PERSONNEL POLICIES and PROCEDURES MANUAL First United Methodist Church

Transcription

1 PERSONNEL POLICIES and PROCEDURES MANUAL First United Methodist Church 419 NE 1st Street Gainesville, FL

2 WELCOME On behalf of the Staff Parish Relations Committee, Pastors and other FUMC staff members, we welcome you to the ministry team of First United Methodist Church, Gainesville! We are group of individuals bound together by a common mission: To Connect with our Community and Connect our Community with Christ. We do this in a variety of ways through sharing the boundless love of God by committing to being in ministry with ALL people. You ve been selected for your particular position because of the ways we believe your particular God-given gifts will bring more Christ-centered faith, hope, love and joy in the world through your work at FUMC. We hope this is the beginning of a long and spiritually fulfilling relationship. We look forward to what God is going to do through you and our ministry together on our campus, in our community and around our world!

3 TABLE OF CONTENTS PROCEDURE FOR EMPLOYMENT 1 GENERAL EMPLOYMENT PRACTICES 1 EQUAL EMPLOYMENT OPPORTUNITY 1 AT WILL STATEMENT 2 BACKGROUND CHECKS 2 JOB DESCRIPTION 2 PERFORMANCE EVALUATIONS 2 PERSONNEL FILES 2 GENERAL PERSONNEL POLICIES 3 EMPLOYMENT STATUS 3 PROBATIONARY PERIOD 3 WORKING HOURS 3 Overtime 3 ADMINISTRATIVE EXEMPTIONS 3 REGULAR PAY PROCEDURES 4 SALARIES 4 EMPLOYEE BENEFITS 5 STANDARDS OF CONDUCT/DISCIPLINARY GUIDELINES 8 ELECTRONIC AND TELEPHONE COMMUNICATIONS 9 USE OF SOCIAL MEDIA 9 CONFIDENTIALITY OF INFORMATION 10 NON-SMOKING FACILITY 10 USE OF FIREARMS AND ILLEGAL SUBSTANCES 10 CHURCH EQUIPMENT, BUILDINGS AND WORK SPACES 10 ABSENTEEISM AND TARDINESS 10 DISCIPLINARY PROCEDURE 10 GRIEVANCE PROCEDURES 11 OPEN COMMUNICATION 11 TERMINATION OF EMPLOYMENT 11 POLICY REVIEW AND REVISIONS 11 LIST OF DOCUMENTS IN EMPLOYEE S PERSONNEL FILE 12 RECEIPT OF PERSONNEL POLICIES AND PROCEDURES MANUAL 14 Vacation 5 Paid Holidays 5 Sick Leave\Bereavement 6 Compensatory Time 6 Pension 6 Maternity/Paternity Leave 6 GENERAL PERSONNEL POLICIES Cont d Jury Duty 7 Service and Absence for National Guard or Military Service 7 Tuition Discounts 7

4 PROCEDURE FOR EMPLOYMENT It is the sole responsibility of the SPRC, acting upon behalf of the Church Council, to hire capable and competent employees. The SPRC has delegated this task for preschool employees to the Preschool Board. In fulfillment of this responsibility, the SPRC seeks to hire the best person for each role who: 1. Shares a common commitment to the mission of the church. 2. Best fits the qualifications of the position and needs of the church. 3. Possesses the highest ethical standards. 4. Is honest with self and with others. 5. Is loyal to the best interest of this church and to the people it serves. 6. Is committed to the concept of teamwork. 7. Is efficient and reliable. 8. Is courteous to the feelings and opinions of others. 9. Maintains the confidentiality of the church s business. Employment by the church carries with it a responsibility to be constantly aware of the importance of good ethical conduct. Employees must refrain from taking part, or exercising influence, in any transaction in which their own interest may conflict with the best interest of the church. The church recognizes and respects the individual employee s right to engage in activities outside his/her employment which in no way conflict with or reflect poorly on the church. The church reserves the right, however, to determine when an employee s activities represent a conflict with the church s interest and to take whatever action is necessary to resolve the situation. This includes activity on Social Media by the employee. GENERAL EMPLOYMENT POLICIES The SPRC shall have the authority to engage and dismiss employees. In hiring new employees, the Staff Parish Relations Committee must do so in keeping within the budgetary guidelines established by the Church Council. Benefits related to full- or part-time employment shall be as described in EMPLOYEE BENEFITS. EQUAL EMPLOYMENT OPPORTUNITY The First United Methodist Church Gainesville (FUMC) provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, gender, sexual orientation, national origin, age, handicap, marital status, status as a disabled veteran, or other unlawful discriminatory characteristics in accordance with applicable federal, state, and local laws, except where religion is a bona fide occupational qualification. This policy applies to all terms and conditions of employment, including, but not limited to hiring, placement, promotion, termination, transfer, leave of absence, compensation, and training, except where religion is a bona fide occupational qualification. FUMC expressly prohibits any form of unlawful employee harassment based on race, color, religion, gender, sexual orientation, national origin, age, handicap, marital status, status as a disabled veteran, or other unlawful discriminatory characteristics. Improper interference with the ability of the church s employees to perform their expected job duties is not tolerated. Each member of the staff is responsible for creating an atmosphere free of discrimination and harassment, sexual or otherwise. Further, employees are responsible for respecting the rights of their co-workers. 1

5 AT WILL STATEMENT In accordance with the laws of the State of Florida, employment at FUMC is AT WILL and of indefinite duration. Employment at the FUMC is voluntarily entered into, and the employee is free to resign AT WILL at any time. Similarly, the church may terminate employment AT WILL so long as there is no violation of applicable state or federal law. The church requests that the employee give at least a two (2) week notice prior to resignation. Policies set forth in the Personnel Policy and Procedures Manual are not intended to create a contract of employment between the FUMC and any of its employees. Any of the policies except those required by state or federal law may be amended or canceled at any time at the church s discretion. BACKGROUND CHECKS All employees are required to have a background investigation check that may include fingerprints as a condition of employment. Procedures and forms for completing the necessary background investigations will be kept in the church office. All costs associated with obtaining the background investigations will be assumed by the church. JOB DESCRIPTIONS It is the responsibility for the church as the employer to fully communicate to the prospective and/or current employee the expectations of the job description, and its use as a tool for performance evaluation. First United Methodist Church will provide each employee with a written job description which will be updated as needed through the supervisor evaluation process. As specific needs of the church change, job descriptions can be changed to reflect such needs. Periodic reviews of the job descriptions shall be accomplished with the appropriate employee s input into the process. All job descriptions should contain a list of duties, expected times/hours, etc. PERFORMANCE EVALUATIONS To assist each employee in performing to the best of his/her ability an annual evaluation shall be completed as set by the Staff Parish Relations Committee and the Senior Pastor, by the employee s immediate supervisor or the Senior Pastor. The written evaluation will be shared with the employee and a copy of such will be placed in the employee s personnel file. All written evaluations will be based on overall performance in relation to the responsibilities identified in the descriptions for each position. In addition to the regular performance evaluation, special written performance evaluations may be conducted by the immediate supervisor or Senior Pastor at any time to advise an employee of the existence of performance or disciplinary problems. PERSONNEL FILES Individual personnel files shall be kept for each member of the staff in a locked file cabinet. An employee may review his or her personnel file, but only in the presence of a Pastor or the Chair of the Staff Parish Relations Committee. Staff members who, as part of their work, have supervision and evaluation responsibilities may have access to the files of those employees. In any case, the file may not be removed from the church premises, or altered by the employee in any way. The information listed on page 12 shall be included in the employee s file. 2

6 GENERAL PERSONNEL POLICIES EMPLOYMENT STATUS Employee status as defined below shall be determined by the employer at the time of hiring, communicated to the employee at that time and be recorded in the employee s file. Full-time employees are those who are hired to regularly work thirty-two (32) hours or more each work week. Part-time employees are those employees who are hired to regularly work less than thirty-two (32) hours each work week. Occasional employees are those employees whose job description requires them to regularly work fourteen (14) hours or less per work week. Occasional employees will not be entitled to benefits. PROBATIONARY PERIOD All staff persons employed by this church will be considered probationary employees for the first ninety (90) days of their employment. During this period, the employee s work will be evaluated by his/her immediate supervisor at intervals of thirty (30), sixty (60), and (90) days, and at the end of the ninety days a decision will be made regarding the employee s continued employment. An employee may be paid less than the budget amount for his/her position during the probationary period. The benefits outlined in these policies will take effect on the first day of employment. The probationary period may be extended with the approval of the SPRC and the Senior Pastor. WORKING HOURS The normal workweek for full-time employees will consist of forty (40) hours - Monday through Friday or Sunday through Thursday. Specific schedules and hours must be included in or appended to the employee s job description. Changes to hours or work schedules must be approved in advance by the employee s immediate supervisor or the Senior Pastor. Evening work is sometimes necessary. OVERTIME Federal law requires that overtime be paid after forty (40) hours of actual work in a workweek for all non-exempt employees. The church appreciates the efforts of employees who work beyond their normal schedule. It is recognized that from time to time, it is necessary for employees to work extra hours. Overtime must first be approved by the employee s supervisor or Senior Pastor before it is worked. Whenever possible, the employee, with his/her supervisor s approval, instead may work a flexible schedule during the work week in which the overtime might be earned. Only actual hours worked will be counted toward overtime. Accordingly, the following will not be credited as hours worked for computing overtime: paid time off, holidays, jury duty, bereavement leave, sick days or unpaid leave. ADMINISTRATIVE EXEMPTIONS To qualify for the administrative employee exemption from Federal Wage and Hour protections, all of the following tests must be met: 1. The employee must be compensated on a salary or fee basis (as defined in the regulations) at a rate not less than $455 per week or as established under Fair Labor Standards Act regulations. 2. The employee s primary duty must be the performance of office or non-manual work directly related to the management or general business operations of the employer or the employer s customers; and 3. The employee s primary duty includes the exercise of discretion and independent judgment with respect to matters of significance. For additional information on exemption from overtime pay, see section 13 (a) (1) of the Fair Labor Standards Act as defined by Regulations, 29 CFR Part

7 REGULAR PAY PROCEDURES Compensation for work completed shall be made every two (2) weeks. If an employee suspects an error has been made in a paycheck, that employee should report the error to their supervisor, who will investigate the discrepancy. All errors will be corrected on the next paycheck after the error was reported SALARIES Salaries are established by the Staff Parish Relations Committee. The SPRC has the responsibility to propose the salary structure and the individual salaries, review all salaries, and make such recommendations to the Church Council in consultation with the Committee on Finance. This policy applies to salaries of all full-time, part-time and occasional employees. In the case of Pre-School salaries, the Pre-School Board is responsible for making any salary adjustments within their own budget, as initially established and approved by the SPRC, Finance Committee and Church Council. Salary adjustments that exceed the salary line item in the budget for the Pre-School shall require SPRC approval before those adjustments can be put into place. 4

8 EMPLOYEE BENEFITS VACATION Pastors: Four (4) weeks per year (per Florida Conference). Full-time Employees: Forty (40) hours of vacation in the first year of employment, beginning with the initial date of employment (anniversary date), to be awarded on an accrual basis eight (8) hours of vacation for each month following the completion of the probationary period, up to a total of forty (40) hours. Forty (40) hours of vacation in the second year of employment, starting from the anniversary date of employment. Eighty (80) hours of vacation per year after two (2) years of employment, starting from the anniversary date of employment. One hundred twenty (120) hours of vacation per year after five (5) years of employment, starting from the anniversary date of employment. One hundred sixty (160) hours of vacation per year after ten (10) years of employment, starting with the anniversary date of employment. Unused vacation shall not accumulate or roll over into a subsequent year. Employees shall be expected to give adequate notice (a minimum of two weeks) to supervisors of their intent to use vacation days. Exceptional circumstances may be considered for review by the supervisor and Senior Pastor. Part-time Employees: no paid vacation PAID HOLIDAYS Church employees shall have the following paid holidays (12): New Year s Day, M.L. King Day, President s Day, Easter Monday, Memorial Day, Independence Day, Labor Day, Veterans Day, Thanksgiving Day, the day after Thanksgiving, Christmas Day and New Year s Eve. The Preschool Board shall have the authority to establish twelve (12) paid holidays for the pre-school staff. Once these days have been named, the days will be incorporated into the Policy and Procedures Manual. Should a holiday occur during the employee s vacation, that day will not count against the employee s earned vacation. Should a holiday fall on an employee s regularly scheduled day off, then the holiday may be observed at another time in the week, or the employee may be paid for the holiday at the regular rate of pay. Holiday pay is calculated as 8 hours for full-time employees and 4 hours for part-time employees. SICK/BEREAVEMENT LEAVE Full-time employees shall have ninety-six (96) hours of sick/bereavement time available to them each year. During the first year of employment, sick/bereavement time shall accrue at the rate of twelve (12) hours per month worked, up to the maximum allowable during any one year of employment. Employees shall have ninety-six (96) hours in the second year of employment from the anniversary date of employment and each year of employment thereafter. Exceptional circumstances in the eyes of the supervisor and Senior Pastor may allow for a variance of this policy. Upon request of the supervisor or Senior Pastor, employees may be required to provide a doctor s letter verifying the need for the use of a sick day or sick days. 5

9 Part-time employees shall have forty-eight (48) hours of sick/bereavement time available to them each year. Sick/bereavement days shall accrue at the rate of six (6) hours per month worked, up to the maximum allowable during any one year of employment. Part-time employees shall have forty-eight (48) hours in the second year of employment from the anniversary date of employment and each year of employment thereafter. Sick/bereavement days may be used for a death or illness of an immediate member of the employee s family. Exceptional circumstances may be considered for review by the supervisor and Senior Pastor for a variance of this policy. Upon leaving employment, unused vacation time and unused sick/bereavement leave, may not be converted to pay at the employee s base rate. Employee sick/bereavement leave, vacation time, and other considerations affecting paid compensation will be maintained by the Finance Manager as a part of the payroll process. Employee sick/bereavement leave and vacation time may not be rolled over into a subsequent year. COMPENSATORY TIME Compensatory time for exempt employees only, is time off with pay for irregular or occasional overtime work. Authorization for accrual and use of compensatory time shall be made by the employee s supervisor who has the responsibility to determine if an employee will be required to work beyond normal working hours, justifying the awarding of compensatory time. Accrual will be on an hour-for-hour basis. An employee shall not carry a balance of more than forty (40) hours of compensatory time, and said time must be used within three (3) months of earning the compensatory time or the awarded time will be lost. In exceptional cases, an extension of the three (3) month period may be extended by the employee s supervisor for just cause. If an employee chooses not to use compensatory time, it may not be converted to pay. PENSION Pension for appointed pastors is determined by the Florida Conference and is not included in this clause. Those employees who qualify for the United Methodist Personal Investment Plan may elect to participate in the church s pension plan, however, participation is not required to receive the church contribution. The church contribution to the eligible employee s benefits plan is 6% of the employee s salary. The plan is administered through the General Board of Pensions Wespath Benefits and Investments on behalf of the United Methodist Church. Eligibility requirements are: 1. The employee must be regularly scheduled to work at least 1040 hours per year; 2. The employee must have completed twelve (12) months of service; 3. The employee must have reached age twenty-one (21); and 4. No plan sponsor contributions for participants on long-term disability. MATERNITY/PATNERITY LEAVE There shall be eight (8) weeks of maternity/paternity leave which may be taken within a period of eight weeks prior to or following the birth of the child. Maternity/Paternity Leave is without pay but accumulated sick leave may be used as desired. The employee shall give at least two week s written notice to the supervisor or Senior Pastor as to the dates of anticipated absence for maternity or paternity leave. Special Note: The Family Medical Leave Act is mandatory for any business with more than 50 full-time employees. Should the First United Methodist Church s list of full-time employees reach 50 or more persons, the regulations associated with the FMLA apply. In that case, medical leave must be offered at up to twelve (12) weeks and the employee s job is protected during that time period. 6

10 JURY DUTY FUMC encourages employees to fulfill their civic responsibilities as members of the community. Employees who are called to serve on a jury will be excused from work for the duration of their term, and, provided the term served is more than three (3) days, will receive the difference in wage between the jury compensation and their regular wages for the number of days served. For periods of three (3) days or less, full pay will be given. When an employee receives a summons for jury duty, he/she will bring the form to his/her supervisor or the Senior Pastor to ensure the proper financial arrangements are made. When the employee is paid for jury duty, a copy of the payment check is to be submitted and the adjustment will be made in the next paycheck. SERVICE AND ABSENCE FOR NATIONAL GUARD OR MILITARY RESERVE SERVICE Full-time employees shall be granted time off without pay for up to two (2) weeks each year for National Guard or military reserve duty or such other time as required by state or federal law. In the event of a national emergency, or an extended call to active duty, a full-time employee shall be granted a leave of absence. Such time will be without pay, but the employee shall be credited seniority for benefits purposes. TUITION DISCOUNTS Full-Time Employees shall receive a 50% tuition discount for each child enrolled in the Preschool. Part-Time Employees shall receive a 25% discount for each child enrolled in the Preschool. Occasional Employees are not entitled to a tuition discount. These policies shall be subject to annual review and recommendation of the Preschool Board as well as approval by the Staff Parish Relations Committee. First United Methodist Preschool 7

11 STANDARDS OF CONDUCT/DISCIPLINARY GUIDELINES The First United Methodist Church expects all employees to follow standards of conduct that will protect the interest and safety of all employees. Appropriate conduct is expected at all times. It is the policy of FUMC that employees maintain a professional working environment that encourages mutual respect, promotes civil and congenial relationships among employees and is free from all forms of discrimination, violence and harassment, sexual or otherwise. FUMC prohibits employees from harming or threatening to harm other employees, clients, vendors, visitors or church attendees or their property. This prohibition includes but is not limited to conduct such as: Aggressive or abusive behavior such as threatening gestures or actual violence or assault; Harassment of any kind during work hours or on social media engines; Verbal abuse (such as yelling, screaming, offensive language) Making malicious, false or harmful statements about others including malicious or mischievous gossip or belittling opinions, and/or unreasonable and unconstructive criticism; Publicly disclosing another s private information; Posting of inappropriate comments or questionable integrity against the organization or co-workers on social media engines; Excluding or isolating individuals; Teasing, name calling, ridiculing or making someone the brunt of practical jokes or pranks Using intimidation tactics, making threats and stalking others; Sabotaging another s work or stealing and/or misusing church resources; Undermining performance, reputation or the professionalism of others by deliberately withholding information, resources or authorization or supplying incorrect information; Viewing of inappropriate images or pornography in hard copy or electronically; Misuse of church computers or equipment for excessive personal use (for example: shopping, games, Facebook, or social media engines). Any employee engaging in a violent or threatening act will be subject to disciplinary action, up to and including termination of employment. Employees who have threats made against them or who are aware of threats to others should report this information to their supervisor, a pastor or to the Chair of the Staff Parish Committee. With specific respect to sexual harassment the church prohibits: 1. Unwelcome sexual advances: requests for sexual favors; and all other verbal or physical conduct of a sexual or otherwise offensive nature, especially where: submission to such conduct is made either explicitly or implicitly a term or condition of employment; or submission to or reflection of such conduct is used as the basis for decisions affecting an individual s employment; or such conduct has the purpose or effect of creating an intimidating, hostile, or offensive working environment. 2. Offensive comments, jokes, innuendos, and other sexually oriented statements. 3. Using , voice mail or the Internet to transmit or receive messages containing ethnic slurs, racial epithets, sexually explicit messages or using church property or equipment in any way to promote behavior that may violate this policy. 4. Other conduct referring to race, gender, religion, color, national origin, age, disability, veteran status, sexual orientation, or any other protected classification if it creates a working environment that others may reasonably find hostile or offensive. Each member of the staff is responsible for creating an atmosphere free of discrimination and harassment, sexual or otherwise. Further, employees are responsible for respecting the rights of their co-workers. 8

12 While on the job, if the employee experiences any harassment based on the employee s gender, race, or other characteristic, or the employee believes he/she has been treated in an unlawful discriminatory manner, he/she should promptly report the incident following the grievance procedure in this handbook. The church prohibits any form of retaliation against any employee for filing a bona fide complaint under this policy or for assisting in a complaint investigation. However, if after investigating any complaint of harassment or unlawful discrimination, the church determines that the complaint is not bona fide or that an employee has provided false information regarding the complaint, disciplinary action may be taken against the individual who filed the complaint or who gave the false information. ELECTRONIC AND TELEPHONE COMMUNICATIONS All electronic and telephonic communications systems and all communications and information transmitted by, received from, or stored in the church s systems are the property of the church. The church reserves the right to monitor the system in order to ensure that it is being used for appropriate purposes. Employees do not have a personal right to privacy in any matter created, received, or sent from the church s system. The use of any software and business equipment, including, but not limited to facsimiles, computers, copy machines or any device that transmits and reproduces facsimile copies by electronic means for private purposes is strictly prohibited. To ensure that the use of electronic and telephonic communications systems and business equipment is consistent with the church s mission, authorized representatives of the church may monitor the use of such equipment from time to time. First United Methodist Church s current policies and guidelines on the use of in conducting business are as follows: All employees should be sensitive to the fact that can create a permanent written record. Therefore, no text should be included in an message that would not be included in any other written communications. No information marked not for distribution or internal use only may be transmitted via . Any questions about a specific item to be ed should be directed to the employee s supervisor or the Senior Pastor. As a condition of employment and continued employment, employees are required to sign an and voic acknowledgement form attached at the back of this handbook. USE OF SOCIAL MEDIA Social media includes all means of communicating or posting information or content of any sort on the Internet, including the employee s or someone else s web log or blog, journal or diary, personal website, social networking or affinity website, web bulletin board or chat room, whether associated or not associated or affiliated with the church, as well as any other form of electronic communication. For all intents and purposes, the church considers Facebook, Twitter, YouTube, Instagram, WordPress, MySpace, Wikis and Blogger (and any other similar electronic entity) as social media outlets. Ultimately, the employee is solely responsible for what he/she posts online. Keep in mind that any of your conduct that adversely affects your job performance, the performance of colleagues, or otherwise adversely affects church members, customers, suppliers, people who work on behalf of FUMC and its interests may result in disciplinary action up to and including termination. Refrain from using social media while on work time or on church provided equipment, unless it is work-related as authorized by a supervisor or is consistent with church policy. Do not use church addresses to register on social networks, blogs or other online tools utilized for personal use. 9

13 CONFIDENTIALITY OF INFORMATION It is the policy of the church to ensure that the operations, activities, business affairs, and congregational information are kept strictly confidential. Employees found to be violating the confidentiality policy are subject to immediate discipline. NON-SMOKING FACILITY FUMC is declared a non-smoking facility. All persons, including employees, are not to smoke anywhere in church facilities or on church grounds. USE OF FIREARMS, AND ILLEGAL SUBSTANCES An employee shall not carry or use firearms on duty or at any time on church property. Displaying or carrying firearms on church property shall be cause for immediate dismissal and shall be considered an act of criminal trespass and grounds for immediate removal from church property. As a part of the mission of the church, First United Methodist Church s policy is to employ drug-free employees. For this reason, no employee shall use intoxicating or illegal substances either while on duty or on the church premises. Employees shall not report for work while under the influence of intoxicating substances, nor allow themselves to be relieved by a fellow employee who, to his/her knowledge, is under the influence of intoxicating or illegal substances. Any employee who reports to work in such a condition shall be subject to immediate termination. CHURCH EQUIPMENT, BUILDINGS AND WORK SPACES Employees are responsible for assuring the security of the First United Methodist Church confidential/proprietary material in their possession and similarly maintaining the security of church provided equipment. Should an employee have concerns for the security of their work area or equipment, he/she should inform their supervisor, the pastor(s) or the Staff Parish Relations Committee. First United Methodist Church reserves the right to search unlocked and/or publicly used church property at any time without consent. Employees are responsible for maintaining their work space in a neat and professional manner. ABSENTEEISM AND TARDINESS The church expects all employees to assume diligent responsibility for their attendance and promptness. Punctuality and regular attendance are essential to the operation of the church. If an employee is unable to work because of illness, the employee must notify the church promptly. Failure to properly notify the church may result in an unexcused/unpaid absence, and or disciplinary action as outlined below. DISCIPLINARY PROCEDURE While employment with the FUMC is based on mutual consent and both the employee and the church have the right to terminate employment At Will, the church may, at its discretion, use progressive discipline when appropriate. When a disciplinary problem occurs, the church will attempt to resolve the problem in the following manner. An employee will generally first be given an oral warning by his/her supervisor regarding the disciplinary problem. If the problem continues, the employee will then be given a written warning, followed by a written reprimand and then potential suspension or termination. It is hoped that following this procedure of progressive discipline, the small problem can be solved early rather than developing into a more serious problem later. 10

14 GRIEVANCE PROCEDURE 1. If an employee has a grievance with another employee, he/she should first meet with that individual and attempt to resolve the problem. 2. Failing to resolve the problem, the employee may then request a meeting with the supervisor and/or Senior Pastor. 3. If the problem is still unresolved, the employee may then request a meeting with the supervisor, the Senior Pastor, and the chairperson of the SPRC. 4. If the problem is not resolved in step 3, the employee may then request a final meeting with the above and two (2) additional members of the SPRC who are selected by the chairperson. 5. All grievances should be documented and signed. 6. Each step of the grievance procedure should be documented in writing and a written copy should be filed by the supervisor. When a grievance goes above step one, a written copy should be on file by those involved in the process. OPEN COMMUNICATION It is acknowledged that open and straight-forward communication is in everyone s best interest in an organization with several different staff members and reporting relationships. If an employee is unable to communicate openly with his/her supervisor, the employee has the right to contact the SPRC directly and request a meeting to discuss the communications issue and/or any other problems. TERMINATION OF EMPLOYMENT Employees desiring to terminate their employment with the church are requested to notify the church at least two (2) weeks in advance. Employees planning to retire should provide the church with a minimum of two (2) months notice to allow ample time for processing of the appropriate forms. All employment relationships with the church are on an At Will basis. Thus, although the church hopes that its relationship with its employees is long term and mutually rewarding, the church reserves the right to terminate the employment relationship at any time. Each employee will acknowledge this relationship by signing the Receipt of Employee Personnel Policy and Procedures Manual form found at the end of this manual, a copy of which shall be kept in the employee s file. POLICY REVIEW AND REVISIONS All established personnel policies should be reviewed annually by the Senior Pastor and the SPRC, including consideration of any recommendations submitted by any employee or any other appropriate individual. The Staff Parish Relations Committee, in conjunction with the Senior Pastor, should assume major responsibility for review and revision of all the policies to make certain the policies are up-to-date, operative, and in compliance with all federal, state, and local laws and regulations. Church policy prohibits taking negative action against any employee for reporting a possible deviation from FUMC s guidelines or policies or for cooperating in an investigation. Any employee who retaliates against another employee for reporting a possible deviation from guidelines or policies, or for cooperating in an investigation will be subject to disciplinary action, up to and including termination. Revision approved: November 3, 2003 Revised: December 2, 2003 Revised: March 15, 2006 Revised: April 3, 2007 Revised: March 15, 2016 Revised: August,

15 ATTACHMENTS The following items shall be made a part of each employee s personnel file: 1 Employee s application form and/or letter** 2 Employee s emergency contact information 3 Permission to conduct a background check and verification of results** 4 Letters of references received 5 Hiring authorization** 6 Employee evaluations (including the probationary evaluations)** 7 Job description 8 Correspondence pertaining to the employee (including written electronic correspondence) 9 Remedial action and recommendations for improvement** 10 Employee acknowledgement of receipt of the First United Methodist Church s Personnel Policy and Procedures Manual** 11 IRS W-4 Employee Withholding Allowance Certificate** 12 I-9 Employment Eligibility Verification** 13 Copies of employee s photo ID and social security cards** 14 All employee Change of Status forms, signed by the supervisor and the chair of the Staff Parish Relations Committee** 15 Employee s acknowledgment of receipt of keys** 16 Florida New Hire Reporting Form 17 Before & After Tax Contribution Agreement General Pension Board Pension Packet (benefited employees only)** 18 Employee s Information from the ACS Master List 19 Any other information pertaining to the employment status In addition, Preschool Employees are Required to Have These Documents in their Personnel File: 1 Background Screening & Personnel File Requirements Cover Page 2 Florida Department of Children & Families Background Screening Results Page Background screens & fingerprinting initiated online Individual results stored in ACHA Clearinghouse for 5 years, and are accessible to organizations who subscribe to the Clearinghouse Care Provider Background Screening Clearinghouse Privacy Policy Acknowledgement Form** Florida Department of Children and Families Childcare Affidavit of Good Moral Behavior (required to be notarized at each new place of employment, or after a break in service of 90 days or more)** Florida Department of Children and Families Child Abuse & Neglect Reporting** Requirements Form Application for Employment in a Child Care Facility Form Employment History Reference Forms** Florida Department of Children and Family Child Care Training Transcript Childcare In-Service Training Record Childcare Facility Employee Resumes **Items requiring employee signature 12

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17 First United Methodist Church Receipt of Personnel Policies and Procedures Manual I, have received, read and understood the Personnel Policies and Procedures Manual of the First United Methodist Church of Gainesville, Florida. I understand that to remain an employee in good standing, I must fully comply with those policies and procedures as set forth in the aforementioned document. I further understand that if I fail to comply with the policies and procedures of the First United Methodist Church of Gainesville, I may be subject to disciplinary action, up to and including dismissal. Signature of Employee Date of Signature 14