Human resources policy & procedures september 25 2013

Administration Policies and Procedures – HR Human Resources Policy Approved: September 25th, 2013 Description Community Connection has established this policy and procedural guidelines to ensure compliance with federal and provincial laws and to guide acquisition, development, motivation and maintenance of human resources in the organization and personnel administration and employee welfare.

The Executive Director has the responsibility for overseeing a senior staff team responsible for administering these policies and ensuring compliance with procedures that have been approved by the Board of Directors.

The General Manager is responsible for administration of human resources and personnel management within the agency, and ensures all policies and procedures are reviewed with employees as they are hired as part of their agency orientation. A print copy of the Policy and Procedures manual is available in each department for reference. All employees are expected to be familiar with the various polices and operate within the parameters outlined.

Policies

1. Hiring Community Connection strives to be an inclusive workplace that is respectful and welcoming of diversity. Hiring practices will offer equal opportunities with regard to race or colour, national or ethnic origin, religion, age, family or marital status, sex, pardoned conviction, disability or sexual orientation. A job position will be considered vacant when an incumbent resigns or is terminated from that job, or is absent from work in excess of six consecutive months because of accident or sickness. Hiring decisions are made on the basis of qualifications and competence for a specific position.

Employee Hiring Procedures.docx

2. Orientation and Training

Community Connection is committed to providing opportunities that will encourage and maintain highly qualified, dedicated and efficient employees and volunteers. An orientation and training program is in place to help employees develop and enhance their professional skills. I&R and Data Resource staff are expected to achieve Certification. Community Connection provides the cost of exam training and expenses. Managers are responsible for routinely monitoring and evaluating employee performance.

Orientation and Training Procedures.docx

3. Performance Monitoring and Evaluation Printed: March 31, 2014

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Administration Policies and Procedures – HR Human Resources Policy Approved: September 25th, 2013 Community Connection has put in place a system for providing ongoing monitoring and for measuring employee performance through annual reviews. Annual employee reviews are conducted with all staff. Reviews are a structured process for evaluating skills and abilities, and they provide an opportunity for the employee and manager to have a one-on-one discussion of the employee’s progress in their professional development. Reviews also offer an opportunity for Community Connection to receive feedback and input from employees. Ongoing monitoring processes are in place for both I&R and Data Resource staff teams.

Performance Monitoring and Evaluation Procedures.docx

4. Employee Benefit Program

Community Connection has established a benefit program which includes 1) life insurance; 2) accidental death, disease and dismemberment insurance; and 3) long term disability benefits for qualifying employees and their eligible dependents. All individuals must meet the terms and conditions of the master insurance policy. Community Connection purchases these benefits from Associum Group Benefits and Co-operator’s Insurance Company.

Employees must have at least six months of service will have these benefit costs reimbursed by Community Connection. Long Term disability is terminated at the age of 65 and Basic Life and AD&D is cut in half. Employees may choose to include dependents on their insurance plan and these additional costs are covered by Community Connection. Contract or temporary employees may access the benefit program and these costs are not reimbursed.

Employee Benefits Program Procedures.docx

5. Health and Safety

Community Connection is vitally interested in the health and safety of its service users, employees and volunteers, and their protection from injury or occupational disease is a continuing objective.

Community Connection acknowledges it has a duty under the Occupational Health and Safety Legislation and Federal and Ontario labour standards to take all reasonable precautions to protect all persons on site including service users, employees, volunteers, visitors, employees of contractors and tenant agencies.

Health and Safety Manual amended July 2013.doc

6. Harassment 2

Administration Policies and Procedures – HR Human Resources Policy Approved: September 25th, 2013 Community Connection will not tolerate or condone any form of harassment of or by its employees/ volunteers, inquirers, volunteers, or any persons visiting or spending time on its premises.

Harassment is defined as conduct focused on a person or group of persons including, but not limited to, unwelcome activity of a sexual nature, physical or verbal abuse, retaliation or any behaviour or actions which interferes with an individuals’ ability to perform an assignment or which creates a hostile or intimidating work environment. Harassment activities will result in disciplinary action up to and including termination.

Harassment Procedures.docx

7. Code of Ethics and Confidentiality

Community Connection has established a Code of Conduct and Confidentiality procedures that describe the expectations and guiding principles for appropriate workplace behaviour. It guides the conduct of all employees, volunteers and other representatives such as third party service providers, and is intended to foster an environment that promotes ethical conduct in carrying out their responsibilities.

Responsibility for the education of staff and volunteers, and the consistent administration of the principles contained in this Code of Ethics and Confidentiality will reside with the Executive Director and the General Manager. All staff and other appropriate representatives of Community Connection will be provided with an explanation of the Code of Ethics and Confidentiality that is expected. All staff members will be required to complete a Confidentiality/Conflict of Interest Disclosure form annually at the time of performance reviews.

Code of Ethics & Confidentiality Compliance Procedures & Form.doc

8. Substance Abuse and Addictions Community Connection values its employees and recognizes their need for a safe and healthy work environment, and believes employees abusing drugs and alcohol or gambling are less productive and are a risk to the safety and productivity of the organization. The establishment of a substancefree workplace policy is consistent with Community Connection’s desire to promote a safe and accident free workplace.

Substance Abuse and Addictions Compliance Procedures.docx

9. Computer, Email and Internet Use

Printed: March 31, 2014

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Administration Policies and Procedures – HR Human Resources Policy Approved: September 25th, 2013 Community Connection has established general principles and clarified boundaries of acceptable practice for employees and volunteers regarding the responsible use of computers, email and Internet within the organization, including the use of electronic files, records and other data created, received and maintained by the organization.

Computer, Email and Internet Use Compliance Procedures & Form.docx

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Hours of work and Overtime Community Connection has developed guidelines for establishing work hours that meet operational requirements, consider employees preferences and meet employment standards. Hours of work, work schedules, lunch breaks, overtime and other related work time decisions fall within the authority of Community Connection. Community Connection reserves the right to alter work-time arrangements and will exercise this right in a fair and reasonable manner.

Hours of Work and Overtime Procedures.docx

11.Public Holidays and Vacation Time Community Connection is committed to supporting employee wellness by ensuring that employees take their annual vacation. In addition to the paid public holidays, Community Connection offers two additional paid holidays - the civic holiday in August and one floating day. Timely utilization of vacation entitlement by employees is an integral component of maintaining work life balance, enabling our staff to remain effective, responsive, and productive members of the staff team at Community Connection. Procedures have been put in place is to provide instruction to employees and supervisors on vacation management.

Public Holiday and Vacation Procedures.docx

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Leaves of Absence Community Connection supports and recognizes that employee’s personal circumstances may require absences from work for short periods of time. a) Bereavement is paid leave within the following allowances:  Spouse, common law spouse, father, mother, daughter, son - 5 working days  Sister, brother, father in-law, mother in-law, grandparent, grandchild - 3 working days  Sister in-law, brother in-law, niece, nephew, aunt, uncle - 1 working day.

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Administration Policies and Procedures – HR Human Resources Policy Approved: September 25th, 2013

b) Jury or Crown Witness Duty is paid leave for employees called for jury duty, or subpoenaed as a

witness in a court proceeding related to their work with Community Connection c) The Employment Standards Act specifies un-paid job-protected leaves of absence that employees may be entitled to take. Examples are pregnancy/paternity/parental, family medical, personal emergency, and organ donor leaves. a) Sick Leave is paid leave within the following allowances:  All full time and part time employees will be allocated 1/2 sick day per month, accrued to a maximum of 6 sick days per year. Sick time may be accumulated to a maximum of 30 days.  Sick leave means the period of time an employee is absent from work with pay because of sickness or because of an accident for which the employee is not entitled to compensation under the Workplace Safety and Insurance Act.

Leaves of Absence Procedures.docx

13.

Supervisory Plan A senior team of Community Connection staff meets regularly to coordinate agency–wide planning activities and to support each other during a multi-year plan to de-centralize management functions. The team consists of the Executive Director, General Manager, Inquiry Services Manager, Data Resources Manager and the Special Projects Manager. The S-Team uses an accountability matrix to support key activity planning.

There are three departments within Community Connection - Administration, Data Resources and Inquiry Services. Each department has a manager responsible for department oversight. Employees report to their department manager which is outlined on each employee’s job description and in the agency’s organizational chart. All managers report to the Executive Director.

Supervisory Plan Procedures.docx

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Progressive Discipline All people working within Community Connection are entitled to hear as clearly as possible what the Agency expects of them and to have at regular intervals some indication and some discussion as to how they are measuring up to those expectations. If there is a specific problem relating to the performance of the employee, the employee has the right to a clear and factual presentation of the concerns. Furthermore, the Agency has a responsibility to work with the employee in developing timely and measurable objectives to resolve the problems to the mutual benefit of the employee and the Agency.

Printed: March 31, 2014

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Administration Policies and Procedures – HR Human Resources Policy Approved: September 25th, 2013 Community Connection has adopted measures for progressive discipline to ensure that employees have the opportunity to correct any performance or behavioral problems that may arise. A set of reasonable rules and guidelines has been established for supervisors to follow for progressive discipline relating to common workplace issues. Community Connection reserves the right to skip the three step disciplinary process and move straight to termination where necessary.

Progressive Discipline Procedures & Form.docx

15. Terminations

Community Connection acknowledges that voluntary and involuntary terminations are an inevitable reality within any organization. Termination of employees is handled with due diligence, and with a minimum of disruption to company business. Procedures are designed to define the types of employee termination, the responsibilities of terminated employees, the subsequent Human Resources actions required, and information regarding employee benefits.

Involuntary terminations are generally due to unsatisfactory performance, misconduct, layoff due to reduction or reorganization of the work force, or failure to meet expectations. Community Connection reserves the right to terminate an employee with or without cause and with or without prior written notice in accordance the Ontario Employment Standards Act. All terminated employees will be paid in accordance with the Ontario Employment Standards Act and any other relevant provincial or federal legislation and applicable laws. Community Connection may choose to provide the terminated employee pay in lieu of notice, a combination of pay and written notice pay, or written notice.

Termination Procedures.docx

16. Succession Plan Community Connection has a succession plan in place which offers a process for deliberately preparing for unexpected or planned changes of the Executive Director. The plan identifies potential replacements and provides strategies for developing and/or hiring individuals to meet future needs.

Succession Plan for Executive Director Procedures.doc

17. Telework

Community Connection recognizes Telework as the practice of working from another secondary work site location one or more days per pay period instead of working at the primary place of work.

Telework may offer a flexible work option for some employees, and casual, temporary or permanent

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Administration Policies and Procedures – HR Human Resources Policy Approved: September 25th, 2013 telework arrangements may be permitted. Telework is not an employee benefit; it is a management option that provides alternative means to fulfill work requirements. Participating in a telework program is strictly voluntary. The employee’s compensation, benefits, work status, and work responsibilities will not change as a result of participation in the telework program.

Telework Procedures.docx

18. Inclement Weather Community Connection recognizes that inclement weather may make it difficult for employees to get to and from work. Accommodation options are available for employees who are not able to get home from work safely due to inclement weather. In times of severe weather, Community Connection may decide to close their offices and employees will be notified of this decision. To determine if the offices should be closed or if employees should leave work early in the event that weather conditions deteriorate during the work day, the General Manager or designate will refer to predetermined sources for information.

Inclement Weather Procedures.docx

19. Reporting Absences All employees who are absent from the workplace are responsible for reporting their absence to their supervisor in a timely manner. Employees are encouraged to attend personal matters outside of business hours as much as possible or try to book appointments at the beginning or the end of the day. Procedures have been put in place for employees to follow when reporting both scheduled and unscheduled absences.

Reporting Absences Procedures.docx

_______________________________ Signature of Board Chair

Printed: March 31, 2014

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Administration Policies and Procedures – HR Human Resources Policy Approved: September 25th, 2013 ______________________________________ Date of Signature

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