EMPLOYMENT GUIDELINES

Transcription

1 EMPLOYMENT GUIDELINES Reviewed By: Human Resources Committee Approved By: Board of Directors Effective Date: 01/01/2007 Revised Date: 01/29/2014 Purpose To provide uniformity and equity in the application of Catholic Community Services of Southern Arizona, Inc. (CCS) Personnel Policies and benefits. Scope All CCS Employees Policy It is the policy of CCS to comply with all State and Federal labor laws, including E-Verify. Employment Classifications Newly Hired Employee Has not completed the Introductory Period Regular Employee Has satisfactorily completed the Introductory Period Full-time Employee Regularly works 30 or more hours each week Part-time Employee Regularly works fewer than 30 hours each week Temporary Employee Will be hired on a temporary bases and may not work more than 90 calendar days Will not be hired into regular positions unless the positions have been posted externally On-Call Employee Hired on an as needed basis Has no set work schedule or number of hours each week Will not be hired into regular positions unless the positions have been posted externally and/or internally 1

2 Per-Diem Employee May have no set work schedule or number of hours each week May have regular scheduled work hours each week May receive a percentage to base salary Not eligible for health, pension and welfare benefits Not eligible for sick, vacation, or holiday pay Per-Diem Employee with Medical Insurance May or may not have set work schedule or number of hours each week May or may not have regular scheduled work hours each week Will work a minimum of 30 hours each week May receive a percentage to base salary Not eligible for sick, vacation, or holiday pay Exempt Employee Are paid a fixed salary, rather than an hourly wage, who meet the criteria for exemption from the wage and hour laws pertaining to minimum wage overtime pay. Non-Exempt Employee Are subject to the minimum wage and overtime provisions of the wage and hour laws and are eligible for overtime Overtime must be pre-authorized by the Agency Executive Director or designee Sub-Grantee Contract Trainee Class of employees that are created as a condition of a training grant Limited employment work hours, rates of pay, benefit and other conditions of employment defined though and restricted by the conditions of the grant Policies and Procedures may vary from those established by CCS Some examples: Title V, NISH, Supported Employees (Clients), Summer Youth Programs, AmeriCorps, Vista and like programs Procedure Recruitment and Hiring Recruitment and hiring shall occur in the following order: Each CCS Agency will recruit and hire for respective job openings. Agency Executive Director or designee may determine if a position will be posted internally, externally or both. Agency Executive Director or designee will open the position by notifying Agency Human Resources (HR) through . HR will post and advertise the career announcement based off essential functions and minimum qualifications. HR receives and processes applications and data according to Federal laws. 2

3 HR will screen applications and or resumes for minimum qualifications outlined in the essential functions of the job description. HR reviews all applications and forwards qualified candidates to hiring Agency Executive Director or designee. When appropriate, HR will conduct approved functional or skills tests or evaluations (examples: typing, computer hardware and software, required bilingual language, and job skills) prior to sending the qualified candidate to Agency Executive Director or designee for review and consideration for the position. Agency Executive Director or designee will interview and select candidate and notify the respective HR Generalist of selected candidate via . HR will prepare compensation worksheet to determine salary and will Agency Executive Director or designee with the salary offer. Agency Executive Director or designee will offer position and communicate salary to selected candidate. Agency Executive Director or designee will communicate acceptance or rejection of the job offer to respective HR Generalist via . Agency Executive Director or designee will obtain three (3) documented professional references and provide references to respective HR generalist via . HR will verify licensures, diplomas, transcripts, certifications, and other required documents outlined in the job description. Agency Executive Director or designee will notify respective HR Generalist the position should be closed. HR will close the career announcement. HR will provide job offer letter for Agency Executive Director s or designee s signature. HR will signed letter to the candidate. HR will schedule onboarding and communicate with the candidate as to what documents to bring for the new hire process. Candidate will be informed if he or she fails to bring the required documents he or she will be rescheduled and not released to work. HR will then notify Agency Executive Director or designee via if candidate is rescheduled. HR will conduct the onboarding and complete all appropriate paperwork which includes drug screening, fingerprinting and/or central registry, if applicable. HR will notify Agency Executive Director or designee of scheduled new hire paperwork processing and ing the new hire Personnel Action Record (PAR) the same day for electronic signature (e-sign). Agency Executive Director or designee will e-sign the PAR and return it to the respective HR Generalist within the same day. Upon receipt of the e-signed new hire PAR from Agency Executive Director or designee, HR will release the employee to work. 3

4 HR will the Agency Executive Director or designee with the next scheduled orientation time and date. The Agency Executive Director or designee will schedule this date for the employee to attend. Internal Recruitment Limited to regular employees of CCS. All career announcements will be posted a minimum of five (5) calendar days. External Recruitment Career opportunities within CCS are open to the community-at-large and will be posted for a minimum of five (5) calendar days. The Director of Human Resources may close positions without prior notice. Highly Skilled Candidates The Director of Human Resources may approve highly skilled and performing candidates who do not meet minimum qualifications for employment as outlined in the job description. Promotion A promotion in CCS is defined as a position in a higher salary grade. Agencies will post promotional opportunities internally for five (5) calendar days. Transfer A transfer within CCS is defined as a position of similar job functions, or a demotion (lower salary grade). Each Agency Executive Director or designee may transfer and assign employees within the Agency. All transfers between agencies will be reviewed by the Director of Human Resources. All internal transfers may occur without posting the position. E-Verify Procedure Newly hired employees are required to provide approved Federal forms of identification to be used in the E-Verify process. HR will ensure the E-Verify process has been completed in accordance with State and Federal guidelines. HR will complete the E-Verify process outlined below: HR verifies I-9 and Eligibility Form. HR enters Form I-9 into E-Verify website within three (3) business days. Information provided is a match in the database, a confirmation response is given. HR prints a copy of the transaction to be retained in the personnel file. The Form I-9 will be kept in a separate file. If a Tentative Non-Confirmation is given, HR prints a Notice and provides to employee who can choose to contest or not contest the information. If employee contests, HR provides Referral Letter instructing employee to contact Social Security Administration or Department of Homeland Security within eight (8) Federal Government 4

5 working days. It is the employee s responsibility to follow up in attempt to resolve the Tentative Non-Confirmation status. Employee continues to work until a Final Non-Confirmation is issued. If the employee chooses not to contest the Tentative Non-Confirmation, CCS may terminate employment. Once a Final Confirmation is issued the E-Verification process is complete; all documents are attached and retained with the I-9/E-Verify. Post Job Offer When appropriate, and outlined in the minimum qualifications of the position, HR will facilitate approved functional tests for lifting requirements. Introductory Period The introductory period is defined for supervisors to evaluate closely progress and skills of the newly hired employee to determine appropriate assignments and monitoring other aspects of employment, such as how the new employee interacts with supervisors, co-workers, and clients. Newly hired employees have a 90 calendar day Introductory Period Agency Executive Director or designee may extend the Introductory Period, but not more than an additional 90 calendar days Leadership Team Introductory Period is 180 calendar days. Employees transferring to a new position will have a 90 calendar day Introductory Period. Criminal History Self Disclosure Affidavit or Self Disclosure Forms Employees who work at Agencies requiring either a Criminal History Self Disclosure Affidavit or Self Disclosure Form are required to complete the affidavit or form accurately. During employment employees are required to report to their supervisor or management if they are awaiting trial or have ever been convicted of committing, attempting to commit, soliciting or facilitating or conspiring to commit one or more of the crimes listed on either the Criminal History Self Disclosure Affidavit or Self Disclosure Forms. Failure to disclose true and accurate information on the affidavit or forms or during employment will be sufficient grounds to discharge from employment. Upon disclosure from the employee, Agency Executive Director or designee will contact the Director of Human Resources. Separation The standard notice for regular employees when resigning will be fourteen (14) calendar days and 30 calendar days for Leadership Team. Employees who are inactive for six (6) months will be separated by HR from employment. All discharges must be pre-approved by the Director of Human Resources. Nothing in this provision modifies CCS policy regarding employment at will. Employee and Family Relationships Employees who are related by blood (parent, child, uncle, aunt, grandparent, sibling (whether half or whole), or first cousin), marriage, or have a quasi-familial relationship (step-parent, step-child, stepsibling, domestic partner), may not supervise, review, or process each other s work. Outside Employment Employees must obtain prior written approval from Agency Executive Director or designee in order to work outside CCS. Agency Executive Director or designee will determine if a conflict of interest exists. 5

6 Definitions Employee An employee is anyone who performs services that can be controlled by CCS or a member agency as to what will be done or how it will be done, even if the individual is allowed freedom of action, as long as CCS has the legal right to supervise or control the method and result of the services. Agency Executive Director or Designee Is authorized to recruit, hire, supervise, evaluate, discipline, and or discharge employees he or she directly supervises as outlined in their job descriptions. Business Week Monday through Friday Operational Week Twenty-four hours a day, seven days a week (24/7). Work Week The work week commences on Monday morning at 12:01 A.M. and ends the following Sunday evening at midnight. Virtual Office / Work from Home Virtual office or a request to work from home on a temporary or ongoing basis must be pre-approved by the Agency Executive Director will approve Leadership Team. Working from home and virtual office must have a direct business need. 6