Human Resource Policy Procedure
Our goal and policy are to treat our clients as we would treat our families and to treat our clients’ needs as though they were our own. Our clients are the heart of our business and the reason we are here. Our clients will be treated with respect, dignity and compassion at all times. Being of service to our clients is the definition of our purpose and the mission of this business.
To accomplish our mission, we provide:
Highly trained and professional staff.
Understanding of new technology.
Concern for our clients’ needs and a genuine concern for our clients’ time.
As a result of these provisions, we hope that our clients: Will be highly satisfied with personalized approach of their individual needs, will continue to support our business in the future referring their friends and family.
We guarantee that we will always do our very best to serve our clients and to provide services they deserve.
What is a client?
In the hustle and bustle of the workday, with all our concerns, responsibilities and pressures, it is sometimes easy to forget that the most important factors – the clients and the services you deliver to the clients. In everything you do, try to always remember the following:
Clients are the most important people in any business.
Clients aren’t dependent on us; we are dependent on the client.
Clients aren’t an interruption of our work; they are the purpose of it.
Clients do us a favor when they come in; we aren’t doing them a favor by working with them.
Clients are part of our business; they are not outsiders.
Clients aren’t just money in the cash register; they are human beings with feelings, like our own.
Clients are people who come to us with their needs. It is our job to fulfill them.
Clients deserve the most courteous attention we can give them; they are the life-blood of business. They pay our salaries.
We would have to close our doors were it not for our clients.
General Office Policies
The following policies are designed to provide working guidelines.
Written office policies help too: Prevent misunderstanding and lack of communication. Eliminate hasty, unrefined decisions in personal matters. Assure uniformity and fairness throughout the business.
Business is open to change. Changes happen as a result of internal growth, legal requirements, competitive forces or general economic conditions which affect our profession.
To meet these challenges, the business reserves the right, with or without notice, to change, add to or delete any of these policies, terms, conditions and language presented in this manual. Changes in personnel policies are made after considering the mutual advantages and responsibilities of both management and personnel. So, all of us need to stay aware of current policy, and as revisions are made, new pages will be given to the personnel to be signed.
Remember, your suggestions are always welcomed. Notify the Office Manager whenever problems are encountered and wherever you think improvements can be made. All personnel will be given a copy of all policies relating to their job for their personal use.
Harassment is not tolerated. The business is committed to providing a work environment free of discrimination. This policy prohibits harassment in any form, including verbal, physical and sexual harassment. Any employee who believes he or she has been harassed by a co-worker, manager or agent of the practice is to immediately report any such incident to the Office Manager or next highest authority. We will investigate and take appropriate action.
The business depends upon a work environment of tolerance and respect for the achievement of its goals and is committed to providing a working environment that is free of all forms of abuse or harassment. It is an inherent part of our policy to recognize the right of the individual to be treated with respect and dignity.
Workplace harassment including, but not limited to, verbal slurs, negative stereotyping, overt hostility and the dissemination of written or graphic material designed to attack or intimidate “based on their race, color, sex, age, disability, religion, national origin, ancestry, marital status or sexual orientation” is prohibited.
Allegations of workplace harassment are taken seriously, we will respond promptly to complaints of workplace harassment and where it is determined that inappropriate conduct has occurred, we will act promptly to eliminate the conduct and impose such corrective action as is necessary, including discipline where appropriate.
It is important to note that while this policy sets forth our goals of promoting a workplace that is free of any form of harassment, the policy is not designed or intended to limit our authority to take disciplinary or remedial action for workplace conduct that we deem unacceptable, regardless of whether that conduct satisfies the definition of workplace harassment.
Sexual Harassment Sexual harassment is a form of harassment which adversely affects the employment relationship. It is prohibited by Connecticut and Federal laws. Sexual harassment of individuals occurring in the workplace or in other settings in which individuals of the business may find themselves in connection with their employment is unlawful and will not be tolerated. The business also condemns and prohibits sexual or other harassment by any client, vendor or member of the general public towards personnel.
Definition of Sexual Harassment
Sexual harassment does not refer to purely voluntary and welcome social activities. It refers to behavior that is not welcome by the individual, that is personally offensive to him/her, and that undermines morale and, / or interferes with the ability of the individual to work effectively. While it is not possible to list all the circumstances that may constitute sexual harassment, the following are some examples of conduct which, if unwelcome, may constitute sexual harassment depending upon the totality of the circumstances, including the severity of the conduct and its pervasiveness:
Verbal abuse of a sexual nature use of sexually degrading words jokes or language of a sexual nature.
Conversation or gossip with sexual overtones obscene or suggestive gestures or sounds sexually-oriented teasing.
Inquiries into one’s sexual experiences.
Verbal comments of a sexual nature about an individual’s appearance or sexual terms used to describe an individual discussion of one’s sexual activities.
Jokes or threats directed at a person because of his/her sexual preferences.
Unwelcome and repeated invitations (i.e. for lunch, dinner, drinks, dates, sexual relations) physical contact, such as touching, hugging, kissing, stroking, fondling, patting, pinching, or repeated brushing up against another’s body.
Demands or requests for sexual favors accompanied by implied or overt threats concerning an individual’s employment, status or promises of preferential treatment.
Deliberate bumping, cornering, mauling, grabbing assaults, molestations or coerced sexual acts.
Posting or distributing sexually suggestive objects, pictures, cartoons or other materials sexually oriented letters or notes.
Sending offensive or discriminatory messages or materials through the use of electronic communications (i.e. electronic mail, including the Internet mail and facsimile) which contain overt sexual language, sexual implications or innuendo, or that offensively address someone’s sexual orientation.
Staring at parts of a person’s body sexually suggestive gestures, leering condoning sexual harassment
Sexual harassment is not limited to prohibited behavior by a male employee toward a female employee. Sexual harassment can occur in a variety of circumstances. A man, as well as a woman, may be the victim of sexual harassment, and a woman, as well as a man, may be the harasser, the harasser does not have to be the victim’s supervisor. The victim does not have to be the opposite sex from the harasser. The victim does not have to be the person at whom the unwelcome sexual conduct is directed. The victim may be someone who is affected by the harassing conduct! Even when it is directed toward another person, if the conduct creates an intimidating, hostile or offensive working environment for the co-worker, or interferes with the co-worker’s work performance.
Therefore, it is the policy for any individual, male or female, of harassment or to harass another individual sexually by making unwelcome sexual advances, requests for sexual favors or other uninvited verbal or physical conduct of a sexual nature. It is also against the business policy that such conduct is made either implicitly or explicitly a term or condition of an employee’s employment.
Individual Responsibilities for Preventing Workplace Harassment
Ensuring that his/her conduct does not sexually harass any other person with whom he/she comes in contact on the job, such as an outside vendor, client or member of the general public; Cooperating in any investigation of alleged sexual harassment by providing any information he/she possesses concerning the matter being investigated; Actively participating in efforts to prevent and eliminate sexual harassment and to maintain a working environment free from such discrimination; Ensuring that an individual who files a sexual harassment claim or cooperates in an investigation may do so without fear of retaliation or reprisal. Any individual who believes he/she has been the subject of any form of sexual harassment may advise the individual of the offensive nature of the conduct or action being objected to or bring the alleged incident or situation to the attention of the Office Manager.
Violation of Policy
Retaliation against an individual for filing a complaint of workplace harassment or for cooperating in an investigation of a complaint is against the law. The business will take appropriate disciplinary action, up to and including termination, against employees who retaliate against those who object to or report harassment or participate in an investigation.
Seek out the designated Grievance Officer. If any individual believes he/she has been subjected to workplace harassment, the individual should initiate a complaint by contacting the Grievance Officer as soon as possible. The individual should file a complaint promptly following the incident of the alleged harassment. The individual should not wait too long between the period of the event giving rise to the complaint and the filing, the more difficult it will be for the business to reconstruct what occurred. The individual may be requested to write out his/her complaint to document the charge. If the individual is uncomfortable contacting the Grievance Officer because he/she believes the Grievance Officer may not receive the complaint impartially, the individual may contact higher management.
On receiving the complaint, the Grievance Officer or management will promptly conduct an investigation into the matter. The charged individual will be asked to respond to the complaint. Additional investigation will be made to the extent appropriate in each case. If, after the completion of the investigation, it is determined that there is reasonable cause for finding a violation of the policy, the business will notify the complainant and the charge individual of the findings verbally. This process will be confidential to the extent consistent with an effective investigatory subject to the business needs.
After the charged individual has responded and any investigation that may be warranted has been concluded, management will make a final decision. If management finds that the investigation substantiates the allegations in the complaint, management will discipline the charged individual. Disciplinary action will be appropriate to the offense and may include termination. The complainant will be notified of the disposition of the investigation.
Workplace Violence Prevention:
Acts and threats of violence in the workplace are one of the most serious and frustrating problems employers and employees alike may face. The management of the business will be consistent in confronting and preventing these behavioral issues, which could potentially cause a serious problem for employees and the general public. Employees need to know that hostility, threats, intimidation and assaults will not be tolerated.
The business seeks to have a workplace free of violence and the threat of violence. All employees should note that there will be a zero tolerance of acts or threats of violence in our workplace by employees, clients, the general public and- or anyone who conducts business with us.
It is the intent of the business to provide a workplace which is free from physical attacks, harassment, property crimes, threats or any other violent acts. The business has developed the following principles with regard to violence in the workplace. It is imperative that all employees familiarize themselves with the policies and regulations in order to facilitate the goal of the business in this regard.
For this policy,” Acts of violence” or “Threats of violence” are defined as:
- Any act of physical violence including, but not limited to, pushing, shoving, punching, striking, pinching, biting, kicking, wrestling, slapping, or any other aggressive or unsolicited, unwarranted contact between two parties. By their nature, physical attacks often involve breaking criminal laws.
- A threat of immediate or future harm, made seriously or in a joke, whether verbally, in writing or by an employee’s conduct or physical gesturing. Examples include, “if you make that decision, I will have to hurt (kill) you, ” or “I’m going to beat the hell out of you.” Threats are significant because they may precede actual acts of violence. There is also substantial evidence that threats can produce as much psychological damage as actual physical acts. By their nature, threats, which might include incidents of stalking, often involve breaking criminal laws.
- Any implied threat, made seriously or as a joke, made either verbally or by an employee’s conduct or physical gesturing, that a reasonable person would construct as coercive, intimidating or menacing.
- Harassment, often involving verbal abuse, including unwanted telephone calls, that involves acts or language by a party designed to damage or harm.
- Vulgar or obscene language, racial or ethnic slurs.
- Brandishing or threatening with a weapon, dangerous instrument or item construed to be utilized as a weapon. Such instruments include, but are not limited to, firearms (including models, replicas or an object whose outline represents a firearm), knives, mace bats, clubs and other such items.
- Property crimes, including abuse, destruction, sabotage and theft of the business’s property, tools or equipment.
Workplace is defined as: An employee’s immediate and/or assigned work area. All the businesses property includes the buildings, grounds and parking.
- The possession of firearms, licensed or not, and including but not limited to, models, replicas, or an object whose outline represents a firearm and/ or ammunition in the workplace is grounds for disciplining up to and including termination. The use of a weapon or any other dangerous instrument in a fight or disagreement with another worker or member of the general public is grounds for an immediate termination. Similarly, threatening anyone with a weapon or other dangerous instrument may be treated as grounds for immediate termination.
- An employee who starts a fight with anyone will be subject to discipline, up to and including termination.
- Employees who feel they are being provoked or harassed by co-workers or a member of the general public should discuss this problem with the Office Manager.
- Employees are required to meet the businesses standards of courtesy to members of the general public, co-workers and clients.
- It is the duty and obligation of all employees who either experience or observe any act or threat of violence in the workplace to immediately report such behavior to the Office Manager. Failure to report such behavior may result in disciplinary action, up to and including termination for the employee involved.
- Call 911 if you believe there is an immediate emergency. For example: If there is a robber, give him/her whatever they demand, then call 911. If there is an agitated client, tell him/her to leave or you will call 911.
- Employees may sometimes be involved in personal disputes with family members, neighbors, etc. that can sometimes escalate to the point that injunctions, restraining orders and other court orders are sometimes sought. We request that employees include their work location as well as their residence in the restraining order. We suggest that the employee inform the Office Manager of the issuance of such an order and provide a description of the individual cited in the order. Even in the case where the employee has not secured a court order but fears for his/her safety, we request that the employee notify the police department immediately, and inform the Office Manager as soon as possible.
- The business will immediately investigate and evaluate the situation. In situations involving weapons, or in situations where the threat of bodily harm is immediate and readily apparent, a supervisor may suspend the individual(s) in question and provide a written summary of the incident to the Office Manager for further action. Each incident of violent behavior, whether the incident is committed by another employee or an external individual such as a client or vendor, must be reported. The business (as well as police offices or their representatives, if appropriate) will assess and investigate the incident and determine the appropriate recommended action to be taken.
- In situations involving physical altercations or weapons, the business will request the aid and presence of police personnel.
All written, oral or in-formal requests for information about employees are referred immediately to the office manager. By establishing this policy, we ensure that any information we release is accurate, and authorized.
Precautionary measures are sometimes taken to ensure adequate protection of property, personnel, assets, etc. We may opt to bond certain employees with specific or sensitive responsibilities within the office.
The term “at-will employment” is not to be considered as creating a contractual relationship between the employee and the business. Therefore, unless otherwise, “agreed in writing, such a relationship shall be defined as “employment at will”, where either party is free at any time to dissolve the relationship. The terms of an at-will employment agreement address such items as compensation, wage and salary reviews, employee classification and position and responsibilities.
Orientation and Training
An Orientation and Training Program is conducted for all new employees. We’ll introduce you to office policies and help you adjust to your new settings. If at any time you have a question, ask; we’re here to help.
The business subscribes to the concept of a safe work environment and supports the prevention of workplace violence. Prevention efforts include. but are not limited to, informing employees of this policy, instructing employees regarding the dangers of workplace violence, communicating the sanctions imposed for violating the policy, and proving a reporting system within which to report incidents of violence without fear of reprisal.
General Procedures and Definitions:
As required, you may be asked to attend continuing education classes to hone your skills.
During the initial Orientation and Training period, you have the opportunity to demonstrate your attitudes and abilities and decide if your philosophy and goals are compatible with those of this business. You may leave of your own volition or be dismissed without notice during this time. You will not accumulate seniority nor be eligible for benefits. Upon satisfactory completion of the Orientation and Training period, you will be considered potentially qualified and reclassified as a regular or temporary employee, given seniority retroactive to your starting date and enrolled in any office benefits plan (if applicable).
New Employee Performance Reviews
New employees will receive one oral/written evaluation of their job performance after the first 90 days of employment. The review is conducted by the Office Manager and Management. This gives both of us a chance to determine where improvement or assistance and training is needed.
Our practice classifies employees according to specific terms and definitions. The employee classifications are:
Regular Full-Time Employees: Staff who regularly work 32-40 hours in a given work week. Under special condition (i.e. illness, etc.) a full-time regular employee may work less than the normal week for up to 3 months without losing regular full-time staff member status. With mutual consent between management and personnel, this time may be extended.
Term Employee: Employed for less than 90 calendar days orientation period may be extended for (the Orientation and Training period). The possibility of another 30 days extension is at the discretion of the management.
Regular Part-Time Employees: Staff members who work less than the customary number of full-time for a continuous period of 90 days.
Temporary Full-Time Employees: Staff members whose service is intended to be of limited duration and customary weekly hours of a regular full-time employee for a period of days. With mutual consent between the doctor and personnel member, this period may be extended to a total of 6 months, after which time full-time status is conferred.
Temporary Part-Time Employees: Employees who work less than the customary number of full-time hours a week on an indefinite irregular part-time status. With mutual consent, temporary employee status may be extended to 120 days.
Exempt Employees: Staff members who are exempt from the minimum wage overtime provision of the Fair Labor Standards Act (Wage-Hour Law) as amended. Such employees include staff members who qualify as exempt executive, administrative or professional employees or as outside sales persons.
Non- Exempt Employees. Staff members who are not exempt from the minimum wage, overtime provisions of the Fair Labor Standards Act (Wage-Hour Law) as amended.
Rules Governing Wages and Scheduled Work Hours
You will find your workdays and hours on the posted schedule. Be sure to check the schedule on a regular basis. It is your responsibility to follow and know your Scheduled hours. Occasionally, office requirements may make it necessary for employees to work beyond scheduled work hours. Any time worked in addition to an employee’s scheduled hours must be approved by the office manager or management.
All staff members compensated with hourly wages are responsible, individually, for entering their times into the computer system when:
Reporting for work or leaving for any authorized personal errand.
Returning from any authorized personal errand o leaving at the end of the day.
You will record your work time in a computer-based time clock (“Time Clock”). Never allow another employee to enter your time for you. Likewise, do not register another staff member’s time even if asked to do so.
Let management know when you are going to leave the premises. Get permission before you leave the building if you need to do personal business during regular business hours. Then check in and check out on your attendance record.
Paid time off (PTO) will be entered by management. Requests for PTO must be authorized and given prior to payday. Presently, PTO requests must be submitted 48 hours in advance if an employee expects to have it added to that week’s paycheck.
Compensatory Time Off
Employees may not take time off in lieu of receiving overtime pay. Please do not ask to make up time missed if it will result in overtime pay.
Hours of Employment
What Does “Time Worked” mean? Time worked constitutes all time from an authorized schedule check-in time to an authorized check-out time.
To ensure that our clients receive proper treatment, we must have adequate staff to handle the workload. Absences of more than two days and disabilities of relatively long duration must be confirmed by a personal doctor’s note and will be reviewed on an individual basis.
All staff members are expected to be ready to begin duties on schedule. Arriving late or leaving early during the workday, unauthorized breaks or meal periods are constitute unprofessional conduct and could result in disciplinary action, including discharge. We recognize that even the most dedicated employee can have a dead battery once in a while or be delayed because of road construction. In the event you will be more than 15 minutes late to work, you are responsible to call and tell management when you expect to arrive. No pay will be given for time not worked.
An employee will be considered late to work if he/she is 10 or more minutes late. In a given calendar monthly, if an employee is late four days, he/she will have an unpaid day off, chosen by management. PTO cannot be used for compensation of the last workday.
Personal Time Off
An employee must obtain approval from the office manager before leaving for personal reasons.
If you are away from work for two days and fail to personally contact the Office Manager or management, you will be released for job abandonment.
Wages and Salaries
Salary Adjustments Your wages will be reviewed periodically. Pay raises are based on performance, increased experience, profitability of the business and individual contributions to the general welfare of the business.
Payday Wages are based upon an hourly rate for non-exempt employees. Employees will be paid each Friday for hours worked between the previous Friday through the following Thursday. In the event Friday is a holiday and the business are closed, your paycheck will be available on the next business day.
Pay Roll Deductions
State and federal payroll taxes will be withheld from your paycheck in accordance with the law. These deductions include state and federal income tax and social security (FICA).
New employees must fill out a Withholding Exemption Certificate (Form W-4) on or before the day they begin work. If an employee fails to fill out Form W-4, the employer is required to withhold the maximum amount of tax. A Form W-4 remains in effect until a new, amended form is submitted.
Change in Status
An employee must file an amended Form W-4 reducing the number of exemptions with ten days after: o the spouse for whom the employee had been claiming an exemption is divorced or legally separated, or claims his/her own exemption on a separate certificate. The support of a dependent for whom the employee claimed exemption is taken over by someone else or no longer furnishes more than half the support for the year.
The employer is required to submit a Form W-4 to the Internal Revenue Service for review if the employee: is claiming ten or more exemptions, or is claiming total exemption from withholding and earns more than $200.00 per week, or the employer believes an employee has claimed an excessive number of dependents.
Wage and Tax Statement FormW-2
Each employee will receive three copies of Form W-2 showing income taxes and social security taxes withheld for the year by January 31 of the following year. If, however, an employee requests a form before the January 3l deadline, it will be given within 30 days of the request or within 30 days of the final payment of wages, whichever is later.
Advance Payment Of Wages
We do not pay wages or salaries in advance. There are no exceptions unless it is for an extreme emergency. The amount to be advanced will not exceed one week’s wages.
Emergency pay advances are always considered early payments of wages for future work performed and are not to be considered a loan made to the employee by the employer. Before an advance can be granted the employee must sign an agreement indicating the amount to be advanced, the reason for the request and the pay-back schedule. Advances that have not been repaid earlier will be considered part of an employee’s final wages upon separation from employment.
Staff members are responsible for their paychecks after they have been received. Checks lost or otherwise missing should be reported immediately so we can initiate the “stop-payment, process and employees will have this “stop-payment” bank fee deducted from their next paycheck. A replacement check will be cut within 48 hours.
If you are unable to complete your work day because of an on-the-job accident, you still will be paid for your total scheduled hours for that day.
Overtime pay is paid according to the Federal Fair Labor Standards Act and the State Wage, Hours and Child Labor laws.
Employees exempt from the minimum wage and time card overtime provision of the Fair Labor Standards Act (Wage /Hour Law) will not receive overtime pay
Employees not exempt from minimum wage, overtime and time card provisions of the Fair Labor Standards Act will receive overtime pay.
Overtime worked must be authorized in advance by management or as soon thereafter as possible. Paid time off does not count in calculating overtime hours.
Keeping up-to-date professionally is a benefit all the way around – for you, for the business and the clients and patients. Your attendance at meetings, lectures and training programs will be counted as hours worked and wages will be paid when such sessions are conducted during your normal work schedule. Attendance will not be counted as hours worked when: a staff member voluntarily attends such programs after work hours even though they may be job-related, or the program is not directly related to the employee’s job and is attended outside normal working hours.
Should you be called to serve on jury duty or as a witness, please tell us within 24 hours of notification of jury duty. Staff members called for jury duty will be paid their regular wage for up to five days. If you are released from jury duty before the end of the work week, you are expected to return to work for the balance of your scheduled hours.
Reimbursement of Expenses
Personnel will be reimbursed for certain expenses, such as gas and mileage when using their own vehicle for office business. Expenses must be authorized in advance and an itemized claim submitted for payment.
Sick leave and vacation time earned are combined into the designated category “Paid Time Off, of PTO and can be used any way that the employee desires with proper notice and approval of the Office Manager. Vacation time must be submitted on the proper form and approved by the Office Manager and Management 2 months prior to being taken so that adequate staffing is ensured. The vacation time asked for is not always permitted, and will be dependent on factors like other requests, time of year and time already taken off from said employee. If vacation time or Personal Time Off (PTO) is denied by management and the employee fails to show up for any part of his/her scheduled shift, it will automatically result in termination under job abandonment.
Paid Time Off (PTO)
PTO benefits accrue weekly based on the assigned scheduled hours worked each week and the amount of time employed.
New employees begin to earn PTO at the end of the Orientation and Training Period (the first 90 days of their employment). Upon completion of this phase, eligible employees will receive PTO earned retroactive to the date of employment. If employment is terminated for any reason after completing the Orientation and Training Period, the employee is entitled to payment of prorated paid time off benefits earned and accrued, retroactive to the date of employment.
Schedule Less than 90 days of employment 0 days After 90 days and accruing up to first 12 months 5 days (per annum) After 12 months and accruing to first 24 months 10 days (per annum) After 60 months and accruing for next 12 months 15 days (maximum amount)
Staff members are required to take their PTO in the anniversary year in which it has been earned. Periodically throughout the year if. there are extenuating circumstances, you may be requested to carry all or part of your earned time forwarded to the next year (i.e. when the absence may severely affect office operations during a critical period). Unused earned time will be paid for at the end of the anniversary year unless carried over with special permission. Failure to return from vacation on the scheduled date is considered job abandonment and treated as a voluntary termination.
All vacations will be approved at the convenience of the office so that continuous operations are assured. (See Sick Leave) Any earned and unused PTO must be taken prior to the beginning of a leave of absence. No PTO is earned while on a leave of absence.
Vacation Payments Upon Termination
Employees who terminate their employment either voluntarily or involuntarily will receive payment of any unused PTO benefits, prorated on a weekly basis, at the time they separate from the business. Earned time will be paid to staff retired for reasons of age or disability or to the estate of a deceased employee.
Since no paid time off is earned during the Orientation and Training Period, no earned benefit will be paid to an employee who quits or is terminated during the Orientation and Training period.
Employees receive a 30% discount on retail products and a 50% discount on all services to be paid in full.
Full time employees who are normally scheduled to work on an official holiday determined by the business will be paid for that holiday. Currently there are only four (4) recognized holidays. Employees who work on the holidays will receive double-time. Part time, and seasonal employees will not be paid for holidays. Any employee who routinely is not scheduled in a given week will not get paid for Holiday pay for a holiday that lands on a day they are not normally scheduled.
New Year’s Day; Memorial Day; Thanksgiving Day and Christmas Day. Any other days that considered “Closed for Business” are non-paid days off.
Leave of Absence
A leave of absence is granted by the employer and is defined as an extended absence without pay. The employee’s benefits may be discontinued during this time.
A leave of absence creates inequities, since not all staff members can be granted a comparable privilege. Accrued PTO benefits are to be used before leave of absence begins.
Such leaves are discouraged and restricted to the following types of absence:
- a) Disability When an extended absence is anticipated, submit a doctor’s statement showing diagnosis of illness or injury, prognosis and expected date of return to work.
Before returning to work, the staff member needs a statement from a physician declaring the employee is ready to resume work and whether there are any restrictions to job duties. Accrued PTO benefits are to be used before the leave of absence begins.
- b) Serious Illness or Death in the Family Circumstances of an emergency that compel absence from work.
- c) Personal Business Circumstances of an exceptional personal nature.
- d) Military Leave- A leave of absence without pay may be granted for a period of up to two weeks.
- e) Maternity Leave- A maternity leave of absence will be granted for a period of six weeks from the beginning date of the leave. Maternity leave may be combined with a pregnancy disability a maximum of four months.
A staff member does not accrue seniority while on an unpaid leave of absence. Dates for benefits eligibility and salary review will be postponed accordingly.
A request for maternity leave and pregnancy disability leave must be accompanied by a statement from a physician indicating the reason for the disability and the anticipated date of return to work. Extended leave of absence beyond the four months will be considered a request for a regular leave of absence.
Wages and benefits are discontinued during the leave of absence. Any earned PTO must be taken prior to the beginning of the leave of absence
A staff member who accepts employment elsewhere while on maternity leave will be terminated without notice as of the last date of employment.
Notify management as soon as your physician confirms the pregnancy. Your physician must indicate approval of your continuing employment and fully explain any work restrictions. The physician also must provide a reasonable estimate of the last date you will be allowed to work. You may continue working so long as your physician says that doing so would not endanger your health or that of the baby.
Maternity leave includes situations “where the family unit is increased by adoption rather than natural birth” so the mother can be at home with the child during the initial period of adjustment.
Returning from Maternity Leave
Before delivery, let us know when you expect to return to work. Every effort will be made to place you in your previous position. You will need a medical release from your physician stating you are physically able to return to your normal duties. A staff member who fails to return to work upon expiration of her maternity leave will be terminated without notice as of the last date of employment.
All regular full-time employees are eligible. Funeral time paid will constitute the scheduled hours of work for the employee on the days absent from work.
Staff members bereaved by the death of a family member will be granted time off from work without loss of pay according to the following provisions:
When a death occurs in the immediate family. The staff member will be compensated for the wages actually lost from the day of death up to and including the day of the funeral, and not to exceed a total of three work days. Immediate family includes father, mother, sister, brother, wife, husband, son, daughter, father-in-law or mother-in-law.
Let the office manager know as soon as you know that you need funeral leave so that staffing can be rearranged. Time paid for funeral leave will not be counted as hours worked for the purpose of computing overtime. Funeral leave pay will not be paid in addition to any other allowable pay for the same day, such as holiday pay or PTO.
Reinstatement of Work
We comply with federal and state laws regarding reinstatement for employees who must take a leave of absence for military leave, maternity leave or job-related health conditions, or other legislative reinstatement requirements.
An employee may be rehired to work the following priority of position assignment: prior position. equivalent position for which qualified. Lesser position for which qualified.
Health and Safety
Worker’s Compensation Employees are covered by worker’s compensation insurance for work related injuries or occupational diseases. This insurance is paid by your employer.
Benefits Worker’s compensation benefits provide medical, surgical and hospital treatment, in addition to payment for loss of earnings that result from work-related injuries.
Reporting Injuries If you are injured while working, notify the Office Manager or management immediately regardless of how minor the injury may be. Failure to report an accident can result in a violation of legal requirements and can lead to difficulties in processing benefit and insurance claims.
Disclaimer Notice: The employer or the insurance carrier may not be liable for the payment of any workers compensation benefits for any injury which arises out of an employee’s voluntary participation in any off-duty recreational, social or athletic activity which is not part of the employee’s work-related duty.
- Keep calm when faced with an emergency. Stay composed, Walk briskly, if necessary, Do Not Run!
- When lifting: a. Bend with your knees and keep your back straight. Lift with your legs
- Store materials and equipment safely and neatly; avoid clutter that might cause accidents.
- Report equipment defects immediately.
- Repairs are to be made by authorized maintenance personnel.
- Do not operate defective equipment.
- Do not climb on or into any shelving or fixture.
- Wear safe and appropriate footwear.
9, Keep exit door and electrical panels unlocked.
- Safety glasses must be worn in all applicable situations.
- In the event of fire, follow specific procedures for our office. a. Keep calm b. Call the fire department! Know emergency phone numbers. If trapped in any room, keep the doors closed and seal any cracks with wet towels if possible, d. Open or break a window for air and call for help; do not panic or jump.
Use of fire extinguishers a. All fire extinguishers are checked and in proper working condition. b. You know where each extinguisher is located. c. You are familiar with the right procedure for their use.
If you experience or witness an accident in which an employee, client or visitor sustains a personal injury – regardless of how serious – immediately report the situation to your employer. Likewise, employees who are exposed to occupational health hazards or suffer a job-.orientated health injury must report it immediately to the office manager. Failure to report an accident can result in a violation of legal requirements and can lead to difficulties in processing insurance and benefit claim.
As a business in the community, we want to set an example of sound health awareness and conduct. Because of the overwhelming evidence that smoking is dangerous and injurious to a person’s health, we encourage our employees not to smoke. However, we recognize that the decision to smoke or not to smoke is a personal choice.
Smoking is not permitted in the building. Smoking is permitted outside the building at a distance of fifty (50) feet and not visible from any potential client.
Disposal of cigarette butts in the receptacle that is designated for that Purpose.
Alcohol and Drug Abuse
Working under the influence of alcohol or drugs on the job poses serious risks to the health and safety of the clients, business property and fellow employees. Therefore, any use, sale, purchase, transfer, or possession of any illegal or non-prescription drug is prohibited at any time.
Legally prescribed medications are permitted only to the extent that the use of such medications does not adversely affect the employee’s job performance, or the safety of that individual and others. Any employee who is determined to be in violation of this policy will be subject to disciplinary action. This may include immediate dismissal and reported to law enforcement. An employee who displays unusual or bizarre behavior that could be attributable to alcohol or chemical substance abuse may be required to undergo a medical examination, including urinalysis, to determine if he or she is suffering from alcoholism or drug use. Consenting to medical testing may be a requirement for continued employment.
Rules of Deportment
Appearance We think you will agree that neat, clean and tasteful clothing is the best choice for a professional business enterprise. Our close contact with clients makes it all the more important that each of us pays particular attention to personal and oral hygiene. Inappropriate appearance and dress will not be tolerated (i.e. pierced nose, eyebrows, or lips). Visible hair in wild colors, are not acceptable, tattoos are allowed as long as they are not offensive in nature which will be decided by Management. Employees will be sent home to correct any type of appearance that is inappropriate without pay. Short or shoulder length hair is preferred for women. Longer hair must be tied back neatly so it does not interfere with the performance of duties. Men are to be clean shaven or wear neatly trimmed mustaches, beards and sideburns. Hair must be clean, well-trimmed and well-groomed. Nails are to be manicured and of a length that does not interfere with your duties. Please keep cosmetics and perfume to a minimum.
Personal Data Changes
The law requires the business to maintain certain employee records. Please report any of the following changes so we can keep our records up-to-date: name, address, phone numbers, Selective Service status, person(s) to notify in case of emergency, physical or other limitations.
You employee records file contains your work and salary history, performance evaluations, job descriptions and miscellaneous data. You will need to give the office a written request to see your file or make copies of its contents.
You are responsible for any personal belongings you bring to the business. No outside agency, inspector, visitor, inquirer, salesperson or ex-employee may enter the building beyond the reception area without authorization from management. Do not discuss the security system or code with any unauthorized person. Violations will result in immediate dismissal. After hours visitors and clients are not allowed in any fashion, unless authorized.
Park in the designated areas and lock your car. The business is not responsible for damages or theft to automobiles or personal property. The staff is to enter the building through the personnel entrance weather permitting.
The office telephones are intended for business use only, so please refrain from making or receiving personal calls on the business’s telephones. The management prefers that personal cellular telephones be kept in your locker when you are working and that breaks be used to check your telephones. However, we understand that there are times when you are expecting an important phone call, such as from a doctor’s office, or from a child’s school. When you’re expecting an important phone call, you can carry your telephone in vibrate mode and check it at appropriate times and places such as the office or empty conference room. The telephone must not be viewed or answered in front of clients or reception area.
Confidentiality and Non-Disclosure
We make available to each employee certain information including client names, addresses, communications, files, bills and payment records, office forms, etc. These items are of substantial value, highly confidential, constitute the professional and trade secrets of the business, and are disclosed to the employee solely for use in connection with your employment. We ask employees to honor the following:
Regard and preserve business information as highly confidential and trade secrets of the business; such information must not be discussed away from the premises or within hearing distance of any client or unauthorized person. Not disclose, or permit to be disclosed, any of this information to any person or entity. Not photocopy or duplicate, and not permit any person to photocopy or duplicate, any of the information without the employer’s consent or approval. Continue to keep any information confidentially even after termination of employment with the business. Not to release personal information about other staff members’ telephone number, address, etc., without prior approval in writing.
Employees who handle confidential information are responsible for its security. Extreme care should be exercised to ensure it is safeguarded to protect the business, all personnel, the suppliers, the clients and the other contractors. Any employee who violates this confidentiality and disclosure policy is subject to disciplinary action up to and including discharge, and in extreme cases, legal action.
Maintenance and Housekeeping
Clean and orderly surroundings have a positive bearing on personnel morale and productivity. Clients are favorably impressed and attracted to an office that looks professional and well-maintained. Be sure to keep work areas neat and tidy and to correct or report any conditions that detract from the professional image we want to convey.
Personnel are encouraged to leave problems at home rather than bring them to work, but at times this may be unavoidable. If you have a problem so severe that it affects your ability to perform, please discuss it with the Management or Office Manager. Never discuss personal problems within hearing distance of clients, guests or other staff members.
Dating Clients or Staff
Dating of clients or fellow staff members is potentially injurious to the overall credibility and reputation of the business. If such a situation should present itself, it is the responsibility of the employee/employees to discuss the situation with the Management or the Office Manager to determine the most appropriate method for dealing with the situation to ensure no negative impact on the business.
The business is firmly committed to recycling as many products as possible.
The following are to be recycled: paper, plastic, glass
Certain applications of the company’s computer system require Internet access. Because of the possibility for viruses, worms, etc. can cripple our network, even sites for professional use can be a problem. Only professional sites will be allowed to be accessed from company computers. Employees found visiting sites other than these sites will have a written warning attached to their personnel file. A second “violation of this policy will result in disciplinary action that may include termination. If you need to do personal research you must request permission from Management or the Office Manager.
Evaluations and Terminations
We have established a procedure for evaluating job performance on a regular basis. These performance evaluations are vital for future planning and provide fair, timely and objective measurement of performance in light of job requirements. We conduct two evaluations of a new employee during the first year: the first evaluation is after approximately 90 days of employment and the second – after 12 months of employment. Each staff member receives a performance evaluation periodically. We will advise you of the time for your scheduled review at least three days in advance. This gives both of us an opportunity to prepare so that areas of mutual concern can be addressed
The performance evaluation is designed to: Maintain and improve job satisfaction by letting staff members know we are interested in their job progress and personal development, serve as a systematic guide to recognize needs for further training and progress planning, assure a factual, objective analysis of an employee’s performance. Job requirements help place employees in positions within the practice that best utilize their talents and capabilities to provide an opportunity to discuss job problems or other job-related interests. And serve as an aid in salary administration, provide a basis for coordinating goals and objectives – the employees’ and the businesses, while gives recognition for superior performance.
The performance evaluations will address job factors and behaviors which are observable, measurable and specifically related to job performance.
Factors we consider:
Quality of work, and job knowledge.
Termination of Employment
Staff members who quit, are discharged or fail to respond to work, will be regarded as separated from employment with the business and will no longer retain seniority, eligibility or other rights. Separations are either voluntary or involuntary. “Mutual agreement” separations will be classified as either voluntary or involuntary, so that they may be processed in accordance with the separation policies and procedures that follow:
Resignation initiated by the employee. We realize that occasionally a staff member resigns to pursue other interests. It is accepted business practice and common courtesy to give a two week notice so a replacement can be found quickly to fill the position. Although a staff member may give notice, the resigning staff member may be asked to leave immediately because of staff morale, unsatisfactory job performance or operating needs. Staff members who are asked to leave immediately will be paid their owed PTO. Severance pay will not be awarded and the resignation will be treated as voluntary.
If a staff member requests time off that is denied and the staff member takes the time off anyway’ the time off will be considered job abandonment and treated as a voluntary termination.
A permanent separation initiated by the employer due to one or more of the following: a) lack of work b) inability to perform satisfactorily the duties of the position c) reorganization, relocation d) unprofessional conduct e) job abandonment (The above list is not intended to show all the possibilities that might result in involuntary release from employment. When possible, staff members receive two weeks written notice before termination of employment. The notice will state the reason for the release and the date of employment.)
Business Mistakes that will be Written-Up
It is important that mistakes are limited. Filling an order inaccurately could result in serious costs or project completion. Failure to schedule appointments is unprofessional and reflects poorly on the business.
List of mistakes:
Tardiness. An employee is tardy if he/she is more than 10 minutes late.
Failure to update client’s address, phone number(s), e-mail and billing information.
Treating a client rudely.
Failure to make sure clients has updates, acknowledgments of correspondence and proper project notifications unless specified otherwise by management.
Wrong billing or placing wrong orders or not appropriately labeled project designs, documentation or parts.
Failure to deliver phone message to appropriate person.
Failure to record scheduled appointments.
Failure to fill orders correctly.
Failure to seek help.
Failure to get payment for products sold or services rendered.
Failure to get payment plan if client is unable to pay bill.
Failure to correctly invoice a client’s bill.
Repeatedly being idle when the employee should be working (reading magazines at desk versus cleaning stations).
Failure to set up appropriate meeting.
Any of these mistakes will be written up and included in the employee’s file. Four of these write-ups in the same month may result in termination of the employee. If the mistake is corrected quickly before the client is involved, the mistake will not be written up.