Draft Draft Draft Draft
Center for Independent Living
Employee Handbook
Draft 9/19/01
Centers for Independent Living Draft
Employee Handbook
Table of Contents
Statement of Mission
Introduction
The Meaning of Independent Living
Independent Living Is…
10 Key Elements of Independent Living Philosophy
CIL Staff Code of Ethics
The Center’s Structure and Responsibilities
Organizational Structure and Operations
Role and Responsibility of the Executive Director
Equal Employment Opportunity & Affirmative Action
ADA Compliance
Sexual Harassment
Other Unlawful Harassment
Drug Free Workplace
Employment Relationship With the Center
General Hiring Policy
Key Definitions of Employment
Primary Employment
Legal Eligibility for Employment
Filling Vacant Positions
Application
Interviewing and Selection Process
New Employee Orientation
Job Descriptions
Personnel Records
Personal Information Changes
Seniority
Probation
Performance Reviews
Communication and Conflict Resolution
Operational Responsibilities at the Center
Hours of Work
Time Records
Out of Office Work/Telecommuting
Inclement Weather
Safety
Work-related Injuries and Illnesses
Chemical Sensitivity/Environmental Illness
Smoking
Publicity
Expenditure of Center Funds
Personal Financial Conduct
Gratuities
Reimbursement for Consultation or Other Services
Equipment Usage
Telephones
Visitors
Service Animals and Pets
Dress Code
Solicitation
Conflict of Interest
Confidentiality Statement
Computer and Information Security
Internet/Email Usage
Lobbying Policy
Weapons Carrying Policy
Compensation – Pay and Benefits
Pay Periods
Exempt and Nonexempt Status
Overtime
Compensatory Time and Flexible Schedules
Travel and Expense Reimbursement
Mileage Reimbursement
Employee Benefits
Mandated Insurance
Unemployment Compensation
Worker’s Compensation Insurance
Social Security
CIL Insurance and Retirement Benefits
Health Insurance
Group Life Insurance
Long Term Disability Insurance
Retirement
Leave With Pay
Paid Holidays
Paid Vacation Leave
Paid Personal Leave
Paid Sick Leave
Jury Duty Leave
Funeral Leave
Leave of Absence Without Pay
General Statement
Kinds of Leave Without Pay
Medical
Personal
Maternity
Military
Returning to Work From Leave
Benefits While on Leave Without Pay
Disciplinary Actions and Appeals
Ending Employment at the Center
Staff Reduction / Layoff
Retirement
Voluntary Termination
Exit Interview
Return of Property
End of Employment Pay and Benefits
Rehire
Revisions to Handbook
STATEMENT of MISSION
Acting as a catalyst for personal and social change, the mission of the Center for Independent Living is to assure equality of opportunity, full participation, independent living and economic self-sufficiency of people with disabilities in our society. Further, it is to create within the disability community a sense of pride, power and personal style.
INTRODUCTION
This handbook will help you to learn more about your working relationship with the Center for Independent Living and its satellite offices, hereafter referred to as the “Center”. The success of this relationship enables all of us to meet the many challenges that are a part of our non-profit organization. The Center wants each employee to enjoy a challenging and rewarding career. Satisfaction with your work by the people we serve is the foundation of our business.
The purpose of this handbook is to ensure that all employees of the Center are provided information about its policies in order to foster a clear understanding of them so all are treated uniformly and fairly with respect to the policies outlined in this booklet. While an attempt has been made to cover major topics of interest, revisions and improvements to the handbook will continue as the need for change arises.
If you are unsure of any policy provisions, or if you think you have been told something that is inconsistent with this handbook, you may clarify the point with the Executive Director. This handbook does not attempt to cover all of the operating procedures of the Center, and it is not intended to establish, nor is it to be construed as a contract between the Center and any of its employees for either employment or the provision of benefits.
The policies in this handbook are applicable to all regular full and part time employees at the Center except where separate or supplemental provisions are included in approved contracts or memoranda of agreement. These shall then take precedence over conflicting provisions of these policies for individuals covered by such contracts or agreements.
Your individual and collective contributions are crucial to all achievements at the Center. We hope you find fulfillment in the challenges of your work here, and that you will grow and prosper with us.
Executive Director
THE MEANING OF INDEPENDENT LIVING
What Independent Living means to CIL staff members:
“I think that Independent Living is self-determination, where each of us can make as many decisions concerning our lives as possible; how we will live, with whom, if care is needed, the extent of that care, etc. It means not telling people what they can or can’t do, but letting them determine that for themselves. This also means taking the chance of success or failure, just like everyone else.”
“IL is having the freedom, the right, the individual support, and community access necessary to pursue one’s passions in life without consideration of perceived inabilities.”
“Independent Living has a very simple definition to me. It’s about having a choice to live the life of our choosing. No adult wants to have someone else making their life choices.”
“…living life as close to the mainstream as we would like…the right to the same options afforded other people…full participation in society…including voting and involvement in political affairs, access to public and privately owned buildings, transportation, even the right to sit wherever we choose…”
“My view of Independence is Freedom and the right to choose whatever our needs might be, also to have the resources available to assist in this. The opportunity to voice our opinions and live our life without the barriers. Open Doors, Open Eyes, and Open Mind, be willing to fail and learn from it and go on to the next challenge. Remember knowledge is Power! Controlling your own destiny is the key!”
“IL to me means insuring that any one with any diffribility can go anywhere and do anything. Visit friends in their homes. Go to parks and recreational events. Go to the mall….get out more, do more, be seen more….I don’t feel that we’re getting the money we need. Too many people with diffribilities are living below the poverty line, facing homelessness and experiencing the health consequences of living with anxiety every day. The day the military has to have a bake sale, and health & human services have all that they need, will be a great day indeed!”
Independent Living is…
◊ Controlling and directing your own life
◊ Asserting your rights and
responsibilities as first class citizens
◊ Having opportunities to participate in
all aspects of community life
◊ Exercising the greatest degree of
choice about where you live, with
whom you live and how you live
◊ Making decisions and taking
responsibility for your actions
◊ Taking risks and allowing ourselves to
fail or succeed
10 Key Elements of Independent Living Philosophy
Civil Rights – equal rights and opportunities for all; no segregation by disability type or stereotype.
Consumerism – a person (“consumer” or “customer”) using or buying a service or product decides what is best for him/herself.
De-institutionalization – no person should be institutionalized (formally by a building, a program, or by family life) on the basis of a disability.
De-medicalization – individuals with disabilities are not “sick,” as prescribed by the assumptions of the medical model and do not require help from certified medical professionals for daily living activities.
Self-help – people learn and grow by discussing their needs, concerns, and issues with people who have had similar experiences; “professionals” are not the source of the help provided.
Advocacy – systemic, systematic, long-term, and community-wide change activities are needed to ensure that people with disabilities benefit from all that society has to offer.
Barrier-removal – in order for civil rights, consumerism, de-institutionalization, de-medicalization, and self-help to occur, architectural, communication and attitudinal barriers must be removed.
Consumer control – the organizations best suited to support and assist individuals with disabilities are governed, managed, staffed and operated by individuals with disabilities.
Cross-disability – activities conducted by organizations supporting independent living philosophy must be cross-disability in approach, meaning work is carried out by people with different types of disabilities for the benefit of all persons with disabilities.
Inclusion – after barriers are removed and legal rights instituted, society in its broadest sense appreciates and includes people with disabilities in all its forms, including institutions of education, employment, housing, recreation, transportation and all other forms of public and private group activity.
CIL STAFF CODE OF ETHICS
1.CIL staff shall behave in a legal, ethical, and moral manner in the conduct
of their profession, maintaining integrity, and avoiding behavior that would
cause harm to others.
2.CIL staff shall respect the integrity and protect the interests of people and
groups with whom they work.
- Staff will respect the right of consumers to self-determination.
- Staff will share all information and records, kept on file for a consumer, with that consumer.
- Staff are encouraged to provide copies of a consumer’s records to that consumer.
- Staff will always place the interests of consumers above personal interests.
3.CIL staff shall respect the confidentiality of information obtained from
consumers and business or other clients in the course of their work.
- Staff will take reasonable personal action, or inform responsible authorities, or inform those persons at risk, when the conditions or actions of a consumer indicates that there is clear and imminent danger to themselves or others Staff will inform consumers at the onset of the limits of confidentiality.
- after advising the consumer that this must be done. Consultation with other professionals is advised.
- Staff will not forward to another person, agency, business, or potential employer, any confidential information without the written permission of consumers or business or other clients.
- Staff will ensure that any person who must have access to consumer records will be thoroughly briefed concerning the confidentiality standards to be observed.
4.CIL staff shall expand their knowledge base needed to more effectively
serve people with disabilities.
THE CENTER’S STRUCTURE and RESPONSIBILITIES
ORGANIZATIONAL STRUCTURE AND OPERATIONS
The Board of Directors of the Center is responsible for setting general policies for the Center. The Board employs the Executive Director, to whom it delegates responsibility for the day-to-day administration of the CIL. The Board of Directors is responsible for ongoing supervision of the Executive Director. The Executive Director manages all CIL staff and contractual staff, either directly or through designated management level staff, using the policies approved by the Board of Directors.
ROLE AND RESPONSIBILITY OF THE EXECUTIVE DIRECTOR
The Executive Director shall be responsible for the day-to-day operation of the CIL. The Executive Director’s duties shall include but not be limited to:
- Developing, implementing and monitoring the operating budget of the CIL as defined in the Board’s adopted Financial Policies.
- Overseeing grants and programs initiated and adopted by the Board of Directors.
- Management of all regular and contractual staff of the CIL.
- Developing and maintaining collaborative partnerships that reinforce the IL philosophy at local, state and national levels.
- Promoting the philosophy and values of independent living and advocating for disability rights issues at the local, state and national levels.
Any public policy or major program initiative undertaken by the CIL shall be reviewed and formally adopted by the Board of Directors prior to public dissemination or implementation by the Executive Director.
EQUAL EMPLOYMENT OPPORTUNITY & AFFIRMATIVE ACTION
The Center firmly believes in nondiscriminatory treatment in all aspects of the employment experience including hiring, promotions, transfers, compensation, benefits, and all other terms, conditions or privileges related to employment, in accordance with local, state and federal laws.
The Center will adhere to a policy of equal opportunity and nondiscrimination regardless of age, sex, color, race, ethnic origin, national origin, religion, sexual preference, height, weight, disability, marital status, parental status, political affiliation, membership in an employee’s organization, or Vietnam-era veteran status.
If an employee feels that s/he has either been subjected to or has witnessed any discrimination, s/he should discuss this with the Program Services Director, the Executive Director or a member of the Board. Any complaint of alleged discrimination will be investigated immediately. Should there be any violation of this policy, appropriate actions will be taken as described in the Disciplinary Actions and Appeals section of this handbook.
ADA COMPLIANCE
The Center believes in nondiscriminatory treatment in hiring, promotions, transfers, compensation, benefits, and all other employment practices in accordance with state and federal laws. The Center complies with the Americans with Disabilities Act (ADA) of 1990 by:
- Considering all applicants with disabilities for employment using the same criteria as used for employment of persons without disabilities.
- Considering employees with disabilities for promotion using the same criteria as used for the promotion of employees without disabilities.
- Insuring that all of the Center’s facilities are barrier-free and accessible consistent with federal and state guidelines.
- Providing reasonable accommodations to employees who request it.
- Educating employees regarding sensitivity when interacting with people with disabilities.
- Posting notices explaining the provisions of the ADA and staff rights under the law.
The Center’s policy is to allow employees with disabilities to continue to work as long as medical evidence and demonstrated job performance indicates that they are able to perform the essential functions of their positions, to meet job performance standards, and that their condition is not a threat to others. The Center will attempt to make reasonable accommodations for an employee with a disability on a case-by-case basis consistent with the business needs of the Center and the law.
An employee’s health condition is personal. An employee who believes s/he needs a reasonable accommodation should discuss this with the person to whom they report or the Program Services Director or the Executive Director. The Center will, in so far as practical, maintain confidentiality. However, handling of insurance claims and efforts to accommodate the employee may require disclosure to various persons on a need-to-know basis.
SEXUAL HARASSMENT
Sexual harassment is a violation of Title VII of the Civil Rights Act of 1964. Accordingly, the CIL will not tolerate any person (including managers, supervisors, employees, volunteers, vendors or other agents), male or female, exhibiting sexually harassing behavior in the course of their duties, or other CIL-related activities, on or off CIL premises. It is the CIL’s objective to provide individuals with an environment that is free from sexual or any type of harassment.
Sexual harassment is commonly thought to occur when one person has actual or apparent power or authority over another. However, it may occur between individuals of any status or rank. Sexual harassment may occur between males and females and between persons of the same gender. Sexual harassment includes, but is not limited to, sexual advances, request for sexual favors, and other verbal or physical conduct of a sexual nature when:
- Submission to such conduct is made either explicitly or implicitly a condition of an individual’s employment.
- Reaction to such conduct by an individual is used as the basis for employment decisions affecting such individual.
- Such conduct has the purpose or effect of interfering with an individual’s work performance or creating an intimidating, hostile or offensive working environment.
Examples of sexual harassment include but are not limited to:
- Verbal: Innuendoes, suggestive comments, jokes of a sexual nature, sexual propositions or threats.
- Non-verbal: Sexually suggestive objects, pictures, Internet content, email messages or graphic commentaries; suggestive or insulting sounds, leering, whistling, or obscene gestures.
- Physical: Unwanted physical contact, including touching, pinching, brushing the body, or pushing.
All personnel must comply with this policy and take appropriate measures to ensure that such conduct does not occur. Violations of this policy by employees may result in disciplinary action up to and including discharge. Violations of this policy by volunteers, vendors or other agents may result in the termination of their relationship with and access to the Center.
Persons who believe they or any other person(s) have been the subject of sexual harassment should immediately report the matter so that the matter can be promptly, thoroughly and impartially investigated and appropriate corrective action can be taken if found that harassment has occurred. Reporting options include:
- To the designated CIL representatives
- To the person to whom s/he reports
- To the Program Services Director
- To the Executive Director
- To a member of the CIL Board of Directors
When practical, the individual is encouraged to address the matter directly with the involved person. However, it is not necessary that an individual who believes s/he has been the subject of sexual harassment to report the harassment to the person s/he is accusing of sexual harassment. Depending upon the nature and severity of the matter, the complaint can be forwarded to a higher level at any point.
There will be no action taken against anyone who complains of sexual harassment unless such accusation is shown to be intentionally false. The CIL will, to the maximum extent feasible, maintain the confidentiality of such complaints. However, the investigation of such complaints will generally require disclosure to various persons on a need-to-know basis.