Personnel Policy Manual
First Baptist Church
Union City, Tennessee
Revised 09.01.2009
Effective 01.01.2010
Acknowledgment:
The Personnel Ministry Team of First Baptist Church would like to acknowledge the work of First Baptist Church, Covington, Louisiana. First Baptist Church of Covington donated an electronic draft of their employee handbook, freely and willingly, to allow us to use it as we saw fit. This selfless donation saved us many hours of work.
TABLE OF CONTENTS
PURPOSE AND ADMINISTRATION
CONDITIONS OF EMPLOYMENT
PERSONNEL RECORDS, JOB DUTIES AND PERFORMANCE
CLASSIFICATION AND COMPENSATION PLAN
PAYROLL PROCEDURES
EMPLOYEE CONDUCT AND DISCIPLINARY ACTION
SEXUAL HARRASSMENT POLICY
PURPOSE AND ADMINISTRATION
001 STATEMENT OF PURPOSE
This document establishes policies and procedures which have been determined to be necessary to carry out the mission and purposes of First Baptist Church of Union City, Inc.(FBC of Union City). It also provides information about working conditions, employee benefits, and some of the policies affecting employment at FBC of Union City.
Every employee should read, understand, and comply with all provisions of this handbook. It describes many of the responsibilities as an employee and outlines the programs developed by FBC of Union City to benefit employees. One of the objectives of FBC of Union City is to provide a work environment that is conducive to both personal and professional growth.
The purpose of this document is to standardize employment policies and procedures in order to provide the same information to all employees of FBC of Union City and to insure equal treatment of all personnel.
002 ADMINISTRATION
The policies and procedures outlined in this manual will be administered by the Pastor and/or his designated administrator (sometimes here in after referred to as “administration”) of such policies and procedures. Exceptions to the policies and procedures in this handbook must be authorized in writing by the Pastor or his designee with approval of the Personnel Ministry Team.
003 REVISIONS TO MANUAL
No policy manual can anticipate every circumstance or question about policies and procedures. As FBC of Union City continues to grow, the need may arise to revise, supplement, or rescind any policy or procedure outlined in this handbook. All revisions will be approved by the Personnel Ministry Team and presented to employees prior to implementation. All subsequent revisions shall supersede any prior policies.
004 ACKNOWLEDGEMENT OF RECEIPT OF MANUAL
Every employee of FBC of Union City will sign a form stating that he or she has received, read and will follow the policies and procedures outlined in this policy manual.
CONDITIONS OF EMPLOYMENT
101 NATURE OF EMPLOYMENT
FBC of Union City is an employment-at-will organization which means that either the employee or FBC of Union City can end the employment relationship for any reason at any time, with or without notice, and nothing in this manual should be read to change the nature of this relationship. Other than as required elsewhere in the bylaws of FBC of Union City, there shall be no written or implied contracts of employment with First Baptist Church of Union City, nor shall there be any guarantee of employment extended to any employee of the church for any specified period of time. Nothing in this manual should be read to create such a contract or guarantee.
102 EQUAL OPPORTUNITY EMPLOYER
FBC of Union City is an Equal Opportunity Employer. As such, FBC of Union City shall not discriminate in employment opportunities or practices against any applicant or employee on the basis of race, color, sex, national origin, age, disability, or any other characteristic protected by law. This non-discrimination policy governs all aspects of employment, including selection, job assignment, compensation, evaluation, termination, access to benefits and training.
In order to provide equal employment and advancement opportunities to all individuals, employment decisions at FBC of Union City will be based on merit, qualifications, and abilities. FBC of Union City will make reasonable accommodations for qualified individuals with known disabilities unless doing so would result in an undue hardship to FBC of Union City.
Employees with questions or concerns about any type of discrimination in the workplace are encouraged to bring these issues to the attention of their immediate supervisor. If the employee’s question or concern relates to his or her immediate supervisor, or if the employee is otherwise uncomfortable discussing the question or concern with his or her immediate supervisor, the employee should discuss the matter with the Pastor or someone else in Administration. Employees can raise concerns and make reports without fear of reprisal. Anyone found to be engaging in any type of unlawful discrimination will be subject to disciplinary action, up to and including termination of employment.
103 EMPLOYMENT APPLICATIONS
FBC of Union City relies upon the accuracy of information contained in the employment application, as well as the accuracy of other data presented throughout the hiring process and employment. Any misrepresentations, falsifications, or material omissions in any of this information or data may result in the exclusion of the individual from further consideration for employment or, if the person has been hired, termination of employment.
In processing employment applications, FBC of Union City may obtain a consumer credit report for employment purposes only concerning credit worthiness, credit standing, and credit capacity. If FBC of Union City takes an adverse employment action based in whole or in part on the consumer credit report, a copy of the report and a summary of the employee’s rights under the Fair Credit Reporting Act will be provided as well as any other documents required by law.
104 EMPLOYMENT REFERENCE CHECKS
It is the policy of FBC of Union City to check the employment references of all applicants to ensure that individuals who join the staff at FBC of Union City are well qualified and have a strong potential to be productive and successful. References must be submitted in writing in order for an applicant to be considered for employment. Inquiries will be made to confirm dates of employment, wage rates, and position(s) held.
105 NEPOTISM
Unless expressly authorized by a vote of the membership of FBC of Union City, no employee shall hold a paid position on the staff of FBC of Union City over which a member of his/her immediate family exercises direct supervisory authority. The rationale for this policy is to eliminate the possibility of favoritism, claims of partiality in treatment at work, and personal conflicts from outside the work environment carried into day-to-day working relationships. For purposes of this policy, a relative is any person who is related by blood, marriage, or adoption.
106 COMPLIANCE WITH IMMIGRATION LAWS
FBC of Union City is committed to employing United States citizens or legal aliens who are authorized to work in the United States.
In compliance with the Immigration Reform and Control Act of 1986, all employees, as a condition of employment, must complete the Employment Eligibility Verification Form I-9 and present documentation establishing identity and employment eligibility as required by the Act.
Employees with questions or seeking more information on immigration law issues are encouraged to contact Administration. Employees may raise questions or complaints about immigration law compliance without fear of reprisal.
FBC of Union City does not unlawfully discriminate in its employment practices on the basis of citizenship or national origin.
107 DISABILITY ACCOMMODATION
FBC of Union City is committed to complying fully with the Americans with Disabilities Act (ADA) and ensuring equal opportunity in employment for qualified persons with disabilities. All employment practices and activities shall be conducted on a non-discriminatory basis. Hiring procedures shall provide persons with disabilities meaningful employment opportunities. Pre-employment inquiries will be made only regarding an applicant's ability to perform the duties of the position.
Employees with a disability who believe they need a reasonable accommodation to perform the essential functions of their job must contact Administration to request such an accommodation. Reasonable accommodation will be made available to the employee, unless the accommodation would result in undue hardship on FBC of Union City. All employment decisions shall be based on the merits of the situation in accordance with defined criteria, not the disability of the individual.
Qualified individuals with disabilities are entitled to equal pay, benefits, and other forms of compensation (or changes in compensation) as well as in job assignments, classifications, organizational structures, and position descriptions.
108 CONFIDENTIALITY POLICY
The protection of confidential business information is vital to the interests of FBC of Union City. Such confidential information includes, but is not limited to, the following:
§ contribution records
§ staff compensation data
§ church computer processes, programs and codes
§ financial information
§ outreach strategies
§ membership lists
§ membership preferences
§ membership records
§ information shared by members in confidence
§ pending projects and proposals
Employees who improperly use or disclose confidential information regarding FBC of Union City or its church members will be subject to disciplinary action, up to and including termination of employment.
109 CODES OF CONDUCT
The successful business operation and reputation of FBC of Union City is built upon the principles of fair dealing and ethical conduct of its employees. The reputation of the church for integrity and excellence requires careful observance of the spirit and letter of all applicable laws and regulations, as well as a scrupulous regard for the highest standards of conduct including:
§ personal integrity
§ truthfulness
§ honesty in all business and personal matters
The continued success of FBC of Union City is dependent upon the trust of its members in its employees. The leadership of the church is dedicated to preserving that trust. Employees owe a duty to FBC of Union City and its members to always act in a way that will merit the continued trust and confidence of the public.
FBC of Union City will comply with all applicable laws and regulations, and accordingly it is expected that its employees will conduct both church and personal business in accordance with the letter, spirit, and intent of all relevant laws. Employees shall refrain from any illegal, dishonest, or unethical conduct, or any behavior which is inconsistent with the mission and objectives of FBC of Union City. In general, the use of good judgment based on high ethical principles should guide every employee of FBC of Union City with respect to acceptable conduct. If a situation arises where it is difficult to determine the proper course of action, the matter should be discussed openly with the employee’s immediate supervisor, or if necessary, with the Pastor for advice and consultation.
Actions, words, jokes, or comments based on an individual's sex, race, color, national origin, age, religion, disability, or any other legally protected characteristic will not be tolerated.
Compliance with these outlined codes of conduct is the responsibility of each employee of FBC of Union City. Disregarding or failing to comply with these standards of conduct could lead to disciplinary action, up to and including possible termination of employment.
110 WORKPLACE ETIQUETTE
FBC of Union City strives to maintain a positive work environment where employees treat each other with respect and courtesy. Sometimes issues arise when employees are unaware that their behavior in the workplace may be disruptive or annoying to others. Many of these day-to-day issues can be addressed by politely talking with a co-worker to bring the perceived problem to his or her attention. In most cases, common sense will dictate an appropriate resolution. FBC of Union City encourages all employees to keep an open mind and graciously accept constructive feedback or a request to change behavior that may be affecting another employee's ability to concentrate and be productive.
The following workplace etiquette guidelines are not necessarily intended to be hard and fast work rules with disciplinary consequences. They are simply suggestions for appropriate workplace behavior to help everyone be more conscientious and considerate of co-workers and the work environment. Please contact Administration if you have comments, concerns, or suggestions regarding these workplace etiquette guidelines.
Ø Try to minimize unscheduled interruptions of other employees while they are working.
Ø Communicate by e-mail or phone whenever possible, instead of walking unexpectedly into someone's office or workspace.
Ø Be conscious of how your voice travels, and try to lower the volume of your voice when talking on the phone or to others in open areas.
Ø Keep socializing to a minimum, and try to conduct conversations in areas where the noise will not be distracting to others.
Ø Try not to block walkways while carrying on conversations.
Ø Avoid discussions of your personal life/issues in public conversations that can be easily overheard.
Ø Monitor the volume when listening to music, voice mail, or a speakerphone that others can hear.
Ø Clean up after yourself and do not leave behind waste or discarded papers.
Ø Personal visitors coming into the workplace for “personal business and non-church related business” should be kept to a minimum.
111 ATTENDANCE AND PUNCTUALITY
To maintain a safe and productive work environment, FBC of Union City expects employees to be reliable and punctual in reporting for scheduled work. Absenteeism and tardiness place a burden on other employees and on FBC of Union City. In the rare instances when employees cannot avoid being late to work or are unable to work as scheduled, they should notify their supervisor as soon as possible in advance of the anticipated tardiness or absence.
Poor attendance and excessive tardiness are disruptive to the work of FBC of Union City that is necessary to carry out our mission. Either may lead to disciplinary action, up to and including termination of employment
A work schedule will be provided for each employee.
Attendance will be monitored according to the following guidelines:
1. The attendance / tardiness will be tracked on a rolling twelve months basis, and records will be maintained by Administrator or designee.
2. Any time an employee is not at work on a regularly scheduled shift, there will be one point assigned to the rolling attendance total.
3. Any employee that is late to work, or has to leave his / her scheduled work station during the day will incur .5 of an attendance point.