Personnel Policies
OF SOUTHWEST OREGON
POLICIES AND PROCEDURES MANUAL
Adopted by the
Area Health Education Center
of Southwest Oregon
Board of Directors at
the September 2010 Board Meeting
Dated 2010
TABLE OF CONTENTS
1.01 Introduction
1.02 Personnel Policies Authority
1.03 Procedural Policies
2.01 Conditions of Employment – Equal Employment Opportunity Statement
2.02 Application of Equal Opportunity Policies
2.03 Responsibility
2.04 Dissemination of the Policy
3.01 Employees
A. Number of Hours in Work Week
1. Full-Time Employee
2. Part-Time Employee
3. Part-Time Temporary Employee
B. Type of Position
1. New Employee
2. Regular Employee
3. Part-Time Temporary Employee
4. Time Limited Employee
5. Project Employee
6. Job Share Employee
7. Extended Time Employee
3.02 Overtime
A. Non-Exempt Employees
B. Exempt Employees
3.03 Non-Employees
A. Independent Contractors
B. Volunteers
C. Students
D. Other Contract Personnel
3.04 New Employee Policies
A. Probationary Periods
B. Conflict of Interest in Employment Situations
3.05 Job Description/Annual Work Plan
3.06 Conditions of Employment
A. Performance Review
B. Termination of Employment: Disciplinary Actions
3.07 Available Disciplinary Actions
A. Disciplinary Discussion
B. Oral Warnings
C. Written Warnings
D. Disciplinary Probation
E. Suspension With Pay
1. Reinstatement
2. Suspension
3. Demotion
4. Discharge
3.08 Terms and Conditions of Termination
A. Probationary
B. Specified Period of Time or Specified Project
C. Resignation
D. Mutual Agreement
E. Reduction in Force
F. Unsatisfactory Performance/Disciplinary Rule Violations
3.09 Voluntary Termination
3.10 Involuntary Termination
A. Retrenchment
B. Lay-Off
C. Unsatisfactory Performance
D. Misconduct
E. Other Violations
3.11 Payment at Separation
3.12 Attendance and Punctuality
3.13 Grievances Informal Conflict Resolution and Complaint Process Formal Conflict Resolution and Complain Process
3.14 Ownership of Communications and Written Material
3.15 Promotions
3.16 Employee Development
A. Continuing Education
3.17 Salary Adjustments and Compensation
A. Performance Raise
B. Promotion
C. Transfer
D. Reclassification of Position
E. Reclassification of Benefit
F. COLA (Cost of Living Allowance)
3.18 Vacations and Holidays
A. Vacations
B. Holidays
C. Floating Holiday
3.19 Employee Benefits
A. Health Insurance
B. Retirement Benefits
C. Fringe Benefits
D. Currently Available Company Paid Fringe Benefits
3.20 Injured Employee Plan
A. Authority and Eligibility
B. Rights
C. Notification of Claimed Injury
D. Use of Leave
3.21 Sexual and Other Harassment
3.22 Time Records
3.23 Confidential Business
A. Personnel Records
B. Organization Business
3.24 Working Hours and Pay Days
A. Normal Working Conditions
B. Payroll
1. Pay Periods
2. Payroll Deductions
3.25 Salary Advances
3.26 Leave
A. Sick Leave
1. Definition
2. Responsibility
3. Accrual and Use of Sick Leave
B. Military Leave
C. Miscellaneous Leave With Pay
1. Jury Duty
2. Bereavement Leave
3. Approved Attendance at Conferences or Conventions
D. Leave of Absence Without Pay
E. Emergency Weather Conditions
F. Family and Medical Leave
1. Definition
2. Rights
3. Requesting Leave
4. Use of Leave
5. Reinstatement
6. Exceptions
3.27 Appearance and Conduct
3.28 Telephone Calls
3.29 Computer/Internet Use
3.30 Expenses
A. Travel
1. Company Car Policy
2. Air Travel
3. Personal Automobile
4. Transportation To and From Airport
5. Automobile Rental
6. Parking Fees
7. Meals
8. Gratuities
9. Lodging
10. Telephone/E-Mail
B. Conference Expenses
C. Miscellaneous Expenses
D. Credit Cards
3.31 Community Participation
3.32 Outside Employment
4.0 Employee Files
A. Definition
B. Access and Use
4.01 Responsibility
5.0 Tobacco Free Environment
5.01 Other Applicable Policies and Rules
A. Definition
B. Responsibility
5.02 Substance Abuse
5.03 Whistleblower Clause
5.04 Outdated Equipment
Affirmative Action Policy
Drug Free Work Place Policy
Employee Signature
1.01 INTRODUCTION
A. Area Health Education Center of Southwest Oregon (AHEC-SW) is an organization committed to improving the availability, continuity, and quality of healthcare in southwest Oregon. This is to be accomplished through the development of a program of regionalized education and training for medical and other health professional students and medical residents. The Board of Directors establishes policy for the organization and the Executive Director/Executive Committee has the responsibility of administering policies approved by the Board of Directors. Every employee will be provided a copy of these personnel policies and is expected to be familiar with them.
B. The purpose of this policy manual is to provide all employees with the personnel policy and procedures that are applicable to employment in this organization. It does not represent an employment contract nor does it guarantee anyone will be employed for any specific or minimum period of time. Employees are employees "at will". The benefit programs and policies described in this policy manual are subject to change or repeal by the Board of Directors at any time. Questions or any suggested changes or improvement in policy should be directed to the Executive Director/ Personnel Committee who may facilitate proposed changes to the Board of Directors.
C. Exceptions to these policies and procedures may be made for the good of the agency at the discretion of the Executive Director with the approval of the Personnel Committee. Exceptions to these policies must be in writing.
D. Employees are encouraged to submit suggestions to the Executive Director/ Personnel Committee for improvement of the service or operation of the agency. The Executive Director/Personnel Committee is expected to make himself/herself/themselves available to facilitate this process as needed.
1.02 PERSONNEL POLICIES AUTHORITY
A. The Board of Directors with the advice of the Executive Director/Executive Committee and involvement of staff as outlined herein shall establish personnel policies as general guidelines which will help each staff member to make a maximum contribution to the agency and to his or her self-development.
B. The Personnel Policies provide each AHEC-SW employee with some understanding of current agency expectation as to management practice. These policies are subject to change at the discretion of the Board of Directors. These policies are guidelines only and should not be construed as an employer-employee contract. The Executive Director/Executive Committee will provide each new employee with a copy of the personnel policies at the beginning of his/her employment. A signed and dated verification of receipt of these policies will be maintained in each employee's personnel file.
C. The Board of Directors shall monitor and review these Personnel Policies, as appropriate.
1.03 PROCEDURAL POLICIES
A. The Executive Director/Executive Committee is authorized to implement procedures to carry out these policies.
2.01 CONDITIONS OF EMPLOYMENT: Equal Employment Opportunity Statement
A. It is the policy of AHEC-SW to grant employment opportunities to all qualified persons without regard to race, color, sex, sexual orientation, religion, creed, national origin, age, marital status, disability, veteran status, or any other applicable basis in law. It is the intent and desire of this organization that equal employment opportunities will be provided in employment promotion, wages, benefits and all other privileges, terms and conditions of employment.
B. It is the goal of AHEC-SW to maintain an environment that will permit each employee to exert his or her best efforts in the performance of their important tasks. We believe this goal can best be reached through continued dedication to a determined and sustained effort to provide equal employment opportunities for all, to employ, and advance in employment without regard to an individual's race, color, religion, age, sex, national origin, physical or mental handicap, marital, parental, or veteran status.
C. It is further the policy of AHEC-SW that all employees should be able to work in an environment free from all forms of discrimination.
2.02 APPLICATION OF EQUAL OPPORTUNITY POLICIES
A. This policy of equal employment applies to and will be an integral part of every aspect of personnel policy and practice in the employment, development, advancement, and treatment of employees. All other personnel actions such as compensation, benefits, transfers, reductions in staff, educational assistance, social and recreational programs, will be administered in compliance with the aforementioned equal opportunity statement.
B. Decisions regarding employment and promotion, and each of any of the above mentioned personnel actions shall be accomplished with due consideration of the qualifications, experience, and training needed to assure the optimum quality of personnel who will carry on the work of the agency.
2.03 RESPONSIBILITY
A. The Board of Directors of AHEC-SW has endorsed the policy and procedures and assigned responsibility for monitoring compliance with the Executive Director/Executive Committee. The Executive Director/Executive Committee will have the primary responsibility for directing and monitoring the implementation of AHEC-SW's conformity with the principle of equal employment opportunity.
2.04 DISSEMINATION OF THE POLICY
A. The equal employment opportunity policies shall be attached and shall become a part of the agency's personnel policies. Administration and employees will remain fully informed of the policies. Periodically, meetings will be held to discuss the program and individual administrative responsibilities.
B. All employees shall receive written communication of and will provide written acknowledgment of receipt of the policies at the point of hiring by the Executive Director/Executive Committee. This acknowledgment will be kept on file in the employee's personnel file.
C. These policies, and contact information for resources outside of the agency to help employees with these issues, shall be posted in a conspicuous place in the agency facility.
3.01 EMPLOYEES
An employee is a person who is hired into service by the Executive Director/Executive Committee in a full, part-time, or time-limited position for a project undertaken by the agency and, depending upon employment status, is eligible for fringe benefits. Availability of any of the following classifications is dependent on the approval of the Executive Director/Executive Committee. The employment status is defined by the function performed by the employee, the number of hours the employee works in a week, and the type of position held.
A. Number of Hours in Work Week:
1. Full-Time Employee: One who works forty hours (40) a week on a regular and consistently scheduled basis. She/he is entitled to fringe benefits under these policies unless restricted elsewhere herein.
2. Part-Time Employee: One who works twenty (20) a week to thirty-nine (39) hours a week on a regular and consistently scheduled basis. She/he is not entitled to fringe benefits under these policies.
3. Part-Time Temporary Employee: One who works less than twenty (20) hours a week on a part-time basis. She/he is not entitled to fringe benefits under these policies.
B. Type of Position: All employees are hired or terminated at the discretion of the Executive Director/Executive Committee. All categories of employees are subject to all relevant personnel policies.
1. New Employee: a new employee who is on probation for a specific period while the Executive Director/Executive Committee carefully evaluates his/her ability and interest in the job.
2. Regular Employee: One who has completed his/her initial probationary period and has accepted a position on the staff that is not temporary.
3. Part-Time Temporary Employee: An employee who works less than 39 hours per week and has not yet passed probationary time or approval.
4. Time Limited Employee: One hired full or part-time for a specific length of time and usually for a specific assignment. Time limited employees are not eligible for fringe benefits.
5. Project Employee: Employees who are hired with a predetermined date of termination. Such termination date shall normally be no longer than one year from the date of hiring. All benefits of project employees are to be negotiated prior to hiring, and shall take into consideration the requirements, if any, of the position's funding sources. Benefits shall be established prior to project start.
6. Job Share Employee: Job share options shall be considered at the discretion of the Executive Director/Executive Committee with consideration of the needs of the agency and the requirements of the position.
7. Extended Time Employee: A current agency employee who performs pre-negotiated work beyond the scope of his/her job description, stated duties and FTE. A written extended time agreement is required to perform such work. Extended time employees will receive a predetermined hourly pay rate for work performed. Extended time work is not considered in determining an employee's prorated fringe benefits. Nor does extended time work count toward the accrual of sick, vacation or leave time. Only "Fair Labor Standards Act Exempt" employees are eligible for this category of employment.
3.02 OVERTIME
Overtime is time spent working in addition to regular hours, as defined per position. The Fair Labor Standards Act governs overtime policies. All agency job descriptions will indicate whether the position is non-exempt or exempt from the Fair Labor Standards Act.
A. Non-Exempt Employees:
Non-Exempt Administrative Staff: All overtime must have prior approval by the Executive Director/Executive Committee or supervisor. In any work week in which overtime occurs, time worked over forty (40) a week hours shall be compensated at 1-½ times the employee's regular hourly rate.
Supervisors are encouraged to minimize the use of overtime, keeping the total overtime per employee under forty (40) hours per year, if possible.
In lieu of overtime pay, non-exempt administrative staff may (with supervisory approval) take time off equal to that worked in overtime rather than receiving overtime pay; however, this must be done within the same work week as the overtime is worked. Working hours may be adjusted by the supervisor to avoid exceeding forty (40) hours in a work week.
B. Exempt Employees:
This category includes those executive, administrative and program employees who are specifically exempt from the minimum wage and overtime pay requirement of the Fair Labor Standards Act. These employees do not receive overtime pay or comp time for work time beyond forty (40) hours in one week or after eight (8) hours in one day. Exempt employees are salaried.
3.03 NON-EMPLOYEES
The following are some of the categories of non-employees who may provide service to AHEC-SW. The agency has no special obligation to hire such personnel should a regular paid position vacancy occur for which they are qualified, but will consider them in an open hiring process.
A. Independent Contractors: An individual or company may be engaged as an independent contractor when they have a skill or expertise that cannot be reasonably or profitably performed by the agency as determined by the Executive Director/Executive Committee. Such individual or company shall be hired to render a service or result and shall be responsible for its own supervision or method of rendering the desired result. All rights and benefits of independent contractors shall be determined by contract provisions.
B. Volunteers: Individuals may volunteer their services to the agency without pay. Volunteers are subject to all pertinent aspects of these personnel policies.
C. Students: Either work/study students in practicum training may provide services at AHEC-SW. Provisions for the paid compensation of work/study students shall be determined by agreement between AHEC-SW and the school at which the student is enrolled. All other rights and benefits are to be determined jointly by AHEC-SW and the school. Students are expected to comply with the agency's procedures and standards of conduct.
D. Other Contract Personnel: Individuals who are enrolled in training and/or work experience programs may provide services at the agency. Provisions for paid compensation, rights and benefits are to be determined by agreement between AHEC-SW and the program in which the individual is enrolled.
3.04 NEW EMPLOYEE POLICIES
A. Probationary Periods: Probationary periods for all employees shall be six (6) months. At the supervisors discretion, the probationary period may be extended an additional thirty (30) days, with Executive Director/Executive Committee approval. This period is to prove one's performance, attitude, attendance, punctuality, etc. Also, it is a period to become acquainted with AHEC-SW operations.
1. During the probationary period, an employee working at least twenty (20) hours a week will accumulate, and may use sick time as the need arises. Vacation will be earned and accrued but may not be used until the employee has completed the probationary period. Upon achieving "regular employee" status, the individual will be granted all accrued vacation time.
2. At least two (2) weeks before the end of the probationary period, the new employee should receive written notice of intent to extend or end the probationary period. The new employee's probationary status will not change to that of a regular employee without written notice. New employees working during the probationary period can be terminated without notice or cause at any time without rights of appeal or termination.
3. At the completion of the probationary period, the employee shall be evaluated by his or her direct supervisor to determine whether the employee shall be advanced to regular employee status. The direct supervisor shall advise the Executive Director/Executive Committee, who will determine if the employee is retained or terminated.
B. Conflict of Interest in Employment Situations
1. It is the policy of AHEC-SW to hire the best-qualified employees available for all jobs. However, it is necessary that judgment be used in the placing of employees who are closely related in order to avoid any question of conflict of interest, confidentiality, integrity or morale. Therefore, for purposes of business necessity, hiring, transfer and promotion of spouse, roommates, domestic partners and/or relative will be prohibited when the following conditions exist: when one would have authority to supervise, appoint, remove, or discipline the other.
2. Non-employees (independent contractors, volunteers, students) who are engaged by the agency who may present a possible conflict of interest (spouse, roommate, domestic partner, and/or relative) shall be engaged by the agency only if the following conditions exist:
a) A statement of potential conflict of interest is presented to the Executive Committee, and the Executive Committee approves the contractual relationship prior to engaging the individual;
b) The non-employee is engaged as an Independent Contractor by the agency per a standard contract with pay that is usual and customary for Independent Contractors, and for a time-limited period;
c) The Independent Contractor, Volunteer or Student does not receive special pay or considerations and the contractual relationship is clearly outlined in writing.
d) The Contract defines the conditions under which the agency and non-employee relationship can be terminated.
3.05 JOB DESCRIPTION/ANNUAL WORK PLAN
A. AHEC-SW shall maintain up-to-date work plans and position descriptions specifying the essential job functions and qualification required.
B. Work plans and position description shall be updated as needed. The Executive Director/Executive Committee shall have the authority to approve the beginning salary level for each employee.
C. Employees will be encouraged to participate in developing their work plans and position description when new positions are being developed, and based on the individual's level of professional expertise in a given area, or when additional duties assigned to the individual may warrant being included within the person's job description.
D. The Executive Director/Executive Committee will conduct revisions and updating of job descriptions.
3.06 CONDITIONS OF EMPLOYMENT:
During the probationary period an employee may resign or be terminated on short notice without explanation. While the probationary period is part of the selection process, continuing employment depends upon sustained level of satisfactory performance.
A. Performance Review
1. Written performance reviews provide regular communication between the supervisor and the employee for improvement of job performance, and they provide a record for changes in position or pay. AHEC-SW will attempt to provide a working environment that is both comfortable and conducive to productivity.
2. All employees will be evaluated on a regularly scheduled basis by their immediate supervisor. The schedule will be: 90 days from the date of hire, six (6) months from the date of hire, and yearly thereafter. A reasonable effort will be made to complete evaluations within two weeks of the evaluation dates. The Executive Director/Executive Committee may conduct additional evaluations in order to provide additional guidance to staff.
3. Written performance reviews are to be discussed with the employees. Both the supervisor and employee must sign the written review. Copies of the review will be given to the employee and placed in the employee's personnel file.
4. It will be the responsibility of the Executive Committee to review annually the performance of the Executive Director.
B. Termination of Employment: Disciplinary Actions
Definition and Authority:
1. Disciplinary actions range from oral or written reprimands to suspensions, demotions and finally dismissal from employment. The action taken depends upon the severity of the offense, as well as the number and frequency of previous acts of misconduct.
2. Disciplinary actions generally proceed through a continuum of verbal to more severe options with emphasis on the need to resolve job problems through open communication with the least disruption of work. If an employee is disciplined for a behavior or incident that is part of a pattern for which he/she has been previously disciplined, the Executive Director/Executive Committee need not repeat disciplinary actions previously taken. Not withstanding any other section of these policies, each supervisor may, at his/her own discretion, and with Executive Director/Executive Committee approval, initiate disciplinary action at any level he/she feels is appropriate.
3. A copy of any written action shall be included in the employee's personnel file. Any staff action not consistent with these policies of the agency may result in disciplinary action.
3.07 AVAILABLE DISCIPLINARY ACTIONS
Disciplinary options the Executive Director/Executive Committee may choose include:
A. Disciplinary Discussion: Disciplinary discussion is any discussion with an employee designed to help an employee remedy and identify problems in skills, abilities or work performance. It should be used whenever possible before taking more formal actions, and may be used as often as prudent. This action is not recorded in personnel files.
B. Oral Warnings: An oral warning is a notice to an employee that his or her behavior or performance must be improved. It defines the areas where improvement is needed, may set goals, and informs the employee that failure to improve may result in more serious action. The date and content may be recorded and kept by the supervisor, but no record need be placed in the employee's personnel record.
C. Written Warnings: Formal written notice that performance or behavior must be improved. A written warning contains the same elements as an oral warning. When appropriate, it should be used in conjunction with a plan for individual improvement. Written warnings will be put in the employee's personnel file.
D. Disciplinary Probation: An employee is put on temporary disciplinary probation status, up to three (3) months, when deemed necessary by the Executive Director/Executive Committee.
E. Suspension With Pay: An employee may be suspended with pay while the Executive Director/Executive Committee determines which of the following actions, or combination of actions, to take:
1. Reinstatement: An employee may be reinstated to his/her previous position with or without other disciplinary actions being taken.
2. Suspension: Suspension is temporary removal from duties without pay, not to exceed five (5) working days, pending a decision to reinstate, with a written work plan, or terminate, and can be made only by the Executive Director/Executive Committee. Immediate suspension would be used for severe offenses (misconduct or unethical conduct).
3. Demotion: An employee may be demoted to a position of lesser responsibility. Demotion may or may not include a reduction in compensation at the discretion of the Executive Director/Executive Committee.
4. Discharge: Removal from the agency may be used at any time by the Executive Director/Executive Committee when he or she deems it necessary for the successful operation of the agency. Removal from the agency may be exercised by the Executive Director/Executive Committee consistent with the involuntary termination policies stated herein.
3.08 TERMS AND CONDITIONS OF TERMINATION
A. Probationary: Probationary employees may be terminated at any time based on unsatisfactory job performance or other factors related to poor integration into the organization.
B. Specified Period of Time or Specified Project: An employment relationship may be entered for a specified period of time or a specified project. The employment relationship will be terminated when the specified amount of time or specified project is passed.
C. Resignation: A resignation is a voluntary termination freely made by the employee for any reason he or she chooses.
D. Mutual Agreement: The employment relationship may be ended when both the individual and agency management think it would be mutually beneficial to do so. Under these circumstances, no termination notice period is set by the agency, and a departure date is informally agreed on within a reasonable time period.
E. Reduction in Force: Reduction in force results from job elimination due to reorganization or financial considerations determined by agency management. Any employee so affected will be given, unless funds are not available, two weeks notice. Any employee so affected will be given reasonable time off during the notice period for job search. Employees shall not be entitled to severance pay.
F. Unsatisfactory Performance/Disciplinary Rule Violations: Failure of an employee to meet job performance standards or disciplinary rules as established by the agency may result in immediate termination.
3.09 VOLUNTARY TERMINATION
Fair Labor Standards Act Exempt staff that resign from the agency shall give at least twenty (20) working days notice in writing to their supervisor, with a copy to the Executive Director/Executive Committee. Fair Labor Standards Act non-exempt staff shall give ten (10) working days notice.
3.10 INVOLUNTARY TERMINATION
A. Retrenchment: If a reduction in the number of employees becomes necessary due to reorganization, the decision as to who is affected is an administrative decision. AHEC-SW maintains the philosophy of seeking appropriate and reasonable staffing alternatives to lay-off due to retrenchment. The knowledge of impending changes shall be communicated by the Executive Director/Executive Committee to any potentially affected employee as early as possible.
B. Lay-Off: Lay-off is an employment separation initiated by the agency due to lack of work or insufficient funds available to maintain current work force payroll. Lay-off is determined by the funding base, job performance, and programmatic considerations. It may or may not be time limited or defined at the outset. In the case of insufficient funds available to maintain work force, the lay-off procedures will be determined by the following criteria: needs of agency and performance evaluations. Recall will be on the basis of the availability of the agency resources to again support the positions, and upon the agency need for the positions.
C. Unsatisfactory Performance: Failure of an employee to meet performance standards; failure to perform duties described in job description; failure to complete tasks in timely, competent way; or failure to maintain an adequate attendance record can result in termination for unsatisfactory performance. Appropriate disciplinary actions will be used prior to termination of employment.
D. Misconduct: Misconduct involves unacceptable employee behavior on the job, such as, but not limited to, possession of a deadly weapon; reporting to work under the influence of alcohol or controlled substances other than pursuant to a doctor's prescription; refusal to do work reasonably expected; theft, wrongful use or wrongful taking of agency property; or conviction of a felony. Immediate termination or suspension may occur as deemed necessary by the Executive Director/Executive Committee.
E. Other Violations: Termination may also result from the following:
1. Disclosing AHEC-SW's confidential personnel and organization business (see Confidential Business).
2. Failure to use the appropriate grievance procedures as outlined herein (see Grievances)
3. Behavior in the work place or in public during work hours that may bring embarrassment or discredit to the organization or personnel within the organization (applicable policies include Sexual Harassment, Substance Abuse, Confidential Business, etc.).
3.11 PAYMENT AT SEPARATION
At the time of separation, final pay and earned vacation will be paid applicable to BOLI (Bureau of Labor Industries) and Oregon Statute guidelines.
3.12 ATTENDANCE AND PUNCTUALITY
A. Punctuality and attendance are important factors in deciding eligibility for salary increase or job advancement. An honest effort by employees to keep their attendance and punctuality records as perfect as possible is therefore of great importance.
B. If an employee is unavoidably absent from work or delayed in arriving at work, they must notify their supervisor at least one hour before the scheduled work time. Unrecorded absences will be considered leave without pay. Any recurring absences without reasonable explanation will be cause for dismissal.
C. AHEC-SW expects that employees will be present, ready for work when and where assigned.
D. Any employee may be subject to disciplinary action including termination for unexcused absences, tardiness, and absenteeism. An employee will be considered to have resigned if they fail to report for two consecutive working days without notifying the Executive Director/Executive Committee.
E. Abuse of any or all leave privileges including sick leave or other personal leave time shall be considered a violation of the absenteeism rules and result in termination.
F. Off-site Work/Flexible Work Hours are approved only with clear work outcomes and a report of accomplishments given to the supervisor. The off-site employee must be reachable by phone and the off-site work conditions reviewed to meet with OHSU requirements.
3.13 GRIEVANCES
A. It is the policy of AHEC-SW to provide that employees receive fair and equitable treatment, provide employees with easily accessible procedures for expressing dissatisfaction, and to foster sound employee-supervisor relations through communication and reconciliation of work related problems.
B. A grievance shall be determined as an alleged misapplication of AHEC policies, procedures and issues related to work environment.
C. It is the intent of AHEC-SW to make every reasonable effort to seek mutually agreeable and prompt resolution to employee grievances. For this purpose, the following procedures will be utilized in a step-wise fashion.
D. To be accepted for consideration, a grievance must be initiated within ten (10) working days following the date of the incident causing the grievance. Issues not included in the grievance submitted may not be added later. Any additional issues shall be separate grievances.
Informal Conflict Resolution and Complaint Process
1. Employees who experience a work-related conflict or who have a complaint should first attempt to discuss the matter with their supervisor. In some situations, this may be difficult or inappropriate. In these cases, the employee may request a meeting with the Executive Director.
2. The supervisor, or Executive Director will analyze the merits of the conflict resolution request or complaint, will meet with the employee to inform the employee of the proposed plan of action.
3. If the employee is not satisfied with the informal resolution of the problem, he/she may proceed to the next level of management or proceed with the formal problem resolution process.
Formal Conflict Resolution and Complaint Process
1. Employees who have a complaint or require management intervention in relation to a work related conflict and wish to initiate the formal problem resolution process must prepare written documentation, with supporting details, of the conflict situation or complaint and submit it to the supervisor.
2. The supervisor will investigate the merits of the conflict resolution request or complaint. The supervisor will consult with the Executive Director if necessary.
3. Within five (5) working days of receiving the conflict resolution request or complaint, the supervisor will complete the investigation and prepare a written response. The supervisor will forward a copy of the response along with a request that the employee sign and date the copy to confirm he/she has received the reply and agrees or disagrees with the supervisor's plan of action.
4. If the employee agrees with the recommended plan of action, the supervisor will send a copy of the signed reply to the Executive Director for inclusion in the employee's personnel file.
5. If the conflict or complaint has not been resolved to the employee's satisfaction, the supervisor will documentation of relevant factual information, analysis of the information, the conclusion, and the recommended resolution, to the Board of Directors.
6. The Board will investigate any relevant issues in the file and any newly discovered evidence or information which may arise during the problem resolution process. The Board Chair will forward a response to the employee either concurring with the previous resolution or proposing an alternative resolution.
7. If the employee agrees with the resolution at this stage, the Board Chair will send a copy of the agreement to the Executive Director for inclusion in the employee's personnel file.
8. If the complaint has not been resolved, the employee can request the complaint be investigated by a third party arbiter.
3.14 OWNERSHIP OF COMMUNICATIONS AND WRITTEN MATERIAL
A. All written material and e-mail communication done on AHEC-SW time and/or AHEC-SW equipment is owned by AHEC-SW, unless Intellectual Property Rights are specifically established for written material.
B. All communication that comes into the AHEC-SW office or takes place on AHEC-SW equipment is owned by AHEC-SW and is not considered confidential.
C. AHEC-SW work that is completed on home or other computers must be filed in the office within twenty-four (24) hours.
3.15 PROMOTIONS
All employees promoted to a different position within the agency shall also be subject to a six-month probationary period but with no restrictions on leave accumulation or use. At the completion of such a period, a written evaluation will be completed and the employee may either be retained in the new position, or retained at the former position, if available.
3.16 EMPLOYEE DEVELOPMENT
A. Continuing Education: The organization puts high importance on employees continuing their education so as to improve their job performance and adding value to the organization; this includes educational activities that may lead to a degree. Expenses associated with such programs may be reimbursed by AHECSW, if they are important to the organization. Per Board of Director approval and based on the availability of funds, there will be an allowance of up to 2% of the total budget earmarked for continuing education. Of this amount, there will be equitable distribution between staff and management with a possible cap on each employee's continuing education benefit package. This is considered an employee benefit therefore continuing education expenses and time required must receive prior authorization by the Executive Director, or in the case of the Executive Director, by the Executive Committee of the Board before the fiscal year begins.
3.17 SALARY ADJUSTMENTS AND COMPENSATION
Assuming funding is available, the following are types of salary adjustments that could occur.
1. Performance Raise: Salary adjustments to all qualified employees, designated by the Board of Directors at the beginning of the fiscal year. The performance raise occurs on each employee's anniversary date in his/her current position, and is based on each employee's satisfactory performance as determined by the Executive Director/Executive Committee.
2. Promotion: Reassignment to a job with a higher salary range. The actual amount of a promotional increase shall be recommended by the Board of Directors.
3. Transfer: If any employee is transferred to a lower position, either at the request of the agency or by the employee, salary will be negotiated.
4. Reclassification of Position: Substantial job change with assignment to a different compensation range. An employee may receive a pay adjustment with such cases. The exact amount of salary adjustment is subject to approval of the Board of Directors.
5. Reclassification Benefit: Occasional recognition awards may be granted upon approval by the Executive Director. Anything over $100 is to be approved by the Board of Directors.
6. COLA (Cost of Living Allowance): Cost of living allowance will be reviewed each year and approved by the Board of Directors based on funds available.
3.18 VACATIONS AND HOLIDAYS
A. Vacations:
1. AHEC-SW recognizes length of service by granting to full-time employees annual periods of paid time off for rest and relaxation. Vacation will accrue during the employee's probationary period but earned vacation cannot be taken until completion of the probationary period. The maximum number of vacation days that can be accrued is six (6) weeks or thirty (30) days. Vacations will be reviewed and approved by the Executive Director/Executive Committee.
2. An employee accrues vacation from the first day of employment but is not eligible to take accrued vacation until the probation is satisfactorily completed.
3. To honor employees who stay with the agency, the vacation hours increase at the following rate.
Years 1 – 3 8 hours per month 2 weeks per year
Years 4 – 7 12 hours per month 3 weeks, 1 day per year
Over 7 years 16 hours per month 4 weeks per year
4. If an authorized AHEC-SW holiday occurs within an employee's vacation period, the equivalent time off will be provided.
5. An employee must have written approval from the Executive Director/Executive Committee to carry 12 days of vacation beyond the fiscal year. The employee must submit a plan to take the accrued vacation within the following six (6) months. AHEC believes vacations are most effective when taken regularly and at weeklong intervals. Failure to submit and follow this plan for vacation may result in loss of vacation hours.
6. All vacation time must be requested in writing on the proper form two weeks in advance.
B. Holidays:
The following paid legal holidays are observed by AHEC-SW:
New Years Day
Martin Luther King's Birthday
President's Day
Memorial Day
Fourth of July
Labor Day
Columbus Day
Veteran's Day
Thanksgiving Day and the day immediately following
Christmas Day
plus two (2) floating holiday or personal days. If a paid holiday occurs on Saturday, Friday will be observed a holiday. If a paid holiday occurs on Sunday, Monday will be observed as a holiday.
C. Floating Holiday:
1. Each full-time regular and new employee shall be allowed 16 hours of personal or floating holiday per calendar year. New employees cannot take their personal or floating holidays until after their probationary period has been met. Such personal or holidays shall be pro-rated for part-time employees, and employees who are not employed on January 1st of a calendar year. Personal or floating holidays do not accrue beyond the end of the calendar year in which they are earned.
2. In order to insure an adequate staffing pattern for essential agency services, prior supervisory approval is necessary in scheduling personal or floating holidays: adequate coverage in program areas determined by the Executive Director/Executive Committee; seniority; advance notice; and then on a first-come-first-served basis. Personal or floating holidays must be taken in full working day blocks, or as close to full workdays as possible in the case of employees with pro-rated personal or floating holiday hours.
3.19 EMPLOYEE BENEFITS
A. Health Insurance
Individual or family health insurance benefits may be provided to employees as a part of compensation packages. Each compensation package will be individually tailored for the individual employee based upon the needs of the organization, the needs of the employee and available funds. All components may be considered in setting the compensation package. Health insurance for a new employee will commence as per the health insurance company guidelines.
B. Retirement Benefits
After the first full year of employment, full-time employees will be eligible and 100% vested, and Area Health Education Center of Southwest Oregon will contribute matching funds up to 6% of an employee's salary to be placed into a retirement fund of the employee's choice, only if the employee contributes to their retirement account. These contributions will be made in pretax dollars and the policy takes effect November 1, 2006. Employees may contribute to their retirement during the first year of employment but these funds will not be matched by AHEC.
C. Fringe Benefits
All full-time employees are eligible for fringe benefits. New employees become eligible to begin accruing and receiving benefits on the first day of the first full month following the date of hire. Vacation accrual also begins on the first day of the first full month following the date of hire. Vacation may not be utilized until the new employee has successfully completed her/his initial probationary period. (The Executive Director/Executive Committee may waive this requirement in extraordinary circumstances.)
D. Currently Available Company Paid Fringe Benefits
Details of these plans shall be provided to every eligible employee upon hiring.
1. AHEC-SW participates in the Workers' Compensation program covering injuries on duty.
2. AHEC-SW maintains unemployment insurance so that unemployment insurance coverage is available for those employees whose termination makes them eligible.
3.20 INJURED EMPLOYEE PLAN
AHEC-SW establishes safety standards for the office, automobile, and other work sites. Employees are expected to follow these standards.
A. Authority and Eligibility
1. The injured employee policy of AHEC-SW is consistent with injured worker policies mandated by the Oregon Safe Employment Act of 1973, as amended. Any changes in those mandates are automatically incorporated into these policies.
2. This injured employee policy covers all AHEC-SW employees covered under AHEC-SW's workers compensation policy when the employee is performing services for AHEC-SW (including evenings and weekends). Work off-site and at flex hours must be approved by the Executive Director/Executive Committee.
3. An injured employee is one who has a compensable injury as determined by AHEC-SW's acceptance of the claim under the Oregon Worker's Compensation Law, or by stipulation, finding or judicial opinion.
B. Rights
1. An employee claiming a compensable injury may take unpaid leave to the extent directed by their attending physician.
2. An employee may use accrued sick leave, or other accrued leave to cover missed work time not reimbursed by AHEC-SW's workers compensation insurance carrier.
C. Notification of Claimed Injury
1. Employee must make his/her immediate supervisor aware of the claimed injury within twenty-four (24) hours of its occurrence.
2. Employee is responsible for obtaining from his/her supervisor an injury claim form. Employee is responsible for completing the employee-reporting portion of that form, and returning it to his/her immediate supervisor as soon as practical after the occurrence of the claimed injury.
D. Use of Leave
An employee seeking or utilizing leave for a compensable injury is required to provide satisfactory medical proof to AHEC-SW and its insurance carrier regarding such injury.
3.21 SEXUAL AND OTHER HARASSMENT
A. Sexual harassment is unwelcome sexual advances, requests for sexual favors, and other verbal or physical conduct of a sexual nature, when submission to such conduct is made a condition of employment, is used as a basis for employment decisions, interferes with work performance, or creates an intimidating, hostile or offensive working environment. More subtle forms of behavior, such as offensive posters, cartoons, caricatures, comments and jokes of a sexual nature are discouraged, as they may constitute sexual harassment when they contribute to a hostile or offensive working environment.
B. By analogy, the same forms of harassment are prohibited when based on race, age, or other legally protected status.
C. Sexual and other forms of harassment will not be tolerated. Failure to follow this policy will result in disciplinary action that may include immediate termination of employment.
D. Any employee who believes they have been subjected to harassment shall immediately notify the Executive Director/Executive Committee verbally and in writing when practical.
3.22 TIME RECORDS
Employee time records are required by law. Employees are asked to keep their own time records, recording an accurate log of hours worked. Time records are to be certified by the employee's immediate supervisor and turned into the Executive Director/Executive Committee according to payroll procedure. Paychecks will not be issued until time records have been submitted.
3.23 CONFIDENTIAL BUSINESS
A. Personnel Records: Employee's personnel material shall be considered confidential. All copies of employee's personnel material shall remain in a secure file in the office. An employee's material is available for their inspection at their request. The file must be reviewed in the presence of the Executive Director/Executive Committee. Personnel material, including evaluations, shall not be released to anyone other than the employee unless the employee authorizes in writing the release and distribution of such material.
B. Organization Business:
1. Employees should also be aware that the business of AHEC-SW and the deliberations of the Board of Directors are also to be considered confidential unless otherwise designated as public information. Communications (correspondence, etc.) considered confidential by the organization should be marked as such.
2. As a non-profit corporation some of the organization's records and affairs are subject to public scrutiny. If there is any doubt about the release of information, ORS 192.420 can be used as a guide in decision-making.
3. In the event any confidential information is disclosed in violation of the agency policy, the involved employee is responsible for promptly reporting the matter to the Executive Director/Executive Committee.
4. Upon termination of employment for any reason, employees will not copy, take or retain any documents containing confidential information, nor reveal or use confidential information gained during employment.
3.24 WORKING HOURS AND PAY DAYS
A. Normal Working Conditions: The normal work week for full-time employees consists of five (5) days, Monday through Friday with each employee expected to work forty (40) hours per week. Occasionally there are evening and/or weekend meetings or conferences required. Forty (40) hours may include hours expended in the evening or on weekends. Employees will have one (1) hour off without pay for lunch and two (2) fifteen (15) minute rest breaks, one to be taken in the morning and one in the afternoon. Breaks are for a change of pace and to take care of one's personal affairs. Breaks are not cumulative. The Executive Director/Executive Committee will review individual schedules.
B. Payroll:
1. Pay Periods: Employees will be paid on the 15th and the last work day of the month for that month's employment.
2. Payroll Deductions: Deductions will be made from wages as required by federal, state and local laws.
3.25 SALARY ADVANCES
Salary advances shall be authorized for serious illness or death in the employee's family, or personal disaster and hardship as determined by the Executive Director/Executive Committee. In the case of the Executive Director, the Executive Committee of the Board shall approve salary advances. All salary advances shall be satisfied at the next pay period.
3.26 LEAVE
A leave is an authorized absence from employment other than vacation or holiday. Leaves should be arranged as far in advance as possible. In case of unscheduled events that prevent arrangement in advance, an employee shall notify the supervisor or the Executive Director/Executive Committee quickly of the possible impending absence.
Leave will accrue during the employee's probationary period but earned leave cannot be taken until the completion of the probationary period.
A. Sick Leave:
1. Definition
a) All new and full-time employees are entitled to accrue and use sick leave from the first of the month following their hire date.
b) Employees should view sick leave as a form of self-insurance against short-term disability. Through its use, income is maintained through periods of inability to work.
c) Sick leave will be used for any illness or for any needed medical or dental care. Emotional distress shall be considered a legitimate illness for purpose of sick leave. Employees may also use sick leave to attend to an ill or injured member of their immediate family or household where their presence is required. Immediate family shall be defined as: an employee's spouse, domestic partner, children, parents, mother/father-in-law, brother, sister, grandparent or grandchildren. Household shall be defined as: anyone who is currently living with the employee. In relationship other than those set forth above, under exceptional circumstances, the Executive Director/Executive Committee upon request may grant sick leave.
d) The employee may be required to provide written documentation supporting the appropriate or valid use of sick leave.
e) Abuse of sick leave may be grounds for disciplinary action.
2. Responsibility
It is the responsibility of the employee to notify for approval his/her supervisor at the beginning of each day of absence due to illness or accident. The supervisor, also, must be notified for approval in advance of leave taken for medical or dental appointments. If the absence is to be for a specified period of time, such as hospitalization for surgery, the supervisor need not be notified daily. If it is a planned leave for medical care, the employee is asked to discuss it with his/her supervisor for coverage and to document the planned leave by memorandum for the personnel file.
3. Accrual and Use of Sick Leave
a) All full-time employees accrue eight (8) hours of sick leave per month. . Sick leave will be recorded to the nearest half-hour. Unused sick leave is not paid upon termination of employment.
b) Sick leave may be accrued to a maximum of 280 hours.
c) If an employee chooses to use unpaid leave while leaving paid leave on the books, there will be no accrual of leave or other benefits.
B. Military Leave: Military leave will be granted as per B.O.L.I. regulations.
A leave of absence without pay may be approved for employees who are required to serve a tour of duty in military service. Reinstatement will be made without loss of seniority due to the time spent in military service, subject to availability.
C. Miscellaneous Leave With Pay
AHEC-SW will provide a leave of absence with pay for reasons determined to be justifiable for the following:
1. Jury Duty: An employee required to perform jury duty will be excused for such time as required to be away from ones job during regularly scheduled hours of work. The agency will continue to pay regular salary for jury duty participants for a maximum of ten (10) days per year. The employee will pay to the agency their compensation from the court. This allowance covers only time lost while the employee is engaged in jury duty, and no provision is intended to cover the payment for time lost outside of regular employment hours. Employees will be expected to report daily to work either before or after jury service when practical to give as much attention as possible to regular duties. Any time spent on jury duty service will not be used in computing compensatory time. If jury duty absence would be considered by your supervisor or the Executive Director/Executive Committee to be detrimental to the activities of AHEC-SW, AHEC-SW reserves the right to provide a written letter to the court requesting the employee be excused from jury duty.
2. Bereavement Leave: In the event of an immediate family death, an employee will, with the approval of his or her supervisor or the Executive Director/Executive Committee, be granted a leave or absence in order to arrange and attend a funeral. Such leave shall not exceed three (3) working days for in-state and five (5) working days for out-of-state. Any time after must be approved by the Executive Director/Executive Committee and shall be taken from the employee's accrued sick or vacation time. If the employee has neither sick or vacation time accrued, the time may be taken without pay. For purposes of bereavement leave, "family" includes an employee's spouse, domestic partner, children, parents, mother/father-in-law, brother, sister, aunt, uncle, grandparent or grandchildren.
3. Approved Attendance at Conferences or Conventions: The Executive Director/Executive Committee must approve attendance at conferences or conventions. Training and education that complies with the goals of AHEC-SW will be given strong consideration for approval depending on budget, staffing and planning for future training. Any overtime or compensatory time due to conference travel and long days must be negotiated with the Executive Director/Executive Committee.
4. Leave of Absence Without Pay: An employee may be granted a leave of absence without pay when the work of AHEC-SW will not be hindered by the employee's absence. Leave without pay may be granted upon approval of the Executive Director/Executive Committee. The Executive Director/Executive Committee may require a release notice from the employee's physician before returning to work.
D. Emergency Weather Conditions
When extreme emergency conditions prevail (i.e., natural disaster, weather, etc.), employees may be excused from attendance as deemed necessary by the Executive Director/Executive Committee. Adverse road conditions are not a reason to be excused with pay. If roads are not safe to drive, the employee will make up lost work hours.
E. Family and Medical Leave
1. Definition
a) AHEC-SW is exempt from family and medical leave policies mandated by Oregon State Family Leave ORS 659.470 and Federal Family and Medical Leave 29 USC 2601 et. seq. Wherever feasible, however, the AHEC-SW family and medical leave policy incorporates the State and Federal policies.
b) Reasons for taking family and medical leave are: to care for the employee's child after birth, or placement for adoption or foster care; to care for the employee's spouse or partner, son or daughter, parent or parent-in-law, or grandchild who has a serious health condition that makes the employee unable to perform his/her job.
c) Family and medical leave is allowed for employees who have been employed in a full-time position and who have been employed for at least one-hundred-eighty (180) calendar days prior to the first day of request leave.
2. Rights
a) Family and medical leave may be taken for up to twelve (12) weeks in any twelve (12) month period. Full-time employees may, with prior approval of the Executive Director/Executive Committee, return to work on a temporary basis so long as total leave taken equals no more than twelve (12) weeks. This leave may access sick and/or vacation time. If no sick or vacation time is available, it becomes leave without pay.
b) AHEC-SW may not refuse to grant family and medical leave if the employee has made his/her request in writing at least thirty (30) days prior to the first day of requested leave when the leave is foreseeable.
3. Requesting Leave
a) Employee must make her/his request in writing to the immediate supervisor at least thirty (30) days prior to the first day of the requested leave, or as soon thereafter as the need for such leave is known to the employee.
b) In the event of a premature birth, the parent must, within seven (7) days, give written notice of the revised dates of parental leave based on the approximate date, as determined.
4. Use of Leave
a) If both parents work for AHEC-SW, they may not take concurrent leave without Executive Director/Executive Committee permission. If only one parent works for AHEC-SW, permission for concurrent leave, when requested, will be provided.
b) Full-time employees qualifying for family and medical leave will be granted eighty (80) hours of paid family and medical leave.
c) Employees must use any accrued comp time for family and medical leave first. Employees are allowed to use any other paid leave owed to them. Use of other paid leave is voluntary, except in the case of the employee's own serious illness. In such cases, all available sick leave must be used first during the family and medical leave period.
d) If an employee uses all available paid leave, that person shall continue to receive their health insurance coverage.
e) If an employee chooses to use unpaid leave while leaving paid leave on the books, there will be no accrual of leave or other benefits.
5. Reinstatement
Reinstatement of the employee is required if the employee returns to work within twelve (12) weeks. If AHEC-SW's circumstances have so changed that the employee's former job is no longer available, that employee will be reinstated, at the same rate of pay, in another position that is available and suitable.
6. Exceptions
Exceptions to this policy, in whole or in part, are at the sole discretion of the Executive Director/Executive Committee. Employees seeking exceptions should make their request, in writing to their immediate supervisor.
3.27 APPEARANCE AND CONDUCT
All AHEC-SW employees are expected to dress, groom and conduct themselves in good taste. Extremes should be avoided. AHEC-SW expects employees to display good judgment, diplomacy and courtesy when they work with board members, fellow employees, AHEC-SW constituents and others. Employees are expected to follow the highest standards of personal and professional ethics.
3.28 TELEPHONE CALLS
AHEC maintains that customers are our primary focus and that all telephone calls, e-mail or other communications be answered promptly and courteously. If an employee is out of the office for more than one day, another employee will be designated to read and respond to messages within 24 hours. This is also necessary when messages for AHEC-SW are received on personal or laptop computers. If another employee takes a message, the call will be transferred to voice mail if approved by the caller. Written messages must be taken on the established form and delivered as soon as possible to the intended recipient of the call.
AHEC-SW recognizes that occasionally an employee may have to make personal calls during work hours, but it is requested that calls are limited to a minimum and they be placed during lunch hour or breaks. We discourage long-distance personal calls but if necessary they are to be billed to the employee's home telephone number.
3.29 COMPUTER/INTERNET USE
All computers are owned by Area Health Education Center (AHEC) of Southwest Oregon. These are AHEC resources that are provided to employees to allow them to transact the business of AHEC. As with all AHEC property, the employees that use the computer and internet services are collectively and individually responsible for the appropriate use of these resources. AHEC computers are considered AHEC property and not the confidential property of the employee.
• AHEC employees will not be permitted to alter or damage AHEC computers or software.
• While AHEC will permit incidental personal use of computer and internet resources, they do not allow that use to interfere with the employee's job.
• Employees will not use computer and internet resources for personal commercial purposes or financial gain.
• AHEC employees will not be allowed to access or distribute material that may be offensive to others, to include, but not limited to: viewing, downloading, printing or sending unlawful material, including pornography, threats or harassing communications. Any of these may be the cause for immediate termination.
• AHEC employees will not be permitted to broadcast unsolicited messages ("spamming").
3.30 EXPENSES
All expense account forms must be turned in no later than the month in which the expenditure occurs. Expenses cannot be reimbursed without appropriate receipts. All charges must be itemized on expense or program form.
A. Travel:
1. Company Car Policy
Employees using the Company car must have a valid Oregon License and insurance.
The board intends that the Executive Director and Education Coordinator be in the region a significant portion of their time and classify those positions as "field positions". The two company cars are to be assigned to the Executive Director and Education Coordinator for use for any AHEC-SW business. These two employees will adhere to the following:
a. The car usage log is to be maintained, listing the odometer reading, the purpose of the trip, the mileage to complete the trip, and money spent to maintain the car (i.e., gas purchase, oil or other maintenance -- $100 or less). This will be periodically checked by the bookkeeper and Assistant Director and at the end of each fiscal year by the auditors.
b. It is the policy of AHEC to keep its car in good road-worthy condition. It is the responsibility of the employee driving the car to monitor the condition of the car, and to request the performance of maintenance if it is needed. The Assistant Director takes action on such a request, and issues a purchase order, or authorizes reimbursement in keeping with the program budget. Maintenance above $100 must be approved by the Executive Director and reimbursement arranged.
c. Pets are not permitted in the company car and food consumption in the car should be kept to a minimum. The car is to be kept clean at all times and it is the responsibility of the user of the car to make sure the car is clean on the inside and filled with gas for the next driver after each use. Periodic washing of the car should be done on an "as needed" basis.
Other AHEC-SW employees who need to drive personal vehicles for AHEC-SW business may do so with the pre-approval of the Executive Director. When approved, employees will be reimbursed for mileage at the federal reimbursement level at the time of approved personal vehicle use.
*this revision is aimed at reducing personal vehicle use reimbursements
All staff will have personal car insurance policies on file at the AHEC office in their personnel file.
2. Air Travel:
Economy-class air travel, on commercial air carriers only, will be provided according to the most direct and economical available route.
3. Personal Automobile:
Reimbursement for use of a personal car shall not be made unless an AHEC vehicle is unavailable. When travel by personal automobile for official business is approved and used in lieu of the company car, reimbursement will be at I.R.S. rate. When using a personal vehicle, the employee's primary insurance coverage is through their insurance carrier. Employee is required to carry automobile insurance as required by law. Receipts must indicate which vehicle used and for what specific purpose. Reimbursement for travel via car is not to exceed the lowest airfare price during that time period.
4. Transportation To and From Airport:
Reimbursement for personal automobile will be in accordance with the above paragraph; bus, taxi, or airport limousine service at the actual fare cost.
5. Automobile Rental:
The rental of automobiles will be reimbursed only when approved by the Executive Director/Executive Committee.
6. Parking Fees:
Parking fees incurred at the airport, hotel, or meeting place will be reimbursed.
7. Meals:
When the meal time occurs within the business trip, employees will be allocated $40 per day. Approval of a higher amount for conferences will need to be approved by the Executive Director/Executive Committee.
Meals purchased in addition to those that have been included in a conference or meeting registration fee that has been paid by AHEC will not be reimbursed to the employee.
8. Gratuities:
Includes reasonable and customary tips for meal service, hotel service, and transportation service.
9. Lodging:
Employees/board members assigned to travel status shall receive an allowance for lodging only when the traveler would not reasonably be expected to return to the residence between work shifts. Lodging reimbursement shall be consistent with the State reimbursement.
10. Telephone/E-Mail:
Includes the actual costs of business calls or e-mail. Personal calls are at your own expense.
B. Conference Expenses:
Expenses (meals, lodging, etc.) incurred while attending a conference that has been prior authorized will be reimbursed at conference rates. Employees shall make every reasonable effort to travel on the same day as the meeting's beginning or end. If same-day travel is not possible, travel time will normally be no more than one day prior to and one day after the scheduled business. Exceptions to this must have prior approval. When meals are included in the conference or meeting registration, employees cannot be reimbursed for any additional meals.
C. Miscellaneous Expenses:
1. Receipts are required for any expenditure. For taxicabs, limousines, city buses, etc., reimbursement will be at actual expense of the fare. Conference registration fees will be reimbursed at actual expenses.
2. Expenses that are not reimbursed include alcoholic beverages, laundry and cleaning expenses, entertainment expenses, hair care and other personal expenses, snacks or extra meals (only three meals per day are reimbursable). Personal vehicle expenses such as repairs, fuel, maintenance and insurance, etc., are not reimbursable. Added expenses incurred because family members or others accompany the employee/board member are not reimbursable. In-room movies, babysitting, child and pet care while away from home and elegant livery services are also not reimbursable.
3. Expenses incurred by the Executive Director, not otherwise addressed in these policies, need to be approved by an Executive and/or Finance Committee member and signed by them.
D. Credit Cards:
AHEC-SW provides company credit cards for some employees. These cards are to be used for the payment of business expenses. Receipts must be attached to the monthly billing and given to the bookkeeper. The Executive Director/Executive Committee approves all charges prior to having bills paid.
3.31 COMMUNITY PARTICIPATION
A. As the AHEC-SW is a community-based program, each employee is encouraged to participate in community activities, where such activities enhance the work of the agency. Such community involvement is not compensated if there are evening or weekend obligations. These are considered voluntary.
B. Participation during an employee's work hours is subject to the approval of the Executive Director/Executive Committee. Such participation shall be conducted without a loss of pay or benefits.
3.32 OUTSIDE EMPLOYMENT
Employees may pursue outside employment for the purpose of increasing income, broadening skills and serving the community. It is understood that such employment should not adversely affect the agency and that the employee's personal financial interest does not conflict in any manner with the employee's duties and responsibilities to the agency. Such outside employment must be pursued and conducted outside of regular scheduled work time. Questions about what constitutes a conflict of interest may be addressed to the Executive Director/Executive Committee.
4.0 EMPLOYEE FILES
A. Definition
Three types of files will be maintained for each employee. These files will be referred to as Employee Files. The Executive Director or his/her designee will maintain them.
1. One will contain information pertinent to compensation, e.g., time worked, annual leave earned, sick leave accumulated, withholding allowance certificate, etc. These files will be referred to as Payroll Records and will be maintained by the Executive Director or her/his designee. Employees may, upon request, view their individual Payroll Record.
2. The second file will contain more general personnel information, e.g., job description, letter confirming hiring, personal data, evaluations, and other personnel information accumulated during the course of employment. These files will be referred to as Personnel Files. Employees may, upon request, view their individual Personnel Files.
3. The third file will contain application for employment, references and other pre-employment materials. These files will be referred to as Pre-Employment Files. They will be maintained by the Executive Director and are not available for employee access.
B. Access and Use
1. Employees shall have access to view and copy their individual Payroll Record and Personnel File, their Pre-Employment File is not available for employee access. The Executive Director, and persons specifically directed by the Executive Director shall be the only persons authorized to view any Employee File other than their own.
2. These files will not be made available to any other person or party, outside AHEC-SW, without permission of the employee, or proper legal authority.
3. To place any information of a disciplinary nature in a Personnel File, a copy must be sent to the employee.
4. An employee shall have an opportunity to submit written comment on disciplinary material placed in their Personnel Files. This shall be done by sending copies of such comment to the Executive Director/Executive Committee and to the employee's supervisor.
4.01 RESPONSIBILITY
At the annual meeting of the Board of Directors, the Executive Director shall call to the attention of the Board of Directors that the personnel policies and the salary structure should be re-evaluated in preparation of the agency budget or at any time for compensation structure revision or any other personnel policy revision. At any time staff can submit suggestions in written form on personnel policies to the Executive Director/Executive Committee.
5.0 TOBACCO FREE ENVIRONMENT
AHEC-SW will do all it can to provide a working environment that is both comfortable and conducive to productivity. As part of this effort, all AHEC-SW offices, meeting spaces and vehicles will be maintained as a tobacco-free environment. Employees, Board of Director members, guests and others are prohibited from smoking or other use of tobacco products in these spaces.
5.01 OTHER APPLICABLE POLICIES AND RULES
A. Definition
Numerous rights and responsibilities of employees are provided by rules and policies not contained in this manual. Examples of such policies include, but are not limited to:
• The Americans with Disabilities Act
• The Fair Labor Standards Act
• Oregon Wage and Hour Laws
• Oregon Civil Rights Laws
B. Responsibility
AHEC-SW will maintain a current library of these and other applicable documents. Though AHEC-SW does not guarantee that all applicable documents and modifications to those documents are available, the agency will make reasonable effort to gather applicable documents and to include modifications and changes to such documents as agency management becomes aware of such changes. All employees are encouraged to advise the Executive Director should they become aware of applicable documents not included in this library, or of any modifications or changes.
5.02 SUBSTANCE
On the job use, sale, or possession by an employee of an intoxicating liquor, controlled substance, drug paraphernalia, or any other substance, including excessive consumption of prescription drugs, and legal non-prescription drugs which may impair job performance or pose a hazard to the safety and the welfare of the employee, public, or other employees are strictly prohibited. AHEC-SW, however, understands that alcohol use and the use of other drugs can become abusive and result in the progressive illness and deterioration of an employee's health, family and job. To avert the problems associated with employee alcohol or drug abuse or dependence, AHEC-SW will assist the employee in seeking help. Responsibility for recovery, however, rests with the individual employee.
A. Employees are expected and required to report to work on time and in appropriate mental and physical condition for work. It is our intent and obligation to provide a drug and alcohol free, healthful, safe and secure work environment.
B. The unlawful manufacture, distribution, dispensation, possession, or use of a controlled substance on AHEC-SW premises or while conducting business off AHEC-SW premises is absolutely prohibited. Violation of this policy will result in disciplinary action, up to and including termination, and may have legal consequences.
C. AHEC-SW recognizes alcohol or drug dependency as an illness and a major health problem. AHEC-SW also recognizes drug and alcohol abuse as a potential health, safety and security problem. To avert the problems associated with employee alcohol or drug dependency, AHEC-SW will assist the employee in seeking help. Conscientious efforts to seek such help will not jeopardize any employee's job, and will not be noted in any personnel file. Further impaired job performance will, however, result in disciplinary action.
D. Employees must, as a condition of employment, abide by the terms of the above policy and report any occurrence on or off AHEC-SW premise while conducting AHEC-SW business. A report of a drug or alcohol conviction must be made within five (5) days after the conviction. This requirement is mandated by the Drug Free Workplace Act of 1988.
5.03 WHISTLEBLOWER CLAUSE
No person with supervisory authority may prohibit an employee from discussing matters pertinent to the well being of the organization.
No person may prohibit an employee from disclosing any information that the employee reasonably believes is evidence of:
a) a violation of state or federal law, rule or regulation
b) the mismanagement, gross waste of funds, abuse of authority or substantial and specific danger to public health and safety, or
c) an attempt to discourage, restrain, dissuade, coerce, prevent or otherwise interfere with disclosures or discussions described herein.
No person with supervisory authority may take or threaten to take disciplinary action against an employee for making any disclosures or engaging in any discussions described herein.
Nothing in this policy is intended to restrict or preclude disciplinary action against an employee if the information disclosed by the employee is known by the employee to be false, if the employee discloses the information with reckless disregard for its truth or falsity; or if the employee discloses the information that relates to the employee's own violations of law, mismanagement, gross waste of funds, abuse of authority or endangerment of public health or safety.
5.04 OUTDATED EQUIPMENT
Equipment that is outdated or no longer functional may either be donated to another non-profit, service or charitable organization or purchased by either an employee or a third party for a value that is deemed acceptable by the Executive Director/Executive Committee.
AFFIRMATIVE ACTION POLICY
AHEC-SW is firmly committed to a policy of Affirmative Action and Equal Opportunity. This encompasses all employment activities, all educational activities, and all service activities connected with AHEC-SW. AHEC-SW will carry out these activities in a lawful non-discriminatory manner with respect to race, color, sex, sexual orientation, religion, creed, national origin, age, marital status, disability, veteran status, or any other applicable basis in law.
This policy must be followed both in spirit and in its particulars throughout AHEC-SW and is the specific responsibility of all AHEC-SW personnel. Failure to follow this policy will be considered unacceptable conduct and will be grounds for appropriate discipline,
I HEREBY certify that the foregoing is a true and correct copy of a policy adopted by the Board of Directors of Area Health Education Center of Southwest Oregon at a meeting of said Board held.
WITNESS my hand this ____ day of _______________________, 2010.
_______________________________________________________________________________
Signature of Board of Director Chairperson Signature of Witness
DRUG FREE WORK PLACE POLICY
On the job use, sale, or possession by an employee of an intoxicating liquor, controlled substance, drug paraphernalia, or any other substance including excessive consumption of prescription drugs, and legal non-prescription drugs which may impair job performance or pose a hazard to the safety and the welfare of the employee, public, or other employees are strictly prohibited. AHEC-SW, however, understands that alcohol use and the use of other drugs can become abusive and result in the progressive illness and deterioration of an employee's health, family and job. To avert the problems associated with employee alcohol or drug abuse or dependence, AHEC-SW will assist the employee in seeking help. Responsibility for recovery, however, rests with the individual employee.
AHEC-SW is a smoke-free work place. Smoking is not allowed in the offices, cars, or any meeting where the employee is representing AHEC-SW.
I HEREBY certify that the foregoing is a true and correct copy of a policy adopted by the Board of Directors of Area Health Education Center of Southwest Oregon at a meeting of said Board held.
WITNESS my hand this ____ day of __________________________, 2010.
_______________________________________________________________________________
Signature of Board of Directors Chairperson Signature of Witness
EMPLOYEE SIGNATURE:
Please return this to the Human Resource Department after reading and signing.
I have read and understand the conditions of employment as set forth in this employment policy and as amended per the September 2010 Board meeting.
________________________________________________________________
Signature Date
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