Employee Handbook 2007 Mar 08 by xusuqin

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									        ERI
       OLIVE VIEW - UCLA
EDUCATION & RESEARCH INSTITUTE
     EMPLOYEE HANDBOOK
TABLE OF CONTENTS


Welcome to the ERI ....................................................................................................... 1
Organizational Description, Goals and Services............................................................. 1
Summary of ERI Employment Benefits .......................................................................... 3


PERSONNEL POLICIES
Alcohol & Drug Free Workplace ...................................................................................... 8
Attendance...................................................................................................................... 7
Bereavement .................................................................................................................. 6
Conduct and Discipline ................................................................................................... 6
Confidentiality ................................................................................................................. 8
Conflict of Interest ........................................................................................................... 9
Equal Employment Opportunity ...................................................................................... 4
Grievance Procedure ...................................................................................................... 8
Harassment .................................................................................................................... 9
Jury Duty - Witness Duty............................................................................................... 10
Leaves of Absence ......................................................................................................... 4
No Smoking .................................................................................................................... 8
Personal Dress and Appearance .................................................................................... 8


EMPLOYEE BENEFIT PROGRAMS
Disability Insurance ....................................................................................................... 13
Health, Dental & Vision Benefit Plans ........................................................................... 13
Holidays ........................................................................................................................ 11
Sick Leave .................................................................................................................... 12
Social Security (FICA) ................................................................................................... 13
Retirement Program ...................................................................................................... 14
Unemployment Insurance ............................................................................................. 13
Worker's Compensation ................................................................................................ 13
Vacation ........................................................................................................................ 11
EMPLOYEE STATUS
Employment Classification ............................................................................................ 15
Merit Increases ............................................................................................................. 16
Nepotism....................................................................................................................... 18
Overtime ....................................................................................................................... 17
Performance Evaluation ................................................................................................ 15
Probationary Period ...................................................................................................... 18
Reduction in Work Force............................................................................................... 19
Reemployment .............................................................................................................. 19
Rest Periods ................................................................................................................. 16
Salary Policies .............................................................................................................. 18
Termination ................................................................................................................... 18
Time Sheets.................................................................................................................. 16
Wage Attachments & Garnishments ............................................................................. 17
Working Hours .............................................................................................................. 16


GENERAL INFORMATION
Bulletin Boards .............................................................................................................. 21
Contact with News Media .............................................................................................. 23
Equipment..................................................................................................................... 21
Registration with Los Angeles County ........................................................................... 22
Fingerprinting (Registration with LA County)................................................................. 22
Licensure ...................................................................................................................... 21
Lost and Found ............................................................................................................. 22
Parking ......................................................................................................................... 22
Personal Mail ................................................................................................................ 23
Personnel Records ....................................................................................................... 21
Photo Identification Badge (Registration with LA County) ............................................. 22
Safety ........................................................................................................................... 20
Security ......................................................................................................................... 20
Service Awards ............................................................................................................. 23
Solicitation and Distribution ........................................................................................... 22
Telephones and Contact with the Public ....................................................................... 23
                                                                             ERI Employee Handbook
                                                                           Version Date March 8, 2007


WELCOME TO THE ERI


We hope that your time with the Olive View-UCLA Education and Research Institute is a
challenging and rewarding experience. Your commitment, along with that of all ERI
employees and investigators, will result in a dynamic organization known for excellence
in research, education and service.


ORGANIZATIONAL DESCRIPTION, GOALS AND SERVICES

The Olive View-UCLA Education and Research Institute (ERI) is responsible for the conduct of
research at the Olive View-UCLA Medical Center. To support that goal, Personnel Policies
have been established by the Board of Trustees. The policies are designed to:

**      Place applicants and employees in positions compatible with their career interests and
        the needs of the employer.
**      provide a nondiscriminatory and fair work environment.
**      provide upward mobility and training opportunities.

This handbook is provided for your use as a ready reference and is a summary of most of the
ERI personnel policies, work rules and benefits. The ERI reserves the right to make changes,
additions and deletions to personnel policy and this handbook at any time and without notice.
The handbook does not constitute a contract of employment or covenant of any such contract.
These statements are management guides and are subject to change, with or without notice,
and to modification or interpretation by ERI as they relate to a particular situation. If you have
any questions, please contact the ERI at extension 3434.

The goals of the ERI, as stated in the Articles of Incorporation, are as follows:

    To stimulate professional and scientific contributions by the members of the medical staff of
     Olive View-UCLA Medical Center.
    To improve the services and maintain professional standards for medical care rendered to
     patients of Olive View-UCLA Medical Center
    To increase the value of Olive View-UCLA Medical Center as training institution for
     members of the attending staff, resident physicians, and interns.
    To implement the provisions of the Olive View-UCLA Medical Group Faculty Practice Plan.

The Olive View-UCLA Education and Research Institute (ERI) was incorporated in 1963 to
support the medical staff in its research and education efforts at what was then the Los Angeles
County Tuberculosis Sanitarium. Later, the facility was converted to a general medical hospital
and renamed the Los Angeles County Olive View Medical Center. In 1992, the name was
officially changed to the Los Angeles County Olive View-UCLA Medical Center to reflect the
increasingly close ties between the medical center and UCLA.

The Olive View-UCLA Medical Center is one of seven hospitals affiliated with the University of
California, Los Angeles School of Medicine. Physician-faculty of the University train medical
residents and treat patients at Olive View. The medical center includes a 330 bed inpatient
facility with supporting outpatient clinics. It also receives referrals from L.A. County ambulatory
care clinics in the San Fernando Valley. In 1992, over 600 residents rotated through 13




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residency programs. The UCLA program in Nurse Anesthesiology is also located on the
campus of the Medical Center.

Under an agreement with the County of Los Angeles, the ERI is delegated responsibility to
provide administrative support for all sponsored research conducted by the Olive View-UCLA
faculty.

The ERI provides the monitoring and services required by the sponsors of funded research.
Since governmental sponsors tend to have the most stringent regulations, Federal rules and
regulations are the benchmark for the following services:

Institutional Review Board Review (IRB) - The ERI operates the Institutional Review Board
(IRB). Projects involving humans must be approved by the IRB before they can be activated.
Projects involving animal research must be approved by the IACUC. Committee members are
appointed by the President of the ERI, IRB Chair and Vice Chair and include physicians, nurses,
Ph.D. researchers and community members.

Business Office - all business and financial transactions supporting the research must be
handled according to federal guidelines. All phases of the business operation are located in the
ERI business office. Included are the following:

   --Develop budgets for research proposals
   --Negotiate awards for ERI investigators
   --Accept awards and establish accounts to spend funds
   --Handle personnel payroll and benefits
   --Pay study expenses based on budget & sponsors terms
   --Provide non-scientific reports
   --Collect funds from the sponsor
   --Request special approvals from the sponsor

Personnel - a central personnel office processes all personnel actions, e.g., hiring, evaluations,
promotions and terminations. The ERI maintains current position descriptions, salary ranges,
and policies for al ERI personnel.




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SUMMARY OF ERI EMPLOYEE BENEFITS
As of January 1, 2007


HEALTH INSURANCE           Available after 1 month of continuous full time* employment with
                           the ERI.     The ERI pays 99% of the employee's monthly
                           premium.** The 1% balance is paid by the employee. Health
                           insurance coverage is provided through Blue Shield HMO. A plan
                           packet is available from the ERI office.

DENTAL INSURANCE           Available after 3 months of continuous full time* employment with
                           the ERI. The ERI pays 100% of the employee's monthly premium.
                           Dental insurance coverage is provided by Delta Dental.

VISION CARE                Available after 3 months of continuous full time* employment with
                           the ERI. The ERI pays 100% of the premium. Vision coverage is
                           offered through Vision Service Plan.

VACATION                   Full time employees accrue vacation leave as follows:
                           o 0- 5 years of service     5 hours per semi-monthly period
                           o 6-10 years of service     6 hours per semi-monthly period
                           o 11-15 years of service    7 hours per semi-monthly period
                           o > 15 years of service     8 hours per semi-monthly period

                           Accrued vacation hours will be paid out when an employee
                           separates from the ERI.

SICK LEAVE                 Full time employees* accrue sick leave at 4 hours per semi-
                           monthly period. The accrual rate stays the same regardless of
                           years of service. Accrued sick leave hours are not paid out when
                           an employee separates from the ERI.

HOLIDAYS                   All full time employees* are eligible for 11 paid holidays per year
                           (see ERI Employee Handbook for current listing of holidays).

RETIREMENT                 The Retirement Program has two components: 1) a
                           "supplemental" retirement annuity (403b) in which ALL ERI
                           employees are eligible to participate, and 2) the defined
                           contribution annuity (403b) for employees who have worked
                           >1000 hours during the past 12 months. Both plans are
                           administered by ERI and managed by TIAA-CREF, a national
                           program serving educational institutions. Information about both
                           components of the plan is available in the ERI office.



* Full time employment is defined as 75% level of effort or greater.
** Monthly premiums vary depending on type of coverage (i.e. family, employee + dependant,
   employee only, employee + spouse).




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PERSONNEL POLICIES


Equal Employment Opportunity

The ERI is an equal employment opportunity employer. A candidate for employment or an
employee who is a candidate for transfer, promotion, layoff or termination will not be
discriminated against or given preferential treatment because of ethnic group identification,
race, color, ancestry, religious creed, national origin, physical disability (including HIV and
AIDS), mental disability, medical condition, age, sex, marital status, veteran’s status, or denial of
family care leave or in any manner on the basis of sexual preference.

As an equal opportunity employer, the ERI is committee to an active program of
nondiscrimination. The ERI Affirmation Action Program will, whenever possible, actively recruit
and include for consideration of employment members of minority groups, females, and
qualified individuals with a disability. All employment and promotion decisions are made solely
on individual qualifications (merit), occupational qualifications for the position, and the feasibility
of any necessary job accommodations.

The Personnel Representative is the ERI Affirmative Action Coordinator. Inquiries concerning
federal and state laws and regulations should be referred to the Coordinator.

The ERI will make every effort to assure compliance with the Americans With Disabilities Act of
1990 (ADA) and Sections 503 and 504 of the Rehabilitation Act of 1973, which require that
companies that are contractors or subcontractors with the federal government take affirmative
action to employ and advance qualified individuals with a disability who (1) have a physical or
mental impairment which substantially limits one or more of the person’s major life activities; (2)
have a record of such impairment or; (3) are regarded as having such an impairment.

The ERI will make every effort to assure compliance with the Vietnam Era Veteran’s
Readjustment Assistance Act of 1974, as amended under 41 CFR PACT 60-250, to provide
veterans with equal employment opportunities. If you feel you qualify as a “veteran of the
Vietnam-era”, please contact the ERI Personnel Representative.


Leaves of Absence

A request for a leave of absence must be submitted in writing to the investigator with a copy to
the Personnel Representative. The request will be evaluated based on reason, duration,
workload requirements, the employee's performance record and length of service with the ERI.
The decision to approve a leave is at the discretion of the investigator with review by the CEO.
A leave will be approved in any situation required by State or Federal law.

Employees requesting an approved personal leave of absence must use any accrued vacation
before being officially placed on leave. The use of accrued vacation is optional for all other
types of leave. An employee requesting medical leave must use all sick leave before being
officially placed on leave.

An employee who misrepresents the reason for requesting and receiving a leave of absence is
subject to termination.




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A leave of absence extension requires written notification to the investigator and the Personnel
Representative as soon as possible and before the leave expires. Failure to return to work on
the date expected will be treated as a voluntary resignation. The decision whether to approve
the extension will be governed by the same parameters as the initial leave of absence.

The employee will return to his/her former position if the position is available, or will be
considered for the first available opening in a comparable position. If such a position is not
available, the employee will be terminated.

An employee on leave during a probationary period will be required to complete the
probationary period on their return to the position.

A personal leave of absence may be approved without pay for a limited period upon written
application and approval. Personal leaves extending longer than ninety consecutive calendar
days during a twelve month period may be approved only under exceptional circumstances.

ERI will pay employer health, dental and vision premiums during any month when an employee
is integrating at least one day of accrued vacation time. The employee will pay only that
premium amount that is normally deducted from their paycheck. (Integration is the coordination
of SDI or Workers' Compensation payments with the employee's accrued sick or vacation time.)
Accrued vacation leave must be used on a consecutive basis for an employee to continue
eligibility for the ERI contribution. The ERI is not responsible for the employee portion of the
premium after the vacation leave is expended.

An employee on personal leave will not receive length of service credit or accrue vacation, sick
leave, holiday pay, or other benefits based on pay status.

A medical leave of absence requires a certificate from the attending physician attesting to the
necessity and length of time. Such leaves may be approved for a period not to exceed four
calendar months. Return to work from a medical leave of absence requires a physician's
clearance to resume a normal work schedule.

Up to four months must be provided for pregnancy related disabilities in accordance with
California law. An employee returning from a maternity leave must be returned to their former
position unless the position was eliminated for economic reasons.

ERI will pay the employer portion of health, dental and vision premiums during any month when
an employee is integrating at least one day of accrued sick or vacation time. The employee will
pay only that premium amount that is normally deducted from their paycheck. (Integration is the
coordination of SDI or Workers' Compensation payments with the employee's accrued sick or
vacation time.) Accrued sick or vacation leave must be used on a consecutive basis for an
employee to continue eligibility for the ERI contribution. The ERI is not responsible for the
employer portion of the premium after the sick or vacation leave is expended.

An employee on personal leave for medical reasons will not receive length of service credit or
accrue vacation, sick leave, holiday pay or other benefits based on pay status.

A military leave of absence will be administered in conformance with the applicable provisions of
the Federal and State military and veteran codes. Employees who are members of the National
Guard or any U.S. military reserve unit will be granted leaves of absence for temporary active
duty - usually 2 weeks. Their positions with ERI will be held open during their absence.



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ERI will not pay employer health, dental and vision premiums during any month when an
employee is on active duty military leave unless the employee is integrating hours.

An employee on military leave for training will receive length of service credit but will not accrue
vacation, sick leave, holiday pay, or other benefits which are based on pay status.


Bereavement

Leave of absence with pay may be allowed up to three consecutive working days (24 hours) for
the death of a close relative such as:

    father or mother
    grandfather or grandmother
    husband or wife
    child or grandchild
    brother or sister
    current father-in-law or mother-in-law

Request for this time should be made in writing, with an explanation of the need for the request,
for approval by the Investigator.


Conduct and Discipline

From time to time, situations may arise where an employee's conduct or work performance does
not meet ERI expectations and position requirements.            Such situations require that
management take corrective action suitable to the nature and severity of the specific problem.

Corrective disciplinary action for minor offenses will be handled on a "progressive" basis.
Violators may be subject to any or all of the following:

1.      verbal warning
2.      written warning
3.      final written warning
4.      suspension without pay (optional)
5.      termination

Certain serious instances of misconduct may result in suspension or immediate termination.
Such instances may include insubordination, alcohol or drug use, theft, arson, violence,
embezzlement, misuse of ERI property, falsification of company records and destruction of ERI
property. The supervisor discusses and reviews the situation with the investigator and the
Personnel Representative. It is then determined whether or not to terminate the employee.

The following are samples of employee conduct that may result in disciplinary action, up to and
including termination, based on the seriousness of the offense and related facts.

1.      Obtaining employment based on false or misleading information or making material
        omissions in any documents or records.




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2.     Destruction of ERI property, the property of another employee, or of the County of Los
       Angeles.

3.     Theft, inappropriate removal from ERI premises, or unauthorized possession of property
       that belongs to the ERI, another employee or the County of Los Angeles.

4.     Possessing or bringing weapons or dangerous devices onto ERI or County property
       without proper authorization.

5.     Absence from work of 3 or more consecutive days without authorization.

6.     Possession, distribution, sale or use of alcohol or any unlawful drug while on duty or on
       ERI/County premises.

7.     Insubordination, including refusal to do assigned work or refusal to perform work in the
       manner described by a supervisor without proper justification.

8.     Endangering lives through safety violations.

9.     Immoral or lewd conduct on the premises of the ERI or while on ERI duty.

10.    Frequent, excessive or chronic tardiness or absence from work or the employee's work
       area.

11.    Harassing, threatening, intimidating or coercing any ERI or County employee.

12.    Disclosure of Confidential Information to unauthorized persons.

13.    Distribution of written or printed matter of any description without prior approval.

14.    Making false, vicious, profane, malicious or slanderous statements about the ERI or any
       employee.


Attendance

The supervisor must be notified in advance of any delay in reporting for work, whenever
possible. The supervisor should be notified by the employee within an hour after the shift
begins as to the reason for and anticipated duration of an absence. If the absence continues,
arrangements must be made with the supervisor for reporting the continuing absence at
intervals allowing for alternate distribution of the workload.

Any absence requires a reasonable and acceptable excuse. If absences are unexcused and/or
excessive, the employee may be subject to disciplinary action. Any combination of excessive
absenteeism, tardiness, early departures or extended lunch periods may be cause for
disciplinary action up to and including termination.

An employee who is absent for three consecutive work days without notifying their supervisor
may be treated as a voluntary termination.




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Alcohol & Drug Free Workplace

The ERI has an obligation to maintain an alcohol-free and drug-free work-place in order to
provide a healthy and secure work environment.

The unlawful manufacture, distribution, dispensation, possession or use of alcohol or any
controlled substance on ERI or County premises or while conducting ERI business off ERI
premises, is prohibited. Violations of this policy will result in disciplinary action up to and
including termination and may have legal consequences.

ERI recognizes alcohol and/or drug dependency as a health problem. Employees needing help
in dealing with such problems are encouraged to use their health insurance plans, as
appropriate, and to contact the ERI Personnel Representative for literature on alcohol or drug
abuses and for a list of licensed and certified alcohol or drug abuse and related agencies in their
local community. Efforts to seek help will not jeopardize an employee's job and will not be
noted in the personnel record.

Employees must, as a condition of employment, abide by the terms of this policy and report any
conviction under a criminal-drug statute for violations occurring on or off ERI premises while
conducting ERI business. A report of a conviction must be made to ERI within five days after
the conviction.

If the employee is involved in federally sponsored research, the ERI is required to notify the
sponsor within ten days of receiving notice of such conviction and to take appropriate
disciplinary action, or to require that the employee participate in an approved drug-abuse or
rehabilitation program. These requirements are mandated by the Federal Drug-Free Workplace
Act of 1988.


No Smoking

ERI is a no smoking employer. Smoking is permitted only in outdoor areas.


Confidentiality

Employees working with information of a confidential nature should not discuss or expose it to
other persons. When there is a work-related reason for discussing the information with persons
other than the supervisor, the supervisor should be aware of the conditions and intent.


Personal Dress and Appearance

The appearance of ERI employees is an important part of our success. All employees are
expected to maintain a positive image through appropriate attire and hygiene.


Grievance Procedure

The ERI encourages open and candid discussion of employee work problems and concerns



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without fear of recrimination. It is the responsibility of managers to resolve complaints in a
consistent and equitable manner. The ERI grievance procedure provides a series of steps, with
progressively higher levels of authority to resolve an employee's grievance.

1.     When a problem arises, the employee should first discuss the situation with their
       immediate supervisor.
2.     If the employee is not satisfied with the conclusions from the discussion, then the next
       supervisory authority in line should be contacted.
3.     If the employee is still not satisfied, he or she should appeal to the investigator.
4.     If the issue is not resolved satisfactorily, the employee may describe the problem in
       writing and present it to the Personnel Representative who will investigate the
       circumstances and discuss the matter with the CEO. The issue will be investigated by
       the Personnel Representative in consultation with the CEO.
5.     The decision of the CEO will be final in all cases.


Conflict of Interest

A conflict of interest related to work conducted by the ERI should be avoided by all employees.
Conflict of interest exists when an individual, acting on behalf of the ERI, makes, recommends,
or participates in decisions that will result in income or benefit to that individual, a spouse or
significant other, a dependent other or a business associate.

The ERI Research and Education & Operations Committee reviews any potential conflict of
interest, has final authority and responsibility for determining if such conflict exists, and takes
necessary disciplinary action up to and including termination to eliminate conflict of interest
situations.


Harassment

The policy of the ERI is to provide a work environment free of harassment. Harassment may
take many forms, including:

1.     Verbal conduct such as epithets, derogatory comments, slurs or unwanted sexual
       advances, invitations or comments.

2.     Visual conduct such as derogatory posters or drawings or gestures.

3.     Physical conduct such as assault, blocking normal movement or interference with work
       directed at an employee because of their sex or other protected status.

4.     Threats and/or demands to an employee to submit to sexual requests in order to keep
       his/her job or avoid some other loss, or offers of job benefits in return for sexual favors.

5.     Retaliation for having reported the harassment.

An employee found to have acted in violation of this policy will be subject to appropriate
disciplinary action, up to and including termination.

Employees who are subjected to, or are witness to, unlawful harassment should immediately



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report such conduct to the Personnel Representative who is responsible for investigating and
presenting violations of this policy to the ERI Research & Education Operations Committee with
recommendations for action.


Jury Duty

The ERI recognizes the social and community value of serving jury duty, however, because of
its size and limited resources the ERI limits jury duty compensation to ten (10) days.

Witness Duty

An employee required by law to appear in court as a witness may take paid time off up to ten
(10) days for such purpose. The employee should notify ERI immediately upon receipt of notice
that they must testify. Employees who appear as witnesses on behalf of ERI will be paid for
such time.




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EMPLOYEE BENEFIT PROGRAM

Holidays

All regular full-time employees working 75% or more effort are eligible for the following paid
holidays:

       January - New Year's Day
       January - Martin Luther King Jr. Birth
       February - President's Day
       May - Memorial Day
       July - Independence Day
       September - Labor Day
       October - Columbus Day
       November - Veteran=s Day
       November - Thanksgiving Day
       November - Day after Thanksgiving Day
       December - Christmas Day

Employees who are not on an approved pay status on the working day immediately preceding
and following the holiday will be ineligible for holiday pay. An employee will not receive holiday
pay for any holiday that is immediately preceded or followed by an unauthorized absence or a
suspension for disciplinary reasons.

Flexible holiday scheduling may be required in certain situations, but is not encouraged. If an
employee who is scheduled to work on a holiday becomes sick, the employee is eligible only for
holiday pay.

A holiday occurring during a vacation period will not be charged as a vacation day.

When a holiday falls on a Saturday, the previous Friday is observed as the legal holiday. When
the holiday falls on Sunday, the following Monday is observed as the legal holiday.


Vacation

All regular employees working 75% or greater effort are eligible for accrued vacation leave on a
pro-rated basis.

Vacation earned is credited to the employee on the next working day following the accrual
period. When an employee is transferred, promoted, or demoted from one ERI position to
another ERI position or funding source in which the employee will accrue vacation leave, the
leave will transfer with the employee. Employees on grants/contracts must use accrued
vacation hours prior to expiration of funding. Investigators are responsible for scheduling paid
vacations prior to expiration of funding. Any exception requires authorization of the CEO.

Employees may not take vacation leave until the probationary period has been completed,
unless exceptional conditions exist. All vacation requested should be submitted to the
supervisor/investigator in writing at least 14 work days prior to the period for approval.




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Vacation leave may not be used before it is earned.

Accrued vacation may be taken at any time after the probation period subject to the approval of
the investigator. Any vacation accrual remaining on the books will be paid to the employee at
the time of termination. Vacation leave is accrued as follows:

Years Service                    Annual Vacation Accrual          Maximum Accrual
 0- 5                            120 Hours                        200 Hours (7/16/04)
 6-10                            144 Hours                        200 Hours
11-15                            168 Hours                        200 Hours
More than 15                     192 Hours                        200 Hours

Vacation cannot be accrued beyond the maximum accrual hours.

The length of service must be verified by the Personnel Representative whenever an
employee's annual vacation eligibility increases. The service need not be continuous to be
credited. Time on military leave is included. Each semi-monthly period in which the employee
is compensated at 75% effort or greater is a qualifying period. An employee on disability or
worker's comp leave will not accrue vacation hours. Accruals will resume once the employee
returns to work.

A holiday occurring during a vacation period will not be charged as a vacation day.


Sick Leave

All regular employees working 75% or greater effort are eligible for accrued paid sick leave
benefits on a pro-rated basis up to 4 hours per semi-monthly pay period to a maximum of 96
hours annually. For the initial pay period of employment, and the pay period of termination, sick
leave will be accrued on a pro rated basis from the date of hire or to the date of termination.

Employees accruing sick leave can accumulate a maximum of 90 days of sick leave, 720 hours
at full pay. Sick leave earned will be credited to the employee on the next working day following
the accrual period. Sick leave may not be used before it is earned.

Appointments with medical doctors, dentists and other approved practitioners are valid reasons
for sick leave. Scheduling appointments should be arranged to minimize time away from the job
and reduce transportation time; preferably toward the end of the work day.

The ERI may require a doctor's certification of illness, for any sick leave incident exceeding 3
consecutive days, prior to returning to duty or in situations related to chronic absenteeism or
whenever an employee appears unable to physically perform their normal job duties.

An employee who becomes ill while on vacation will be eligible for paid sick leave only if that
employee is under the care of a physician and submits a physician's statement. All sick leave
payments will be coordinated with State disability Insurance (SDI) when applicable.

An employee who is on disability or worker's comp leave will not accrue sick leave hours.
Accruals will resume one the employee returns to work.




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Health, Dental & Vision Benefit Plans

All regular employees working 75% greater effort are eligible for ERI group health, dental and
vision plans.

Booklets describing the benefits plans are available from the Personnel Representative. The
extent of coverage and employee costs may change occasionally due to group experience and
the availability of funds to provide benefits.


Disability Insurance

The State of California requires that the ERI deduct a percentage of the employee's gross
earnings for disability insurance to provide for non-occupational illness and injury.

Disability benefits to cover loss of income are paid starting with the eighth day of disability if the
employee unless disabled for more than 21 days. Benefits begin immediately when
hospitalized.

Disability insurance booklets are available from the Personnel Representative. Claim forms are
available from the employee's personal physician. The employee needs to fill out a portion of
the form and the physician fills out another portion. The form is mailed by the physician to the
State of California Employment Development Department office.


Social Security (FICA)

ERI employees receive Social Security benefits under the provisions of FICA. Employee
deductions, up to the maximum amount, are matched by the ERI and the total credited toward
future benefits paid to the employee. These funds provide monthly income and health care
benefits for employees when they are totally disabled or reach retirement age and provide
benefits for their eligible survivors upon their death.


Unemployment Insurance

Unemployment insurance is required by the State of California and is paid for by the ERI. There
is no contribution from the employee. Benefits may be paid to an employee who is placed on
layoff due to lack of work, job elimination, or inability to perform the work assigned. Normally,
benefits are not paid because of discharge for misconduct, insubordination, or for voluntary
termination.


Worker’s Compensation

This insurance is totally paid by the ERI. It provides partial compensation of salary and related
medical costs during a job-related injury or illness. Disability benefits to cover loss of income
are paid starting with the fourth day of disability. The three day "waiting period" will be paid if
the employee is hospitalized or unable to work for more than 14 days. The employee must
report any occupational illness or injury to their supervisor or the Personnel Representative
immediately. Workers Compensation booklets and claim forms are available from the



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Personnel Representative.


Retirement Program

The Retirement Program (as of July 1, 1995) has two components, both of which are voluntary:

1.     The "Supplemental" Retirement Annuity (403b) in which ALL ERI employees are eligible
       to participate, and
2.     The defined contribution annuity (403b) for employees who have worked >1000 hrs.
       During the past 12 months. Both plans are administered by ERI and managed by TIAA-
       CREF, a national program serving educational institutions. Information about both
       components of the plan is available in the ERI office.




* Full time employment is defined as 75% level of effort or greater.
**Monthly premiums vary depending on carrier, plan, and coverage. Therefore, ERI covers 80%
of the average premium for all providers serving the zip code in which the employee lives for the
type of coverage selected.




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EMPLOYEE STATUS

Employment Classification

An ERI regular employee is a full-time or part-time employee who has satisfactorily completed
the 6 month probationary period.

A regular full-time employee is employed at least 75% effort based on a 40 hour work week in a
position expected to continue one year or longer, and is normally eligible for employee benefits.

ERI employees may hold the equivalent of only one full-time position or part-time positions
equaling one full-time position within the ERI. Outside work activities may not adversely affect
attendance, efficiency, conflict of interest, or research.

If an ERI employee works less than the level of effort required to qualify for benefits with the
ERI, but also works part-time for an ERI affiliated institution(s)*, the employee will qualify for ERI
benefits if both of the following occur:

1.     The total combined level of effort equals the level required to qualify when solely
       employed by the ERI, AND
2.     The level of effort with the ERI equals the minimum level of effort required by the vendor
       to qualify for coverage.

*As of February 1994, this included Los Angeles County - Olive View-UCLA Medical
Center and UCLA

A regular part-time employee is employed less than 75% of a normal 40 hour work week and is
not eligible for employee benefits.

If under 18 years of age, a work permit from the school attended must be submitted to the
Personnel Representative prior to employment.

A temporary employee is normally employed for an indefinite period of time, not to exceed six
months, and is not eligible for employee benefits.

An employee may work concurrently in different classifications, in the same or different
departments, as long as the appointments comply with all other ERI policy.


Performance Evaluation

Performance evaluations of each regular employee should be conducted by the employee's
supervisor prior to 3 months, 6 months, and 12 months of employment and annually thereafter
on the employee's anniversary date. ("Anniversary" refers to the date at which the person
entered their current ERI position. The anniversary date may be adjusted to include a leave of
absence of more than thirty days.)

The formal evaluation includes a review of the position duties and the employee’s performance
of those duties, such as performance of responsibilities, performance standards, achievement
results, and improvement needed.




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                                                                          ERI Employee Handbook
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Merit Increases

Eligibility for merit increases within the salary range for the position is authorized upon
completion of six months continuous and satisfactory probationary service for new employees
and at the employee's annual Anniversary thereafter, based on one year's continuous
satisfactory service.

Merit increases are not guaranteed, but are based on performance as documented in a
performance evaluation and the availability of funds. A person receiving an Unsatisfactory or
Improvement Needed evaluation will not be eligible for a merit increase until a satisfactory or
above rating is achieved.


Working Hours

The work week begins at 12:01 am Monday and ends at 12:00 midnight Sunday. The regular
work week is forty hours, eight hours a day five days a week, except in special situations
authorized by the department head or investigator. Regular office hours are from 8:00 am to
5:00 pm.


Rest Periods

Employees working an eight hour schedule will have two ten minute rest periods in addition to a
60 minute off-duty meal break. Rest periods should be taken, insofar as practicable, in the
middle of each four hour work period. Rest periods may not be accrued nor substituted for lost
time. A meal period MUST be taken after five hours of work except that, when a work period of
not more than six hours will complete the day's work, the meal period may be waived by mutual
consent of supervisor and employee.


Time Sheets

ERI uses a semi-monthly payroll system - two pay periods each month - from the 1st to the 15th
and from the 16th to the end of the month. Time sheets for each pay period are due 2
working days after the end of the pay period. For part-time personnel, the time sheet must
be signed by the supervisor and submitted in order for the payroll to be processed. Pay day for
the first period of each month is on the 25th of that month. The second period is paid on the
10th of the following month.

All employees must complete a semi-monthly time sheet to record actual hours worked and
leave taken. Time will be reported to the nearest 1/4 hour. Hourly (non-exempt*) employees
will record "time in" and "time out" for meals. The supervisor will review the time sheets to
ensure accuracy and completeness prior to signing for certification.

If you accidentally record hours on the wrong sheet, or forget to complete your time sheet, you
should report it to your supervisor at once. You and your supervisor must initial the time sheet
verifying the accuracy of any handwritten revisions.

Salaried and hourly employees are paid on the basis of scheduled hours worked. No time will
be counted for pay purposes before or after the scheduled period unless the change has been



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authorized and approved on your time sheet by your supervisor.

*Non-exempt employees are hourly employees eligible for over time payment as required by
Federal and State law.


Overtime Pay

Hourly (non-exempt) overtime, at the rate of time and one-half, is paid for time worked in excess
of the regularly scheduled forty hour week, over eight hours in the work day, and for the first 8
hours on the 7th consecutive work day in the same work week. Double time is paid after twelve
hours in the work day, and after eight hours on the seventh consecutive day in the same work
week. Overtime must be compensated in the same pay period as worked. Employees may
elect to take comp time instead of receiving pay for overtime worked. Comp time will be
accrued at the rate of time and a half and will cap out at 40 hours. All accrued comp time will be
paid when employment is terminated. As with overtime, comp time must be preauthorized by
the investigator or supervisor.

Overtime for non-exempt personnel must be pre-authorized by the investigator or supervisor.
Research grants do not normally provide for overtime payment, therefore, such payments
cannot be charged to those sources. Overtime must be recorded on the time sheet.

The following are not counted as time worked in meeting the requirements for overtime:

               -- Sick leave
               -- Paid or unpaid leave of absence
               -- Holidays
               -- Vacation time
               -- Jury duty

Non-exempt employees will receive Holiday pay plus straight time for hours worked on the
holiday. Working on holidays requires prior approval from the Investigator/supervisor and must
be recorded on the time sheet.

Exempt employees are not paid overtime compensation. The ERI compensation program has
been established to compensate exempt employees equitably for the responsibilities assigned.
Exempt employees are expected to work the time necessary to complete their work assignment.

Some positions must be subject to an alternate work schedule. An alternate work schedule
occurs when the position (typically involving patient care) requires the employee to work non-
standard hours. For example, an employee may need to be at work for 10 hours in one day
(e.g. enrolling a patient in a research study) and only 2 hours the next. If the position is
approved as an alternate work schedule, overtime will be paid for more than 40 hours in a week.


Wage Attachments and Garnishments

Employees are responsible for managing their financial commitments so as to avoid wage
attachments and garnishments. Repeated garnishments place an undue burden on the ERI
and, therefore, may be cause for disciplinary action.




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                                                                            ERI Employee Handbook
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Salary Policies

The ERI salary administration policy is based on a Schedule and range system. Each position
has its own salary range. The original appointment will normally be at the beginning of the
appropriate range.


Probationary Period

All regular full-time and part-time employees are on probation during the first six months of their
employment to evaluate their ability and attitude. Advance notice is not required to terminate an
employee's service at any time during the probationary period. New employees are not eligible
to apply for other positions within ERI until after the probationary period, except in unusual
circumstances and only after approval by the CEO.

Time on leave of absence is not counted toward the completion of the probationary period.


Nepotism

Relatives or members of the same household may be employed within the ERI only if one
member does not report to the other and they do not report to the same supervisor and only
with prior approval from both the investigator and CEO.

Relatives or members of the same household may not be employed in positions which might
compromise confidential information.


Termination

Each employee termination, whether voluntary or involuntary, requires fairness and respect for
the employee's rights and dignity.

Employment with the ERI is at-will and can be terminated at any time for any reason by either
the employee or the ERI. Termination will be considered "voluntary" when an employee resigns
from ERI employment by personal choice. Employees who are absent from work for three
consecutive days without notifying their supervisor will be considered as having voluntarily
resigned.

When an employee plans to leave a position, the investigator should be given at least two
weeks advance notice, stating the reason for the resignation and the effective date. The
investigator should forward the notice to the Personnel Representative immediately. The
employee is entitled to an exit interview with the Personnel Representative.

Terminations considered involuntary are those initiated by ERI and not by the employee. An
employee may be terminated for unsatisfactory performance or attendance when unable to
adequately perform assigned job duties. Advance notice to the employee is not required during
the six month probationary period.

Any identification badges and parking passes issued by either the hospital or the ERI must be
returned prior to final payroll processing. If an identification badge is lost or not returned, a



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                                                                           ERI Employee Handbook
                                                                         Version Date March 8, 2007


replacement charge may be assessed.

A completed time sheet certified by the supervisor must be submitted to the ERI Business Office
no later than 10:00 a.m. on the final day of employment.


Reduction in Work Force

Termination due to reorganization or work reduction may become necessary when a research
group is reorganized, a major function is closed or reorganized, or funds are no longer available.
In the event of a reduction in work force, the ERI will:

**     make every effort to transfer the employee to a suitable position
**     terminate the employee only as a last resort after all other options have been exercised,
**     choose employees for lay-off based on a combination of factors, including, but not
       limited to, qualifications, ability to perform the work required, performance, and
       attendance history. When all of these factors appear equal, seniority will prevail.

All layoffs are permanent. Reemployment consideration will be subject to the usual recruitment
procedures.


Reemployment

Former employees seeking reemployment will be treated as new ERI applicants and required to
complete a probationary period before again attaining regular status.




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                                                                             ERI Employee Handbook
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GENERAL INFORMATION

Security

Employees should immediately report any incidents of a security nature to the Olive View
Medical Center Security Police (extension 3409). The ERI administrative offices should be
notified as soon as practical.


Safety

The ERI attempts to provide safe working conditions for all employees and establish safety
regulations necessary to maintain those conditions. All safety regulations are in compliance
with the California Occupational Safety and Health Act and ERI policies. The ERI monitors
safety through the OVMC Research and Education Operations Committee.

Employees under the age of 18 must not be exposed to ionizing radiation. Authorization to use
radioactive or biohazardous materials must be obtained through the OVMC Research &
Education Operations Committee. The ERI administrative offices must be notified of any
approvals for such work. Laboratory security is a responsibility of each employee and the
investigator. Security precautions, including locking doors when not in attendance, should be
standard procedure.

Each supervisor is responsible for providing proper safety instructions to new employees.
Written guidelines should also be provided to assure that the employee has a complete
understanding of safety requirements. Questions and concerns in this area should be referred
to ERI administration.

Each employee is responsible for conducting work in the safest manner possible. Each
employee should use sound judgment and work in accordance with accepted safety practices,
observing OVMC and ERI safety rules and regulations. Following are some basic safety rules:

**       Be informed of fire regulations, the location of fire alarm boxes, the phone number to
         report fire (113), how to use a fire extinguisher, and the duty of each employee in case of
         fire.
**       Avoid accidents by eliminating hazards, such as loose objects on floors, improper
         disposal of needles, etc. Report any unsafe conditions immediately.
**       Report any accidents - no matter how slight the injury.

When injured, an employee must seek medical treatment in the manner prescribed below.
Failure to follow these procedures may jeopardize benefits.

         1.     Immediately notify the supervisor or ERI Personnel Representative of injury or
                illness. The supervisor should notify the Personnel Representative and obtain
                the ERI form "Notice to Employee Claiming Industrial Illness or Injury."

         2.     If the injury is critical and the employee cannot be moved, call 111 (police
                emergency).

         3.     After treatment, the employee should return the signed portion of the physician's
                report to the supervisor. If the form indicates that additional treatment is



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                                                                           ERI Employee Handbook
                                                                         Version Date March 8, 2007


               necessary, the employee should make an appointment with a physician for
               further treatment.

       4.      Employee's Claim for Worker's Compensation Benefits (Form SCIF 3301) is
               provided to the employee by the Personnel Representative within 24 hours of the
               injury and returned to the Personnel Representative as soon as possible to
               ensure timely receipt of benefits.

       5.      Employees returning to work after a work-related injury must have a written
               release from their physician.


Licensure

ERI maintains an on-going mechanism for verifying current licensure/certification of all
appropriate personnel. It is the responsibility of each employee in a position requiring licensure
or certification to provide a copy of the current license/certificate to the            Personnel
Representative - and to provide renewals of the license/certificate. If not received within a
reasonable time, the Personnel Representative will pursue receipt of the license/certificate as a
condition of ERI employment.


Equipment

ERI equipment should not be removed from ERI or County facilities except under special
circumstances. Written authorization should be obtained from the Investigator/Dept. Chair or, in
the case where the equipment is the responsibility of the ERI, the ERI Business Office.


Bulletin Boards

Current information regarding ERI policies, opportunities,          and employee/employment
information, is posted at the ERI Research Administration Office.


Personnel Records

Personnel records are maintained by the Personnel Representative. Payroll records are
maintained by the Business Office. Appropriate and practical safeguards will be established to
ensure privacy, security and confidentiality. Information will not be released unless required by
law or authorized by the employee.

Each employee must notify the Personnel Representative of personal changes, such as name,
address, telephone number, dependents, etc.

If an employee is interested in reviewing his/her personnel file, an appointment should be
arranged with the Personnel Representative.




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                                                                          ERI Employee Handbook
                                                                        Version Date March 8, 2007


Parking

Parking is provided for ERI employees next to the Laboratory Building at Olive View-UCLA
Medical Center. Employees should register their vehicles with the Olive View Parking Office
and display the appropriate parking sticker in their car window. The Personnel Representative
will assist a new employee in obtaining a parking sticker.


Registration with Los Angeles County

       1. Photo Identification Badge. ERI employees must register with the OVMC
          Personnel Office and receive a photo identification badge at time of ERI
          employment. This process will be coordinated by the Personnel Representative.
          Upon termination, the identification badge must be returned to the ERI Personnel
          Representative prior to final payroll processing. While on County premises, ERI
          personnel are subject to the rules and regulations of the County. ERI
          personnel policy complies with those rules and regulations.

       2. Fingerprinting. Any ERI employee who may have contact with patients will
          undergo fingerprint processing and background check through the County.

       3. Notification to OVMC Department(s). Any ERI employee holding a certificate or
          license that is a requirement for their position will register with and be approved by
          the appropriate hospital department (e.g. Nurses are reviewed by the Dept. of
          Nursing).

       4. Employee/Volunteer Training. All new ERI employees and volunteers are required
          to attend the County's New Employee Orientation and the Patient Relations lecture.
          These sessions are designed to familiarize employees and volunteers with the Olive
          View campus and instruct them on how to deal with patient contact, formal and
          informal.


Lost and Found

A lost and found service is provided by the OVMC administrative office. All property should be
turned in to the ERI administrative office.


Solicitation and Distribution

Solicitation by visitors or employees or distributions of any nature is not permitted on County
premises or in ERI offices. Any such incidents should be immediately reported to the
supervisor/investigator or the CEO.

Approval may be given for a department collection on behalf of an employee. Approval should
be obtained in advance from the employee's supervisor. Employees should not be pressured
concerning contributions.




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                                                                           ERI Employee Handbook
                                                                         Version Date March 8, 2007


Personal Mail

Personal mail should not be delivered to the ERI. All ERI employees are requested to have
personal mail sent to their home address.


Telephones and Contact with the Public

Good telephone habits let people know that we are interested in serving them - that we are
friendly, helpful and professional. The following principles can be the employee's guide in using
the telephone:

           * Answer promptly
           * Identify the department by name
           * Transfer calls tactfully
           * Give courteous, accurate, and careful answers
           * Refer caller or take messages when unable to answer the request
           * Hang up carefully

Address or telephone numbers and any other information relating to employees should not be
released by anyone. The requestor should be asked to contact the Personnel Representative,
or the caller's name and number should be taken and relayed to the Personnel Representative.

The telephones provided throughout the ERI are for client and business calls. The ERI
recognizes that emergencies may arise making it necessary for employees to receive or make
telephone calls. However, all other personal calls should be made during rest or lunch periods
and should not interfere with work duties.


Contact with News Media

ERI employees acting in their official capacity should not convey information to the news media.
News media contacts should be coordinated by the OVMC Hospital Administration Office.
Employees should refer all inquiries to that office. If the inquiry involves research conducted by
the ERI, it will be coordinated by Hospital Administration and ERI Administration. If it is
determined that an ERI employee has conveyed information to the new media that could
jeopardize ERI integrity and/or service, disciplinary action may be taken up to and including
termination.


Service Awards

In recognition of an employee's length of service, the ERI sponsors an annual presentation of
service awards to employees.

An anniversary is a year in which an employee completes 5, 10, 15 or other five year multiples
of continuous ERI service. Active employees celebrating an anniversary during the period of
July 1 through June 30 will receive an award recognizing their length of service and be invited to
attend the annual recognition event.

The employee's length of service is determined by calculating the period of continuous service



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                                                                         ERI Employee Handbook
                                                                       Version Date March 8, 2007


beginning with the original date of hire and including any leaves of absence. Termination of
employment constitutes a break in service. For employees who are rehired, the date of rehire
will be used to calculate the length of continuous service.




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