Introduction to Employee Handbook

PresenterINSERT NAME

INSERT ORGANIZATION NAME

The Standards for Excellence® Code 8 Principles & 55 Standards

Mission and Program Governing Body Conflict of Interest Human Resources Financial & Legal Openness Fundraising Public Policy & Public Affairs

The Standards for Excellence® Code A blueprint for well managed and responsibly

governed nonprofit organizations

The Standards for Excellence® Code Educational resources to help you build a

stronger, more attractive and sustainable nonprofit institution.

Human Resources

A. Personnel Policies

1. Written Policies & Procedures

2. Volunteers

B. Employee Performance Evaluation

C. Employee Orientation

What to Cover Working Conditions Confidentiality of employee, client and

organization records and information Hiring and Firing Grievance Procedures Employee Growth and Development Benefits Employee Evaluation

Personnel Policies

Drug-Free and Alcohol Free Workplace

Equal Employment Opportunities

Contracts and Consultants

Harassment and Sexual Harassment

Conflict of Interest

Workplace Practices

Page 1-2

Ensure a safe, healthy, productive work environment

Organizations receiving $100,000+ federal funds must have drug-free workplace policy that includes a drug awareness program

Employer can require drug-testing under most circumstances

Drug and Alcohol Free Workplace

Pages 1-3

•Will not discriminate based on gender, sexual orientation, race, color, creed, religion, national origin, marital status, age, disability or any other characteristic protected by law

INSERT STATE LAWS IF APPLICABLE

Local jurisdictions may have additional requirements

Distinguish EEO from Affirmative Action Plan

Equal Employment Opportunity

Page 1-4

Based on language in OMB A-110

Helps prevent single source bidding and ensures a more fair contracting procedure

Maybe required if your organization receives federal funds

Can stave of unflattering stories

Contracts and Consultants

Page 1-5 Will not condone, excuse or tolerate harassment based on gender, sexual preference, race, color, religion, national origin, marital status, age, disability or any other characteristic protected by law

Establish procedure for reporting; allow reporting to several people

Investigate promptly and take action

Have a bypass for the Executive Director

Avoid language that discourages complaints

Harassment/Sexual Harassment

Page 1-7 Applies to:

– Financial interests– Personal benefit or advantage

due to relationship Applies to employees &

volunteers; can use same policy for Board of Directors

Disclosure required Interested party abstains from

vote or removes themselves from the decision-making process

Conflict of Interest

Page 2-1 Communications, certain

information, records(organizational and clients)

Consider written agreement for employees with access to confidential information (FORMS Page 5)

Can also include a confidentiality provision in the employee’s job description

Confidentiality

Hiring:

• Background checks and interviewing

• Classify employee positions

• Determine whether employee is exempt or nonexempt

• Provide employee with job description

Hiring and Firing

Firing:

• Have a written policy

• If provide for progressive discipline, make sure you preserve at will employment

Hiring and Firing

Page 6-4 Cover violations of policy, unfair

treatment with regard to wages, promotion, termination, working conditions, etc.

Policy must be in writing Sarbanes Oxley requires all

organizations to publish a grievance or Whistleblower policy; INSERT STATE LAW IF APPLICABLE TO NONPROFIT ORGANIZATIONS

Grievance Procedures

Conferences and Meetings for employees (p.6-4)

Set a budget

Make only rare exceptions

Professional Memberships (p. 6-4)

Set a limit

Beyond limit, employee pays for him/herself

Tuition Assistance: (p. 4-8) Make sure that amount is preset, certain grade is required and employee must stay in job or pay back tuition

Employee Growth and Development

Employee Benefits

Objectives and Considerations:• Employee recruitment• Employee retention• Who’s eligible and when

– Length of service– Employee classification

• Does organization pay all/part of premiums

• Dependent coverage

Employee Benefits

What do you offer? Vacation leave Sick leave Paid Time Off Long-term, short-term disability Medical, dental, vision insurance Life insurance Retirement plan Survey Other

• Credit union membership• Discount club membership• Tuition assistance

Employee Benefits

Vacation leaveMust have written policy or will have to pay employee for all accumulated leaveShould address how and when vacation can be takenCan increase based on seniority

Sick leaveMany employees take when not sickTypically not paid out

Paid Time OffCombines sick and vacation leave

Vacation, Sick Leave, and Paid Time Off

REMEMBER:

COBRA (Consolidated Omnibus Budget Reconciliation Act of 1985) requires:

Notification of entitlement to continue participating in group health and/or dental plan…

A sample COBRA Notification Letter is located on FORMS Pages 16-19

Employee Benefits

Page 6-3• Written Evaluations – Nonprofits have

an obligation to employees to a regular (at least annually) written evaluation.

• Ideally, nonprofit managers are providing more regular feedback for employees and praising excellent work or providing suggestions for improvement, as needed.

Employee Performance Evaluation

Reinforce accountability & stewardship by assuring organization spends resources well, makes progress towards achieving mission, and provides quality services.

Employee Performance Evaluation

System in place for regular written evaluation of employees by their respective supervisor

Most organizations use a combination of a subjective and objective system

Board evaluates executive director on an annual basis, at a minimum

May have a three or six month evaluation at the end of the probationary or introductory period

Evaluation Recommendations

New Employees – Nonprofit organizations

should have a process in place that orients

new employees to the organization Provide new employees with a copy of the

Standards for Excellence codebook Position descriptions for all staff (FORMS

Page 24)

Employee Orientation

Should include a review of the personnel policies,

procedures

Position description

Introduction to Standards for Excellence

Employee Orientation

See FORMS Page 14, 15• Welcome• About the organization, mission,

philosophy, history, etc.• Payroll orientation, personnel forms• Benefits (COBRA/HIPAA, other)• Personnel policies• Training programs• Meet the staff• Computer systems• Introduction to Standards for Excellence• Employee manual with acknowledgement

Sample Orientation Checklist

Questions and Answers

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