EMPLOYEE HANDBOOK
Welcome!
We are glad you have chosen to join our team and we look forward to a mutually beneficial and satisfactory relationship. This Handbook will provide you with information about the SEVEC, your benefits, and policies affecting your employment.
The full policies mentioned in this book will be provided to you during your orientation or may be obtained from your Manager.
If you have any questions with respect to this Handbook, or any individual policy, please speak with your Manager, or in their absence, directly with me.
Françoise Gagnon
Executive Director
ABOUT SEVEC
Our Mission
Our Vision
Our Commitment
Our History
PROFESSIONAL CONDUCT
Diversity
Harassment
Conflict of Interest
Confidentiality
Attendance
Dress Code
Equipment & Tools
Computer Network
Email Policy
Internet Usage
EMPLOYMENT
Recruitment
Criminal Background Checks
Probationary Period
Changes in Personal Information
Job Classifications
Employment Status
Payroll Periods and Pay Days
Hours of Work
Meal and Break Periods
Time Sheets
Overtime
PERFORMANCE MANAGEMENT
Performance Management Program
Corrective Action
Termination of Employment
References
BENEFITS
Group Medical Insurance
Group Retirement Savings Plan
Public Holidays
Vacation
Leaves of Absence
Service Awards
Continuous Learning
GENERAL
On Call Duty
Cell Phones/Electronic Communication Devices
Gifts and Benefits
Public Statements/Media
HEALTH & SAFETY
ABOUT SEVEC
Welcome to SEVEC, Canada’s leader in educational youth experiences. SEVEC is a national charitable organization that has been providing educational exchanges, trips and forums for Canadian youth for 75 years. Over 350,000 youth have benefitted from our programming.
Our Mission
To create, promote and facilitate enriching educational opportunities for youth within Canada for the development of mutual respect and understanding through programs of exploration in language, culture, and community.
Our Vision
To inspire in youth a stronger sense of self and confidence in building the Canada of tomorrow.
Our Commitment
We believe that visiting another part of Canada or sharing the experience of an exchange has a lasting, positive impact on the lives of all those involved-individuals, families, organizations and communities. We are totally committed to the success of these exchanges or visits, and to the celebration of youth experiencing of Canada.
Our History
The Society for Educational Visits and Exchanges in Canada is a national charitable organization that was launched in 1936. Initially known as Visites interprovinciales, this organization and the Bilingual Exchange Secretariat came together to form SEVEC in 1981.
SEVEC’s mission is to create, facilitate and promote enriching educational opportunities for youth within Canada for the development of increased appreciation and understanding through programs of exploration in language, culture and community. Known for its youth exchange program (Youth Exchanges Canada), SEVEC has added Youth Saluting Youth to its programming, as well as expanded its forum facilitation.
With75 years’ experience and over 350,000 youth who have benefittedfrom our programs, SEVEC is proudto bea national leader in facilitating educational youth experiences.
PROFESSIONAL CONDUCT
All employees will strive to assure public confidence in the integrity of SEVEC by conducting themselves in a professional manner which is at all times in the best interest of SEVEC.
Employees are expected to perform their jobs with integrity, and honesty and to respect others in the workplace as well as the organization’s interests.
All employees have a duty to report, verbally or in writing, promptly and confidentially, any evidence of any improper practice of which they are aware. Examples of improper practice include illegal, fraudulent, dishonest or otherwise unethical conduct which is not in the best interest of SEVEC.
Topics covered under Professional Conduct are intended to broadly address the issues outlined and do not replace the established policies or procedures currently in effect. The policies are intended to guide employee judgment and assist in better understanding the behaviours expected of employees.
Diversity
SEVEC is committed to having a representative workforce. We will recruit, train and promote the person whose qualifications best match the position requirements, regardless of their race, ancestry, place of origin, colour, ethnic origin, citizenship, creed, gender, sexual orientation, marital status, age, religion, family status, disability or any other ground protected by law.
Because we value diversity in the workplace, we are committed to employment equity and equal opportunity employment and will make reasonable workplace accommodations for persons with disabilities.
Workplace Violence
The management of SEVEC is committed to the prevention of workplace violence and is ultimately responsible for worker health and safety. We will take whatever steps are reasonable to protect our workers from workplace violence from all sources.
All workers are encouraged to raise any concerns about workplace violence and to report any violent incidents or threats. Management pledges to investigate and deal with all incidents and complaints of workplace violence in a fair and timely manner, respecting the privacy of all concerned as much as possible.
Harassment
Employees have every right to work in an environment that is free from harassment. As a result, SEVEC will take every reasonable measure to ensure that no employee is subjected to such abuse.
Any employee who feels they have been subjected to any form of harassment should immediately report it to their supervisor, or in the event the supervisor is the one involved, to the Executive Director. Under no circumstances will an employee who in good faith reports alleged incidents of harassment or discrimination, or who cooperates in an investigation, be subjected to any form of reprisal or retaliation.
Conflict of Interest
An employee will be considered in conflict of interest when placed in an advantageous position for financial, political or personal reasons.
The conflict must result in direct or indirect, monetary or non-monetary benefit to the employee, or someone with whom they have a close personal relationship. If you are in doubt as to whether you are in a position of conflict of interest, either in the course of your duties or through outside employment, speak with the Executive Director.
Confidentiality
In carrying out their duties, employees may have access to and become entrusted with confidential information regarding the customers, business plans and operations of the organization and other proprietary information (collectively "Confidential Information"). Employees shall not disclose, reveal or disseminate such Confidential Information to any person or entity, other than in the performance of his duties or use such Confidential Information for his or her own account or benefit, without the express prior written consent of the Executive Director, during the term of employment or thereafter.
SEVEC respects the privacy of employee’s and considers matters relating to the employment relationship, including salary information, to be confidential.
Use of electronic devices for the purpose of recording and/or photographing or videotaping is prohibited without the express written consent of the individual (s) involved.
Refer to SEVEC’s Privacy Policy for additional information.
Attendance
The job you do is important. We expect punctual and regular attendance. If you are not able to report to work due to illness or for good reason, you must notify your manageror supervisor no later than your regularly scheduled starting time. If your manager or supervisor is unavailable, you should leave a message, and continue to call until you speak to your manager/supervisor personally. You should call in daily if you are not certain when you will be able to return to work.
In the event you are unavoidably delayed and expect to arrive later than your regularly scheduled start time, you must if possible, notify your immediate supervisor prior to your normal start time, of your anticipated time of arrival.
Dress Code
Employees should dress in a manner appropriate for a business environment, whether they have client contact or not. SEVEC wants its employees to be comfortable while performing their duties; however, good judgment and taste should be used.
All attire and footwear should be clean and in good repair. Good grooming habits should be followed with hair clean and neat, and tied back where it interferes with work performance. Facial hair should also be groomed. Due to the increasing prevalence of environmental sensitivities, highly perfumed products should be avoided.
Extremely casual dress e.g. jeans, leggings, halter tops, flip flops, etc. is not considered appropriate for work. If you are unsure of whether an article of attire is appropriate, speak with your supervisor in advance of wearing it.
If safety equipment is required for any position, it must be worn at all times.
Equipment & Tools
SEVEC provides employees with all the necessary tools and equipment to perform their duties. Use of personal workspace, tools and equipment should not be necessary and must be approved in advance of use.
Computer Network
SEVEC provides all employees with a computer work station and secure access to the SEVEC network in order to enhance productivity and assist with sharing of information with other employees, group organizers and daily contacts.
All of the organization’s computer network resources are provided for business purposes. Therefore, SEVEC maintains the right to monitor network usage.
Email Policy
Use of email by employees of SEVEC is permitted and encouraged where such use supports the goals and objectives of the organization. Email includes use of a SEVEC business email and any other email used during SEVEC working hours.
Employees must bear in mind that e-mail is not private and its source is clearly identifiable. E-mail messages may remain part of SEVEC business records long after they have been deleted by the employee. Employees must ensure that personal e-mail does not adversely affect SEVEC or its public image or that of its customers, partners, associates, or suppliers. All emails sent from a SEVEC email address, whether for personal or business purposes, remain the property of SEVEC.
All of SEVEC’s email resources are provided for business purposes. Therefore, SEVEC maintains the rights to examine any systems and inspect any data recorded in those systems. SEVEC also reserves the right to use monitoring software in order to ensure compliance.
Internet Usage
Use of the internet by employees of SEVEC is permitted and encouraged where such use supports the goals and objectives of the organization. Employees using the internet must ensure that they comply with all current legislation, use the internet in an appropriate way and do not create unnecessary business risk to the organization by their misuse of the internet.
All information produced, collected and/or processed remains the property of SEVEC. This includes such information stored on third-party websites such as webmail service providers and social networking sites such as Facebook.
All of the organization’s internet-related resources are provided for business purposes. Therefore, SEVEC maintains the right to monitor the volume of internet and network traffic, together with the internet sites visited.
EMPLOYMENT
Recruitment
All hiring at SEVEC will be done in an open and transparent manner, such that information about employment opportunities will be provided to current employees. Current employees will be considered for vacant positions if their qualifications match those of a vacant position.
Concurrent postings will be done internally and externally. The closing date of each posting will be indicated as well as the name of the person to whom applications should be directed. Internal candidates are required to submit a cover letter and current resume.
Unfortunately, due to contractual considerations with our funders, we are unable to consider family members of employees for open positions.
Criminal Background Checks
Because of SEVEC’s involvement with youth participants, all employees are required to undergo a criminal record check and vulnerable sector search. New hires will be obligated to produce a report issued by the local police department within the past year. Subsequently, an updated police record check must be done every three years, for which SEVEC will pay the cost. Failure to provide in an updated report may result in suspension or termination of employment.
Probationary Period
The probationary period for all new employees is six months.
During the probationary period, employees are expected to demonstrate their abilities and suitability for the position for which they have been hired. The probationary period may be extended, in writing, if it is felt additional time is needed to assess performance.
Changes in Personal Information
It is your responsibility to inform your manager in writing should any of your personal information change. Personal information includes but is not limited to name, address, phone number, emergency contact, marital status, and dependent status.
Job Classifications
All positions at SEVECare classified into one of the following employment classifications based on job duties and qualifications:
- Executive Director
- Director
- Manager
- Specialist
- Program Assistant
- Administrative Assistant
From time to time, SEVEC may review the job descriptions and employment classifications to ensure that they are in keeping with actual practice.
Employment Status
Permanent employees are salaried employees that have completed a probationary period and who are not hired under a fixed term employment contract.
Term employees are hourly paid employees that have been hired under a fixed term employment contract.
Probationary employees are employees that have not yet completed the six month probationary period or an extended probationary period as outlined in this handbook.
Payroll Periods and Pay Days
Employees are paid every two weeks on Thursday for work done up to the next business day, Friday. Funds are deposited electronically in the employee’s bank account prior to close of business on Thursday. Term employees are paid one week in arrears.
Wages are subject to statutory deductions required by law. Upon completion of the probationary period, deductions will commence for Group Insurance premiums and, where applicable, contributions to the Group Savings Plan.
Hours of Work
Regular hours of work are 8:30 a.m. to 4:30 p.m. from Monday to Friday. On occasion, SEVEC may require employees to assist with organization-sponsored events that fall outside normal business hours. Employees are expected to make every possible effort to attend and assist as needed.
SEVEC recognizes that flexibility is important to employees andwill try to accommodate requests for flexible work arrangements, provided these requests do not conflict with client service. Such requests should be submittedin writing to the Director, Finance and Administrationincluding full particulars and bearing their supervisor’s approval. Once approved, any flexible arrangement may be discontinued by either party with two weeks’ written notice.
In recognition of employeecontributions throughout the year, summer hours will be adopted from July 1 to the Labour Day weekend. An employee may choose one of the following options:
- Leave one hour early every Friday
- Take one additional day off between July and August, which is not considered vacation
- Leave four hours early one Friday afternoon in July and one Friday afternoon in August
- Work regularly scheduled hours (no reduction in hours as in i. to iii.) one day per week from home
Employees must submit their choice to the Director, Finance and Administrationprior to June 15th. While SEVEC will attempt to accommodate all summer hour requests, client service commitments will take precedence.
Meal and Break Periods
Employees who work more than five consecutive hours are entitled to a thirty minute unpaid meal period free from work. Lunch periods should be scheduled between noon and 1:30 p.m. Extension of lunch periods, either on a temporary or permanent basis, must be approved by your supervisor, to ensure adequate coverage.
It is recognized that employees may need additional smaller breaks to make personal calls, etc. These should be kept to a minimum and will be addressed with the individual in the event of abuse.
Time Sheets
Hourly paid employees are required to complete and submit a time sheet to the finance department by 10 a.m.each Friday in order to ensure timely payment of wages.
Overtime
Overtime is defined as any hours worked in excess of 44 hours in a work week, as outlined in the Ontario Employment Standards Act. Prior approval must be obtained from your supervisor.
Overtime will be calculated at one and one-half times the overtime hours worked andawarded in the form of time off, asmutually agreed upon by the employee and employer.
PERFORMANCE MANAGEMENT
Performance Management Program
The performance management program at SEVEC has been developed to provide a fair and consistent process for managing and measuring employee performance. It identifies and aligns employee roles and objectives to organizational priorities and encourages an employee’s involvement in their own professional development. The program provides employees with a focus and direction within an environment that creates open and ongoing dialogue between employee and supervisor throughout the year and builds capabilities and supports succession planning.
The Program links performance to financial rewards and merit increases.
Corrective Action
Corrective action is the process for dealing with job-related behaviour that does not meet the expected and communicated performance standards. The primary purpose for corrective action is to assist the employee to understand that a performance problem or opportunity for improvement exists. The process features increasingly formal efforts to provide feedback to the employee so that they can correct the problem. The goal of corrective action is to improve employee performance.
Termination of Employment
Notice of resignation should be given in writing to the immediate supervisor at least ten working days in advance of the last day worked. This notice should include the reason for termination.