TABLE OF CONTENTS
PERSONNEL
ABANDONMENT OF POSITION 2.1
ACCEPTABLE USE OF THE INTERNET 2.2
ADMINISTRATIVE LEAVE 2.3
ADVERSE ACTIONS 2.4
BENEFITS TO EMPLOYEES 2.5
BEREAVEMENT LEAVE 2.6
CODE OF ETHICS 2.7
CONFIDENTIALITY……………………………………………………… 2.8i
CONFLICT of INTEREST POLICY 2.8ii
CONTRACT EMPLOYEES 2.9
CREDIT UNION 2.10
DIRECT DEPOSIT 2.11
DISCIPLINARY SUSPENSION 2.12
DRUG FREE POLICY 2.13
ELECTRONIC MONITORING 2.14
EMPLOYEE BACKGROUND CHECKS 2.15
EQUAL EMPLOYMENT OPPORTUNITY/
AFFIRMATIVE ACTION 2.16
EXCESSIVE ABSENTEEISM 2.17
DETERMINING GRIEVABILITY 2.18
GRIEVANCE PROCEDURE 2.19
STEP I 2.20 STEP II 2.21
STEP III 2.22
HOLIDAYS 2.23
HONORARIA & FEES 2.24
INJURY ON THE JOB 2.25
INSURANCE 2.26
ADMINISTRATIVE ASSISTANT 2.27
BENEFITS SPECIALIST 2.28i
COMMUNITY ACTION SPECIALIST 2.28ii
COMMUNITY ACTION SPECIALIST/TRAINER 2.28iv
COMMUNITY SERVICES MANAGER 2.29
ELDERLY or DISABLED WAIVER CONSUMER-DIRECTED
PERSONAL ASSISTANCE SERVICES WAIVER
SERVICES FACILITATOR (EDCD WAIVER)………………………... 2.30
EMPLOYMENT SERVICES COORDINATOR 2.31i
EXECUTIVE DIRECTOR 2.32
FINANCE AND OPERATIONS MANAGER 2.33.i
INDEPENDENT LIVING COORDINATOR 2.34
INDEPENDENT LIVING SKILLS TRAINING/COORDINATOR……. 2.35
INDIVIDUAL AND FAMILY DEVELOPMENTAL DISABILITIES
SUPPORT WAIVER (DD WAIVER CASE MANAGER………………. 2.36
INFORMATION AND REFERRAL SPECIALIST 2.37
MEDICAID WAIVER SUPERVISOR 2.38
MONEY FOLLOWS THE PERSON …………………………………….. 2.38ii
OPTIONS COUNSELING COORDINATOR 2.39
PROGRAM SERVICES DIRECTOR 2.40
PROGRAM SERVICES SUPERVISOR...... 2.41
RECEPTIONIST/CLERK 2.42
SYSTEMS ADVOCACY/OUTREACH COORDINATOR 2.43
JURY/CIVIL LEAVE 2.44
LAY-OFF 2.45
MATERNITY LEAVE 2.46
MILITARY LEAVE 2.47
MISSION 2.48
MOTOR VEHICLE REPORTING POLICY 2.49
NEPOTISM 2.50
ORGANIZATIONAL CHART 2.51
PART-TIME EMPLOYEES 2.52
PAY ADVANCE POLICY………………………………………………… 2.53
PAY PERIODS 2.53i
PERFORMANCE EVALUATION 2.54
PERSONAL LEAVE POLICIES 2.55
PERSONNEL RECORDS 2.56
POLICIES GOVERNING PERSONNEL 2.57
POSITION CLASSIFICATION 2.58
PROBATIONARY PERIOD 2.59
PROFESSIONAL DEVELOPMENT 2.60
PROGRESSIVE DISCIPLINE 2.61
PURPOSE 2.62
REASONABLE ACCOMMODATION 2.63
REASONS FOR DISCIPLINARY ACTION 2.64
RECRUITMENT 2.65
REGULAR FULL TIME EMPLOYEES 2.66
RELEASING JOB REFERENCES 2.67
RESIGNATION 2.68
SAM’S WHOLESALE CLUB 2.69
SCREENING 2.70
SEXUAL HARASSMENT 2.71
SIMPLE IRA RETIREMENT PLAN 2.72
SOCIAL MEDIA POLICY 2.73
STAFF SERVICE AWARD PROGRAM 2.74
STATEMENT OF NEEDS 2.75
UNEMPLOYMENT INSURANCE 2.76
UNPAID LEAVES OF ABSENCE 2.77
USE OF PERSONAL VEHICLES 2.78
WHISTLEBLOWER POLICY 2.79
WORKER’S COMPENSATION 2.80
ABANDONMENT of POSITION
An employee who is absent from duty without proper justification or prior notification or authorization may be subject to dismissal.
2-03 abandoment 2.1
ACCEPTABLE USE of the INTERNET
Internet access is now available to staff members of BRILC. Staff members have access to:
· E-mail (electronic mail)
· World wide web
· Gophers
· Discussion groups
Use of the Internet is for BRILC business only, and BRILC may monitor staff members’ use of the Internet to ensure that it is being used for the stated purpose only.
In addition, it is expected that all staff members using the Internet will abide by these rules:
1. Users must respect the privacy of others. Users shall not intentionally obtain copies of or modify files, passwords, or data that belong to anyone else. Users should not represent themselves as someone else by using another’s account. No one should forward material without prior consent.
2. Users must respect the legal protection provided by copyright license to programs, books, articles and data.
3. Users must respect the integrity of computing systems. For example, no one should develop programs that harass other users or attempt to infiltrate a computer or computing system.
4. No advertising for profit or campaigns for political office are allowed.
5. Use of this nonprofit’s network for games is not considered acceptable.
6. Users must respect the rights of others and not use language that is abusive, profane, or sexually offensive.
7. E-mail is not guaranteed to be private. Messages dealing with illegal activities may be reported to the appropriate authority.
8. Users must exercise care in protecting their passwords. Any abuse of a staff member’s account by someone else is the staff member’s responsibility. Staff members who believe that someone else may have their password should immediately change it and report the problem to the system administrator.
2-03 internet 2.2
9. Users must abide by all existing federal and state laws regarding electronic communication. This includes, but is not limited to, accessing information without authorization, giving passwords out, or causing a system to malfunction.
10. Access to the Internet is a privilege. Anyone found using access in a way deemed inappropriate will be denied privileges and may be subjected to disciplinary action, including termination.
All staff members of BRILC will be asked to sign an Acceptable Use of the Internet Acknowledgment form.
2-03 internet 2.2i
ADMINISTRATIVE LEAVE
Administrative Leave is defined as time requested by the employee for workshops, meetings, conferences, or training sessions away from the office. It must be approved by the supervisor and Executive Director.
2-03 adminleave 2.3
ADVERSE ACTIONS
Adverse action is any action taken for job related performance reasons which results in the employee’s suspension without pay, demotion, disciplinary reduction of salary, probation, or dismissal of a permanent employee. It does not include actions resulting from reduction in force, insufficient funds, and decrease in funds or changes in the agency’s personnel needs. Termination will be effective immediately with two-(2) weeks severance pay forwarded.
2-03 adverse 2.4
BENEFITS TO EMPLOYEES
Benefits to employees apply only to regular full-time employees of the BRILC unless otherwise noted. Employee benefits are established by the Board of Directors and administered by the Executive Director.
2-03 benefits2emp 2.5
BEREAVEMENT LEAVE
Up to three (3) days of bereavement leave may be granted on an annual basis for funerals of employees’ immediate family members at the discretion of the Executive Director. Immediate family members include: parents, spouse's parents, grandparents, spouse, domestic partners of the same or opposite sex, step-children, children, grandchildren, brother or sister, or step-parents.
For funerals of persons not in the employee’s immediate family, up to one (1) day of bereavement leave may be granted on an annual basis at the discretion of the Executive Director.
3-24 bereavement 2.6
CODE of ETHICS POLICY
The Code of Ethics lists staff behaviors and responsibilities essential to BRILC’s integrity and lends credibility to the goals BRILC is striving for. Each staff member will read and sign the Code of Ethics, which will then be placed in the personnel file.
2-03 ethics 2.7
CONFIDENTIALITY
A personnel file will be maintained on all BRILC employees. The files will be stored in a locked filing cabinet. The Executive Director will have a key to this filing cabinet. The file cabinet is located outside of the Executive Director’s office. Personnel files are kept confidential and will be utilized by staff only as appropriate. Separate employee personnel files will be maintained by the Executive Director in a locked file cabinet for employee medical information documentation.
Employees should use good judgment in deciding what information should be shared with other BRILC employees regarding BRILC participants. Information regarding BRILC participants will not be shared with non-BRILC employees without the participant's written permission. All employees will sign confidentiality form each year.
Information regarding participants will only be released with a signed Uniform Authorization to Use and Exchange Information form contained in the forms drawer and signed by the participant or their parent/guardian.
As employees of BRILC, certain information may become available from time to time that is sensitive to the business interests of BRILC. Such information must not be discussed with persons outside the organization and only discussed within the organization on a "need to know” basis. In addition, employees have a responsibility to avoid unnecessary disclosure of non-confidential internal information about BRILC, its participants, and its suppliers. This responsibility is not intended to impede normal business communications and relationships, but is intended to alert employees to their obligation to use discretion to safeguard internal BRILC affairs.
All media inquiries and other inquiries of a general nature should be referred to the Executive Director or to another management staff member in his/her absence. Likewise, all press releases, publications, speeches, or other official declarations must be approved in advance by the Executive Director.
3-15 confidentiality 2.8i
CONFLICT OF INTEREST POLICY
It is in the best interest of BRILC to be aware of and properly manage all conflicts of interest and appearances of a conflict of interest. This conflict of interest policy is designed to help directors, officers, employees and volunteers of BRILC, identify situations that present potential conflicts of interest. This policy is formulated to provide BRILC with a procedure to appropriately manage conflicts in accordance with legal requirements and the goals of accountability and transparency in BRILC’s operations.
1. Conflict of Interest Defined. In this policy, a person with a conflict of interest is referred to as an “interested person.” For purposes of this policy, the following circumstances shall be deemed to create a Conflict of Interest:
a. A director, officer, employee or volunteer, including a board member (or family member/close personal relationship of any of the foregoing) is a party to a contract, or involved in a transaction with BRILC for goods or services.
b. A director, officer, employee or volunteer, (or a family member/close personal relationship of any of the foregoing) has a material financial interest in a transaction between BRILC and an entity in which the director, officer, employee/volunteer, or a family member/close personal relationship of the foregoing, is a director, officer, agent, partner, associate, employee, trustee, personal representative, receiver, guardian, custodian, or other legal representative.
c. A director, officer, employee or volunteer, (or a family member/close personal relationship of the foregoing) is engaged in some capacity or has a material financial interest in a business or enterprise that competes with BRILC.
Other situations may create the appearance of a conflict, or present a duality of interests in connection with a person who has influence over the activities or finances of the nonprofit. All such circumstances should be disclosed to the board or staff, as appropriate, and a decision made as to what course of action the organization or individuals should take so that the best interests of the nonprofit are not compromised by the personal interests of stakeholders in the nonprofit.
Gifts, Gratuities and Entertainment. Accepting gifts, entertainment or other favors from individuals or entities can also result in a conflict or duality of interest when the party providing the gift/entertainment/favor does so under circumstances where it might be inferred that such action was intended to influence or possibly would influence the interested person in the performance of his or her duties. This does not preclude the acceptance of items of nominal or insignificant value or entertainment of nominal or insignificant value (less than $25.00) which are not related to any particular transaction or activity of BRILC.
12-09 conflictint 2.8ii
2. Definitions.
a. A "Conflict of Interest" is any circumstance described in Part 1 of this Policy.
b. An "Interested Person" is any person serving as an officer, employee or member of the Board of Directors of BRILC or a major donor to BRILC or anyone else who is in a position of control over BRILC who has a personal interest that is in conflict with the interests of BRILC.
c. A "Family Member" is a spouse, parent, child, brother, sister, or spouse of a child or spouse of a brother or sister, of an interested person.
d. A “Close Personal Relationship” is involvement with any individual with whom you are affiliated, in any way: romantically, emotionally and/or sexually.
e. A "Material Financial Interest" in an entity is a financial interest of any kind, which, in view of all the circumstances, is substantial enough that it would, or reasonably could, affect an Interested Person’s or Family Member's judgment with respect to transactions to which the entity is a party.
f. A "Contract or Transaction" is any agreement or relationship involving the sale or purchase of goods or services, the providing or receipt of a loan or grant, the establishment of any other type of financial relationship, or the exercise of control over another organization. The making of a gift to BRILC is not a Contract or Transaction.
3. Procedures.
a. Prior to board or committee action on a Contract or Transaction involving a Conflict of Interest, a director or committee member having a Conflict of Interest and who is in attendance at the meeting shall disclose all facts material to the Conflict of Interest. Such disclosure shall be reflected in the minutes of the meeting. If board members are aware that staff or other volunteers have a conflict of interest, relevant facts should be disclosed by the board member or by the interested person him/herself if invited to the board meeting as a guest for purposes of disclosure.
b. A director or committee member who plans not to attend a meeting at which he or she has reason to believe that the board or committee will act on a matter in which the person has a Conflict of Interest shall disclose to the chair of the meeting all facts material to the Conflict of Interest. The chair shall report the disclosure at the meeting and the disclosure shall be reflected in the minutes of the meeting.
c. A person who has a Conflict of Interest shall not participate in or be permitted to hear the board's or committee's discussion of the matter except to disclose material facts and to respond to questions. Such person shall not attempt to exert his or her personal influence with respect to the matter, either at or outside the meeting.
d. A person who has a Conflict of Interest with respect to a Contract or Transaction that will be voted on at a meeting shall not be counted in determining the presence of a quorum for purposes of the vote.
e. The person having a conflict of interest may not vote on the Contract or Transaction and shall not be present in the meeting room when the vote is taken,
12-09 conflictint 2.8iii
unless the vote is by secret ballot. Such person's ineligibility to vote shall be reflected in the minutes of the meeting. For purposes of this paragraph, a member of the Board of Directors of BRILC has a Conflict of Interest when he or she stands for election as an officer or for re-election as a member of the Board of Directors.
f. Interested Persons who are not members of the Board of Directors of the BRILC, or who have a Conflict of Interest with respect to a Contract or Transaction that is not the subject of Board or committee action, shall disclose to their supervisor, or the Chair, or the Chair's designee, any Conflict of Interest that such Interested Person has with respect to a Contract or Transaction. Such disclosure shall be made as soon as the Conflict of Interest is known to the Interested Person. The Interested Person shall refrain from any action that may affect BRILC’s participation in such Contract or Transaction.