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Sample Christian Nonprofit Ministry Policy Manual

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					                                      Sample Organization
                                         Policy Manual
                                                   (Revised September, 2010)
                                                     Table of Contents

1.  INTRODUCTION ................................................................................................................... 3
  EMPLOYEE WELCOME .......................................................................................................... 3
  EMPLOYEE ACKNOWLEDGEMENT FORM ....................................................................... 4
  INTRODUCTION TO EMPLOYEE HANDBOOK .................................................................. 5
  MISSION AND VISION STATEMENT ................................................................................... 6
  STATEMENT OF FAITH FOR SAMPLE ORGANIZATION ................................................. 6
2. EMPLOYMENT ..................................................................................................................... 8
  NATURE OF EMPLOYMENT ................................................................................................. 8
  EQUAL EMPLOYMENT OPPORTUNITY ............................................................................. 8
  HIRING OF RELATIVES .......................................................................................................... 8
  IMMIGRATION LAW COMPLIANCE .................................................................................... 9
  CONFLICTS OF INTEREST ..................................................................................................... 9
  OUTSIDE EMPLOYMENT ..................................................................................................... 10
3. EMPLOYMENT CATEGORIES.......................................................................................... 10
  ACCESS TO PERSONNEL FILES ......................................................................................... 13
  EMPLOYMENT REFERENCE CHECKS .............................................................................. 13
  PERSONNEL DATA CHANGES ........................................................................................... 14
  EMPLOYMENT APPLICATIONS ......................................................................................... 14
  PERFORMANCE REVIEWS .................................................................................................. 14
  GUIDELINES ON FAITH AND GOVERNMENT FUNDING.............................................. 15
  FEDERAL, STATE AND LOCAL LAW COMPLIANCE ..................................................... 15
4. EMPLOYEE BENEFITS ...................................................................................................... 15
  HEALTH PLAN ....................................................................................................................... 15
  HOLIDAYS .............................................................................................................................. 16
  VACATIONS ........................................................................................................................... 17
  SICK PAY ................................................................................................................................ 18
  WORKERS’ COMPENSATION INSURANCE ..................................................................... 19
  TIME OFF TO VOTE .............................................................................................................. 19
  JURY DUTY ............................................................................................................................ 19
  WITNESS DUTY ..................................................................................................................... 20
5. TIME KEEPING AND ATTENDANCE .............................................................................. 20
  PAYDAYS ................................................................................................................................ 21
  PAY ADVANCES .................................................................................................................... 22
  ADMINISTRATIVE PAY CORRECTIONS........................................................................... 22
  PAY DEDUCTIONS ................................................................................................................ 22
6. POLICIES AND PROCEDURES ......................................................................................... 23
  SAFETY ................................................................................................................................... 23
  SMOKING ................................................................................................................................ 23
  REST AND MEAL PERIODS ................................................................................................. 23
   OVERTIME .............................................................................................................................. 24
   USE OF EQUIPMENT AND VEHICLES ............................................................................... 24
   EMERGENCY CLOSINGS ..................................................................................................... 24
   PAY FOR HOLIDAY WORK ................................................................................................. 25
7..................................................................................................................................................... 25
8. GENERAL INFORMATION CONCERNING LEAVES .................................................... 25
   FAMILY AND MEDICAL LEAVE ........................................................................................ 25
   BEREAVEMENT LEAVE ....................................................................................................... 27
   MILITARY LEAVE ................................................................................................................. 28
EMPLOYEE CONDUCT ............................................................................................................. 28
   DRUG AND ALCOHOL USE ................................................................................................. 29
   HARASSMENT AND INVESTIGATION OF COMPLAINTS ............................................. 30
   SEXUAL HARASSMENT ....................................................................................................... 31
   ATTENDANCE AND PUNCTUALITY ................................................................................. 31
   PERSONAL APPEARANCE ................................................................................................... 32
   PROGRESSIVE DISCIPLINE/PERFORMANCE IMPROVEMENT .................................... 33
9. OTHER POLICIES ............................................................................................................... 33
   CHAPEL AND DEVOTIONS POLICIES ............................................................................... 33
   ACCIDENT REPORTING ....................................................................................................... 34
   KITCHEN ................................................................................................................................. 34
   PERSONAL MAIL................................................................................................................... 35
   PERSONAL TELEPHONE CALLS, E-MAIL and OTHER ELECTRONIC
   COMMUNCIATION ................................................................................................................ 35
   Staff Policies for Computer and Electronic Equipment Use .................................................... 35
   Sample Organization Position Statements ................................................................................ 36
APPENDIX ................................................................................................................................... 38
   Appendix A: Sample Organization Position Statement ............................................................. 38
   Appendix B: AmeriCorps, Volunteering & Spiritual Development ......................................... 43
   Appendix C. Ministry Staff Spiritual Development Program .................................................. 46
   Appendix D: Sample Organization Whistle Blower Policy ..................................................... 47




                                                                           2
   1. INTRODUCTION
EMPLOYEE WELCOME

To all employees of Sample Organization:

Welcome to Sample Organization. Sample Organization is a movement of the universal Christian
Church to meet human needs unique to the Information Age. Great movements of God in the past
responded to the industrial revolution and its problems such as urbanization, illiteracy, slavery,
segregation, moral decline and economic exploitation. Sample Organization is called to be a part of
a movement of God to respond to the problems unique to the Information age such as the digital
divide, industrial job loss, pornography, drugs, violence, moral decline, economic exploitation and
other forms of oppression.

We believe that we have a unique call in the Body of Christ through our core values of Jesus, Justice
and Technology. We believe that we are called to help equip the church to utilize the tools,
knowledge and innovative methods of the world to bring transformation through their ministry.

We are excited to have you join the team to help us equip others to use technology to bring Justice
to the world in Jesus’ name.




                                                  3
EMPLOYEE ACKNOWLEDGEMENT FORM

I acknowledge that I have received a copy of Sample Organization’s Employee Handbook. I agree
to read it thoroughly, including the statement in the foreword describing the purpose of the
Employee Handbook. I agree that if there is any policy in the Employee Handbook that I do not
understand I will seek clarification from the Executive Director. I understand that I am an “at will”
employee, and as such employment with Sample Organization is not for a fixed term or definite
period and may be terminated by either part, with or without cause, and without prior notice.

No supervisor or other representative of Sample Organization (except the Executive Director) has
the authority to enter into any agreement for employment for any specified period of time, or to
make any agreement contrary to the above. In addition, I understand that this Employee Handbook
states Sample Organization’s policies and practices in effect on the date of publication. The
Employee Handbook is the property of Sample Organization, Inc. and must be returned to Sample
Organization at the end of employment.

I understand that nothing contained in the Employee Handbook may be construed as
creating a promise of future benefits or a binding contract with Sample Organization for
benefits or any other purpose. I also understand that these policies and procedures are
continually evaluated and may be amended, modified or terminated at any time.

I agree to follow the policies of Sample Organization as outlined in this manual.

Please sign and date this receipt and return it to the Operations Director.

   Employee name (printed): ________________________________________________

   Employee signature: ____________________________________________________

   Date: ________________________________________________________________




                                                   4
INTRODUCTION TO EMPLOYEE HANDBOOK

Sample Organization has prepared this manual to provide employees an overview of the
organization’s policies, benefits and rules, and applies to Sample Organization employees. This
handbook does not apply to independent contractors who provide services to Sample Organization.
It is intended to familiarize employees with important information about the organization and about
their own privileges and responsibilities. Although it is not a contract or a legal document, it is
important that all employees read, understand, and follow the provisions of the manual as it may be
amended from time to time by Sample Organization.

It is obviously not possible to anticipate every situation that may arise in the work-place or to
provide information that answers every possible question. In addition, circumstances will
undoubtedly require that policies, practices, and benefits described in this manual change from time
to time. Accordingly, Sample Organization must reserve the right to modify, supplement, rescind, or
revise any provisions of this manual as it deems necessary or appropriate at its discretion. As policies
and benefits are revised, updated pages will be distributed to you. Please keep this handbook readily
available and insert the updated material promptly so that it is current at all times.

Employment with Sample Organization is based on mutual consent. Both the employee and the
employer have the right to terminate employment at will, with or without cause, at any time.




                                                   5
MISSION AND VISION STATEMENT

Sample Organization is a Christian nonprofit social service organization.

Our Values are Jesus, Justice and Technology.

Our Mission is to support Christian organizations in using technology to transform vulnerable
communities.

Our Vision is to use technology to help develop community and tools to bring justice to the world
in Jesus’ name.


STATEMENT OF FAITH FOR SAMPLE ORGANIZATION

This organization shall continually and steadfastly uphold and maintain the following statement of
faith of the organization:

We believe the Bible to be the inspired, the only infallible, authoritative Word of God and through it
we are called to live out justice, reconciliation and redemption. We believe that there is one God,
eternally existent in three persons: Father, Son, and Holy Spirit.

We believe in the deity of our Lord Jesus Christ in His virgin birth, in His sinless life, in His
miracles, in His vicarious and atoning death through His shed blood, in His bodily resurrection, in
His ascension to the right hand of the Father, and in His personal return in power and glory.

We believe that for the salvation of lost and sinful man, regeneration by the Holy Spirit is absolutely
essential and that the church nurtures God’s people gathered as a community to carry out God’s
Word.

We believe in the present ministry of the Holy Spirit by whose indwelling the Christian is enabled to
live a godly life.

We believe in the resurrection of both the saved and the lost; they that are saved unto the
resurrection of life and they that are lost unto the resurrection of damnation.

We believe in the spiritual unity of believers in our Lord Jesus Christ.




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OUR CORE VALUES
Our Core Values are summarized in Jesus, Justice and Technology. Sample Organization is a
movement of the universal Christian Church to meet human needs unique to the Information Age.
Great movements of God in the past responded to the industrial revolution and its problems such
as urbanization, illiteracy, slavery, segregation, moral decline and economic exploitation. Sample
Organization is called to be a part of a new movement of God to respond to the problems of
particular importance in the Information age such as the digital divide, racism, sexism, classism,
industrial job loss, pornography, drugs, violence, urban decay, moral decline, economic exploitation
and other forms of oppression. We believe that we are called to help equip the church to utilize the
tools, knowledge and innovative methods of the world to bring transformation through their
ministry. We believe that Paul’s principle that “no food is unclean in itself” often applies the tools
of the world and we are called to be innovators to integrate these new tools with the transformative
power of Jesus.
Jesus—We desire Jesus to be central in our individual and corporate life. We seek to follow him—
in his identification with the poor, the afflicted, the oppressed, the marginalized; in his challenge to
unjust attitudes and systems; in his call to share resources with each other; in his love for all people
without discrimination or conditions; in his offer of new life through faith in him. From him we
derive our holistic understanding of the Gospel of the Kingdom of God, which forms the basis of
our response to human need. We will maintain our identity as Christian, while being sensitive to the
diverse contexts in which we express that identity. We believe that to strive toward this goal, our
work must be Holy Spirit empowered. God acts powerfully today and spiritual gifts are an
important part of our walk with Jesus. The foundation of all that we believe is the Bible. As we
follow Jesus we are called to help make and disciple other followers of Jesus.
Justice—We are called to serve under-resourced people of the earth; to relieve their suffering and to
promote the transformation of their condition of life. We believe we are called to pursue genuine
reconciliation across race, class, gender and ethnicity. Our goal is to empower ministries that are
indigenous to the communities they are serving. Our organizational values and culture should
reflect those we are serving and other stakeholders in order to most effectively achieve our mission.
We believe that we are called both to provide holistic ministry to individuals and to work toward
change of systems that enable injustice. We are stewards of God’s resources provided to us to help
bring maximum benefit to those we serve. We value social healing which is a path of holiness that
involves becoming in touch with our own brokenness and the pain of the world in a way that
enables the Holy Spirit to transform ourselves and the world.

Technology—As the world is being transformed by society, we are called to help equip the church
to be able to respond with tools and technologies needed to effectively engage in the fight for
justice. We have a unique role in the Global Body of Christ to specialize in providing technology
resources to the rest of the Body to enable holistic transformative ministry. People should always
come before technology, which is only a tool to help empower and transform people. We value
utilizing tools to meet actual needs in culturally relevant ways, and to do this we must strive to be
close to the needs of the cultures we are trying to serve. We are a testing ground for technologies
and innovations that could help bring Justice to the world in Jesus name. We do this by bridging
new methods of following Jesus into the universal church such as counseling, recovery, psychology
sociology, ethnic/social identity development and social healing or other ways of responding to
needs unique to the Information Age.



                                                   7
   2. EMPLOYMENT
NATURE OF EMPLOYMENT

This handbook is intended to provide employees with a general understanding of our personnel
policies. Employees are expected to familiarize themselves with the contents of this handbook, for it
will answer many common questions concerning employment with Sample Organization.

However, this handbook cannot anticipate every situation or answer every question about
employment. It is not an employment contract and is not intended to create contractual obligations
of any kind. Neither the employee nor Sample Organization is bound to continue the employment
relationship if either chooses, at will, to end the relationship at any time.

In order to retain necessary flexibility in the administration of policies and procedures,
Sample Organization reserves the right to change, revise, or eliminate any of the policies and/or
benefits described in this handbook. The only recognized deviations from the stated policies are
those authorized and signed by the Executive Director of this ministry.

Employment with Sample Organization is based on mutual consent. Both the employee and the
employer have the right to terminate employment at will, with or without cause, at any time.

EQUAL EMPLOYMENT OPPORTUNITY

In order to provide equal employment and advancement opportunities to all individuals,
employment decisions at Sample Organization will be based on merit, qualifications, and abilities of
applicants and employees, and on the operational needs of Sample Organization. Sample
Organization does not discriminate in employment opportunities or practices on the basis of race,
color, sex, national, origin, age, disability, or any other characteristic protected by law. Sample
Organization is a religious organization, exempt from Title VII as to discrimination based on
religion. This policy governs all aspects of employment, including selection, job assignment,
compensation, discipline, termination, and access to benefits and training. Each employee is required
to be a committed follower of Jesus Christ and, also, be an active member in good standing of a
Christian church.

In addition, it is Sample Organization’s policy to provide an environment that is free of unlawful
harassment based on any protected status.

Any employees with questions or concerns about any type of discrimination in the work place are
encouraged to bring these issues to the attention of their immediate supervisor. Employees can raise
concerns and make reports without fear of reprisal. Anyone found to be engaging in any type of
unlawful discrimination will be subject to disciplinary action, up to and including termination of
employment.

HIRING OF RELATIVES

Persons related to an employee may be employed except when one of the following


                                                  8
conditions would result, in which case employment will not be permitted:

• When such employment results in direct superior/subordinate relationship.
• When one employee works in a position that has accounting control or management
control over a position held by a relative.
• When other circumstances exist which would place the relative in a situation of actual
or foreseeable conflict between Sample Organization’s interests and his/her own. This
provision applies to promotion or transfer of an employed relative as well as the
initial hiring of a relative.
• “Related to” means relation by blood, including father, mother, brother, sister, aunt, uncle, cousin,
or offspring; relation by marriage, including in-laws, parents, brothers,
sisters and spouses of offspring; and relationships such as adopted children, step- or foster children
and step-parents.

IMMIGRATION LAW COMPLIANCE

Sample Organization complies with the Immigration Reform and Control Act of 1986 and is
committed to employing only United States citizens and aliens who are authorized to work in the
United States.

As a condition of employment, each new employee must properly complete, sign, and date the first
section of the Immigration and Naturalization Service Form 1-9. Before commencing work, newly
rehired employees must also complete the form if they have not previously filed an 1-9 with this
organization, if their previous 1-9 is more than three years old, or if their previous 1-9 is no longer
valid.

CONFLICTS OF INTEREST

Employees have an obligation to conduct ministry within guidelines that prohibit actual or potential
conflicts of interest. This policy establishes the only framework within which Sample Organization
wishes the ministry to operate. The purpose of these guidelines is to provide general direction so
that employees can seek further clarification on issues related to the subject of acceptable standards
of operation.

An actual or potential conflict of interest occurs when an employee is in a position to influence a
decision that may result in a personal gain for that employee or for a relative as a result of Sample
Organization’s ministry dealings. For the purposes of this policy a relative is any person who is
related by blood or marriage, or whose relationship with the employee is similar to that of persons
who are related by blood or marriage.

No “presumption of guilt” is created by the mere existence of a relationship with outside firms.
However, if an employee has any influence on transactions involving purchases, contracts, or leases,
it is imperative that he or she disclose to an officer of the organization as soon as possible the
existence of any actual or potential conflict of interest so that safeguards can be established to
protect all parties.




                                                   9
Personal gain may result not only in cases where an employee or relative has a significant ownership
in a firm with which this organization deals in ministry, but also when an employee or relative
receives any kickback, bribe, substantial gift, or special consideration as a result of any transaction
involving Sample Organization.

The mailing list materials, products, designs, plans, ideas, and data of the organization are the
property of Sample Organization and should never be given to an outside firm or individual except
through normal channels and with appropriate authorization. Any improper transfer of material or
disclosure of information, even though it is not apparent that an employee has personally gained by
such action, constitutes unacceptable conduct. Any employee who participates in such a practice will
be subject to disciplinary action, up to and including termination of employment.

OUTSIDE EMPLOYMENT

Employees may hold outside jobs as long as they meet the performance standards of their jobs with
Sample Organization. Employees should consider the impact that outside employment may have on
their health and physical endurance. All employees will be judged by the same performance
standards and will be subject to Sample Organization’s scheduling demands, regardless of any
existing outside work requirements.

Outside employment that constitutes a conflict of interest is prohibited. Employees may not receive
any income or material gain from individuals outside the organization for materials produced or
services rendered while performing their jobs.

    3. EMPLOYMENT CATEGORIES
It is the intent of Sample Organization to clarify the definitions of employment classifications so
that employees understand their employment status and benefit eligibility. These classifications do
not guarantee employment for any specified period of time. Accordingly, the right to terminate the
employment relationship at will at any time is retained by both the employee and the employer.

Each employee is designated as either EXEMPT or NONEXEMPT from federal and state wage
and hour laws. NONEXEMPT employees are those who do not meet the requirements for “exempt
status.” NONEXEMPT employees are entitled to overtime pay under specific provisions of federal
and state laws. EXEMPT employees are those who are paid on a salary basis and who regularly work
in executive, administrative or professional positions as defined by applicable federal and state wage
and hour laws. EXEMPT employees do not receive overtime compensation.

In addition to the above categories, each employee will belong to one other employment category:


REGULAR FULL-TIME employees are those who are not in a temporary status and who are
regularly scheduled to work the organization’s full-time schedule, which is normally 40 hours per
week except for Full-time Hourly employees who normally have a 32 hour or more work week.
Generally, Full-Time staff are expected to put in the necessary hours to get their work done.
Generally, these employees are eligible for Sample Organization’s benefit package, subject to the
terms, conditions, and limitations of each benefit program.



                                                  10
Regular full-time employees must agree to Sample Organization’s statement of faith and follow
Biblical principles outlined below. Regular full-time employees are expected to maintain the highest
Christian standards regarding moral, interpersonal, and work performance conduct and are
expected to be moving toward God. Regular full-time staff are expected to follow the New
Testament principles outlined in I Timothy 3, II Timothy 2:14ff, and II Peter 1:5-11. As a part of
the job description for all Regular Full Time Staff, they should be able to lead a Bible Study or
Christian devotion time. In addition, the evaluation process of regular full-time staff will include
faith-based behavioral standards in the evaluations.

Sexual Conduct Policy. It is essential that the sexual conduct of regular full-time staff reflect our
values and beliefs that the Bible prohibits all acts of sexual conduct outside of God's design for
marriage between one man and one woman, which acts include fornication, adultery, and
homosexual conduct. Potential or current regular-full time staff whose conduct currently
violates this policy in an ongoing basis without Biblical repentance may be removed.

REGULAR PART-TIME employees are those who are not in a temporary status and who are
regularly scheduled to work at least 20 hours per week, but less than a full-time schedule. Generally,
these employees are not eligible for Sample Organization’s benefit package except Health Insurance
Plan benefits unless there is an exception made by the Executive Director.

TEMPORARY employees are those who are hired as interim replacements, to temporarily
supplement the work force or to assist in the completion of a specific project. Employment
assignments in this category are of a limited duration. Employment beyond any initially stated period
does not in any way imply a change in employment status. Temporary employees retain that status
unless and until notified in writing of a change. While temporary employees receive all legally-
mandated benefits (such as workers’ compensation insurance and Social Security), they are ineligible
for all of Sample Organization other benefit programs unless there is an exception made by the
Executive Director.

GENERAL INTERNS are those who are hired for a fixed duration as a form of internship or
AmeriCorps members. This includes all staff 18 and under. Interns are not eligible for employee
benefits except where required by law. Those choosing not to participate in Sample Organization’s
Spiritual Development Program are considered General Interns. Sample Organization’s Spiritual
Development Program is a voluntary program offered to interns at Sample Organization that is not
required. Not participating in the Spiritual Development Program will not affect the evaluation of
their performance at work or compensation.

MINISTRY INTERNS are those who are hired for a fixed duration as a form of internship or
AmeriCorps members. This includes all staff 18 and under. Interns are not eligible for employee
benefits except where required by law. Those choosing to participate in Sample Organization’s
Spiritual Development Program are considered Ministry Interns.

ON-CALL employees are those who have established an employment relationship with the
organization but who are assigned to work on an intermittent and/or unpredictable basis. They
retain that status unless and until notified in writing of a change. While they receive all legally
mandated benefits (such as workers’ compensation insurance and Social Security), they are ineligible
for all of Sample Organization’s other benefit programs.


                                                  11
INDEPENDENT CONTRACTORS are those who have a legally binding contract which
describes the work and compensation arrangements. Independent Contract receive only those
benefits which have been contractually agreed.

AMERICORPS MEMBERS are not employees of Sample Organization and do not qualify for
Sample Organization employee benefits. AmeriCorps members are also subject to Sample
Organization Corps guidelines and AmeriCorps provisions. AmeriCorps members based at Sample
Organization are required to follow all Sample Organization Personnel Policies that apply to
employees except where prohibited by law. This also applies toward VISTA Members and other
Corporation for National and Community Service members. As long as AmeriCorps members are
meeting their hourly commitment to AmeriCorps and to Sample Organization, they will receive 12
“personal days” to use for vacation, sick time and personal holidays. AmeriCorps members do not
receive sick or vacation days outside of these days unless given at the discretion of the Executive
Director for “comp time” for exceptional hours worked on a project. AmeriCorps members that
are not currently meeting their hourly commitment to AmeriCorps and Sample Organization forfeit
these expanded benefits and only have AmeriCorps benefits.

PROBATIONARY PERIOD. Whenever the term “probationary period” is used in the Personnel
Policies Manual, it shall mean the first three months of employment by a newly hired or re-hired
employee. The purpose of the probationary period is to ensure and verify that each employee has
the skills and motivation necessary to perform the duties and responsibilities of the position.
Employees whose service is satisfactory in the probationary period may become regular full-time or
part-time employees, subject to availability of funds, the continued existence of the position, and
continued satisfactory work performance in the position. As employee may be terminated at any
time during and after the probationary period if his/her performance fails to meet minimum
performance standards. During the probationary period, the prospective full-time or part-time
employee will accrue annual leave time but cannot use any leave time until the three (3) month
probationary period has ended. However, emergency and/or extenuating circumstances that initiate
a request for leave will be reviewed on an individual basis by the Executive Director.

MINISTRY STAFF are Regular Full-Time or Part-Time staff that are designated to doing work
related to Sample Organization’s ministry. Regular Full-Time or Part Time staff that sign and follow
the Ministry Staff Volunteer Covenant are considered ministry staff. It is not a requirement that
Regular Full-Time or Part-Time staff be Ministry Staff; however, being designated as Ministry Staff
may be required to perform certain functions in the organization as determined by the Executive
Director or designee. Ministry Staff are expected to maintain the highest Christian standards
regarding moral, interpersonal, and work performance conduct and are expected to be moving
toward God. Ministry staff are expected to follow the New Testament principles outlined in I
Timothy 3, II Timothy 2:14ff, and II Peter 1:5-11 as determined by the Executive Director and
Board.

PASTORAL MINISTRY STAFF are Regular Full-Time or Part-Time Ministry Staff that are
released to provide Pastoral Ministry to other Sample Organization staff and participants. Pastoral
Ministerial Staff are appointed by the Executive Director, and include the Executive Director.
They have significantly higher expectations and requirements that regular staff. Invitation to
ministerial staff is initiated by the Executive Director and may not happen until the staff have


                                                 12
been employed by Sample Organization for at least one year. Invitation to Pastoral Ministry
Staff is not based on salary or position, but is more based on wisdom, spiritual maturity and
ability to minister to others. Pastoral Ministerial Staff are expected to more closely live out the
values of Sample Organization and especially be able to equip and raise up others to live out
those values. It is intended that Pastoral Ministerial Staff maintain the core of Sample
Organization staff in order to be able to maintain and develop Sample Organization’s values in
others. Ministerial Staff may play a role in pastoring the spiritual growth of those they supervise
or those that they are assigned to mentor, including support both organizational competence and
personal character issues. It expected that the issues discussed will be primarily related to
competence or character issues that might affect performance and relationships at work. This
may include providing some pastoral guidance for a staff member that is struggling spiritually or
has a significant moral failure. Staff designated as Pastoral Ministry Staff will have this role
listed as one of the items in their job description, which may be further detailed in a Pastoral
Ministry Staff role description. Some of the requirements to be Pastoral Ministry Staff include:

      Biblical Standards: Ministerial staff are expected to follow the guidelines of ministers and
       elders in I Timothy 3, 1 Peter 5:1-4, Titus 1: 5-9 as determined by the Executive Director.
      History of growing and helping others to grow in Sample Organization values.
      Significant experience with counseling, recovery or emotional healing programs and
       showing a mature emotional stability in their life.
      Significant experience in cross-cultural ministry and mature in their own ethnic identity
      At least one year of employment in Sample Organization and a history of growing and
       helping others to grow in Sample Organization’s values.

ACCESS TO PERSONNEL FILES

Employee personnel files are the property of Sample Organization, and access to the information
they contain is restricted. Generally, only officials and representatives of the employer who have a
legitimate reason to review information in a file are allowed to do so. With reasonable written
advance notice, an employee may review material in his or her file but only in the employer’s offices
and in the presence of the individual appointed by the employer to maintain the file. Documents
which have the employee’s signature may be photocopied for the employee at his or her expense.

Employees may contact the Operations Manager regarding the desire to remove or rebut any
irrelevant or erroneous information contained in their personnel files.


EMPLOYMENT REFERENCE CHECKS

To ensure that individuals who join the ministry are well qualified and have a strong potential to be
productive and successful, it is the policy of Sample Organization to check the employment
references of all applicants.

Please note that only the Operations Manager and Executive Director are authorized to provide
information of any kind regarding current or former employees or volunteers.



                                                  13
PERSONNEL DATA CHANGES

It is the responsibility of each employee to promptly notify the employer of any changes in
personnel data. Personal mailing addresses, telephone numbers, number and names of dependents,
individuals to be contacted in the event of an emergency, educational accomplishments, and other
such status reports should be accurate and current at all times.

A new W-4 form must be completed for all name and address changes.

EMPLOYMENT APPLICATIONS

Sample Organization relies upon the accuracy of information contained in the employment
application, as well as the accuracy of other data presented throughout the hiring process. Any
misrepresentations, falsifications, or material omissions in any of this information or data may result
in the exclusion of the individual from further consideration for employment or, if the person has
been hired, termination of employment.

PERFORMANCE REVIEWS

To help you perform your job to the best of your abilities, it is important that you receive feedback
regarding good performance and that you receive appropriate suggestions for improvement when
necessary. Consistent with this goal, Sample Organization will attempt, subject to business demands,
to evaluate your performance on an ongoing basis and provide you with periodic written evaluations
of your performance.

Depending on when your employment started, evaluations will normally occur in June and/or in
December. In addition, you will receive a verbal evaluation after your first three (3) months of
employment. This evaluation will result in one of three (3) actions: “probationary period” ended or
extended, or termination.

All written performance reviews will be based on your overall performance in relation to your job
responsibilities and will also take into account your conduct, relationship with other staff, growth in
Sample Organization values, character, demeanor, and record of attendance and tardiness. In
addition to the regular performance evaluations described above, your supervisor may conduct
special written performance evaluations at any time to advise you of performance or disciplinary
problems. Salary adjustments may be made during the annual performance review depending on the
performance of the individual and availability of resources.

All employees will be given the opportunity to review and make copies of performance reviews.
Employees are encouraged to include written comments on the review, if appropriate. Employees
who disagree with reviews are encouraged to discuss areas of disagreement with their Supervisor.
Employees must sign and date their appraisal after all comments have been noted.




                                                  14
GUIDELINES ON FAITH AND GOVERNMENT FUNDING
All Sample Organization Employees and AmeriCorps members must follow all applicable federal,
state and local laws with regard to faith and government funding. Any time paid for with
government funding should not be spent on faith activities. Any materials or activities involving
faith with costs should not be charged to federal grants.

FEDERAL, STATE AND LOCAL LAW COMPLIANCE

All Sample Organization Employees and AmeriCorps members must follow all applicable federal,
state and local laws during their work hours at Sample Organization.

    4. EMPLOYEE BENEFITS
Eligible employees in this organization are provided a wide range of benefits. A number of the
programs (such as Social Security, workers’ compensation) cover all employees in the manner
prescribed by law.

Benefits eligibility is dependent upon a variety of factors, including your employee classification. The
Operations Manager can identify the programs for which you are eligible. Details of many of these
programs can be found elsewhere in the employee handbook and in booklets available from the
Human Resources Division benefits division office.

The following benefit programs are available to eligible employees:

Health Insurance
Holidays
Jury Duty
Sick Pay
Time Off to Vote
Vacations
Workers’ Compensation Insurance

Some benefit programs require contributions from employees, and some are fully paid by Sample
Organization.


HEALTH PLAN

The following provides general information on the group medical benefit plan provided to all
eligible regular full-time employees and their dependents, if desired. Payroll deductions on a pre-tax,
salary reduction basis, are available for coverage of an employee and dependents, should he/she
desire to enroll them into the plan. Sample Organization will pay 85% of an individual’s health plan
and 50% of the portion of the cost of that person’s family health plan. The employee must make up
the difference in paying the remaining cost of those plans if he/she elects to have them. Only
Regular Full-Time and Regular Part-Time employees are eligible for Health plans.



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A copy of the summary plan description of the health plan(s) applicable to you is available from the
benefits administration office in the Operations Manager. Employees should read the plan carefully
and utilize the cost containment features so that they receive the maximum benefit provided and the
blessings of good stewardship.

Eligibility for medical benefits is determined in accordance with the terms provided in the official
plan documents (the summary plan description). It describes the features, conditions, and limitations
of the plan in detail. Although a benefit summary of some of the features of the plan is provided
here, it should be remembered that the summary plan description is the official plan document.
Accordingly, employees must review that document for the actual plan provisions. If there is any
apparent or real conflict between the summary provided below and the provisions of the summary
plan description, the provisions of the official plan contained in the summary plan description will
prevail.

TERMINATIONS OF HEALTH INSURANCE OVERAGES

An employee’s coverage ceases when his/her employment terminates (coverage ends
the last day of the month that follows the month in which employment is terminated); if
the employee stops contributions; or when he/she is no longer eligible. An employee
may convert his/her coverage to an individual policy under the terms of the plan.


HOLIDAYS

Sample Organization observes the following holidays for all eligible employees: Employees may,
however, be required to work on a holiday, depending on operational needs:

New Year’s Day (or day after if it falls on a Sunday)
Martin Luther King’s Birthday
President’s Day
Good Friday
Memorial Day
Independence Day (or Monday after if it falls on a weekend)
Labor Day
Columbus Day (or floating holiday to be taken any time during the year if preferred)
Thanksgiving
Day after Thanksgiving
Christmas Eve
Christmas Day
New Year’s Eve

Holiday Pay

1. Eligibility—To be eligible for holiday pay, employees must work the last scheduled workday
immediately preceding and the first scheduled day immediately following the holiday, unless time off
has been previously been granted. Employees on a personal leave of absence shall not be paid for



                                                 16
any holiday that occurs during their leave. Newly-hired employees must have worked one full day
prior to the holiday to be eligible for holiday pay.

2. Rate—Regular full-time employees will receive their regular base rate as payment for recognized
holidays. For example: If a holiday is observed on a Friday, and the employee is scheduled to work
four hours that day, he/she is paid for four hours. If he/she is not normally scheduled to work that
day, he/she is not paid holiday pay for that day.

3. Premiums—Scheduling work on holidays is discouraged except for most urgent business reasons
since the purpose of holidays is to provide employees time off for celebration and relaxation. Part-
time employees who are scheduled by their supervisor to work on a recognized holiday will be paid
for the holiday plus their regular straight time pay for that day. On call employees do not receive
holiday pay but will be paid at their time-and-a-half rate for all hours worked on a recognized
holiday.

VACATIONS

All regular full-time and part-time employees are eligible for annual vacation with pay. Vacations are
to provide a period of rest and relaxation each year and are expected to be taken. At times it may be
impossible to take all vacation time due to unusual circumstances. If this occurs, a deferral may be
granted. This, however, is to be considered the exception. At least one week of vacation must be
taken in the year in which earned. Earned vacation in excess of one week may be deferred until the
following year, if approval is obtained from the employee’s department manager. Individuals should
request a single vacation day at least one week in advance and more than two consecutive vacation
days should be requested at least two-weeks in advance except for extenuating circumstances
approved by their Manager. Approved vacation time should be entered into the vacation/sick log
and signed by each employee and their supervisor before the vacation time is taken.

Cap on Benefits

The maximum vacation benefits an employee may have at any time shall equal twice their current
annual vacation benefits minus one week. If an employee reaches this maximum “cap” on benefits
he/she will not accrue any additional benefits and must use enough vacation time to fall below the
cap. The employee will then begin to earn benefits again from that date forward until again reaching
the cap.

Vacation benefits are based on the employee’s length of service in accordance with the most recent
date of hire. Vacation benefits are given each January 1 for the anniversary occurring that calendar
year. The schedule of vacation eligibility is determined by your anniversary date and current grade
level (whichever is greater)

REGULAR FULL-TIME EMPLOYEES
Anniversary (Occurring in current year) & Vacation Entitlement

1st and 2nd years
10 days



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3rd through 10th
15 days

10th or more
20 days

This includes the number of years an individual is employed whether full-time or part time.
Returning staff that take a leave of employment of less than five years will retain their previous
vacation entitlement years.

First Year or Rehire Employees

New employees become eligible to take their first vacation after they have worked three
consecutive months.

Separation

Employees who are separated from Sample Organization for any reason (resignation, involuntary
separation, reduction in staff, etc.), are paid in lieu of vacation for all unused earned vacation.
Employees who are separated from Sample Organization through resignation, reduction in staff, or
other involuntary separation that is not the result of the employee’s violation of Sample
Organization’s rules of conduct, will be paid in lieu of vacation for all unused accumulated vacation.
In order to receive pay in lieu of unused vacation, a resigning employee must provide at least one
month’s notice.


SICK PAY

Sample Organization provides a plan which allows eligible employees to accrue sick pay to be
used in the event of their illness which requires them to be away from work or doctor’s visits.
Employees who are unable to report to work due to illness or injury should notify their direct
supervisor before the scheduled start of their workday, if possible. The direct supervisor must also
be contacted on each additional day of absence. Paid sick leave can be used in minimum increments
of one-half day (4 hours). Sick leave benefits begin to accrue at the time the employee is hired;
however, no sick leave benefits will be paid with the employees first 90 days of employment.
All regular full-time and part-time employees are eligible for sick pay as described below. Sick pay
may be used for the employee’s illness or medical appointments or to care for an ill child under the
age of 18 with a health condition that requires treatment or supervision. Some special circumstances,
such as family emergencies, may allow for use of sick pay to cover a personal absence with pay (up
to a maximum of three days per calendar year). Employees should consult with their department
head to determine if this use of sick pay is appropriate. Employees taking sick time should enter it
into the vacation/sick log to signed by the employee and their supervisor.

Regular Full-time Employees

All regular full-time employees accrue ten sick days of sick leave per year (accrued 6.67 hours each
month). Those whose start date is between the 1st and the 15th will accrue sick leave for the entire


                                                  18
month. If an employee’s start date is between the 16th and the end of the month, he/she will accrue
half the amount for the month. Employees are not eligible to take sick pay until they have
completed 90 days of employment. Employees may then begin to take sick leave and be paid at their
current rate for the hours they have accrued. Once an employee gives notification that they are
ending their employment, their sick days are forfeit and may not be used between that time and their
employment termination. In the event that sick time leave benefits are not used by the end of the
year, they will be forfeited.

WORKERS’ COMPENSATION INSURANCE

Sample Organization provides a workers’ compensation insurance program at no cost to employees
as required by law. Any employee who sustains a work-related injury or illness should inform his or
her supervisor immediately. No matter how minor an on the job injury may appear, it is important
that it be reported immediately. This will enable an eligible employee to qualify for coverage as
quickly as possible.

Neither Sample Organization nor the insurance carrier will be liable for the payment of workers’
compensation benefits for injuries that occur during an employee’s voluntary participation in any
off-duty recreational, social, or athletic activity sponsored by Sample Organization.


TIME OFF TO VOTE
Sample Organization encourages employees to fulfill their civic responsibilities by voting. If your
work schedule does not give you two free hours during the time the polls are open, not including
your meal and rest breaks, you will be allowed to take a reasonable time, up to two hours, from your
work schedule for voting purposes. This time will be paid time off. Since polls are open for 12 or
more hours, paid time off for voting should be necessary only in unusual circumstances. Please see
your immediate supervisor if you believe you need time off for voting.

JURY DUTY

Sample Organization encourages employees to fulfill their civic responsibilities by serving jury duty
when required. When an employee is called to serve on a jury, s/he will be granted a leave of
absence for the period required to be on jury duty, as long a s/he submits the appropriate evidence
of jury duty to his/her supervisor. Sample Organization will pay the employee’s regular wages for
the first three (3) days of jury duty. Beginning on the fourth day, the employee will receive the
difference between his/her regular pay and juror’s pay as long as the employee submits a statement
to his/her supervisor from the court detailing the dates served and the juror’s pay received. Of
course, employees are expected to report to work whenever the court schedule permits. Benefits will
continue to accrue while on jury duty.

Jury duty pay will be calculated on the employee’s base pay rate times the number of hours the
employee would otherwise have worked on the day of absence. Regular full-time employees qualify
for paid jury duty leave.

Either Sample Organization or the employee may request an excuse from jury duty if, in Sample
Organization’s judgment, the employee’s absence would create serious operational difficulties.


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Accrual for benefits calculations, such as vacation, sick leave, or holiday benefits, will
not be affected during unpaid jury duty leave.

WITNESS DUTY
Sample Organization encourages employees to appear in court for witness duty when subpoenaed to
do so.

If the employee has been subpoenaed or otherwise requested to testify as a witness by Sample
Organization, he or she will receive paid time off for the entire period of witness duty.

Employees will be granted unpaid time off to appear in court as a witness when requested by a party
other than Sample Organization. Employees may use available paid leave benefit (such as vacation
leave) to receive compensation for the period of this absence.

The subpoena should be shown to the employee’s supervisor immediately after it is received so that
operating requirements can be adjusted, where necessary, to accommodate the employee’s absence.
The employee is expected to report for work whenever the court schedule permits.

    5. TIME KEEPING AND ATTENDANCE
Accurately recording time worked is the responsibility of every non-exempt employee. Federal and
state laws require Sample Organization to keep an accurate record of time worked in order to
calculate employee pay and benefits. Time worked is all the time actually spent working on the job
performing assigned duties. Workers cannot count time working from home as work hours unless
they receive approval from the Executive Director in advance.

Time sheets are to be completed daily, and are to be completed by the end of the month. Employees
are to record their starting time, time in and out, quitting time, total hours worked and a summary of
work completed for each workday. Employees may use time worked beyond 8 hours in a given day
as comp time for another day during the same week (to have a minimum of 40 hours in a week or
other amount if less than full-time). The Executive Director may grant extension of comp time in
extenuating circumstances at his/her discretion for employees working an extreme number of hours
during a given week. All employees should ensure that any work involving faith be done on non-
governmental portions of their timesheets and the amount of time recorded separately. Staff should
bring their completed timesheets to their supervisor to sign at their first meeting of each month.

Staff traveling on work-related trips during regular work hours may count those hours as work
hours. In addition, staff traveling on work-related trips during non-regular work hours may count
those hours as work hours if they are doing work related activities while traveling. Staff attending
conferences or trainings during work days may count a maximum of 8 hours per day as work hours
for those days. Exempt employees should view going to trainings and conferences as a part of their
job description.

Altering, falsifying, tampering with time records, or recording time on another employee’s time
record is prohibited. If corrections or modifications are made to the time sheet, both the employee
and the supervisor must verify the accuracy of the changes by initialing the time sheet.


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PAYDAYS

Sample Organization employees are paid monthly on the 5th day of each month. Each paycheck will
include earnings for all work performed through the end of the previous payroll period. If a
scheduled payday falls on a Saturday, Sunday or agency-observed holiday, employees will receive pay
on the first day of work after the regularly scheduled payday. If a regular payday falls during an
employee’s vacation, the employee’s paycheck will be available upon his or her return from vacation.

Employees may choose to have their pay directly deposited into their bank accounts if they provide
advance written authorization to Sample Organization. Employees will receive an itemized statement
of wages when Sample Organization makes direct deposits.

Employees should review their paychecks for errors. If a mistake is found, it should be reported to
their supervisor or the Operations Manager immediately.

EMPLOYMENT TERMINATION

Since employment with Sample Organization is based on mutual consent, both the employee and
the employer have the right to terminate employment at will, with or without cause, at any
time. Terminations are an inevitable part of personnel activity within any organization, and many of
the reasons for termination are routine. Below are examples of some of the most common
circumstances under which employment is terminated:

RESIGNATION—An employee who intends to resign his or her position with Sample
Organization is requested to provide at least one month advance written notice to his/her
supervisor. Failure to provide one month notice may affect subsequent re-employment
consideration, and my preclude payment of unused vacation at termination.

JOB ABANDONMENT—An employee will be considered to have abandoned his/her job after
three consecutive days’ absence without communication with Sample Organization.

DISCHARGE—employment termination initiated by the organization.

LAYOFF—involuntary employment termination initiated by the organization for non-disciplinary
reasons. If possible, Sample Organization may place an employee elsewhere in the organization, but
neither such placement nor comparable salary if placed can be guaranteed.

RETIREMENT—voluntary retirement from active employment status initiated by the employee.

All Sample Organization property such as keys and Employee Handbooks must be returned to the
Operations Manager when an employee leaves the employ of Sample Organization. All other tools
or equipment provided by Sample Organization should be returned to the employee’s supervisor
prior to the exit interview. After an employee leaves the organization, they should not access any
electronic or other data that is made available only to employees.



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PAY ADVANCES

Neither pay advances nor extensions of credit on unearned wages can be provided to employees.

If a regular payday falls during an employee’s vacation, the employee’s paycheck will be available
upon his or her return from vacation.

ADMINISTRATIVE PAY CORRECTIONS

Sample Organization takes all reasonable steps to assure that employees receive the correct amount
of pay in each paycheck and that employees are paid promptly on the scheduled payday.

In the event that there is an error in the amount of pay, the employee should promptly bring the
discrepancy to the attention of the employer so that corrections can be made as quickly as possible.

Once underpayments are identified, they will normally be corrected in the next regular paycheck
unless this presents a substantial problem for the employee. In that case, Sample Organization will
create a special check for the amount of the underpayment as soon as possible.

Overpayments will also be corrected in the next regular paycheck unless this presents a burden to
the employee (where there is a substantial amount owed). In that case, Sample Organization will
attempt to arrange a schedule of repayments with the employee to minimize the inconvenience to all
involved.

PAY DEDUCTIONS

The law requires that Sample Organization make certain deductions from each employee’s
compensation. Among these are applicable federal, state, and local income taxes. Sample
Organization also must deduct Social Security taxes on each employee’s earnings up to a specified
limit that is called the Social Security “wage base.” Sample Organization matches the amount of
Social security taxes paid by each employee. An exception is made for ordained clergy who may file
as self-employed per IRS ruling.

Sample Organization offers programs and benefits beyond those required by law. Eligible employees
may voluntarily authorize deductions from their paychecks to cover the employee-paid costs of
various benefits. No deduction is made for unemployment insurance benefits or state disability
insurance because of Sample Organization’s status as a nonprofit organization. Therefore,
employees are ineligible to receive state disability or unemployment benefits for their period of
employment at Sample Organization.

If you have questions concerning why deductions were made from your paycheck or how they are
calculated, your supervisor can assist in having your questions answered. Sample Organization
employees are covered by unemployment insurance by Massachusetts Employment Security Law.
All terminated employees are eligible for these benefits provided they meet the Massachusetts
Division of Unemployment Assistance (DUA) requirements.




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    6. POLICIES AND PROCEDURES

SAFETY

To provide a safe and healthful work environment for employees, customers, and visitors, Sample
Organization has established a workplace safety program. This program is a top priority of the
organization. The Operations Manager has responsibility for implementing, administering,
monitoring, and evaluating this program. The success of the safety program depends on the
alertness and personal commitment of all.

Sample Organization provides information to employees about workplace safety and health
issues through regular internal communication channels such as supervisor-employee
meetings, bulletin board postings, memos, or other written communications.

Each employee is expected to obey safety rules and exercise caution in all work activities. Employees
must immediately report any unsafe condition to the appropriate supervisor. Employees who violate
safety standards, who cause hazardous or dangerous situations, or who fail to report or, where
appropriate, remedy such situations, may be subject to disciplinary action, up to and including
termination of employment.

In the case of accidents that result in injury, regardless of how insignificant the injury
may appear, employees should immediately notify the Human Resources Division and
the appropriate supervisor. Such reports are necessary to comply with laws and initiate
insurance and workers’ compensation benefits procedures.

Employees should also utilize their work environment as ergonomically as possible and may be
requested to change their work configuration to avoid injury due to poor ergonomics.

SMOKING

In keeping with the employer’s intent to provide a safe and healthful work environment,
smoking is prohibited throughout the workplace.

This policy applies equally to all employees, customers, and visitors.

REST AND MEAL PERIODS

All employees working over six hours are entitled to a half hour paid meal break. Employees may
take an additional half hour of unpaid time for an extended break without requesting permission
from their supervisor (depending on work demands). Since this time is counted and paid as time
worked, Employees may be required by their supervisor to stay on the premises during their half
hour paid break. If an employee wishes to conduct personal business, he/she may take up to two
hours for lunch after receiving the approval of their supervisor. The extra time is to be made up on
the same day. Non-exempt part-time employees who work six hours or less do not receive a meal
period.


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OVERTIME

When operating requirements or other needs cannot be met during regular working hours,
employees may be scheduled to work overtime hours. When possible, advance notification of these
mandatory assignments will be provided. All overtime work must receive the supervisor’s prior
authorization. Overtime assignments will be distributed as equitably as practical to all employees
qualified to perform the required works.

Overtime compensation is paid to all nonexempt employees in accordance with federal and state
wage and hour law requirements. As required by law, overtime pay is based on actual hours worked.
Overtime is paid at one and one-half the employees’ regular hourly rate for all hours worked in
excess of 40 hours per workweek. Please note that overtime pay is not provided after eight hours are
worked in a day, but only after 40 hours have been worked in a workweek. Time off on sick leave,
vacation leave, or any leave of absence will not be considered hours worked for purposes of
performing overtime calculations. Exempt employees are not eligible to receive overtime pay.

Failure to work scheduled overtime or overtime worked without prior authorization from the
supervisor may result in disciplinary action, up to and including possible discharge.

Taking time off-in lieu of being paid overtime wages is not allowed by Sample Organization.
Therefore, any nonexempt employee who works overtime will be paid overtime wages.

USE OF EQUIPMENT AND VEHICLES

Equipment and vehicles essential in accomplishing job duties are expensive and may be difficult to
replace. When using Sample Organization property, employees are expected to exercise care,
perform required maintenance, and follow all operating instructions, safety standards, and
guidelines.

Please notify the supervisor if any equipment, machines, tools, or vehicles appear to be damaged,
defective, or in need of repair. Prompt reporting of damages, defects, and the need for repairs could
prevent deterioration of equipment and possible injury to employees or others. The supervisor can
answer any questions about an employee’s responsibility for maintenance and care of equipment or
vehicles used on the job.

The improper, careless, negligent, destructive, or unsafe use or operation of equipment or vehicles,
as well as excessive or avoidable traffic and parking violations, can result in disciplinary action, up to
and including termination.

EMERGENCY CLOSINGS

Emergency conditions such as severe weather, fire, flood, or earthquake, can disrupt company
operations and interfere with work schedules as well as endanger employees’ well-being. These
extreme circumstances may require the closing of the work facility.



                                                   24
When operations are required to close for a portion of the day due to an emergency, the time off
from scheduled work will be paid.

If the office is required to close for more than one day due to an emergency, Sample Organization
will determine whether employees will be paid for the duration of the office closure.

*May have different treatment based on exempt or nonexempt status.

PAY FOR HOLIDAY WORK

Non-Exempt Employees who are scheduled to work on a holiday and who are otherwise eligible for
holiday pay, shall be paid their straight time rate of pay for hours actually worked on the holiday,
plus the regular holiday pay for the day.

On-call employees, who are ineligible for holiday pay, shall be paid 1.5 times their straight time rate
of pay if scheduled to work on a holiday.

    7. GENERAL INFORMATION CONCERNING LEAVES
Consistent with applicable state and federal law, Sample Organization provides employees with
family and medical leave and military leave. Depending on an employee’s specific situation, absences
from work may also be covered by workers’ compensation (see Policy
335).

Sample Organization also provides personal leave and bereavement leave as described in the
following sections. Please contact the Executive Director if you have any questions regarding
employee leaves of absence.

FAMILY AND MEDICAL LEAVE

A. Eligible employees are entitled to take family and medical leave for one or more of the following
reasons:

    i. The birth of a child;

    ii. The placement of a child with the employee for adoption or foster care;

    iii. To care for the spouse, or a child or parent, of the employee, if such spouse, child, or parent
    has a serious health condition; or

    iv. A serious health condition that makes an employee unable to perform the functions of his or
    her position.

  For purposes of paragraph (iii) above, “child” means a child of the employee who is under 1.8
years of age or is 18 years of age or older and incapable of self-care due to mental or physical
disability.


                                                   25
B. An eligible employee is one who has been employed for at least one year and has worked at least
1,250 hours over the 12-month period prior to the commencement of the leave.

C. Employees are entitled to a total of 12 workweeks of leave during any 12-month period. State law
may provide for longer periods of leave. For example, Washington law provides that leave for
sickness or temporary disability due to pregnancy or childbirth may be taken in addition to a 1.2-
week leave to care for a newborn child. Family and Medical Leave entitlements will be determined
based on the leave taken during the 12 months immediately preceding the leave.

D. Whenever feasible, an employee should provide notice of his or her intention to take a medical
or family leave at least 30 days prior to the date the leave is expected to commence or, if such notice
is not possible, as soon as notice is practicable. The notice should include the date the leave is to
begin and the expected duration of the leave.

E. Certification from a health care provider verifying the need for a leave may be required. Sample
Organization may, in certain circumstances, require a second and third opinion (at Sample
Organization’s expense).

F. Leave on a reduced or intermittent schedule may be taken with the organization’s approval or if
medically necessary given the serious health condition of the employee or the employee’s child,
spouse, or parent. A serious health condition is an illness, injury, impairment, or physical or mental
condition that involves inpatient care, or any period of incapacity requiring absence from school or
work for more than three calendar days and involving continuing treatment by a health care
provider.

G. The company will continue health plan coverage for the duration of family and medical leave up
to three months. However, if the employee fails to return from leave, the employee may be required
to reimburse the company for the cost of premiums paid by the company on behalf of the employee
during the employee’s leave.

H. An employee may use any accrued paid vacation or sick leave for all or part of any family and
medical leave taken to care for an ill family member or the employee’s own illness. You may use any
accrued vacation leave for all or part of any family and medical leave taken to care for a new child.
Once sick leave and vacation are exhausted, any remaining leave will be unpaid. While out on leave
and during the time period that the employee is using accrued paid time, the individual will continue
to accrue benefits. Holiday pay will be issued if a holiday falls during this time period. However,
there is no benefit accrual while an individual is out on unpaid leave.

I. In most cases, an employee returning from leave will be entitled to the position the employee held
prior to commencement of the leave, or to an equivalent position with equivalent terms and
conditions of employment.

J. An employee returning from medical leave may be required to provide medical certification of his
or her ability to return to work.

Procedure for requesting family or medical leave:



                                                  26
     1.      An employee should provide at least 30 days written notice prior to the
     commencement of the leave. If 30 days advance notice is not possible, notice of FMLA
     leave must be given as soon as possible. An employee must define his/her anticipated
     duration of absence.
     2.      When the leave is due to a staff member’s or family member’s serious health
     condition, the staff member must provide certification of the serious health condition by the
     health care provider. Re-certification may be requested during the leave.
     3.
SMALL NECESSITIES LEAVE ACT (for MASSACHUSETTS Employees)

Under the Small Necessities Leave Act (August 4, 1998), eligible Massachusetts employees are
entitled to up to 24 hours of unpaid leave during any twelve-month period. If this time qualifies as
sick time, it may be paid leave. This leave is in addition to the 12 weeks already allowed under the
Federal Family and Medical Leave Act.

In order to be eligible, the employee must have been employed for at least 12 months by Sample
Organization and worked at least 1,250 hours during the immediately previous 12-month period.

Reason for taking Leave:
The 24 hours unpaid leave may be taken for any of the following reasons:

       (1) To participate in school activities directly related to the educational advancement of a
       son or daughter of the employee, such as a parent-teacher conferences or interviewing for a
       new school; or
       (2) To accompany the son or daughter of the employee to routine medical or dental
       appointments, such as check-ups or vaccinations; or
       (3) To accompany an elderly relative of the employee to routine medical or dental
       appointments or appointments for other professional services related to the elder’s care,
       such as interviewing at nursing homes.

Notice Requirement/Certification:

To be entitled to the leave, employees must provide notice to Sample Organization as follows:

       (1)     If the need for leave is foreseeable, the employee must request the leave not later
       than 7 days in advance;
       (2)     If the need is not foreseeable, the employee must notify Sample Organization as
       soon as practicable under the particular circumstances of the individual case.

To the extent possible employees must provide written notice to the employer.

BEREAVEMENT LEAVE

In the event of a death in the immediate family, Sample Organization provides full-time regular
and part-time regular employees time off with pay.

When a death occurs in the immediate family, a bereavement leave may be granted.


                                                  27
Immediate family is defined as employee’s parents, spouse, brother, sister, children, and spouse’s
parents.

The amount of leave time shall be as follows:

Regular full-time employees may receive paid leave not to exceed 24 hours of pay at the employee’s
straight-time rate.

Unpaid bereavement leave may be provided in the case of death of a non-immediate family member.

MILITARY LEAVE

A military leave of absence in accordance with federal and state laws will be granted to employees
who are called to active duty with the Armed Forces of the United States. For leaves of up to 17
days, Sample Organization will continue the employee’s salary, minus the amount of any military
pay.

EMPLOYEE CONDUCT
All employees of Sample Organization are required to adhere to certain rules of conduct necessary
for the ministry’s operations. As in any organization, a code of conduct is necessary to establish and
maintain a productive and respectful working atmosphere.

Any employee conduct which interferes with the effective operation of Sample Organization’s
business, is prohibited. The performance standards listed below, and others which may be
established from time to time, are not all-inclusive. Rather, they are published to provide a general
understanding of what Sample Organization considers unacceptable conduct. These performance
standards are merely examples of the types of misconduct for which employees may be disciplined
or terminated.

Sample Organization may impose disciplinary action in those instances where management decides
it is appropriate. Disciplinary actions include, but are not limited to, oral warnings, written warnings,
suspension and termination of employment. Sample Organization retains the right to determine
what discipline will be imposed in each individual situation.

Violations of any of the following performance standards may result in disciplinary action and/or
immediate discharge.

           Failure or refusal to follow the written or oral instructions of a supervisor or manager
           Insubordination or other disrespectful conduct
           Neglecting job duties and responsibilities
           Engaging in unauthorized personal business during work hours
           Falsifying or misrepresenting Agency or employment or timekeeping records
           Discourtesy or rudeness in dealing with employees of Sample Organization and/or
            representatives of our clients or prospects
           Failure to give proper notice when unable to report for or continue work as scheduled


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          Absenteeism without notice and approved excuse or excessive absenteeism
          Unauthorized absence from workstation during the workday
          Abuse of sick leave privileges
          Violation of safety or health rules
          Smoking in prohibited areas
          Sexual or other unlawful harassment
           Theft, abuse, possession or misuse of Sample Organization property, materials or
           supplies
          Unauthorized use of Sample Organization property and equipment including telephones,
           copy machines and mail service
          Threatening, harassing or inflicting bodily harm to fellow employees
          Making false and malicious statements concerning employees of Sample Organization
          Intentionally discriminating against employees in violation of applicable laws and/or
           engaging in harassment of any employee
          Possession, use, purchase, consumption, transfer or sale of alcoholic beverages,
           controlled substances or illegal drugs any time during working hours, on Sample
           Organization premises, or while representing Sample Organization, or reporting to work
           under the influence of alcohol, controlled substances or illegal drugs
          Violating any Sample Organization personnel policies, other policies, rules, regulations or
           practices
          Unauthorized disclosure of confidential information
          Unsatisfactory performance or conduct

These standards are provided for your information. Sample Organization reserves the right to
determine, at its sole discretion, whether an employee has committed one of the offenses
identified in this list or any other offense that warrants discipline, and to determine the degree of
discipline that may be appropriate.

DRUG AND ALCOHOL USE

Drug and alcohol use is highly detrimental to the safety and productivity of employees in the
workplace. No employee may be under the influence of any illegal drug or alcohol while in the
workplace, while on duty or while operating a vehicle or equipment owned or leased by Sample
Organization.

In accordance with The Drug-Free Workplace Act of 1988, Sample Organization must maintain a
drug-free workplace. Failure to comply with this law could jeopardize government funds this
organization receives. The unlawful manufacture, possession, distribution, transfer, purchase, sale,
use, or being under the influence of alcoholic beverages or illegal drugs while on Sample
Organization property, while attending ministry-related activities, while on duty or while operating a
vehicle or machine leased or owned by Sample Organization is strictly prohibited and may lead to
disciplinary action, up to and including termination of employment. When appropriate, the employer
may refer the employee to approved counseling or rehabilitation programs.




                                                 29
Any employee engaged in government contract or grant work must comply with this policy as a
condition of employment. Should an employee be convicted of a drug-related crime that occurred in
the workplace, he or she must notify the employer within five days of the conviction. Sample
Organization is required to notify the appropriate government agency within ten days of the
conviction. Appropriate personnel action, including possible discipline and/or participation in a
drug abuse assistance or rehabilitation program, may result after notice of the conviction is received.
Employees may use physician-prescribed medications, provided that the use of such drugs does not
adversely affect job performance or the safety of the employee or other individuals in the workplace.

Employees who voluntarily admit to having drug or alcohol problems that have not resulted in
disciplinary action may be eligible for unpaid time off to participate in a rehabilitation program. Such
a leave will be granted if the employee abstains from use of the problem substance while on leave
and abides by all organization policies, rules, and prohibitions relating to conduct in the workplace.

Sample Organization recognizes that employees may wish to seek professional assistance in
overcoming drug or alcohol problems. Please contact your supervisor for more information about
the benefits potentially available under the employee medical benefit plans and any possible referral
sources.

RANDOM DRUG TESTING

Sample Organization reserve the right to require employees to submit to random drug testing. If you
refuse to submit to an evaluation or test positive to a chemical screening, your employment will be
terminated.

HARASSMENT AND INVESTIGATION OF COMPLAINTS

Sample Organization recognizes and values the integrity of individual employees and their right to
work in an environment that fosters mutual respect and is free of harassment. We are therefore
committed to a strict policy that prohibits harassment based upon any individual’s status as
protected by law. Harassment may result in serious cost to the individual and the work group
through lower employee morale and lost productivity. Such harassment creates an unacceptable
working environment and can damage our corporate image within the communities we serve.
Conduct which the company determines constitutes a violation of this policy will result in
disciplinary action up to and including termination of employment.

Examples of conduct that may lead to disciplinary action include (1) demeaning or hostile, written,
graphic, or verbal communications, including off-hand comments, epithets, jokes, slurs or negative
stereotyping directed at any individual because of or regarding that individual’s race, color, religion,
creed, national origin, citizenship, sex, age, physical or mental disability; or (2) hostile, intimidating,
or threatening conduct directed at an individual because of that individual’s status as protected by
law.

Harassment is verbal or physical conduct that denigrates, or shows hostility or aversion toward, an
individual because of his or her status as protected by law and that:




                                                     30
       Has the purpose or effect of creating an intimidating, hostile, or offensive working
        environment; or
       Has the purpose or effect of unreasonably interfering with an individual’s work
        performance; or
       Otherwise adversely affects an individual’s employment opportunities.


SEXUAL HARASSMENT
Sexual harassment is a specific form of harassment that deserves special attention. Unwelcome
sexual advances, requests for sexual favors, and other verbal or physical conduct of a sexual nature
may constitute sexual harassment when (1) submission to such conduct is made either explicitly or
implicitly a term or condition of an individual’s employment; or (2) submission to or rejection of
such conduct is used as the basis for an employment decision; or (3) such conduct has a purpose or
effect of unreasonably interfering with an individual’s work performance or creating an intimidating,
hostile, or offensive working environment.

Conduct which may constitute sexual harassment includes repeated, unsolicited verbal comments,
gestures, or physical contact of a sexual nature which is unwelcome and damaging to the integrity of
the employment relationship. Sexual harassment also includes any effort by a person in authority to
use his or her position or authority to control, influence, or affect the career, salary, employment, or
terms and conditions of employment of another employee or prospective employee in exchange for
sexual favors. Examples of sexual harassment include:

              Unwelcome verbal or physical sexual advances or requests for sexual favors;
              Sexually explicit remarks or derogatory comments based on gender;
              Unwelcome physical conduct or gestures, such as standing too close, leering, or
      sexually suggestive gestures or physical movements; and
              Posting or displaying sexually explicit or demeaning pictorial materials in the
    Workplace;

Sample Organization encourages employees to report incidents of harassment or discrimination.
If you feel you have been discriminated against or harassed, you should immediately speak with your
supervisor or the Executive Director. If the harassment involves the Executive Director, then the
individual should speak with the Personnel Director. Your complaint will be treated seriously and
promptly investigated, and appropriate action will be taken. The investigation will be as confidential
as possible consistent with the need to conduct a full investigation, and you will not be subject to
any retaliation for reporting the complaint.

Moreover, because Sample Organization encourages employees to report harassment or
discrimination, any employee who retaliates against another employee for making such a report will
be subject to the strongest disciplinary action, up to and including termination. This policy also
applies toward volunteers.

ATTENDANCE AND PUNCTUALITY

As stewards of God’s ministry and to maintain a safe and productive work environment,


                                                   31
Sample Organization expects employees to be reliable and punctual in reporting for scheduled work.

Absenteeism and tardiness are disruptive and place a burden on other employees and on the
ministry. Either may lead to disciplinary action, including termination of employment. Absences not
charged to vacation or paid sick leave will automatically result in time off without pay.

Employees are expected to work during the hours assigned by their supervisor. Some supervisors
may permit “flex-time” policies that may enable Regular Employees schedule their regular hours as
early as 8 am and leave as late as 7 pm as long as they complete their regular 8 hour work day.

Whenever an employee is unable to report to work because of illness or emergency, the employee
must call his/her supervisor as far in advance as possible at least before his/her scheduled shift time,
or in the event of an emergency, as soon as practicable. If the supervisor is unavailable, employees
should notify the Executive Director. Such notification should include a reason for the absence or
tardiness and in indication for ensuring that proper advance notice of absence or late arrival is given
to the employee’s supervisor or the Executive Director.

Messages left with co-workers or other employees are not acceptable. Failure to provide proper
notification of an absence or lateness, unexcused absences, late arrivals or early departures from
work may result in disciplinary action, up to and including termination of employment.

Any employee who fails to report to work for up to three (3) consecutive work days, and fails to
notify his/her supervisor in advance of the reason for the failure to report to work, will be
considered to have voluntarily terminated their employment with Sample Organization.

Sample Organization recognizes that there are occasions when a brief absence for compelling
personal reasons may necessary. Please refer to the Personal Leave policy if you would
like to apply for personal leave.

PERSONAL APPEARANCE

As a leader in the Christian community, Sample Organization is looked upon as an example in our
field. We need to bear in mind at all times that our attire, as well as our manner and personal
conduct, must consistently be reflective of Christ in us as a witness.

It is the responsibility of each manager to ensure that the style of dress of his or her employees is
acceptable. All employees are expected to dress professionally and appropriately for the work of
their department. Employees who appear for work inappropriately dressed will be sent home and
directed to return to work in proper attire. Under such circumstances, employees will not be
compensated for the time away from work.

It is a part of each manager’s responsibility to model appropriate attire, interpret what is modest,
decent and proper, and mediate in conjunction with the Human Resources Division any disputes
that may arise.

Day by day what we are and what we do is on view to the general public and to our constituency.
Each of us must strive to ensure that our manner of dress does not call attention to ourselves by a


                                                   32
lack of appropriateness or cast doubts on who we are as Christians by a lack of modesty, decency or
propriety.

Consult your supervisor and department head if you have questions as to what constitutes
appropriate attire.


PROGRESSIVE DISCIPLINE/PERFORMANCE IMPROVEMENT

It is important that all employees perform to the best of their abilities at all times. There will be
occasions, however, when employees perform at an unsatisfactory level, violate a policy,
demonstrate inappropriate attendance patterns, or commit an act which is unlawful, inappropriate or
insubordinate. Employment with Sample Organization is not for a specified term and is at the
mutual consent of the employee and the organization. Accordingly, either the employee or Sample
Organization may terminate the employment relationship at will, with or without cause, at any time.

Sample Organization may end the employment relationship whenever it deems appropriate without
following any system of discipline or warnings. Nevertheless, the organization may choose to
exercise its discretion to utilize forms of discipline that are less severe than termination in certain
cases. The organization may also choose to employ a progressive system of discipline and
notifications designed to identify and correct specific, undesired behavior(s). The progressive system
of discipline may include verbal warning, written warning, suspension from work without pay,
periodic performance reviews, and reassignment of duties.

Although one or more of these steps may be taken in connection with a particular employee, no
formal system or order is necessary, and Sample Organization always retains the right to terminate
the employment relationship without following any particular series of steps whenever it determines
that such action is appropriate.

   8. OTHER POLICIES
CHAPEL AND DEVOTIONS POLICIES

Sample Organization is a ministry that uses basic business practices to maintain its efficiency and
effectiveness. We have written objectives and specific goals to reach. We have operating procedures
and follow standard personnel policies that can be found in any large business organization. But
there is an essential difference that distinguishes us from the business community at large; it is our
commitment to Jesus Christ as Lord.

This means that the service we are called together to perform must be carried out in prayerful
recognition of this Lordship. We must set goals, plan programs and do all the other things our hands
find to do, but we must at the same time remember:

Unless the Lord builds the house, its builders labor in vain.
Unless the Lord watches over the city, the watchmen stand guard in vain.

So that our doing takes place in an environment of prayerful attention and obedience to


                                                  33
God, the ministry is committed to and expects all employees to participate in:

Daily Prayer

As a brief reminder of who we are and Whom we serve, we set aside thirty minutes each morning
near the beginning of each day for Bible reading, worship, devotions and/or prayer.

This is a time when both personal and corporate needs can be expressed and brought before the
Lord in small groups throughout the organization.

Sample Organization Chapel

Every other Tuesday afternoon, Sample Organization staff gather for prayer, worship and
inspiration. This, as well as our daily prayer, is considered a part of our work. We may be very busy;
schedules may press in on us; and projects and people may entreat; but we remind ourselves, much
as Rev. Martin Luther, Jr. did, that “we are much too busy not to pray”. We do this together because
unity and oneness is what the Lord came to restore.

Sample Organization will follow all federal and state laws with regard to separation of faith activities
from any government funded-time. Any time spent in faith activities such as chapel or prayer
should be recorded as non-governmental time on timesheets.

Sample Organization Chapel Purpose

The purpose of Chapel is to provide Sample Organization employees with an opportunity each
week to renew their covenantal relationships:

• With God (as Father, Creator, and Master)
• With one another (as members of the Body of Christ and partners together)
• With our mission (to speak for and serve the poor so they may have an opportunity to
meet Christ)

Except where prohibited by law, all staff and those voluntarily participating in our Spiritual
Development Program for Interns are required to participate in daily prayer an average of at least
twice a week and chapel unless there is an excused absence by their supervisor.

ACCIDENT REPORTING

All accidents occurring during working hours, no matter how minor, must be reported to your
supervisor and the Operations Manager. A first-aid kit is located in the office of the Operations
Manager.

KITCHEN
The kitchen is available for the use of all employees. Refrigerators, freezers, the stove and
microwave ovens are available for use by employees. Staff using these facilities are expected to clean
up after themselves after their use.



                                                   34
PERSONAL MAIL

All personal mail should be sent to the employee’s residential address whenever possible.
The mail coming to Sample Organization should be only Sample Organization business mail. The
use of Sample Organization paid postage for personal correspondence is not permitted.


PERSONAL TELEPHONE CALLS, E-MAIL and OTHER ELECTRONIC
COMMUNCIATION

The use of Sample Organization telephones or computers for E-mail, instant messaging and other
electronic communication for personal use is restricted to emergencies, and, whenever possible, calls
should be placed during break time. Employees should discourage others from calling or
communicating with them electronically at Sample Organization during work hours.


Staff Policies for Computer and Electronic Equipment Use
The use of computer equipment and access to the internet is a privilege. With that privilege comes a
responsibility for the ethical and appropriate use of these resources. The following details this more
fully.
Contexts for Use
   Computer equipment, access to the organization’s network and an internet connection will be
   used in the performance of your job for legitimate business. All users have a responsibility to use
   these computer resources and the Internet in a professional, lawful and ethical manner.
   Occasional limited appropriate personal use of the computer is permitted if such use does not
   interfere with the user’s or any other employee’s job performance; have an undue effect on the
   computer or organization network’s performance; or violate any other policies, provisions,
   guidelines or standards of this or any other agreement of the organization.
Inappropriate Activities
   The following list is not exhaustive but gives examples of inappropriate computer-based
   activities:
    Using tech resources to create, view or share offensive, pornographic, discriminatory or
       demeaning media
    Using technology resources without appropriate permission or access
    Intentionally damaging, degrading or wasting any technology resources
    Using technology resources to harass, insult or attack others
    Invading a person’s privacy by tampering with or destroying his/her work (passwords,
       accounts, folders, files)
    Sharing or copying another’s work without his/her consent
    Violating copyright laws or other legal contracts
    Playing of PC games during work time
    Installing unauthorized software on organization’s equipment


                                                  35
    Conducting personal E-mail, instant messaging and other electronic communication for
       personal use during work time.
Consequences
   Failure to comply with these policies will be taken seriously. Any inappropriate use of the
computer or the internet technologies is grounds for disciplinary action and/or termination.
Disclaimer
    The organization recognizes that it is difficult to avoid at least some contact with objectionable
material while using the internet. Even innocuous search requests may lead to sites with highly
offensive content. Additionally, having an e-mail address on the internet may lead to receipt of
unsolicited e-mail containing offensive content. Users accessing the internet do so at their own risk;
the organization is not responsible for material viewed or downloaded by users from the internet.
Employees will not be held accountable for inappropriate material sent to them or inadvertently
viewed. All inappropriate material received should be deleted immediately.
Lack of Privacy/Organization’s Rights
    The user expressly waives any right of privacy in anything they create, store, send or receive
using the organization’s computer equipment or internet access. User consents to allow the
organization’s personnel access to and review of all materials created, stored, sent or received by
user through any organization network or internet connection. The organization has the right to
monitor and log any and all aspects of its computer system including, but not limited to, monitoring
internet sites visited by users, monitoring chat and newsgroups, monitoring file downloads, and all
communications sent and received by users. Employees should have no expectation of privacy in
anything they create, store, send or receive using the organization’s computer equipment.
    The organization has the right to utilize software that makes it possible to identify and block
access to internet sites containing sexually explicit or other material deemed inappropriate in the
workplace.
Personal Accountability
    It is recommended that all users consider installing an accountability program like Covenant
Eyes or X3Watch. The organization grants permission to install such software on all equipment with
internet access. For an employee who has been cited for inappropriate internet use, the organization
may require that such software be installed.


Sample Organization Position Statements
The Executive Director of Sample Organization may approve position statements to reflect Sample
Organization’s values in a particular area. These statements do not hold the same legal basis as
Sample Organization’s Policy Manual, but they may be used in setting expectations, evaluating and
managing staff. If Sample Organization Position Statements come into conflict with Sample
Organization’s Policy Manual, Financial Manual, Bylaws or other Board Approved Policies, then the
Board Approved Policies supersede the Position Statements.




                                                  36
37
APPENDIX
Appendix A: Sample Organization Position Statement: Relational and
Ministry Guidelines

The following are guidelines and principles for managing and developing healthy relationships at
Sample Organization. Sample Organization is a Ministry, and as such, maintaining healthy
relationships is an essential part of our work. Sample Organization is not a business and does not
compartmentalize organizational competence from personal character and spiritual life, as both
are important for employment in Sample Organization. Sample Organization is not a church and
while it may provide spiritual support and guidance, its goal is not the primary place of spiritual
support for staff members. In summary, staff at Sample Organization should strive for the
professionalism and competence expected in a business as well as the character and spiritual
foundation expected of church leadership. We recognize that different individuals will be in
different places in their spiritual journey, but we expect that as increased responsibility in the
organization grows, so would competence, character and alignment with Sample Organization’s
values.

Guidelines for Cross-Gender Boundaries with Staff
As Sample Organization is growing there is a growing need to set some guidelines for
boundaries for staff interactions. The following is a summary of the guidelines for Sample
Organization staff.

Travel. Two staff of different genders should try to avoid travel together to other cities (long
distance). We recognize that because of constraints there may be some cases where we may want
to make exceptions to this rule, but exceptions should only be made with the approval of the
Executive Director. In the case of the ED traveling, the exceptions should only be made with
approval of a board member.

Prayer, Counseling and Spiritual Gifts. Staff should never provide counseling to other staff
cross gender except in the context where others are present. Counseling involves discussions of
significant emotional depth and may involve sharing confidential information or guidance on
major life decisions. Staff should avoid intensive one-to-one prayer across gender and there
should never be any laying on of hands or touching during any one-to-one prayer across gender.
If staff do conduct one-to-one prayer across gender, it should be kept very brief. If a staff person
needs more extensive prayer across gender, the person praying should seek out a third party to
help pray. Prophetic words and other intensive spiritual gifts should only be delivered across
gender in a context where a Pastoral Ministry Staff is present. Past sexual history or any sexual
matters should never be discussed in cross gender contexts except in a general way in a group
time as a part of a testimony. In addition, staff should avoid getting advice across gender on their
marriages or other romantic relationships.

Dating Staff. While dating between staff is not encouraged, it may be permitted as long as there
is not a supervisor-supervisee relationship between the staff involved. If this policy is violated
the staff may be disciplined up to and including termination. Sample Organization will not hire



                                                 38
anyone into a position where they would be dating someone in a supervisor/supervisee
relationship.

These boundaries do not apply between married couples or family members.
Guidelines for Handling Conflict
Because relationships are so important to us at Sample Organization, we have developed some
guidelines for communication among staff in handling conflict. The Biblical model for handling
conflict that we follow is shown in Matthew 18:15-17 "If your brother sins against you, go and
show him his fault, just between the two of you. If he listens to you, you have won your brother
over. But if he will not listen, take one or two others along, so that 'every matter may be
established by the testimony of two or three witnesses. If he refuses to listen to them, tell it to the
church; and if he refuses to listen even to the church, treat him as you would a pagan or a tax
collector.”

When a staff member has conflict with another, it is important to go directly to that person to
resolve the conflict. The goal is to work towards genuine forgiveness in handling conflict, and in
doing so, it can be helpful to specifically confess any wrongs you may have done to the other
party and to verbally exchange forgiveness (and pray as necessary). It is not appropriate to go to
a third staff member to help process that conflict even if it is done for prayer or in a general way
without disparaging another person. It is also not appropriate to discuss a conflict with a third
staff member to process it even if you have discussed it with the original party (in the case where
the conflict continues). We recognize that everyone needs to have a source to “vent” and process
their conflict, but that should be done outside of Sample Organization and that person should be
asked to keep it confidential if they are connected with Christian communities that Sample
Organization partners with.

If after repeatedly trying to resolve the same conflict, you are not able to resolve it together, you
may request that your supervisor or the Executive Director act as a mediator. It is important to
recognize that requesting mediation if the conflict is with your supervisor should only be done in
extreme cases to respect their authority. If you plan to request mediation with your supervisor,
you should first talk with your supervisor about it and then you may talk with their supervisor.
Requesting mediation with a conflict with the Executive Director may be done in the most
extreme cases of longstanding unresolved conflict, but the decision to enter mediation will be
under the discretion of the Executive Director. After mediation, the employee can choose to
either follow the decision of the Executive Director or terminate their employment with Sample
Organization. As a common boundary in nearly all nonprofit organizations, staff members
should not take conflict with the Executive Director to a member of the board, but should instead
follow the guidelines for handling conflict described above. These guidelines apply to conflict
except for those involving unlawful harassment, which should follow Sample Organization’s
Harassment Guidelines in our Personnel Manual.

Guidelines for Conflicting Roles
As a Christian ministry, Sample Organization recognizes that staff often have overlapping roles
and relationships outside of the organization that may complicate roles in working together.
Sample Organization promotes and highly values staff developing healthy, deep relationships
among staff both inside and outside of work. We recognize that a major way that we follow Jesus



                                                  39
is through community and the development of deep relationships of support. In Sample
Organization, we believe that people come before programs.

Because we value people and relationships, we recognize that it is important to make clear
boundaries of how to handle role conflicts within complex relationships in our community.
Questions arise as to how do you relate to someone you supervise who is also your friend? How
do you relate to your spouse who may be a peer staff member? How do you relate to someone
you supervise who may be an authority figure over you in your church? In answering all of these
questions, because we value relationships so much, it is important to have clear boundaries so
that people understand their roles in the organization. While most organizations might have
policies to keep role conflicts from occurring, because of our value on community we recognize
that they will occur and we need to define how to handle them.

The general principle to follow is that during work hours at Sample Organization, the primary
role you should be serving in is your role in the organization. Examples of problems that may
occur and should be avoided include: giving preferential treatment at work, developing factions
or cliques, bringing conflict outside work into work or sharing confidential business information.
We also recognize that there are some relationships that are so close (such as with spouses) that
it can be overly problematic to follow this guideline. In these cases, our goal in defining roles
and positions in the organization will be to avoid putting people in situations that will cause
unmanageable role conflict (such as one spouse supervising the other). If your role in the
organization comes into conflict with another role, then while at work you either need to be able
to follow your role in the organization or request that you be taken out of that role interaction
(i.e. such as a supervisory relationship). This guideline on roles only applies during work hours,
and clearly does not apply outside of work (except on matters of confidentiality). We recognize
that it may be difficult to shift roles in these ways, but feel that it is important to be able to both
value community and maintain proper roles.

Guidelines on Authority
We recognize that there will be times when you may disagree with your supervisor over a
particular decision or course of action. Respecting authority means that while you may disagree,
you will support that decision both in your actions and in your relationships with others. Staff
should always work to build trust among other staff members that respects the authority structure
in the organization. Supervisors should always work to build trust both among staff they
supervise and up the authority chain.

If you believe that you cannot follow a decision on moral grounds, then you should follow the
standard guidelines of handling conflict to first take the issue to your supervisor up the authority
chain to the Executive Director. If you still disagree with the decision of the Executive Director
and cannot follow the decision, then you will need to decide whether to leave the organization or
to follow the decision. In events where one staff person may quit or be fired from the
organization, that staff person should work to maintain loyalty and trust of other staff members
to the organization and the authority structure. That staff person should also work to preserve the
reputation and the organization and individuals in the organization in the community and avoid
gossip. Similarly other staff with the organization should work to preserve that individual’s
reputation in the community and avoid gossip.



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Guidelines for Accountability
Sample Organization is a parachurch ministry and is a part of the universal Body of Christ.
Because of this, we expect our staff to follow Biblical standards and models of accountability.
We expect our staff to pursue sanctification, holiness and personal growth in becoming more like
Jesus.

Primary Accountability. As a parachurch organization, we believe that it is important for our
staff leaders to have personal accountability within the Body of Christ. We expect our staff to
have others who are actively following Jesus in their lives, with whom they have personal
accountability. This should involve at least one friend, pastor, counselor or other church leader
where there is a relationship of transparency. It is important that this relationship involve a level
of transparency and of confession of significant sins to enable accountability. It is also suggested
that the accountability partner not be a spouse or a Sample Organization supervisor to maintain
boundaries needed for personal accountability. We do expect that primary accountability will
happen outside of Sample Organization to avoid conflicts of interest and difficulties overlapping
roles. We also believe that it is helpful in order to have boundaries that enable some contexts for
accountability with a formal authority structure and other contexts with accountability (like
having a counselor) without additional concern over organizational authority issues.

Organizational Accountability. There is also a level of organizational accountability that staff
leaders are expected to follow in Sample Organization. As a parachurch ministry, we expect our
staff leaders to follow the same standards and qualifications as church leaders (I Timothy 3, II
Timothy 2:14ff, and II Peter 1:5-11 are valuable for instruction). As a Christian ministry, Sample
Organization does not compartmentalize organizational competence from personal character, and
both are important for employment in Sample Organization. Staff are expected to maintain a
general trajectory in their life of moving toward God.

Staff members are expected to be transparent (for themselves and others) on any issues that may
affect their Biblical qualifications for leadership or any major moral failures (an addiction, affair,
criminal activity, etc.). If there is a significant moral failure, then the goal of Sample
Organization is to provide grace to the individual with the goal of restoration and personal
healing, while maintaining the values of Sample Organization and protecting those we serve and
other staff that might be affected. Supervisors or Pastoral Ministry Staff should not take the role
of a counselor. Great care should be taken to avoid discussing issues in staff relationships across
genders that are not appropriate (such as discussing sexual sin). If there are issues of
organizational accountability that are not appropriate to discuss across gender, then that
individual should discuss them with a Pastoral Ministry staff member of the same gender.

Staff should recognize that the primary role that supervisors must play at Sample Organization is
their role in the organization. This means that supervisors are expected to be fully transparent to
those supervising them about those they are managing as a measure of accountability. In
addition, in all staff relationships, if a staff member tells another staff member something
involving a major moral failure (described above), they should not expect that staff member to
keep it secret. Discipline and restoration of staff members who violate Sample Organization’s
standard of conduct is the responsibility of their supervisor and the Executive Director.



                                                 41
Accountability flows up the organizational structure to the Executive Director. The Executive
Director is accountable to the Sample Organization Board of Directors, which is governed by its
bylaws and is a part of the Global Body of Christ.




                                              42
Appendix B: AmeriCorps, Volunteering & Spiritual Development

AmeriCorps members based at Sample Organization have three options in how they will be
involved. The following is table summarizes the expectations and benefits of the various options
which are detailed below:
                    1. AmeriCorps Only   2. AmeriCorps +      3. AmeriCorps + Volunteer +
                                         Volunteer            Spiritual Dev’t
AmeriCorps          1700 hours           1700 hours           1700 hours
Volunteer Time      None                 11 hrs/week          11 hrs/week
Avg. Hours/Week     34 hrs/week          45 hrs/week          45 hrs/week
Rent                No rent              $500 Rent            $500 Rent
Faith Activity      None                 None                 Faith
Lunch               Lunch on own time    2.5 hrs Lunch/week   2.5 hrs Lunch/week

Option 1. AmeriCorps Only
Requirements
    Complete 1,700 hours for AmeriCorps (about 34 hours/week)

Benefits
    No rental supplement
    Lunch is on your own time


_____ I select option 1 (initial)

Option 2. AmeriCorps and Volunteer with Sample Organization
Requirements
    Complete 1,700 hours for AmeriCorps (about 34 hours/week)
    Volunteer an additional 11 hrs/week (45 hours/week total)

Benefits
    Up to $500/month rental supplement
    Will be considered “General Interns” as described in the Policy Manual
    2.5 hours of paid lunch each week. If this is not taken during lunchtime, the 2.5 hours
    each day may be used at any time during the day or week.
    Any involvement in faith activity is optional, and may only be done during non-
       AmeriCorps volunteer time.

_____ I select Option 2 (initial)




                                                43
Option 3. AmeriCorps, Volunteer with Sample Organization and Spiritual Development
Program
Requirements
    Complete 1,700 hours for AmeriCorps (about 34 hours/week). No time spend on faith
      activities may be used for AmeriCorps hours.
    Will be considered “Ministry Interns” as described in the Policy Manual
    Volunteer an additional 11 hrs/week (45 hours/week total)
    Volunteering may require activity involving faith
    Attending all required morning prayer/worship times (currently Tuesday and Thursday)
      attending chapel times and other required spiritual development times
    Doing required readings at home (which may count as volunteer hours)
    Committing to my own personal and spiritual growth over the course of the program
    May switch to option 2 at any time with written notice, and failure to meet these
      expectations could result in being dropped from the spiritual development program.

Benefits
    Up to $500/month rental supplement
    2.5 hours of paid lunch each week. If this is not taken during lunchtime, the 2.5 hours
       each day may be used at any time during the day or week.
    Formal mentoring, discipleship and prayer support by Sample Organization’s pastoral
       staff during volunteer hours
    Free books and materials for the program
    Personal and spiritual growth through group study, prayer and mentoring

_____ I select Option 3 (initial)

I understand that Sample Organization’s Volunteer and Spiritual Development Program are
voluntary programs offered to interns at Sample Organization. I understand that I am not
required to participate in this program, and my not participating will not affect the evaluation of
my performance at work. If I do participate in the Spiritual Development Program, I commit to
ensure that any volunteer time spent of faith components is not during time paid through
government funds.

________________________________________
Print Name


________________________________________
Signed


__________
Date


                                                 44
45
Appendix C. Ministry Staff Spiritual Development Program

Regular Full-Time or Part-Time staff may choose to become “Ministry Staff” It is not a
requirement that Regular Full-Time or Part-Time staff be Ministry Staff; however, being designated
as Ministry Staff may be required to perform certain functions in the organization as determined by
the Executive Director or designee. The following are the expectations and benefits of agreeing to
become Ministry Staff by signing the Ministry Staff Spiritual Development Program:

Expectations
    Will be considered “Ministry Staff” as described in the Policy Manual
    Volunteer an average of 10 hrs/week (or 1/3 of their regular hours, whichever is less)
      volunteering may require activity involving faith
    Complete activities on task plans involving faith
    Attending all required morning prayer/worship times attending chapel times and other
      required spiritual development times

Benefits
    Formal mentoring, discipleship and prayer support by Sample Organization’s pastoral
       staff during volunteer hours
    Free books and materials for the program
    Personal and spiritual growth through group study, prayer and mentoring


_____ I choose to commit to the Ministry Staff Spiritual Development Program

_____ I choose not commit to the Ministry Staff Spiritual Development Program

I understand that Ministry Staff Spiritual Development Program are voluntary programs offered
to staff at Sample Organization. If I do participate in the Spiritual Development Program, I
commit to ensure that any volunteer time spent of faith components is not during time paid
through government funds.

________________________________________
Print Name


________________________________________
Signed


__________
Date




                                                46
Appendix D: Sample Organization Whistle Blower Policy

In keeping with the policy of maintaining the highest standards of conduct and ethics, the Sample
Organization will investigate any suspected fraudulent or dishonest use of misuse of the Sample
Organization’s resources or property by staff, board members, consultants or volunteers. The
Sample Organization is committed to maintaining the highest standards of conduct and ethical
behavior and promotes a working environment that values respect, fairness and integrity. All
staff, board members and volunteers shall act with honesty, integrity and openness in all their
dealings as representatives for the organization and comply with all applicable laws and
regulations. Failure to follow these standards will result in disciplinary action including possible
termination of employment, dismissal from one’s board or volunteer duties and possible civil or
criminal prosecution if warranted.

Staff, board members, consultants and volunteers are encouraged to report suspected fraudulent
or dishonest conduct (i.e. to act as a “whistle-blower”), pursuant to the procedures set forth
below.

Reporting

A person’s concerns about possible fraudulent or dishonest use or misuse of resources or
property should be reported to his or her supervisor or, if suspected by a volunteer, to the staff
member supporting the volunteer’s work. If for any reason a person finds it difficult to report his
or her concerns to a supervisor or staff member supporting the volunteer’s work, the person may
report the concerns directly to the Chair of the Board, Chair of the Finance Committee, the
Director of Operations or the Executive Director of the Sample Organization. Alternatively, to
facilitate reporting of suspected violations where the reporter wishes to remain anonymous, a
written statement may be submitted to one of the individuals listed above.

Baseless Allegations: Allegations made with reckless disregard for their truth or falsity. People
making such allegations may be subject to disciplinary action by the Sample Organization,
and/or legal claims by individuals accused of such conduct.

Fraudulent or Dishonest Conduct: A deliberate act or failure to act with the intention of
obtaining an unauthorized benefit. Examples of such conduct include, but are not limited to:

      Forgery or alternation of documents;
      Unauthorized alteration or manipulation of computer files;
      Fraudulent financial reporting;
      Pursuit of a benefit or advantage in violation of the Sample Organization’s Conflict of
       Interest Policy;
      Misappropriation or misuse of the Sample Organization’s resources, such as funds,
       supplies or other assets;
      Authorizing or receiving compensation for goods not received or services not performed;
       and
      Authorizing or receiving compensation for hours not worked


                                                47
Whistle-Blower: An employee, consultant or volunteer who informs a supervisor, the Chair of
the Board, Chair of the Audit/Finance Committee or the Executive Director about an activity
relating to the Sample Organization which that person believes to be fraudulent or dishonest.

Rights and Responsibilities

Supervisors

Supervisors are required to report suspected fraudulent or dishonest conduct to the Chair of the
Board, Chair of the Finance Committee or the Executive Director of the Sample Organization.

Reasonable care should be taken in dealing with suspected misconduct to avoid:

      Baseless allegations;
      Premature notice to persons suspected of misconduct and/or disclosure of suspected
       misconduct to others not involved with the investigation; and
      Violations of a person’s rights under law

Due to the important yet sensitive nature of the suspected violations, effective professional
follow-up is critical. Supervisors, while appropriately concerned about “getting to the bottom”
of such issues, should not in any circumstances perform any investigative or other follow-up
steps on their own. Accordingly, a supervisor who becomes aware of suspected misconduct:

      Should not contact the person suspected to further investigate the matter or demand
       restitution.
      Should not discuss the case with attorneys, the media or anyone other than the Chair of
       the Board, Chair of the Finance Committee, or Executive Director of the Sample
       Organization.
      Should not report the case to an authorized law enforcement officer without first
       discussion of the case with the Chair of the Board, Chair of the Finance Committee or
       Executive Director of the Sample Organization.

Investigation

All relevant matters, including suspected but unproved matters, will be reviewed and analyzed,
with documentation of the receipt, retention, investigation and treatment of the complaint.
Appropriate corrective action will be taken, if necessary, and findings will be communicated
back to the reporting person and his or her supervisor. Investigations may warrant investigation
by an independent person such as auditors and/or attorneys.

Whistle-Blower Protection

Sample Organization will protect whistle-blowers as defined below:




                                              48
      Sample Organization will use its best efforts to protect whistle-blowers against
       retaliation. Whistle-blowing complaints will be handled with sensitivity, discretion and
       confidentiality to the extent allowed by the circumstances and the law. Generally this
       means that whistle-blower complaints will only be shared with those who have a need to
       know so that the Sample Organization can conduct an effective investigation, determine
       what actions to take based on the results of any such investigation, and in appropriate
       cases, with law enforcement personnel. (Should disciplinary or legal action be taken
       against a person or persons as a result of a whistle-blower complaint, such persons may
       also have the right to know the identity of the whistle-blower.)
      Employees, consultants and volunteers of the Sample Organization may not retaliate
       against a whistle-blower for informing management about an activity which that person
       believes to be fraudulent or dishonest with the intent or effect of adversely affecting the
       terms or conditions of the whistle-blower’s employment, including but not limited to,
       threats of physical harm, loss of job, punitive work assignments, or impact on salary or
       fees. Whistle-blowers who believe that they have been retaliated against may file a
       written complaint with the Chair of the Board, Chair of the Audit/Finance Committee or
       Executive Director of the Sample Organization. Any complaint of retaliation will be
       promptly investigated and appropriate corrective measures taken if allegations of
       retaliation are substantiated. This protection from retaliation is not intended to prohibit
       supervisors from taking action, including disciplinary action, in the usual scope of their
       duties and based on valid performance-related factors.
      Whistle-blowers must be cautious to avoid baseless allegations (as described earlier in the
       definitions section of the policy)

_____ I have read and understand Sample Organization’s Whistleblower policy. (initial)




                                               49

				
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