Transcription
EMPLOYEE HANDBOOK
The policies outlined in this handbook should be regarded as management guidelinesonly, which in a developing business will require changing from time to time. TheAssociation’s Board of Trustees retains the right to make decisions involving employmentas needed in order to conduct its work in a manner that is beneficial to the employeesand the Association. This handbook supersedes and replaces any and all priorhandbooks, policies, procedures and practices of the Association.This employee handbook also summarizes the current benefit plans maintained by theAssociation. Refer to the actual plan documents and summary plan descriptions if youhave specific questions regarding the benefit plan. Those documents will be controllingrather than the summaries contained in this handbook. The employee handbook (andother plan documents) are not contractual in nature and do not guarantee anycontinuation of benefits.EMPLOYMENT—AT—WILLOur Association adheres to the policy of employment-at-will,which permits the Association or the employee to terminatethe employment relationship at any time, for any reason.Neither the policies contained in this employee handbook, norany other written or verbal communication by a manager,create a contract of employment or a warranty of benefits.The policies contained in this handbook may be added to,deleted or changed by the Association’s Board of Trustees inits sole discretion, except that we will not modify our policy ofemployment-at-will in any case.Hunterdon County YMCAJanuary 20212
WELCOME TO THE HUNTERDONCOUNTY YMCA!Starting a new job is exciting, but at times it can be challenging. We have developed this employeehandbook to help you get acquainted and answer many of your initial questions. This handbook explainsour personnel policies and benefits, as well as the specific opportunities and responsibilities that exist foryou within our Association.As expressed in our Mission Statement:“The Hunterdon County YMCA is committed to helping people grow in spirit, mind, and body. We are acommunity service organization founded upon Christian values, which today embraces all faiths, servingindividuals regardless of age, race, or economic means. The YMCA is guided by our core principles ofcaring, honesty, respect, and responsibility.”In order to assure that everyone has the opportunity to benefit from our programs, the YMCA has an OpenDoor Policy whereby we offer scholarships for Y programs to those in need of support in our community.No one who is eligible for our financial assistance is turned away. The Hunterdon County YMCA is a501(c)(3) tax-exempt charitable organization under the IRS code, which means that donations to the Y aretax deductible.Since its inception in 1903, the Hunterdon County YMCA has played an important role in our community.Through our Deer Path and Round Valley Branches, a full array of physical development programs isavailable. In addition, through community outreach, we provide full-day child care, preschool and schoolage child care programs. Our Camp Carr facility, located on 33 acres in Clinton Township, offers tent andtrailer camping in addition to a summer day camp that serves over 350 children each season. Our NorthHunterdon Active Older Adult Center provides programming to over 400 participants.The Hunterdon County YMCA’s Strategic Vision Statement is:“At Our Y We Transform Lives.Furthermore, our Y is committed to the Y-USA’s Areas of Focus, which guide our operations: For Youth Development For Healthy Living For Social ResponsibilityOur impact is felt when an individual makes a healthy choice, when a mentor inspires a child and when acommunity comes together for the common good.We operate under the principles of Living Quality Service and the 4 quality standards of Safety, Courtesy,Presentation, and Efficiency. Our purpose is to deliver consistently exceptional service in everything we do.We strive to create the best possible member experience – every time.As an employee of the Hunterdon County YMCA, the importance of your contribution to our vision cannotbe overstated. Our goal is to provide the finest-quality services and programs to members and programparticipants. You are an important part of this process for your work directly influences our Association’sreputation.In an effort to be responsive to the needs of a growing organization, changes or additions to policies will bemade when necessary.This handbook is the property of the Hunterdon County YMCA.Hunterdon County YMCAJanuary 20213
Table of ContentsSection 1: THE WAY WE WORK . 6AMERICANS WITH DISABILITIES ACT . 7NEW JERSEY CONSCIENTIOUS EMPLOYEE PROTECTION ACT . 7CATEGORIES OF EMPLOYMENT . 7CRIMINAL BACKGROUND CHECKS . 8ARREST POLICY . 9WORKPLACE DISCRIMINATION/HARASSMENT POLICY. 10NEW EMPLOYEE TRAININGS . 13DEPARTMENTAL & ASSOCIATION TRAININGS . 13FUND-RAISING AND COMMUNITY SOLICITATION . 13SUGGESTIONS AND IDEAS . 14TALK TO US . 14THIS PAGE INTENTIONALLY LEFT BLANK. . 15HUNTERDON COUNTY YMCA GRIEVANCE FILING . 16Section 2: YOUR PAY AND PROGRESS . 17COMPENSATORY TIME OFF . 18METHOD OF COMPENSATION . 18ON CALL . 18OVERTIME FOR NON-EXEMPT EMPLOYEES . 18PAY ADVANCES . 18PAYDAY . 18PAYROLL DEDUCTIONS AND OVERTIME PAY . 19PERFORMANCE REVIEWS . 19PAY RAISES . 19PROMOTIONS AND TRANSFERS . 20RECORDING YOUR TIME. 20SHIFT PREMIUM CRITERIA . 21TIPS/GIFTS . 21TRAVEL/EXPENSE ACCOUNTS . 21TRAVEL TIME . 21EMPLOYEES AS VOLUNTEERS. 21THIS PAGE INTENTIONALLY LEFT BLANK. . 23Section 3: TIME AWAY FROM WORK AND OTHER BENEFITS . 24BEREAVEMENT . 25BIRTHDAY DAY OFF—PAID . 25HOLIDAYS . 25JURY DUTY . 25NJ PAID SICK LEAVE LAW . 25PAID TIME OFF (PTO) . 27DISABILITY, SHORT-TERM . 29DISABILITY, LONG-TERM. 30FAMILY LEAVE . 30NJ FAMILY LEAVE INSURANCE . 32MEDICAL DISABILITY LEAVE . 33MILITARY LEAVE . 34NJ SECURITY AND FINANCIAL EMPOWERMENT ACT (SAFE Act) . 34BABYSITTING BENEFIT . 35EMPLOYEE ASSISTANCE PROGRAM . 35HEALTH INSURANCE—MAJOR MEDICAL . 35COBRA . 36MEMBERSHIP BENEFITS . 36PROFESSIONAL DEVELOPMENT . 36Hunterdon County YMCAJanuary 20214
RETIREMENT PLAN . 36SERVICE CREDIT FROM OTHER YMCAs . 37SERVICE CREDIT FOR PART-TIME OR FULL-TIME STATUS WITHIN THE HCYMCA TO A FULL-BENEFITELIGIBLE POSITION . 37TUITION ASSISTANCE PROGRAM . 37WORKERS’ COMPENSATION . 38THIS PAGE INTENTIONALLY LEFT BLANK. . 39BENEFIT CHART .(B1 & B2) 40Section 4: ON THE JOB . 40ACCESS TO PERSONNEL FILES . 41ATTENDANCE AND PUNCTUALITY . 41BREAKS . 41MEAL TIME . 41CARE OF EQUIPMENT . 42CHANGES IN PERSONAL DATA . 42CLEAN UP . 42COMMUNICATION TOOLS . 42CONFIDENTIALITY POLICY . 42DRESS CODE . 43STAFF UNIFORMS. 45DRIVER POLICY . 46ELECTRONIC COMMUNICATION SYSTEMS . 461.COMPUTER USE POLICY . 472.ELECTRONIC DEVICES . 483.EMAIL POLICY . 49EMPLOYMENT OF RELATIVES . 50FACILITY CLOSINGS . 50IDENTIFICATION BADGES . 50MEMBERS/PROGRAM PARTICIPANTS AND PUBLIC RELATIONS . 50NON-FRATERNIZATION POLICY . 51OUTSIDE EMPLOYMENT . 51PARKING . 52PERSONAL TELEPHONE CALLS . 52PRIVACY POLICY . 52RESIGNATION POLICY . 52SOLICITATION AND DISTRIBUTION . 53STANDARDS OF CONDUCT. 53CODE OF CONDUCT . 54CODE OF CONDUCT FOR SOCIAL MEDIA SITES . 56USE OF ELECTRONIC COMMUNICATION WITH YOUTH PARTICIPANTS . 57WORK ASSIGNMENTS . 57WORKWEEK . 57THIS PAGE INTENTIONALLY LEFT BLANK. . 58Section 5: SAFETY IN THE WORKPLACE . 59EACH EMPLOYEE’S RESPONSIBILITY . 60ALCOHOL/DRUG POLICY. 60GOOD HOUSEKEEPING . 64HEALTH AND SAFETY DUTIES AND RESPONSIBILITIES . 64SMOKING IN THE WORKPLACE . 65WORKPLACE VIOLENCE . 65THIS PAGE INTENTIONALLY LEFT BLANK. . 66RECEIPT OF EMPLOYEE HANDBOOK .67Hunterdon County YMCAJanuary 20215
Section 1: THE WAY WE WORKHunterdon County YMCAJanuary 20216
AMERICANS WITH DISABILITIES ACTOur Association is committed to providing equal employment opportunities to otherwise qualified individualswith disabilities, which may include providing reasonable accommodation where appropriate. In general, itis your responsibility to notify your supervisor or the Director of Human Resource Administration of the needfor an accommodation. Upon doing so, your supervisor or the Director of Human Resource Administrationmay ask you for your input on the type of accommodation you believe may be necessary or the functionallimitations caused by your disability. Also, when appropriate, we may need your permission to obtainadditional information from your physician or other medical or rehabilitation professionals.NEW JERSEY CONSCIENTIOUS EMPLOYEE PROTECTION ACTThe New Jersey Conscientious Employee Protection Act prohibits an employer from taking retaliatoryaction against an employee for disclosing to a supervisor or to a public body an activity, policy or practicethat the employee reasonably believes is a violation of law or state regulation.An employee who has a reasonable belief that a violation of law or state regulation is taking place withregard to YMCA operations must notify the Director of Human Resource Administration or the ChiefExecutive Officer in writing and give the YMCA a reasonable opportunity to correct the activity, policy orpractice in question before reporting it to a public body.This reporting requirement does not apply to legal obligations to make reports about suspected child abuseor neglect or if you witness criminal behavior that could cause bodily harm to another.CATEGORIES OF EMPLOYMENTFULL-BENEFIT-ELIGIBLE EMPLOYEES are those in approved full-time, year-round positions. Suchpositions regularly work a 40-hour workweek.FULL-TIME EMPLOYEES are regularly scheduled to work 30 or more hours each week.PART-TIME EMPLOYEES are regularly scheduled to work from 1 to 29 hours each week.SEASONAL EMPLOYEES are hired to perform a specific job for a period of time, normally less than oneyear.Certain categories are eligible for additional fringe benefits in accordance with their position and length ofemployment. Please refer to the Benefits Chart found in the back of Section 3 of this handbook for benefitsapplicable to each level.All employees eligible for YMCA membership should see “Membership Benefits” in Section 3 for furtherclarification.SUBSTITUTE or PER DIEM EMPLOYEES do not work regularly scheduled hours, but are called in to workon an as-needed basis. Substitute employees are not eligible for fringe benefits.Employees who begin their employment with the HCYMCA under another category of employment andthen are reclassified as “Substitute” or “Per Diem,” either by request or business necessity, lose anypreference in work and/or class assignments they may have had under another category.Non-Exempt or Exempt ClassificationIn addition, employees are classified as non-exempt or exempt, in accordance with Federal and state wagehour laws. Non-exempt employees are paid on an hourly basis and are eligible for overtime pay for hoursworked in excess of forty (40) during a workweek, consistent with state law and the Association’s policy.Exempt employees are paid on a salaried basis and are not eligible for on-call, shift differential pay or forovertime pay, regardless of the number of hours they work.Hunterdon County YMCAJanuary 20217
CRIMINAL BACKGROUND CHECKSSafeguarding our members, especially the large number of children who pass through our programs, is aprimary concern of the YMCA. As one tool to accomplish this we have instituted Criminal BackgroundChecks.AuthorizationCriminal Background Checks will be conducted on all adult new hires/ program volunteers and adult rehires/ program volunteers who have been separated from the Association for 90 days or more. In addition,criminal background checks will be conducted on continually employed staff on a biannual basis for theduration of their employment. The employee/volunteer will complete the required disclosure andauthorization forms to conduct a Criminal Background check as part of their employment/volunteerpaperwork packet. Additional authorizations that may be needed due to prior residences, schooling, currentstaff re-checks, etc. will be obtained as necessary. The YMCA reserves the right to order additionalbackground check reports on you at any time during your employment without obtaining additional consent,where permissible by law.Reporting AgenciesCriminal background checks may be conducted through an outside reporting agency or state or local lawenforcement agencies. The YMCA may also conduct social security number verifications and addresschecks. In addition, employees/volunteers in positions involving the handling of Association finances will besubject to a credit check. Exempt employees will be subject to a full background screening including, butnot limited to, criminal background, social security, address and credit checks. The YMCA reserves theright to conduct other types of background checks as the situation may warrant.The YMCA reserves the right to conduct these investigations either on its own or with the assistance of anoutside reporting agency. If the services of an outside reporting agency as defined by the Fair CreditReporting Act (FCRA) are utilized, the YMCA will comply with the provisions of the FCRA regarding usageof information uncovered and notification procedures.Criminal History UncoveredThe admission or discovery of any pending charges or prior criminal convictions will be considered on acase-by-case basis. In general, the YMCA would seriously consider the following convictions or pendingcharges as possible deterrents to employment:In New Jersey, any crime or disorderly persons offense: Involving danger to the person (such as any kind of assault); An offense against the family, children or incompetents (such as child abuse or neglect); An offense involving theft or fraud; Or an offense involving any controlled, dangerous substance. In any other state or jurisdiction, conduct which, if committed in New Jersey, would constitute any ofthe crimes or disorderly persons offenses described above. (This list is not intended to beall inclusive.) Offenses resolved by a diversionary program, such as Suspended Proceedings or Pre-TrialIntervention will also be considered on a case-by-case basis. In all cases, the YMCA will take into consideration the following factors:o Nature of the offenseo Seriousness of the offenseo Number of convictions or pending chargeso Length of time since convictiono Efforts at rehabilitationo Employment history since the convictiono Job relatednessAn employee/volunteer already on staff/in service who is subsequently charged with a crime or disorderlypersons offense in NJ or elsewhere shall immediately notify the Director of Human ResourceAdministration.Hunterdon County YMCAJanuary 20218
The admission or discovery of pending charges or prior criminal conviction history OR the falsification of theemployment application regarding pending charges or prior criminal conviction history may preclude anoffer of employment, or may result in a withdrawal of an employment offer, or may result in discharge fromemployment if already employed at the time the misrepresentation or omission is uncovered.This policy will apply to both employees and volunteers.ARREST POLICYIt is HYMCA’s policy to ensure the safety of all persons who do business with the Association includingemployees, clients, vendors, and contractors. The Association must also protect its reputation in thecommunity. To further these goals, the Association has adopted this policy to handle incidents where anemployee is arrested or becomes involved in a criminal matter.Any action taken with regard to the employee will be based strictly on the situation and the potential impactto the Association’s operations and standing in the community.ProcedureEmployees who are arrested or subject to an investigation that may lead to a criminal charge or indictmentare required to report immediately to the Director of Human Resources. The report of the arrest orconviction should be made in writing and include the exact charge or conviction, the location or court andthe date of the arrest or conviction.Any manager (or supervisor) who learns that an employee has been arrested or has become the subject ofa criminal investigation must immediately report the fact to the Director of Human Resources.Definition of “Criminal Offense”A criminal offense is defined as any crime or charge which is a violation, misdemeanor, or felony underlocal, state or federal law. A criminal offense shall not include minor traffic violations.InvestigationWhen an employee has been arrested or becomes the subject of a criminal investigation, the HumanResources Director will meet with the employee to discuss the particular circumstances. In determiningwhether the circumstances warrant an employee’s suspension, transfer to another position, or other jobaction up to and including termination, the Association will consider the nature and gravity of the allegedoffense(s) and how the charges may be perceived by the community.Given the nature of the situation, the affected employee has the right to refuse to meet with the HumanResources Director. However, if the employee refuses to meet, then the Human Resources Director willmake a determination on the proper course of action without the employee’s input.Employees who fail to disclose the fact that they were arrested or are the subject of a criminal investigationwill be subject to dis
Hunterdon County YMCA January 2021 2 The policies outlined in this handbook should be regarded as management guidelines only, which in a developing business will require changing from time to time.
