ Employee positions are not used for personal advantage.
§ The members have confidence in the integrity of the EFCL and its employees. Staff is required to review and sign the Employee Code of Conduct as attached herein. (Appendix 5).
5.4.2 Confidentiality
The EFCL will apply the confidentiality legislation passed by the Federal Government known as PIPEDA. In all cases where a matter is confidential it will not be discussed or circulated outside of the proscribed circulation. This applies to personnel and legal matters in particular.
5.4.3 Alcohol and Drug Abuse
The EFCL has a zero tolerance for employees being under the influence of alcohol or drugs during the performance of their duties.
5.4.4 Personal Calls and Mail
Personal calls are permitted within reason and must not interfere with the performance of an employee’s duty. Outgoing personal calls are to be made on scheduled breaks. Long distance calls and mail may be done in the office on a cost recovery basis having been duly reported to the Financial Assistant.
5.4.5 Acceptance of Gifts
The EFCL prohibits the acceptance of gifts by staff, as consistent with the Conflict of Interest policy.
5.4.6 Harassment
The EFCL strives to ensure a healthy, comfortable and safe work environment for its volunteers and employees, therefore EFCL has a zero tolerance policy on harassment, which is any actions or words that make another individual feel uncomfortable or threatened.
5.4.7 Complaints
Any complaint about an employee must be filed in writing with either the Executive Director in the event it is an employee or the President if it is to a volunteer or the Executive Director.
5.5 Compensation and Benefits
5.5.1 Pay Periods
The EFCL issues pay cheques every two weeks on a prescribed schedule.
5.5.2 Pay Advances
The EFCL has a structured pay period that pays an employee right up to the day of issuance of the cheque and therefore will not issue pay advances except in extraordinary circumstances. Such a request must be provided in writing.
5.5.3 Statutory Holidays
The EFCL will pay regular wages for all Federal, Provincial and Municipal statutory holidays providing the employee has worked for the organization for 30 days and is in attendance for a regularly scheduled work day preceding and following the holiday, unless on vacation.
5.5.4 Overtime
Due to the nature of the EFCL, it will be required that employees work evening and overtime hours. These hours will be covered by time off in lieu (TOIL) at straight time and shall not exceed 37.5 hours. All overtime must be pre-approved by the Executive Director or Designate.
5.5.5 Benefits
The benefits program includes those benefits and source deductions required by legislation (EI and CPP). Additional health benefits are provided through Alberta Health Care and the Chambers of Commerce Group Insurance Plan. Health benefit plan details can be obtained from the Executive Director. Health benefit premiums are paid 50% by the employer and 50% by the employee.
5.5.6 Safety
The EFCL will ensure adequate WCB coverage is in place for employees. Employees will undergo safety training appropriate to their positions. The EFCL will adhere to the Working Alone Legislation.
5.5.7 Use of Vehicle
There are occasions when in the performance of their duties an employee will be required to use their personal vehicle. In those instances the employee will be compensated for the mileage, which is to be recorded from the EFCL to the assigned venue. EFCL will ensure that its policy covers the employee in the event of an accident while performing work related duties, which have previously been cleared by the Executive Director.
5.6 Vacation
5.6.1 Vacation Entitlement
The EFCL will follow Provincial legislation with respect to vacation, which defines basic entitlement to annual vacation as follows.
§ After one year of employment, employees are entitled to two weeks vacation with pay
§ After five years, employees are entitled to three weeks vacation with pay.
§ Vacation hours will be earned each pay period commencing on the employee’s start date. The following formula will be used to calculate vacation hours earned.
§ Two weeks vacation per year – Hours per pay period X 2.88%.
§ Three weeks vacation per year – Hours per pay period X 4.31%.
§ Individual employment contracts that include a variation from the above standard must be approved by the Board of Directors. All planned vacation will be pre-approved by the Executive Director and as the staffing component is small, employees shall endeavour to schedule their vacation requests so as not to conflict with fellow employees.
5.7 Leave
5.7.1 Short Term Leave
Paid leave is provided following probation and is applied to circumstances including.
· Personal illness or short term health condition.
· Providing short term care for a sick child or family member.
Arrangements for leave must be discussed with the Executive Director prior to leave being taken. In the event of an emergent circumstance, the Executive Director is to be informed by phone at the earliest possible opportunity.
In the event of short term leave beyond three days, a note from the attending medical doctor is required to substantiate the term of leave required.
Employees receive an annual leave “bank” at the commencement of each calendar year. Full time staff receives a “bank” of 12 days (90 hours). Part time staff receives a pro-rated “bank” according to their standard hours worked weekly. New employees will receive a pro-rated “bank” calculated at the conclusion of probation.
Time taken as short term leave is to be documented on the employee time sheet.
If during the calendar year, the “bank” is exhausted, accumulated overtime or vacation time can be taken to sustain paid short term leave. Alternatively, the Executive Director must be consulted about structuring leave without pay.
At the conclusion of each calendar year, remaining leave hours will be divided by 3 and added to the employee’s vacation bank.
5.7.2 Short Term Compassionate Leave
Compassionate Leave is defined as bereavement or family emergency leave and will be granted based on the following terms.
§ Paid leave for funerals will be 3 days for an immediate family member, which may be extended to five days if significant travel is involved and a half-day for the funeral of others.
§ Attending a funeral on behalf of the organization will be paid for.
§ Family emergency or illness leave will be covered at the discretion of the Executive Director.
§ Extended Illness, Maternity, Parental and Compassionate Leave.
§ Extended leave will be provided for employees qualifying for Employment Insurance benefits. Leave provisions will be in accordance with Federal and Provincial legislation.
§ Human Resources and Skills Development Canada leave terms are as follows.
§ Extended Illness – 15 weeks.
§ Maternity OR Parental Leave – 15 weeks.
§ Compassionate Leave – 6 weeks.
§ During the term of approved extended leave, qualifying employees will receive 40% of regular income to supplement EI benefits (55% of regular income).
5.7.3 Long Term Disability Leave
The Chambers of Commerce Group Insurance Plan includes long term disability insurance which provides monthly income replacement from the 121st day of a disability for up to 2 years. Benefits are based on 66 and 2/3 percent of current monthly earnings.
5.7.4 Court Leave
The EFCL encourages and supports active citizenship and a duty of citizens is to attend at court for jury or witness duty. On those occasions the employee will still be paid their full salary less any remuneration they receive from the court.
5.7.5 Doctor’s Appointments
The EFCL will not cover time off for a Doctor’s appointment as such appointments can be arranged on scheduled days off in lieu of overtime. If the employee must have an appointment during regular working hours and does not have accumulated TOIL then they are expected to make up the time. Employees are encouraged to make their appointments either late in the day or early in the morning to mitigate the loss of time at work.
5.8 Employer’s Authority
5.8.1 Loans
The EFCL is the custodian of public and membership money and as such will not extend loans to employees.
5.8.2 Copyright
EFCL will retain copyright of all materials generated by an employee of the organization when performing the duties required of their position.
5.8.3 Unauthorized use of Property
Removing EFCL property for personal use without the expressed permission of the Executive Director will be considered theft and duly reported.
5.8.4 Exit Interviews
All staff resigning from the EFCL will undergo a mandatory exit interview in order to determine areas of competency and improvement with the EFCL. The Executive Director or Designate and the President will conduct these interviews. A report will be prepared for the Board of Directors as appropriate.
The purpose and or rationale of this policy:
To ensure all parties understand employment expectations.
5.9 Police Security Clearances 2000
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REFERENCE:
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DATE APPROVED:
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2000
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ADOPTED BY:
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Membership
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Police Security checks will be conducted on whoever occupies the role of Executive Director, all staff, all members of the Board of Directors, and committees.
The purpose and or rationale of this policy:
The Board of Directors, in its duty to protect the EFCL, will use this tool in ensuring the calibre of our employees and volunteers is such that there is less risk of harm to the reputation and assets of the organization.
INTERPRETATION
The following four criteria have been developed to assess the suitability of the candidate in the event the security clearance is returned unsatisfactory:
1. The severity of the offence.
2. How current the offence is and the individuals record since then.
3. The application of the offence to the volunteer activities, and
4. A risk assessment of the potential impact on the reputation of the organization would need to be done.
Continued involvement could be made subject to application for a pardon.
5.9 Police Security Clearances 2000
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Policy Implementation
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Authority:
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Executive Directors
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EFCL President
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1. DEFINITIONS
2. RESPONSIBILITIES
Employees: Applicants for employment will submit a Police Security Clearance with their application or prior to being hired. This will be at their own cost. Current employees not previously checked will be done at the cost of the EFCL.
Volunteers: Volunteers will submit to a Police Security Check prior to being accepted in their position on the Board of Directors or on a Committee. The Executive Director will facilitate the obtaining of these checks. Each volunteer will complete the form which will then be collected and forwarded under a cover letter to the Edmonton Police Services.
3. PROCEDURES
Retention of the Confidential Records: These records will be retained for the duration of employment or volunteer service in the locked office of the Executive Director and for a further two year period. At the end of that time the records will be shredded.
Reporting an irregularity: The Executive Director will report any volunteer check which is not clear to the President, who will in turn make an assessment in consultation and at an in camera session of the Executive Committee. That individual will be invited to attend the deliberations.
The Executive Director prior to consideration of hiring an employment applicant will discuss the matter with the Executive Committee prior to making an offer.
4. APPENDIX
5.10 Staff Position Descriptions 2000-03-27
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REFERENCE:
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DATE APPROVED:
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Employee Responsibilities
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2000-03-27
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ADOPTED BY:
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Board of Directors
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The EFCL will provide position descriptions for staff outlining roles, responsibilities, authority and supervisory relationship.
The purpose and or rationale of this policy:
All staff should be familiar with their job description and feel comfortable in offering suggestions for change. Therefore, staff will be introduced to their job description in advance of assignment. Job descriptions will be in place for every position, and they will be comprehensive, honest and current. Job descriptions will specify standards of performance and the measures to be used in evaluating successful performance, and they will be reviewed annually and updated as necessary.
Appendix: Employee Responsibilities