Employee Handbook (2012 Revised Edition)

Employee Handbook (2012 Revised Edition)
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TABLE OF CONTENTS
Page
WELCOME ..................................................................................................................................... 3
MISSION STATEMENT ..................................................................................................................... 4
GOALS AND OBJECTIVES ................................................................................................................ 4
EMPLOYMENT ............................................................................................................................... 4
ATTENDANCE ………………………… ...................................................................................................... 5
COMPENSATION ............................................................................................................................ 6
WORK POLICIES AND REGULATIONS .............................................................................................. 7
SAFETY CHILD ABUSE AND NEGLECT .............................................................................................. 10
WORK RULES ................................................................................................................................. 11
PERSONNEL POLICIES ..................................................................................................................... 11
ACKNOWLEDGEMENT OF POLICIES SIGNATURE PAGES…………………………………………………………………. 12
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WELCOME
Dear Employee:
Welcome to Smile Are Free Enrichment Center (S.A.F.E.). We are proud to
have you join our motivated staff that believes in teamwork and highquality
job performance. It is our desire to see you interact with the
children, parents, and staff in a caring and professional manner and
contribute to the success of our program. CONGRATULATIONS AND
WELCOME ABOARD!!
Sincerely,
S.A.F.E. Administration
MISSION STATEMENT
Our mission at Smiles Are Free Enrichment Center is to provide an exciting and
challenging learning environment that enables students to reach their educational
potential, while elevating their self confidence and self-esteem. We are dedicated to giving
students individual and personalized instruction that addresses each child’s unique
learning style. We strive to have students, parents, tutors, and schools actively involved in
our student’s learning and growth.
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GOALS AND OBJECTIVES
•To provide activities and experiences that develop positive self-esteem
•To provide a positive growth experience recognizing each child’s needs and abilities
EMPLOYMENT
All staff will work part-time. Part-time employment status pertains to
any employee who works less than 35 hours a week from October to May.
EMPLOYMENT PROCEDURE
It is the policy of S.A.F.E. to hire the best-qualified persons. S.A.F.E. is an Equal
Opportunity Employer. All applicants must submit an Application for Employment and the
Tutors Agreement Form. The Tutors Agreement Form must be sign and dated before
submitting it to us (Smiles Are Free Enrichment Center). The Application & The Tutors
Agreement Form can be download from the Information Center on our Employment page.
1. Upon receipt of an application for employment, & the Tutors Agreement Form, the
CEO & Senior selected staff determines the candidate’s qualifications.
2. Once selected after the screening process, (verifying past employment and
character) qualified candidates are contacted by our HR Department/or George’s
Digital Technology via phone, and or email for an interview.
3. At your interview appointment, you are required to produce original current
certification of an FBI Clearance, Criminal Back Ground Check, and Child Abuse
Clearance.
4. Upon successful completion of the interview process and providing the necessary
certifications, the candidate is offered employment. The offer of employment
includes the title of the position, job description, starting salary, date and time the
employee is to begin work and the name of the person with whom he/she will be
reporting to and working with.
5. Continued employment will be at the CEO/General Manager’s discretion under the
guidelines of the employee conduct agreement and site needs.
OUTSIDE EMPLOYMENT POLICY
S.A.F.E. restricts outside employment that interferes with an employee’s performance of
program duties and responsibilities. Outside employment that constitutes a real or
perceived conflict of interest is not permitted.
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ORIENTATION
Each employee will go through orientation prior to commencing work and sign an
acknowledgement of receipt of employee conduct and policies.
PERSONNEL FILE
The following forms are maintained in each employee’s file and updated in accordance
with the state regulations:
1. Application & Tutor Agreement Form
2. I-9 Eligibility Verification
3. Emergency Information
4. Education/Experience Verification
5. Current Criminal Background Check, FBI clearance and Child Abuse Clearance
6. Other forms that may be required or requested by company policy or state
regulations.
7. Signed W-9 forms. (All staff is considered independent contractors.)
WORK SCHEDULE
The work schedule shall be organized in a manner which assures that the program will be
properly staffed throughout the period in which it is open for business. The number of
regular staff hours per week may vary with the position. Work schedules may change based
on enrollment, ratios and the CEO/General Manager’s discretion.
ATTENDANCE POLICY
It is the policy of S.A.F.E. to encourage good attendance habits on the part of its employees
required expectation of conduct. While we do recognize that circumstances beyond an
employee’s control may cause an individual to be absent or late for work for all or part of a
day it is not expected to occur more than once or twice.
Unauthorized absences or tardiness is not tolerated and will result in disciplinary action.
Employees should phone their Regional Coordinator or General Manager at least (3) hours
before scheduled arrival at the provided telephone number if they are going to be late or
absent. Excessive absenteeism and chronic tardiness are patterns of behavior that are
unacceptable.
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KEY POINTS IN THE ATTENDANCE POLICY
The terms “excessive” and “chronic” shall be interpreted to mean the following:
a. Three or more consecutive occurrences in a seven day period; or
b. Six or more non-consecutive occurrences in a calendar month; or
c. Twelve or more non-consecutive occurrences in a six-month period.
An employee reporting late for work is tardy. Tardiness occurs when the employee has not
arrived within five (5) minutes after the scheduled starting time. Pay will start at the next
fifteen (15) minute interval.
An Unexcused absence is the failure of an employee to report to work within thirty (30)
minutes of the starting time of the shift without calling. Any absence categorized as
“excused” will be determined by the Regional Coordinator or General Manager.
If unexcused absences become excessive or chronic, the employee will receive a written
reprimand and the next occurrence of an unexcused absence may result in termination.
Three consecutive days of unexcused absences will be cause for termination. An
employee’s attendance record will be used in consideration of pay increases, promotions,
and other types of advancement.
EMERGENCY WEATHER ACTION
S.A.F.E. will follow the CMS emergency weather policy. Watch for all announcements on
local television and radio stations. Please call or check email for Emergency notices. All
employees’ must have active email given to S.A.F.E. and availability of internet access.
Those tutors who have agreed to do online tutoring with students that have internet access
in most cases will be able to continue tutoring without schedule interruption. If other
concerns arise you will be expected to call for individual instructions.
COMPENSATION
S.A.F.E. Tutors and Site Coordinators are paid on the 15th and 30th of each month.
Regional Coordinators and District Managers are paid monthly. Direct deposit is optional
through our payroll service. All employees are expected to report on time and be
committed to the job for which they were hired. Each employee is responsible for
recording time daily. Failure to do so can result in miscalculation of pay. Any questions or
errors regarding hours worked will have to be approved by your supervisor/manager and
HR prior to adjustment of the pay and receipt of additional payment.
A fee of $40.00 will be charged to re-issue lost checks.
TIMEKEEPING
Absences will be recorded on time cards and on special personnel attendance forms
according to established procedures. Each employee shall sign his/her own time card. An
employee is subject to dismissal if found tampering with or altering another employee’s
card.
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PAY PERIOD
Paychecks cover the preceding 15-day work period starting on Monday and ending on
Friday. The General Manager distributes paystubs anytime after 12:00 noon on payday.
Separation checks for employees leaving employment with the center will be available on
the next regularly scheduled pay day following completion of all required separation
procedures—returning all center property such as keys, books, documents, etc.
NO DEDUCTIONS WILL BE WITHHELD FROM YOUR PAY
The following deductions will not be withheld from each employee’s paycheck and are your
responsibility to send the monies to the proper agency. Each employee will receive Form
1099 each January to be filed with the proper agency.
Social Security; Medicare; Federal Taxes; State Taxes; Medical, Life or Accident
Insurance; Child Care Fee
TERMINATION PAYMENTS
At the time of termination, an employee will be paid for time worked only; following the
completion of all required separation procedures. Accumulated bonus time will be
forfeited. Once separated from Smiles Are Free Enrichment Center you will receive Form
1099 in January to be filed with the proper agency.
WORK POLICIES AND REGULATIONS
DRESS CODE
S.A.F.E. employees are required to follow a professional dress code.
PERSONAL APPEARANCE
It is the policy of S.A.F.E. that an employee’s dress and grooming should be appropriate to
the work situation. Radical departures from conventional dress or personal grooming are
not permitted, regardless of the nature of the job performed. The dress and grooming of
S.A.F.E. employees shall be governed by the requirements of safety and comfort. Long hair
that hangs loosely around the head and shoulders is not appropriate for employees who
work in food service. Provocative or revealing clothing and/or clothing that prevents job
performance should NOT be worn to work. If staff reports for work improperly dressed or
groomed, the Site Coordinator/ Regional Coordinator shall instruct the employee to return
home to change clothes or to take other appropriate corrective action. The employee will
not be compensated during such time away from work. Repeated violations of this policy
will be cause for disciplinary action.
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Required Signatures (Parents, Students and Employees)
It is required that all documentation be submitted on time and complete with all
required signatures.
If any documentation is incomplete with “Parents Signatures”, “Student Signatures” and
“Employees Signatures” all payments will be withheld until all documentation have been completed
with the required signatures (Parents, Students, and Employees) and resubmitted to Smiles Are
Free Enrichment Center. The Required Forms are Parents FERPA Waiver Form, Achievement Goals,
Monthly Progress Reports, Monthly Attendance Records, Students Sign-in Sheet, Tutor Agreement
Form, IRS Form W-9, Employee Handbook Form (last page), Tutor Timesheet, and any other
required documentation. The required Forms may be downloaded from our Information Center on
our Employment page at www.thesafecenter.net
CONDUCT
It is the policy of S.A.F.E. that certain rules and regulations regarding employee behavior
are necessary for the efficient operation of duties and for the benefit and protection of the
rights and safety of all. All employees are expected to conduct themselves and behave in a
manner, which is conducive to the efficient operation of the program. The following types
of conduct are prohibited and will subject the individual involved to disciplinary action up
to and including termination.
1. Excessive absenteeism
2. Tardiness
3. Failure to report any absence
4. Unacceptable quality of work
5. Excessive errors
6. Too much waste of time and materials
7. Violation of normal work rules
8. Unacceptable appearance
9. Disorderly conduct on the premises such as fighting, excessive practical jokes,
excessive horseplay, etc. Possession, use or being under the influence of alcohol
or illegal drugs while working.
10. Insubordination – the refusal to follow instructions concerning a job ]related
matter
11. Theft or misuse of property or of another employee’s property
12. Willful or careless damage to any property
13. Leaving the premises during working hours without proper authorization
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14. Use of abusive, profane and/or obscene language
SUBSTANCE ABUSE POLICY
Any employee who reports to work under the influence of alcohol or any form of drugs will
be terminated. Random drug testing may be requested at any time. Failure to comply may
be sufficient grounds for denial of employment or termination.
SMOKING POLICY
S.A.F.E. maintains a NO Smoking Policy. No employee is allowed to smoke inside the
facility, or within view of parents and children.
DISCIPLINARY ACTION
S.A.F.E. is committed to proper disciplinary action that will improve employee work habits
and assure fair and equitable treatment of all parties concerned. Disciplinary actions
(except for oral reprimands) shall be documented in writing by the General Manager. A
corrective action plan shall be prepared to help the employee improve his/her work
performance. When taking disciplinary action against an employee, the Regional
Coordinator and/or General Manager will base his/her discussions on an individual’s
performance, the seriousness and severity of an employee’s infractions, the employee’s
work history, and the specific facts of each case. Except for cases of serious job-related
misconduct, S.A.F.E. will utilize the following progressive disciplinary actions for staff
infractions of rules and regulations:
1. Oral reprimand – a verbal warning
1. Written reprimand – a written notice that becomes a temporary or permanent
part of an employee’s personnel file.
2. Suspension – from 1 to 5 days without pay (no bonus time will be used).
3. Probation – placing the employee on probation for a period of time to test
his/her ability to improve job performance – Not to exceed 60 days
4. Dismissal – terminating the employee’s association with S.A.F.E. and forfeiting
all contractual benefits.
TELEPHONE USE
No cell phones/pagers will be allowed during working hours. Personal calls are to be made
prior to reporting to work. Any emergency calls can be taken in the S.A.F.E. office or
designated site area.
CARE OF EQUIPMENT/SUPPLIES
Employees are responsible for taking care of all S.A.F.E.’s equipment, materials, supplies,
etc. All S.A.F.E. property is to be used only for S.A.F.E.-related programs, goals and
objectives.
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CONFIDENTIAL INFORMATION
The S.A.F.E. Center recognizes the rights of all clients seeking services and vows to assure
the confidentiality of all clients having children enrolled in our program. Those persons
having access to any information, records, reports, or memorandums regarding clients
will not disclose such information except as provided for by law or in such cases where the
client gives written authorization to release such information.
STAFF DEVELOPMENT AND TRAINING
Administration and employees are mutually responsible for professional development and
continuing education. Administration shall help promote this development through
workshops, staff meetings, in service training, and distribution of information/literature
in the field of child development.
EMPLOYEE EVALUATION
After the [90] day probationary period, staff will be evaluated in writing at least once a
year. All S.A.F.E. staff will also be evaluated on an ongoing basis by their Regional
Coordinator/ General Manager through observations, lesson plans, use of curriculum
material, etc. to determine their effectiveness to the program and its objectives. All
evaluations will be concerned with both the quality of work being performed and the
professional growth of the employee. The evaluation will:
1. Pinpoint individual strengths as well as weaknesses.
2. Help staff to know where they stand and what they need to do to improve.
3. Rate staff on the basis of specific responsibilities defined in their job
description.
4. Rate both the achievement of desired results and the demonstration of desired
personal traits.
5. Identify areas where improvements, training, or development would benefit the
individual and help them be more effective.
******An evaluation interview will be conducted to allow for two-way communication
between administration and the employee and to agree on any changes that should be
made. The employee shall have the right to enter any comments he/she feels relevant on
the form. The employee must sign in the space provided to verify that he/she has seen the
evaluation and discussed it with administration. At this time, Administration will make the
decision whether employment will continue.
S.A.F.E.TY/CHILD ABUSE/NEGLECT
The State of Pennsylvania requires that institutions report to the state and/all suspected
cases of child abuse. S.A.F.E. is therefore obligated to report to the state any suspected
cases of child abuse and/or neglect.
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CUSTODY OF CHILDREN
A child shall only be released to their AUTHORIZED parent(s), guardian(s), relative(s), or
friend(s) listed on the release form turned in by parent/guardian.
Each employee accepts the responsibility of ensuring that the “Custody of Children” policy
is followed. Cases of non-compliance to this policy shall be reported to the Site Coordinator
and /or Personnel Supervisor.
ADMINISTERING MEDICINE
No employee shall administer drugs or medication to any child.
EMERGENCY PROCEDURES
In the event of a medical emergency or accident of a child or employee, it is the
responsibility of the employee on the scene to notify their Regional Coordinator/ General
Manager in charge of S.A.F.E. operations of such occurrence IMMEDIATELY and contact
emergency medical services if necessary(911). TRANSPORTING CHILDREN IN STAFF
VEHICLES IS PROHIBITED.
WORK RULES
GRIEVANCE
Employees who observe another employee violating S.A.F.E. policy (for example
supervisory, discipline or sanitation concerns) should report the concerns to their
Regional Coordinator/General Manager immediately. Employees who are unable to
resolve conflicts and issues between themselves should report to the Regional
Coordinator/General Manager within 24 hours to help with the solution.
VOLUNTARY RESIGNATION
Any S.A.F.E. staff member resigning from their position shall give S.A.F.E. at least a two
(2) week notice in writing.
INVOLUNTARY RESIGNATION
S.A.F.E. has the right to immediately terminate an employee for actions deemed to be in
non-compliance with the rules, regulations and policies established by S.A.F.E.. The final
paycheck will be mailed to the employee after all of S.A.F.E.’s property has been returned,
checked and all outstanding obligations / debts are satisfied. After your termination has
been completed you will receive Form 1099 in January to be file with the proper agency.
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PERSONNEL POLICIES
These policies and procedures are written as instructions and guidelines to give the staff at
Smiles are Free Enrichment Center consistent, efficient and equitable personnel
management. These regulations do not cover every area of concern or question. Whenever
necessary, other regulations will be prepared and /or the present ones will be revised as
authorized by S.A.F.E. Management. A copy of this Employee Handbook is available on our
website and can be downloaded from our employment page at www.thesafecenter.net
under the Information Center and at each of our designated locations. A sign copy of this
page will be placed in each employees file.
EMPLOYEE HANDBOOK SIGNATURE PAGE
I, _____________________________________________ (print), have received and
Understand the Smile Are Free Enrichment Center’s Employee Handbook and will abide by
the rules.
Employee’s Signature: _______________________________________
Date: __________
Director’s Signature: _______________________________________
I, _________________________________________________ (print), agree that I
have/will provide and maintain an email address that will be used to give necessary
employee announcements and direction.
Employee’s Signature: ______________________________________
Date: __________
Director’s Signature: _______________________________________
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