| Prepared by: Richard Williams | Policy #:HR-1 |
| Approved by: Board | Revision #: 3 |
| Approval Date: 7/13/06 | Effective Date: |
Policy Name: Employment Policies |
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Purpose: This policy is intended to specify policies and procedures that affect employees of the Victim Offender Reconciliation Program of Boulder County. These written policies and practices are also a resource for staff members to clarify their understanding of their benefits and responsibilities as employees. The policy does not constitute, nor is it intended to be a contract of employment. The standards, rules, and personnel policies as outlined in this manual are not intended to place unreasonable restrictions on any employee but are necessary for the efficient, professional and orderly conduct of VORP’s business. VORP reserves the right to interpret, change, modify, amend, suspend, or cancel in whole or in part any of the contents of this manual. In the spirit of consensus and teamwork, the Board of Directors will attempt to inform employees of any such changes in the manual prior to implementation. However, the Board reserves the right to implement such changes without prior notice to employees if deemed necessary for the successful operation of the program. |
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Policy:EMPLOYMENT AT WILLAll employment at VORP is considered “at will.” The Board of VORP can at its discretion terminate any employee at any time. Employees are on probation for the first six months of employment. Probation may be extended beyond six months if the Board deems this necessary. There is no requirement for any notice before termination for employees on probation. EQUAL OPPORTUNITY EMPLOYERVORP is an equal opportunity employer and does not discriminate in its hiring of employees on the basis of race, creed, religion, gender, ethnicity, disability, sexual orientation or other category that has no bearing on the successful completion of the job [Change to provide consistency with Board policy].
The normal working hours per week for full-time staff shall total 40. Part-time employees are persons working less than 40 hours per week. It is expected that a substantial part of this time will be during normal business hours, however it is expected that work over 40 hours per week and/or outside of normal business hours will be required as part of professional practice. Recognizing the potential need to hire additional employees, the Board of Directors will consider employment and the terms of employment on a case-by-case basis.
All employee records will be maintained by the VORP Board of Directors. All records that contain personal information shall not be released to outside persons or organizations unless: The employee has authorized their release, or The personnel records include an employees application, salary information, correspondence, performance appraisal and similar job-related reports and forms that are necessary for personnel administration. Access to employee records by internal personnel will be restricted to persons who have a legitimate “need to know.” Employees may review their own personnel files at any time by making a request of the Executive Director.
VORP of Boulder County provides vacation time, to insure staff health, staff renewal, and also overall program health. Each year, starting with the date of employment, all employees who work a regularly scheduled 40-hour week will receive 80 hours, ten (10) working days of paid vacation. Paid vacation time can be used at any time in the year between anniversary dates for the employee. Up to five working days vacation time may be carried over to the next anniversary year. Vacation time not used in accordance with the above policy is lost. In no case shall an employee be compensated for unused vacation time. The use of vacation time during within thirty (30) days of final date of employment is strongly discouraged. Vacation schedules should be arranged in relation to employee preference and program/client needs. VORP requests that not more than three (3) consecutive weeks of vacation time be used at one time. Exceptions may be requested and will be considered on a case-by-case basis. Upon each anniversary date of employment, employees will receive one additional vacation day per year through the fifth year at which time employees will then receive three weeks total per year. For example, an employee would receive 11 days vacation during year 2, 12 days during year 3, 13 days during year 4, and 14 days during year 5. Upon the five year anniversary date of employment (the start of the 6th year) with VORP, employees will receive 15 working days vacation (three weeks total per year). At the 15 year anniversary, a fourth week of vacation will be received each year. Part-time employees will receive vacation time on a pro-rata basis in proportion to their weekly working hours. For example, an employee working 20 hours a week would receive (50%) of the benefits stated above. Employees regularly working less than 20 hours per week are not eligible for vacation benefits. Special needs of staff for additional vacation beyond VORP’s stated benefits package will be considered on a case by case basis. The VORP Board of Directors in consultation with the Executive Director will consider such requests. Employees will submit monthly statements documenting the amount of vacation used.
From time to time, employees may need to take time off for medical reasons such as an illness, or for personal reasons such as a family emergency or the death of a relative or friend. Time that VORP employees spend dealing with such circumstances will be paid and will not be considered vacation time unless the amount of time off impacts the employees ability to do their job. Employees will submit monthly statements documenting the amount of medical/sick time and personal time off during the month.
Employees who work a regularly scheduled 40-hour week will receive ten (10) paid holidays per year. Employees regularly working less than 40 hours per week will receive holiday time on a pro-rata basis. VORP recognized Federal and State holidays are listed below. VORP is flexible in the scheduling of appropriate religious holidays for employees, volunteers and interns. VORP asks that employees establish the holidays they expect to observe at the beginning of the year. Granting permission to take a holiday does not mean that this holiday will be paid. New Years Day
Paid time off will be given for any employee called for jury duty. VORP will pay the employees salary for the first three days of jury duty. The State of Colorado will pay the stipend for the remainder of any trial or court proceeding. EMPLOYEE EXPENSESEmployees shall be reimbursed for certain reasonable and necessary expenses incurred in the performance of responsibilities associated with their employment. These expenses will be budgeted, recorded, documented by receipts, and approved by the Executive Director. Expenses of the Executive Director will be approved by the VORP Treasurer in consultation with the Board Chair as is desirable. Significant expenses beyond normal program operating costs require advance approval. If an employee uses their car for VORP responsibilities, with appropriate approval, they shall be reimbursed at the established rate for mileage, as determined by the Board.
The specifics of staff salary payment shall be delineated in the official letter of employment and coordinated by the Board Treasurer. An annual cost of living increase will occur on the anniversary date of hire. The Board will determine the amount on the basis of local standards. Merit increases will be given based on the employees performance review. All salary increases will also consider the financial ability of the VORP program to support such desired increases.
If the need arises, staff members may request a salary advance. Advances are granted at the discretion of the Board President on behalf of the Board. Any advances will be deducted from the staff person's next paycheck. Advances are limited to three per year and no exceptions will be approved.
All VORP employees will adhere to the Colorado Council of Mediators and Mediation Organizations (CCMO) Standards of Conduct. These Standards of Conduct are kept in the Board of Directors Handbook. All staff should exhibit professionalism at all times.
Staff is encouraged to grow professionally. VORP staff shall attend the monthly mediator meetings and seek cost-effective options for professional development within the budget. Approval from the Board must be obtained for expenses beyond what is budgeted.
It is the goal of the Board that the performance of each employee will be periodically reviewed. The purposes of this performance appraisal are: To promote the staff member's growth and skill development by a shared examination of performance, experience and practice, and by development of goals for the immediate future. To provide the basis for recommendations regarding continuing employment, merit increases and/or salary increases. To provide the Board with information about the staff member's job performance in order to effectively implement VORP's staffing needs and program plans. Process - The Board of Directors will conduct an evaluation/review of the Executive Director after the first six months, then annually after that, unless additional reviews are requested. The Executive Director will conduct an evaluation/review for all other staff in the same timing as previously mentioned.
VORP recognizes that our employees are our most important asset. Therefore, we strive to provide work for employees that is consistent with their individual professional goals as well as with our mission statement, sound business practice and economic reality. We set high standards for production and performance. Therefore we expect all employees to maintain continuous efforts to improve the quality of their work, to cooperate with the Board of Directors and fellow employees in meeting program goals, and to approach work in a positive manner that demonstrates a sincere desire to meet and exceed job requirements. Every organization must have rules in order to ensure the maintenance of orderly, safe and effective operations. No list can include all instances of the types of conduct that can result in discipline. Therefore, we expect all employees to exercise common sense, courtesy and sound judgment in performing their duties and conducting themselves while at work. To verify that a new employee can meet these expectations, an employee is on probation for a minimum of six months following hiring. Probation may be extended by the Board if it deems this necessary. We reserve the right to impose appropriate disciplinary action for any form of disruptive or inappropriate behavior. Employees on probation may be terminated without notice. For employees who have completed probation the disciplinary process involves four steps:
The level of discipline to be given in any specific circumstance will be determined with regard to a number of factors, including, for example:
Based upon these and other factors, in some instances an employee may be suspended or terminated on the first offense. Examples of the types of conduct which could lead to discipline, up to and including discharge, are as follows:
Inadequate program funding may also lead to termination. In such situation, VORP employees will be given a minimum of one month notice prior to termination. The President of the Board of Directors shall approve all dismissal actions.
Employees are requested to give written notice of their resignation from employment at least two weeks before their proposed last date of work. The Executive Director should give at least one months notice.
An employee terminating for any reason will be paid in full at the time of separation if possible, but in no case later than the next regularly scheduled payday. All program property (including keys) and documents must be surrendered by the date of final employment.
Most differences of opinion or problems which employees have should be resolved through informal discussions with their supervisors, the Board of Directors, and/or other informal problem-solving approaches. In keeping with the spirit of VORP’s mission in the community, mediation conducted by mediators from outside of the VORP program may be used to settle issues that cannot be resolved by less formal means. However, a more formal grievance procedure is available to employees after all other methods have failed. A grievance occurs when there is a complaint or dispute arising out of the interpretation and application of the programs personnel practices, an incident of harassment, or an action which the employee believes is unfair. Employees shall submit a written statement to the Board of Directors after the occurrence of the event causing the grievance. The statement of grievance should include the following information:
After reaching consensus about a satisfactory response, the Board of Directors will respond in writing to the employee, normally within 30 days of a submission of a grievance. If the response is unsatisfactory to the employee, the employee should inform the Board of Directors within 30 working days. The Board of Directors will then decide by consensus how to address the problem on a case by case basis. The Board of Directors reserves the right to make the final decision. |
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Responsibilities:
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