SCI EMPLOYEEPOLICIES
TABLE OF CONTENTS
ACKNOWLEDGEMENT
INTRODUCTION
1. EMPLOYMENT POLICIES
1.1HarassmentandDiscrimination
1.2AlcoholandDrugAbuseontheJob
1.3Smoking
1.4ComplaintProcedure
1.5CodeofConductTraining
1.6DisciplinaryProcedures
2. STAFF DEVELOPMENT
2.1PerformanceAppraisalsandSalaryReview
3. WAGE AND SALARY ADMINISTRATION
3.1PayPeriodsandMethodsofPayment
4. STAFF COMMUNICATIONS
4.1StaffGatherings
4.2ElectronicMail
4.3Internet
4.4CommunicationwithSponsor
5. EMPLOYMENT ISSUES
5.1EmploymentRecords
5.2ChangesinPersonnelRecords
5.3Confidentiality
5.4WorkStandards
5.5Non-Compete
5.6ExitInterviews
6. WORKING ENVIRONMENT
6.1OfficeAppearance
6.2FireSafetyandEvacuation
6.3UsingSCIProperty
6.4PersonalTelephoneCallsandMail
6.5SolicitationsandCommercialTransactions
7. EMPLOYMENT RELATIONSHIP
7.1EmploymentStatus
7.2HiringofEmployeeRelatives
7.3Termination
7.4References
8. THE WORKDAY
8.1Timekeeping
8.2Overtime
8.3Rescheduling
8.4TardinessandAbsenteeism
8.5AccesstoBuilding
8.6OfficeTelephone
9. VACATION
9.1Vacation
9.2RequestsandApprovals
10. HOLIDAYS
11. LEAVE
11.1MaternityLeave 11.2SickLeave 11.3ChildCareLeave 11.4BereavementLeave 11.5Voting
12. OTHER BENEFITS
12.1OtherBenefitsRequiredbyLaw
13. INTELLECTUAL PROPERTY
13.1IntellectualProperty
ACKNOWLEDGMENT
Thecontentsofthisdocumentarepresentedasa matterofinformationonly.Theplans,policies,and proceduresdescribedarenotconditionsofemployment.SCIreservestherighttomodify,revoke, suspend,terminate,orchangeanyorallsuchplans,policies,orprocedures,inwholeorinpart,atany timewithorwithoutnotice.1SCIwillmakeanyfinaldecisionastotheapplicabilityofanypolicy.The languagein thisdocumentisnotintendedtocreate,norisittobeconstruedtoconstitute,acontract betweenSCIand anyoneorallofitsemployees.
If,atanytime,anypolicy,procedure,ruleorregulationofSCIisinconflictwith,orinviolationof AlbanianLaborCodeandnormativeacts,those lawswillgovernandourpolicywillbechanged accordingly.
EMPLOYEE ACKNOWLEDGMENT
IcertifythatIhavereceivedacopyofSCIEmployeePoliciesandagreetocomplywiththepolicies containedinthisdocumentandanyrevisionstoit.
IunderstandthatthisdocumentcontainsanoverviewoftheoperatingproceduresforSCIand isnot intended tobeanagreementforemployment.Ialsounderstandthattheoperatingprocedures containedinthisdocumentcanbechangedatthesolediscretionofSCIwithoutpriornotification.
Signature:
Date:______________
PrintedName: Position:______________________________
1Providedthatsuchchangesandthe procedureformakingthechangesdonot violatethelaws of Albaniaand the employee ispreliminarynotifiedofsuchchanges withinthetermsstipulatedbythelegislation.Certain changes(dependingontheirnature)mayrequiretheconsent oftheemployeeand/orchangesinthe employment contract.
INTRODUCTION
TheSocialContractInstitute(SCI)isanonprofitorganizationregisteredinAlbania.EstablishedinJuly 2015 by a group of experienced Albanian experts and the US-based Est West Management Institute (EWMI),SCIpromotespolitical,economic,andsocialpolicies,programs,andpracticesforsustainable development in countries in transition, including but not limited to those in South East Europe, based onjusticeandequalopportunities.
SCI activities prioritize: (i) sustainable development; (ii) rule of law strengthening; and (iii) political, economic and social development reforms that promote justice, ensure wide civic participation, and enableequalopportunitiesforwomenandgirls,aswellasethnicandsocialminorities.
SCIiscommittedtosupportourpersonnelastheyworktohelpothersandtoreachtheirownpotential. In thestaffingofSCI, weendeavortobringtogethermenand womenfrommanysegmentsofsociety, to ensure that we have a rich array of talents and perspectives. We value the contribution of every colleague,andwesethighstandardsofjobperformanceaswellascourtesyandrespectforoneanother.
These Employee Policies apply to all Albanian employees working in SCI office. In addition to these policies,SCIrequiresitsemployeestocomplywithotherpoliciesandproceduresthatSCImayadopt.
1. EMPLOYMENT POLICIES
1.1 Harassment and Discrimination
SCI strives to maintain a working environment free from all forms of harassment and discrimination, asprovidedbyarticle9oftheAlbanianLaborCode.SCIwillnottolerateunwelcomesexualadvances, requestsforsexualfavorsand/orverbalorphysicalconductofasexualorconductofaracial,ethnicor otherwise offensive nature. Submission to or rejection of such conduct is never aterm or condition of employment nor is it the basis for employment decisions affecting any individual. SCI prohibits and will act to eliminate any harassment or discrimination within SCI and is committed to implementing fullytheletterandspiritofitspolicy.
Any incidents of harassment or discrimination should be reported to management immediately. SCI will promptly investigate all complaints and will attempt to handle such matters as expeditiously and confidentiallyas possible. If SCIdetermines thata violation of this policyhas occurred, SCIwill take appropriatecorrectiveaction.SCIwillnotinanywayretaliateagainstanindividualwhomakesareport of perceived harassment; nor will we permit any officer or employee to do so. Retaliation is a serious violation of SCI’s harassment policy and anyone who feels they have been subjected to any acts of retaliation should immediately report such conduct to the SCI Board Chair andrealako@gmail.com. Any person who retaliates against another individual for reporting any perceived acts of harassment willbesubjecttodisciplinaryactionuptoandincludingdischarge.
SCI is committed to providing an inclusive and equitable workplace. The organization prohibits any form of discrimination based on gender, age, race, ethnicity, disability, religion, sexual orientation, marital status, or any other characteristic protected by law. This includes ensuring fairness in recruitment,promotion,salarydecisions,accesstotraining,andotheraspectsofemployment.
All employees are entitled to awork environment free frombias, and SCI will actively take measures toidentifyandaddresssystemicinequalitieswithintheorganization.
1.2 Alcohol and Drug Abuse on the Job
Themanufacture,use,consumption,possession,distributionorsaleofillegaldrugsorcontrolled substancesbySCIpersonnelwhileonSCIpremises,orwhileon SCIbusiness(whetherornotonSCI premises)isprohibited.TheuseofalcoholbySCIpersonnelonSCIpremisesisprohibitedwith the exceptionofmoderateconsumptionduringsocialorprofessionalevents,suchasareceptionoroffice party,approvedbythe ExecutiveDirector(ED).SCIpersonnelwillbeappropriatelydisciplinedfor
anyuseofalcoholorillegaldrugsthatresultinadverseworkperformanceorconductinthe workplaceorotherwisereflectsbadlyonSCI.
1.3 Smoking
Smokingisprohibitedintheofficeexcepton abalconyorinacourtyard.
1.4 Complaint Procedure
Disagreements and differences on issues will arise occasionally among our staff. SCI encourages you to air diverse views within your area or with your supervisor in order to promote healthy communication.
You can generally solve most work-related problems on an informal basis. In the event that a dispute orcomplaintariseinvolvingdisciplinaryaction,orassistanceintheinterpretationorapplicationofSCI policies,thereisamoreformalproceduretofollow.
If youbelievethatyouhave beentreatedunfairly,discuss the complaintwith yoursupervisororCOP. Aproblemthatisstillnotresolved to your satisfactionshould bebroughtin writingto theattentionof oneofthefollowing:AndreaLako,SCIBoardChair,andrealako@gmail.com.
1.5 Code of Conduct Training
Allemployeesmayberequiredtoattendregulartrainingonaperiodicbasis,relatingtoSCI’sCodeof Conduct,aswellasotherpoliciesandprocedures.
1.6 Disciplinary Procedures
WhiledisciplineforviolationofSCI’spoliciesis,generally,atthediscretionoftheBoard,thefollowing shallapplywithrespecttoviolationsofSCI’sCodeofConduct:
(i)With respecttothefirstviolation:
• Theemployeeshallberequiredtofullydiscloseallinformation relatingtotheviolation to SCI’sPresidentorVicePresidentandtofullycooperatewithSCIinallremedialefforts;
• TheemployeemustagreenottoviolateSCI’sCodeofConductinthefutureandmustmake himself/herselfavailable forappropriateretraining;and
• Notwithstanding, the foregoing, and at the discretion of the Board, the employee may be suspended (pending the outcome of an internal investigation) or his/her employment may beterminated.
(ii) With respect to a second violation of EMWI’s Code of Conduct, the employee’s employmentwith SCIwillbeterminated.
2. STAFF DEVELOPMENT
Employeesareencouragedtoworkwiththeirsupervisorstodeveloppersonalandprofessionalgrowth plans, to find ways to become more involved with SCI and to maximize their contributions within a givenposition.
2.1
Performance Appraisals and Salary Review
SCI views performance appraisals as a positive opportunity for discussing performance, achieving solutions, and developing new opportunities for employees that are consistent with their talents and interests.Supervisorsandemployeesarestronglyencouragedtodiscussjobperformanceandobjectives on an informal, day-to-day basis. During the annual performance appraisal, your supervisor will formallyreviewyourjobperformanceanddescription,anddiscussyourprogressinthecontextofyour personal goals and objectives and the organization’s established goals or standards. These appraisals areconsideredindeterminingmeritincreasesduringtheannualsalaryreviewprocess,whichoccursin December of each year, or as causes for the termination of the employment. Other factors considered
inthesalaryreviewprocessmayincludecompetitivedata,SCI’sfinancialresources,costoflivingdata in certain locales and the general state of the economy. All information relating to such evaluations, including salary increases and/or promotions and/or termination of the employment, will be recorded in writingand signed by you and your supervisor, no later than thirty (30) days after the performance appraisal, if not otherwise stipulated in the Albanian Labor Code. All salary increases and/or promotionsaresubjecttoapprovalbytheSCIBoard.
3. WAGE AND SALARY ADMINISTRATION
3.1 Pay Periods and Methods of Payment
Thepayperiodcoversthe1stthroughthe endofthemonth.Paydayisonoraboutthelastworkdayof themonth.Paywillbeissuedbymoneytransfer.
On each payday you will receive a statement listing your total earnings and any deductions charged againstyourpay,includingthe employee’sincometaxobligations.
4. STAFF COMMUNICATIONS
A number of meetings are held each year to help keep staff informed about SCI’s work. In addition, thereareothervehiclesofcommunicationusedtokeepstaffinformedonafrequentbasis.
4.1 Staff Gatherings
SCI hosts informal staff gatherings from time to time for all staff. In these sessions, staff members provideanupdateonSCImatters.
4.2 Electronic Mail
SCIhasanelectronicmailsystemthatisusedforawidevarietyofSCI matters.SCI requeststhatSCI staff use their professional judgment, and respect all relevant laws, in the utilization of the e-mail system. Also, please note that all items sent or received on SCI’s e-mail system are SCI property and SCIreservestherighttoarchive,openanduseinSCI’sdiscretionallsuchitems.Thereforeyoushould nothaveanyexpectationofprivacywithrespectto e-mailssentorreceivedovertheSCIsystem.
Please be advised that under the law of some potential SCI donors, for example, USA donors, e-mail communicationsaretreatedidenticallytohardcopydocuments.Anye-mailsentviaSCIpropertycould, incertainlegalorinvestigatorycontextsinvolvingthegovernmentorotherthirdparties,beconsidered company records subject to compelled production and disclosure. This could be the case even where the employee and SCI view the communication in question to be personal. In addition, when using emailtosendbusinesscommunications,itisimportanttobeasaccurateasyouwouldattempttobewhen sendingamore“formal”hardcopyletteror“memorandum”.
4.3 Internet
Employees are expected to avoid personal use (“surfing”) of the Internet during working hours. Similarly,useofpersonalemailaccountsforpersonalbusinessshouldbeavoidedduringworkinghours.
The use of office equipment to view, download or distribute pornography or other unacceptable or offensive material is prohibited. Similarly, office equipment may not be used to download, copy or distributecopyrightedintellectualproperty– includingmusic,software,etc. Itmayalsonotbeusedto distributebulkcommercialmessages(alsoknownas“spam”)ortopromoteorassist,inanyotherway, anypersonalcommercialorbusinessactivityofastaffmember.
4.4
Communication with donors
StaffmembersareexpectedtocommunicatewithdonorsonlythroughtheED.Anycommunication withdonorsthatinvolvestheimplementation timelineoftheworkplanofaprojectsupportedbythe
respectivedonor,anypotentialmodificationthereof,oranypotentialmodificationoftheelementsof theworkplan,mustbeconductedinthepresenceoftheEDorwithhispriorwrittenapproval.
5. EMPLOYMENT ISSUES
5.1 Employment Records
TheFinanceandHRManagerkeepstheofficialpersonnelfilesforeachofSCI’semployees.You mayview yourpersonnelfile,byappointment,duringnormalbusinesshours.
5.2 Changes in Personnel Records
Keepyourpersonnelrecordsup-to-date.Thisinformation isnecessaryfortheadministrationof benefitplansandotherimportantactivities.ImmediatelyreporttotheFinance andHRManageror ED,whenthispositionisnotfilled,allchangesrelatedtoyourpersonalstatus,includingname, address,hometelephonenumber,maritalstatus,andnumberofdependents.
5.3 Confidentiality
Much of SCI’s work is highly visible to the outside world. All SCI personnel must exercise careful, professional judgment when speaking with the public, as well as, grant-seekers and grantees. SCI personnel shall maintain with strict confidentiality all Confidential Information to which they have accesstowhileworkingforSCI.“ConfidentialInformation”includes,butisnotlimitedto,information concerningthebusinessaffairs,research,proposals,projects,finances,properties,methodsofoperation andanyotherinformationrelatingtoSCI.SCIpersonnelareprohibitedfromusingsuchinformationor materialsforanypurpose,andshallnotdiscloseanysuchinformationormaterialstoathirdparty,other than in connection with their duties to SCI. SCI personnel acknowledge that if they violate the provisionsofthispolicy, SCI, any affected individualor their assignees shall be entitled to immediate injunctive and/or other equitable relief (including but not limited to a temporary restraining order or preliminaryinjunction)inanycourtofcompetentjurisdictiontopreventorotherwiserestrainabreach. In addition,unlessSCIpersonnelreceiveexpresspermissionfromSCItodoso,theyshallnotcopyor removefromSCIpremisesanydocumentsorothermaterials(regardlessofwhethersuchmaterialsare confidential). SCI personnel shall also return to SCI at the end of their employment (or upon SCI’s request)anySCIdocumentsorothermaterialsthattheywerepermitted to copyorremovefromSCI’s premises,aswellasanyotherpropertyorequipmentSCImayhaveallowedthemtouseduringtheterm oftheiremployment.
If itis necessarytodiscussSCIbusinessin apublicplace,careshouldbeusedtoavoid themention of names or other details that might reveal confidential information. Employees should take special care in communication by e-mail, as e-mail messages are often saved long after the recipient and sender thinkthemdeleted,andareoftenforwardedwidely.
It is the responsibility of all SCI personnel to protect SCI’s interests and reputation and to promote a positive,professionalimageatalltimes.Staffshouldmakeeveryefforttoresolveinternalproblemsor differencesin viewswithinSCI.
5.3 Work Standards
SCIrequiresahighstandardofprofessionalandethicalconduct.Itistheobligationofeachmemberof SCI’s staff to treat his or her colleagues, donors, SCI partners, and the general public in a consistent, professionalandcourteousmanner.
In addition, SCI staff are expected to conduct business according to the highest ethical standards of integrityandimpartialityinallmatters,avoidtakingadvantageoftheirstatusasaSCIstaffmemberfor personal gain of themselves, family members, or friends. Business or personal dealings that create or appear to create a conflict between the interest of SCI and a staff member must be brought to the attentionoftheBoardChair.Inparticular,duringtheworkdayemployeesmaynotengageinanyoutside
commercial, personal or political matters, including, but not limited to, campaigning or lobbying activitiesforthemselvesorotherpersons.
5.4 Non-Compete
Duringtheiremployment,SCIpersonnelshouldnotinanyway,directlyorindirectly:(i)compete with SCIwithrespectto theopportunitiesthatSCIpursuesorintendstopursue,or(ii)become involvedwithanypersonorfirmthatcompeteswithSCIwithrespecttotheopportunitiesthatSCI pursuesorintendstopursue,or(iii)participateinanysituationwhichresultsinanemployeeor consultantofSCIbeinghiredaway.
5.5 Exit Interviews
WhenyouleaveSCI,forwhateverreason,SCIwillattempttoprovideyouwithanexitinterviewbya memberofmanagement.Theinterviewwillincludediscussionof:
• Reasonforleaving
• Salaryandaccruedbutunused vacationandpersonaldaysdue
• Future mailingaddress
• Anyquestionsandcommentsyoumayhave
AttheED’sdiscretion,employeesterminatingtheiremploymentwithSCImayberequestedtowrite exitmemos,detailingtheirerstwhiledutieswhileemployedbySCI.Theexitmemowillserveasthe basisoforientationforemployeesrecruitedasareplacementfortheterminatedemployees.
TheinterviewnotonlygivesyouaconfidentialforuminwhichtodiscussreasonsforleavingSCI,but italso allowsSCItoobtaininformationthatmayhelp improveitspolicies,procedures,andworking conditions.
6. WORKING ENVIRONMENT
6.1
Office Appearance
The general area surrounding your work-station should always be free of clutter and food. Personal items should be kept to a minimum. At no time should boxes or loose trash be left in the corridors or common areas.If you havelargeitemsto throw away, pleaseask the cleaningstaff todisposeof them immediately. Your workarea should be cleared at night and when you are away from your work area ofanyconfidentialpapersandalldocumentsplacedintodrawersand/orfilingcabinets.
6.2 Fire Safety and Evacuation
SCIurgesyoutofamiliarizeyourselfwithbuildingfacilitiesandthelocationoffire-fightingequipment. Doingsocouldbevitalinthesavingoflifeandproperty.
6.3
Using SCI Property
TheuseofSCIpropertyforpersonaluseisstronglydiscouraged.
Removal of SCI property from SCI’s premises is prohibited. Occasionally, you may need to do jobrelatedworkoutsideoftheofficethatrequiresyoutoborrowportableequipment.Youmustobtainprior approvalfromyoursupervisortoremove anymaterialsfromtheSCIoffice.
The use of SCI property (including office stationery) for outside commercial, personal or political matters, including, but not limited to, campaigning or lobbying activities for themselves or other persons,isprohibited.
Thephotocopy machines,printers, faxes, scanners, and similar equipment in SCI offices are provided for use in SCI’s operations. SCI recognizes that employees may occasionally need to make personal use of printers, faxes or copiers and does not wish to prohibit such use altogether. To the extent an employee is forced by circumstances to make personal use of SCI-owned devices, such use should be
incidental and immaterial. Supervisors and staff must ensure that unofficial use of such equipment is kepttoaminimum.
Theoverridingprinciple thatshould govern personaluse of printers and copiers isthat reasonableand incidental unofficial use of is authorized only so long as (i) the use does not inappropriately interfere with official business; (ii) SCI incurs no additional cost from that use; and (ii) appropriate reimbursementfor anyadditional costs incurred by SCIbecause of incidentaluse should be paid on a perpagebasisattheratesestablishedbySCI.
Staff members may not load personal software onto office computers without approval of COP. In addition, employees should notuse SCI’soffice computers to storepersonal movies, music, photosor othernon-workrelatedfiles.
6.4 Personal Telephone Calls and Mail
Because so much SCI’s work is conducted by telephone, you should avoid making and receiving personal calls. SCI local personnel are prohibited from using office telephones for long-distance or internationalpersonalcalls. To theextentan employee is forcedbycircumstancestomakea personal callandSCIincursanadditionalcostfromthatcall,staffshouldreimburseSCIforthecost.
SCIpersonnelshouldlimittheuseofSCI’saddresstoreceivepersonalmailand/ordeliveries.
6.5 Solicitations and Commercial Transactions
SCI staff may not directly solicit monetary donations or volunteer work on SCI premises or during working hours. In addition, personal commercial transactions are not permitted on SCI premises or duringworkinghours.
7. EMPLOYMENT RELATIONSHIP
7.1Employment Status
Full time employees: EmployeesspecificallyhiredtoworkforSCIonasalarybasistobepaidmonthly, for a maximum of (40) forty hours of work per week. The normal working days per week and the regulartotalweeklyworkinghourswillbe the maximumasregulatedbytheLaborCode,40hoursper weekand8hoursperday.
Part time employees: Employees specifically hired to work for SCI at less than the regular 40 hours perweek.Payisbasedonanhourlyordailyrate,tobepaid monthly.
7.2
Hiring of Employee Relatives
RelativesofcurrentemployeeswhoareinterestedinandqualifiedforpositionsavailableatSCIwill bereviewedthroughthenormalinterviewprocess.Ifitisdeterminedthatthehiringofarelative mightcreateaconflictorotherwise compromiseorjeopardize theworkofSCI,thepersonwillnotbe hiredorarrangementswillbemade toavoidtheconflict.
7.3 Termination
WhilewehopethatyouremploymentwithSCIwillbelongandrewarding,circumstancesmayarise resultinginthe terminationofyouremployment. .
A. RegularTerminationoftheEmploymentAgreementbySCI
ThefirstthreemonthsofworkshallbeconsideredasProbationaryPeriod.Eachpartymayterminate theemploymentduringtheProbationaryPeriod,foranyreason,bywrittenadvancenoticesubmitted totheotherparty5(five)daysbefore the termination
Aftertheprobationperiod,theEmploymentAgreemententered intoforanundeterminedperiodof time,terminateswhenoneofthepartiesintendstoterminateitandattheendofnotificationperiod.
ProcedureonterminationoftheAgreementisdefinedinArticle144ofALC,basedtowhich:
FIRSTNOTIFICATION:Employerbymeansofawrittenact,notifiestheemployeeoverthedecision ofdismissingfromworkandappointsameeting.
APPOINTMENT: After at least 72 hours (the first minimal term), employer meets the employee. Employer’s obligations during appointment are: a. to bring up the reasons upon which the agreement shouldbeterminated;b.tolisten toemployee’sarguments.
SECOND NOTIFICATION: Within a term from 48 hours up to a week, the employer should notify (final notification) the termination of the Employment Agreement by writing and the causes for such termination.
NotificationPeriod:Article143ofLaborCodeclearlydeterminesnotificationperiods.Basedtoarticle 143, after probationary period, in order to terminate aEmployment Agreement, parties should respect anotificationperiodof:
a.)2weeksduringthefirstsixmonthsofwork;
b.)1monthafterthesixthmonthofworkupto2yearsofwork;
c.)2 monthsfor2-5workingyears;
d.)3monthsformorethanfive workingyears.
NotificationperiodforterminationofEmploymentAgreementmaybepostponed,astooccasion,until theendoftheweek,oratthe endofthemonth.
During the notification period, the employee has the right of leave consisting in 20 payable hours per week,inordertoseekanotherjob.Proceduresareforeseen in theEmploymentAgreement.
B. ImmediateTerminationofEmploymentAgreementby SCI
Pursuant to article 153 of Labor Code, employer and employee, at any time, may terminate the Employment Agreement for justified reason/cause. There shall be estimated as justified reasons all difficultcircumstances,thatdonotallow, basedtoprincipaloftrust,todemandtowhomhasterminated thecontract,thecontinuanceofemploymentrelationship.
Conditionstoapprovetheexistenceofa justifyingreasonare asfollows:
a. employee must have violated a contractual obligation (article 22-31 Labor Code, other obligations derivingfromlegislation,collectivecontracts,individualagreements);
b.suchviolationshouldbebyfault:
1.seriousfault or
2.nonseriousfault, 2.1.inrepetitiveway and
2.2.afterawrittenororalwarningfromtheemployer;
c.Existenceofadirectrelationbetweentheviolationbyfaultofcontractualobligationsbytheemployee andanimmediatedismissalfromwork;
d. Violation of obligation at employer’s fault should have created a improper and difficult situation, which,basedtoprincipaloftrust,doesnotallowtodemandtoemployeracontinuanceofemployment. Employee’sactionsmusthavecausedthetotaldestructionofthetrustbetweenhimandemployer.
Shall be considered as justified caused (including but not limited), constituting basis for immediate terminationthefollowing:
Notsatisfactoryemployee’sperformance :
In theeventthatanemployee’sperformanceisnotsatisfactory,theED,inconsultationwithandwith priorapprovalfromthe SCIBoardChair,maydecidetodismisstheemployeebyservingawritten noticewith immediateeffect(asdescribedabove)ortoprovideaseriesofdisciplinarymeasuresas follows:
a) Verbalwarning:Thesupervisorverballyinformsthestaffmemberoftheproblemsand thestepshe/shemusttaketorectifythesituation.
b) Writtenreprimand:Ifthestaffmember’sperformancedoesnotimprovewithina specifiedperiodoftime,amemorandumoutliningthedate,misconduct,andsteps requiredtorectifythesituationwillbesignedbythesupervisorandthestaffmemberand keptinthestaffmember’spersonnelfine;acopywillbegivento thestaffmember.The memorandumprovidestheacceptabletimeframe forimprovementandplacesthestaff memberonDisciplinaryProbationduringthattimeframe.TheCOP,inconsultationwith andwithpriorapprovalfromtheSCIHOProgramDirector–MarkDietrich,shall determinethetimeframeforperformanceimprovement.Ifperformanceissatisfactoryat theendoftheprobationaryperiod,thestaffmemberisreleasedinwritingfromprobation. Ifthestaffmembercontinuestodemonstrateless-than-acceptableperformanceduring thisProbationaryPeriod,terminationmayresult.
Misconduct
In thecaseofmisconduct,SCImayterminateemploymentbyservingawrittennoticewith immediate effect.Misconductmayinclude,butisnotlimitedto,insubordination,harassment,physicalassaultof aco-worker,disclosureofSCIrecordsorconfidentialinformation,theft,misappropriationof resources,improperhandlingofcash,willfuldestructionorattempttodestroySCIproperty,orany otherbehaviordeterminedasmisconductbySCImanagement.
C. TerminationoftheEmploymentAgreementbyEmployee
AllstaffmembersvoluntarilyresigningfromtheirpositionareexpectedtowrittennoticetotheCOP asprescribedbytheAlbanianLaborCode.Thewrittennotificationshouldincludethelastdatetobe worked.
D. CompensationofEmployeeuponTermination
Followingtheregularterminationtheemployeeisentitledtoreceive:
(i) PaymentofSalaryuntiltheexpiry/endofthenotificationperiod; (ii) Compensationfornon-consumedannualleave;
Followingtheimmediateterminationtheemployeeisentitledtoreceive:
(i) PaymentofSalaryuntiltheendoftheproceduresfortermination; (ii) Compensationfornon-consumedannualleave.
7.4 Repossession
YoumustreturnallpropertyofSCI,includingalloriginalsandcopiesofbusinessmaterials,records anddocumentsgeneratedbyyouorcomingintoyourpossessionduringthecourseofyour employment(e.g.,keys,software,computerhardwareandanyotherassetsorequipmentofSCIwhich maybeinyourpossession)priortothelastdayofyouremploymentwith SCIorimmediatelyupon requestbyyoursupervisor.StaffmemberswillgototheFinanceandHRManageratleastthree(3) daysbeforethedepartureandsignoverallpropertythatissubjecttoSCIinventorycontrol.Nofinal salaryorotherpaymentswillbemadeuntilcompliancewiththispolicy.
7.5
References
Allinquiries,whetherbytelephoneorinwriting,regardingcurrentorformeremployeesaretobe forwardedtotheEDortheBoardChair.NoemployeesotherthantheEDor theBoardChairis
authorizedtorespondonbehalfof SCIto inquiriesregarding currentorformerlocal employees,including inareerenceletter.Generally,SCIwillrespondtoreferenceinquiriesby providingdatesofemploymentandlastpositionheld.
8. THE WORKDAY
ThescheduleofworkinghoursisdeterminedbytheSCIBoard,accordingto SCI’sbusinessneeds. Thebasicfulltimeworkweekconsistsofforty(40)hoursperweekand8hoursperday.Youare expectedtobeginworkontimeandtoreturnontimefrommealandbreakperiods.Femaleemployees areentitled to anadditionalone-hourbreaktofeedinfants.
Mealperiodsarethirty(30)minuteslong.Suchperiodswillusuallybetakenduringtheperiodfrom 12:00pmto1:30pm,butmaybetakenatotherintervalswith theapprovaloftheED.Staffmembers willbecompletelyrelievedofallworkdutiesduringsuchperiods.Mealperiodsareunpaidandnot consideredastimeworked.
8.1 Timekeeping
PersonnelcostsareSCI’sbiggestexpenseandtimesheetsaretheonlydocumentation.Allstaffare requiredtofillouttimesheetsdocumentinghoursworked.Thetimesheetsshouldbeaccuratelyand completelyfilledout.
TheFinanceandHRManagershallberesponsiblefordistributionand collectionofalltimesheets. Eachstaffmemberwillreceiveatimesheetwithhis/hernameonit.Thistimesheetistobekeptona dailybasis,recordingalltime.Accountingwillnotaccepttimesheetswhicharenotproperlyfilled out.Tobeproperlycompleted,the timesheetmustbe
Signedin inkbyyourselfand yoursupervisor.
Leaveslipsattachedforanyvacationandsickleavechargedforthemonth;and
Holidayhoursproperlyrecordedasholidayhours.
Beforesigningoff,supervisorsshouldchecktobesuretheabovecriteriahavebeenmet.
ThecompletedtimesheetshouldbesubmittedtotheFinanceandHRManageronthelastworking dayofeachmonth.Acopyofeachtimesheetshallbeplacedinthedesignatedfileandkeptuntilthe endoftheproject,with theoriginalforwardedtoaccountingforpayrollpurposes.
8.2 Overtime Work and Compensatory Time
UpontherequestofSCI,theemployeeisobligedtoworklongerthantheregularworkinghoursin case,unexpectedincreaseofvolumeofworkaswellasinothercaseswhenitisnecessaryfor completionofunplannedworkwithin thedetermineddeadline.
Overtime workisdefinedasworkexceeding40hoursinaweekbeginningonMondayandendingon Sunday.Themaximumnumberofhourstobeworkedbyanemployeeperweekshallbe48hours.No employeeshallexceed200hoursperyearinovertime.
Stayingin theofficeafterworkingtimeinordertocompletetheworkthathasnotbeencompleted duringregularworkinghoursdue to inefficientwork,dealingwithprivatemattersorotherunjustified reasonsshallnotbe considered asovertimework.
SCIandtheemployeeagreetotheuseofcomptimeforovertime.Ifan employeehastoworklonger hoursandmayworkover40hours,theEDshouldbeinformedso thathe/shecanapprovetheuseof compensatorytime-preferablyinthatsameweekbutin anycasewithin30daysoftheovertime workbeingdone.Compensatorytimemaybeusedbytheemployeeonlyifthepriorwrittenapproval oftheEDhasbeenobtained.
Pregnantwomenandwomenafterchildbirthuntilthechild reached theageof1 year, arenotallowed toperformovertime.
8.4 Tardiness and Absenteeism
Punctualityandregularattendancearefactorsthatplayapartinevaluatingyourworkandin consideringyouforotherinternaljobopportunities.You mustreportanyabsenceandthecauseof thatabsencetoyoursupervisorwithinonehourofyourstartingtimesothatarrangementscanbe madetohandleyourworkduringyourabsence.Threeconsecutivedaysofabsencewithoutnotice willbeconsideredasavalidreasonforyourtermination.Anysickleavebeyondtwo consecutivedays mustbesubstantiatedbyastatementfromaphysician.
8.5 Access to Office
SCI’sofficehoursarefrom9:00amto5:00pm,MondaythroughFriday.SCIemployeesmayhave accesstothe SCIofficebeforeandafterthesehoursonlyforworkrelatedpurposes.
8.6 Office telephones
Whenstaffwithresponsibilityforansweringtheofficetelephonesisnotavailable,allstaffshould assistinansweringincomingcalls.
9. VACATION
9.1 Vacation
Startingthefirstdayofemployment,staffmembersaccrue twenty4calendarweeksannualvacation, attherateof1.67dayspermonth, at least one week without interruption Staffmemberscanborrow vacationtimenotyetearnedwithpriorwrittenconsentofthe ED.
Vacationsareprovidedonaworkingyearbasis,startingfromthedateofemploymentandusedbythe employeewithinMarch31st ofthesubsequentcalendaryear.VacationsUnusedvacationswillbelost/ prescribedwithin3 yearsfromthedatethattheEmployee hadtherighttousethem.
9.2 Requests and Approvals
AllvacationtimemustbeapprovedinadvancebyyourimmediatesupervisororED.Employeesmust submitawrittenvacationrequestatleasttwo(2)weeksinadvanceofthedesiredvacation leave.The writtenrequestmustclearlystatetheintendeddatesofleaveandthedatetheemployeeisexpectedto returntowork.Incertainsituations,theED maychoosetowaivethetwo-weekrequirementifhe/she feelsthattheshortnoticewillnotadverselyaffecttheworkoftheproject.TheEDwillensurethat completeandaccuraterecordsofvacationleaveaccrualsforallstaffmembersaremaintained and keptup-to-date.
IfanobservedHolidayoccursduringanemployee'sscheduledvacation leave,thedayofobservance istakenasHolidayLeave.A staffmemberwhobecomesillwhileonanapprovedvacationleavemay notapplysickleavetothatperiodofillness.
SCIhastherighttoestablishavacationschedule.SCIwill,however,alwaysendeavorto meet employee’swishesregardingthetimingoftheirannualvacation.
10. PUBLIC HOLIDAYS
SCIshallpublishannuallyalistofrecognizedpublicholidaysonwhichdaysSCI’sofficewillbe closed.Thefollowing13Albanianholidaysmustbeincludedin theannuallist:
January1st –NewYear’sDay
January2nd -NewYear’sDay
March14th-SummerDay
March22nd –Nevruz
CatholicEaster
OrthodoxEaster
May1st-DayofWorkers
Eid-Al-Fiter
September5th –MotherTheresaDay
November22nd–AlphabetDay
November28th – IndependenceDay
November29th –NationalLiberationDay
December25th –ChristmasDay
11. LEAVE
11.1
Maternity Leave
SCIprovidesmaternitybenefitstoallfemalemembersofstaff.Femaleemployeesareentitledto a paid maternityleaveof365calendardays(“protectionperiod”),includingaminimumof35days priortochildbirthand63daysafterchildbirth.In theeventofthebirthofmorethanonechild,the durationofthisperiodisextendedto390days.
Duringthisperiod,theemployeeshallreceivepaymentfromtheSocialSecurityInstitute(‘SSI’), accordingLawNr.7703date11.05.1993“ForSocialInsurancesinRA”asamended.Maternityleave ispaidbySCIuponregularsubmissionofthemedicalreportbythe employeeandreimbursedbythe SSI.
Ideally,astaffmembershouldgivenoticeofherintentiontotakematernityleavethreemonthsbefore thedateofcommencement.Returntoworknotificationmustbe givenattheendofthepaidmaternity leaveperiod.
Maternityleavedoesnotaffecttheannualvacationentitlement.
11.2 Sick Leave
Sickleave isauthorizedwhenthestaffmemberisunabletoworkbecauseofillnessorinjury,orwhen thestaffmemberrequiresamedicalexaminationortreatment,backedupwithamedicalreport.
Sickleave canalsobeusedtoassistanimmediatememberofone’sownfamilywhoissickoris receivingamedicalexaminationortreatment.Insucha case,theemployeeisentitled topaidabsence leaveasfollows:
a) In theeventofseriousillnessofaspouse,directpredecessorsordescendants,as evidencedbya medicalreport:30days;
b) In theeventofillness,asevidencedbyamedicalreport,ofachild lessthan3 years: notexceeding30daysperyear.
Wheneverpossible,SCIencouragesthestaffmemberstousetheirsickleavewiththepriorapproval oftheCOP.Inanycase,staffshouldnotifytheirsupervisoratthebeginningofthebusinessdaythat theyplantotakesickleave.
11.3 Child Care Leave
Theemployeeisentitledtootherperiodsofleaveforcareofdependentchildreninspecified circumstances:
a) In theeventofindispensablecarefordependentchildren:12dayspaid leaveperyear and15daysforchildrenunder3years,in caseofsickness,certifiedwith medical report;
b) Anadditional30(thirty)days’leavewithoutpayincaseofindispensablecarefor dependentchildren.
c) Notlessthan4unpaidmonths,in ayear,untilthechildreachestheageof6(Parental
Leave),whentheemployeehasmorethan1 yearofuninterruptedwork.
11.4 Bereavement Leave
Timeoffwithregularpayisprovidedforupto5workdaysifadeathoccursinyourimmediate family(spouse,directpredecessorsordescendants).Timeoffmaybetakenatalaterdatetoallow stafftheabilitytosettleissuesofwill,property,andthe like,however,suchtimewillbe consideredas unpaidpersonalleave.In theeventofthedeathofaspouseorchild,specialarrangementsfor additionaltimeoffcanbemadewith yourED.
11.5 Voting
SCIencouragesallemployeestoparticipate in theelectionprocess.Ifyouneedtimeofftovote,make arrangementswithyoursupervisor.
12. OTHER BENEFITS
12.1 Other Benefits Required by Law
Pensionbenefitsandhealthinsurancewillbeprovidedtoallfull-time SCIstaffinaccordancewith applicableAlbanianregulations.
13. INTELLECTUAL PROPERTY
TheemployeeisobligedtodisclosepromptlytoSCI,andholdin trustforthe solerightandbenefitof SCI,and toassign to SCI(ifsuch assignmentisnecessary)allemployee’stransferableright,title and interestinandtoanyand allideas,discoveries,inventions,patents,trademarks,industrialdesigns, “knowhow,”worksofauthorship andallotherintellectualproperty,andanymodification, improvementorusethereof(collectivelyreferred to as“Developments”),relatingtoanycurrentor reasonablyanticipatedbusinessofSCI,conceivedorreducedtopracticebytheemployeeorwith othersduringthetermoftheemployment,whetherornotconceivedduringorafteremployee’s normalworkinghours.
Subjectto anymandatorylawsofAlbaniaalldevelopmentsshallbethesoleandexclusivepropertyof SCIandareconsidered"worksmadeduringemployment"forthepurposesofSCI‘srightsunder copyrightorotherintellectualpropertylaws.
SCIshallhaveanexclusiverighttoeconomicallyexploittheDevelopments,andtheemployeeshall have arightto compensationinaccordancewith thelaw,in the amountdeterminedbytheEmployer.
Theemployeesareobligedtotreatthe informationonDevelopmentsasProprietaryInformation.
Theemployeeshallbeobligedtoexecuteanydocumentsandtodoallthingsnecessary,without additionalcompensationwhetherduringemploymentwithSCIorafteritscessation:(i)toassignall transferrableright,titleandinterestin anyDevelopmenttoSCIand(ii)toassistSCIinregistering, prosecuting,perfecting,protecting,maintainingandenforcinganyandallpatent,copyright,trade secretorotherrightorinterestin anyDevelopmentforanyandallcountries.
TheaboveprovisionsdonotapplytoDevelopmentswhichtheemployeesdevelopentirelyin their own time withoutusingSCI‘sequipment,supplies,facilities,ortradesecretinformationexceptfor thoseDevelopmentsthateither(i)relate atthetimeofconceptionorreduction topracticeofthe invention,tothe SCI’sbusiness,oractualordemonstrablyanticipatedresearchordevelopmentof SCI;or(ii)resultfromanyworkperformedbytheemployeeforSCI.