Regional HIV/AIDS Consortium

Employee Handbook

Issued 2004


WELCOME ABOUT THE HANDBOOK EMPLOYEE COMMITMENT INTRODUCTION Mission Statement Regional HIV/AIDS Consortium History VOLUNTEER/BOARD STRUCTURE STAFF STRUCTURE WORKING ENVIRONMENT New Employee Orientation Making a Difference Excellence and Quality Help Raise the Standards of Excellence Diversity Equal Employment Opportunity/Non-Discrimination Policy Americans with Disabilities Act Harassment Drug and Alcohol Abuse Policy Conflict of Interest Outside Employment Confidentiality Employment of Relatives Personal gifts and Favors About Your Supervisor Questions or Problems Conflict with Others Employee Classification Initial Evaluation Period Hours of Work Flexible Work Hours Attendance Daily Sign Out/In Media Contacts Personal Appearance Smoking Courtesy Weather Conditions Safety Access to Internal Services Travel Policy EMPLOYEE BENEFITS Paid Time Off Holidays Bereavement Leave Leaves of Absence Maternity and Paternity Leave National Guard or U.S. Military Reserve Duty 4 5 6 7 7 7 8 9 9 10 10 10 11 11 11 11 12 13 14 15 15 16 16 16 16 17 17 18 19 19 19 19 19 19 20 20 20 20 20 22 22 23 24 24 24 24 2

Disability Leave Effect on Benefits Salary Continuation Jury Duty Parent-Teacher Conferences Recording Time Worked/Time Off PAY AND PERFORMANCE Salary Administration Program Deductions from Pay Required by Law Deductions Authorized by Employee Wages Personal Data Changes Job Descriptions Performance Planning and Review Salary Review Meeting Position Requirements Corrective Action Termination Employee Appeals Employee Personnel Files TECHNOLOGY AND COMMUNICATIONS Introduction Requirements and Procedures

25 25 26 26 26 27 27 27 27 28 28 28 28 29 29 29 30 30 30 31 31 31 31


WELCOME Welcome to the Regional HIV/AIDS Consortium. You are a vital part of our goal to be the premier HIV/AIDS service organization in the country. The contents of this handbook are presented as a guideline to some of the Regional Consortium’s current policies, procedures and benefits, and they may be modified or cancelled by the Regional Consortium at any time. The contents of this handbook are not intended to and do not create a contract between the Regional Consortium and any employee. Nothing in this handbook binds the Regional Consortium or any employee to any specific policy, procedure, benefit, working condition or privilege of employment or definite period of employment. We are happy that you have joined our team of men and women dedicated to making a difference in our community. Together we have the opportunity to help make this an organization that meets the human service needs of our community.
Board of Directors


The values, which guide and direct the employees of Regional HIV/AIDS Consortium, are accountability, diversity, excellence, quality, personal development, community involvement, and teamwork. These values drive the guidelines set forth in this Employee Handbook. This handbook should answer most of your questions about compensation, benefits, and other employment practices. Please take time to read it carefully and use it as a reference for your future employment and benefit questions. If you need information or clarification about a matter affecting you, you are encouraged to discuss the subject with your supervisor. If the problem is not, or cannot be handled by the supervisor, please contact the Executive Director. When clarification of a policy or procedure is needed, the Executive Director will make the binding interpretation of the meaning and intent of the policy or procedure set forth herein. The detailed plan provisions of the health, welfare and retirement benefit programs are summarized in the official plan documents for each of those respective plans. The official plan documents control regarding provisions of the plans. The provisions in this handbook provide general information about the various regulations and benefits of employment with the Regional HIV/AIDS Consortium. Nothing in this handbook is intended to create either an express or an implied contract of employment for any period of time. Rather, at all times during employment, any employee retains the right to leave the Regional HIV/AIDS Consortium at will, and the Regional HIV/AIDS Consortium retains the right to terminate the employment of any person for any reason that does not violate applicable state or federal law. Also, the term "regular" employee as used in this handbook refers to any employee other than temporary and does not signify that employment with the Regional HIV/AIDS Consortium is of any guaranteed duration. Because of changing business conditions, the Regional HIV/AIDS Consortium may change provisions as contained in this handbook. Any material changes with effective dates will be outlined in special updates. The language used in this policy is not intended to create an employment contract between the employee and the Regional Consortium. The Regional Consortium reserves the right to revise the contents of this handbook, in whole or in part, with or without notice.


Regional HIV/AIDS Consortium employees seek to provide leadership by our high standards of performance, professionalism, volunteer, and charitable activities. These are the values, which guide and direct us. Accountability: We reflect the highest ethical and professional standards by our actions and decisions. Diversity: We recognize and value each individual’s uniqueness. We are enriched and strengthened by our diversity. Excellence and Quality: We strive continually to apply standards of excellence that make a direct and powerful difference in the quality of our jobs and in the quality of our life in our community. Personal Development: We continuously grow in knowledge and skill, contribute to the professional growth of colleagues, and make a commitment to the advancement of the human service profession. Community Involvement: We exercise our responsibility of citizenship, service and stewardship through actions that demonstrate our concern, care and respect for the people and the environment around us. Teamwork: We work in partnership with our co-workers, volunteers, donors, service providers, and neighborhoods to shape a caring community.

Employee: Date Employed:

__________________________________________________ __________________________________________________

This certifies that I have received the Employee Handbook outlining the Regional HIV/AIDS Consortium’s policies, procedures, and general information. By my signature, I affirm my commitment to uphold the employee values set forth above and take no part in any activity or action that would be seen as a conflict of interest as outlined in the Working Environment section of this handbook.

___________________________________________________ Employee Signature ___________________________________________________ Regional HIV/AIDS Consortium

_________________ Date _________________ Date

(One signed copy of the Employee Commitment will be retained by the employee and one copy by the Executive Director.) 6

The Regional HIV/AIDS Consortium is a local and regional partnership of volunteers, donors, staff, agencies, and people served, which provides a system of services to the Human Immunodeficiency Virus positive (HIV+) and the Acquired Immune Deficiency Syndrome (AIDS) population and their families and strives to strengthen community capacity and individual ability to care for one another.

Mission Statement
The mission of the Regional HIV/AIDS Consortium is to foster and to insure a regional approach to prevent the spread of HIV and AIDS and to meet with compassion and dignity the needs of those affected by the disease.

Regional HIV/AIDS Consortium History
The Regional HIV/AIDS Consortium was founded in 1990 as a joint effort between the Foundation for the Carolinas and United Way of Central Carolinas. These two organizations, utilizing a $90,000 HRSA grant, were seeking to address the impact of AIDS on the North and South Carolina region surrounding Mecklenburg County. When the Ryan White Care Act began distributing funds, the Regional HIV/AIDS Consortium was chosen to administer those funds in this region. In the next thirteen years, the Regional Consortium has grown from a staff of two to a staff of ten, managing a $2.4 million budget. The thirteen counties in the service area send representatives to fill the Regional Consortium’s Board and staff its committees. The work of the Regional Consortium focuses on Ryan White and HOPWA programs, affordable housing for those affected by HIV, supervision of the Regional Case Management Network, public policy, public awareness, grants procurement and management, an AmeriCorps program, and prevention education that involves programs with the religious community, youth, and the workplace. The Regional Consortium’s newest initiative addresses the issues of the African American Community and HIV/AIDS. By providing funding and technical assistance to local organizations that implement these programs, the Regional HIV/AIDS Consortium has been able to fulfill its mission. The Regional HIV/AIDS Consortium has been able to accomplish the following: • Operate as an active Community Partner Site for the National AIDS Fund, • Publish a regional resource directory for thirteen counties in North and South Carolina, • Place AmeriCorps members in local AIDS organizations, • Establish and operate a rental voucher program for those affected by HIV and endanger of being homeless, • Complete a region-wide housing study in 1999 and an Update in 2002, • Complete our fourth regional needs assessment, Expanding Our View, in 2002, • Administer $2.4 million in private, state and federal grant funding, • Supervise, support and train the twenty-five member Regional Case Management Network, 7

• • • • • • • •

Grant $1.8 million to regional organizations, Monitor, evaluate and provide quality assurance for funded projects, Provide opportunities for collaborations with individuals and organizations on a regional basis, Provide presenters to state and national conferences, Host a yearly symposium of educational workshops for regional participants, Maintain a model HIV/AIDS Workplace Alliance to enhance public/private partnerships, Produce a Video for organizational and workplace education, and Partner with 50+ regional organizations to implement our mission.

As a not-for-profit organization, a volunteer Board of Directors governs the Regional HIV/AIDS Consortium. The Board is made up of the officers of the organization, the chair, vice chair of the board, secretary, treasurer, and members-at-large. The Board has oversight of the business and affairs of the Regional HIV/AIDS Consortium and sets the direction for the organization. The Committees of the Board are: 1. Executive Committee Responsibility: to exercise the authority of the Board of Directors in the management of the corporation between the meetings of the Board of Directors. Responsibility: to review the performance of the Executive Director. 2. Nominating Committee Responsibility: to identify, nominate, orient and evaluate community leaders as prospective board and committee members. This committee also annually reviews the by-laws. 3. Marketing and Development Committee Responsibility: To develop a strategic plan for the Regional HIV/AIDS Consortium and guide in the development of the financial resources of the Regional HIV/AIDS Consortium. 4. Finance Committee Responsibility: to monitor all finances of the Regional HIV/AIDS Consortium, to create an annual budget and insure a complete audit of all funds for the Regional HIV/AIDS Consortium.


5. Program Committee Responsibility: to coordinate the various programs of the organization and to assist with education in the community and promote and sponsor cooperative public and private efforts to address human needs of those infected and affected with HIV/AIDS. 6. Human Resources Committee Responsibility: to coordinate and oversee the staffing needs for the organization and to secure an appropriate benefits package. Responsibility: to serve as an initial mediator for unresolved employee grievances. Such grievances may be referred to the Executive Committee for final resolution. 7. Allocations Committee Responsibility: to oversee allocations to regional partners from various funding sources, to evaluate funding requests, conduct site visits, and recommend allocation amounts to the executive committee. The Board of Directors confirms additional committees that are grant-related or needrelated.

Staff Structure
The Regional HIV/AIDS Consortium is managed and directed by the Executive Director who is assisted by a Management Staff who direct and supervise the duties and responsibilities of the employees of the Regional Consortium. From time to time, the organizational structure of the Regional HIV/AIDS Consortium may be modified or changed in order to meet the ongoing needs of the clients that are served.

You have been carefully selected for the position you hold, and the Regional HIV/AIDS Consortium believes you have the qualifications to do your job well. As opportunities arise, your qualifications will be reviewed in an effort to provide you with new skills and opportunities for advancement. This section covers the Regional Consortium’s working environment and administrative practices. The Regional HIV/AIDS Consortium is committed to quality and meeting the needs of our various customers. As employees of the Regional HIV/AIDS Consortium, we are highly visible to the public and represent a strong values system. How you feel about your work, how you perform your tasks, and how you deal with people contribute to the overall impression the Regional HIV/AIDS Consortium makes on the public. Your performance is important to the Regional HIV/AIDS Consortium’s ability to earn the public's support and involvement in meeting our human service goals. 9

New Employee Orientation
When an employee is hired, the Executive Director will schedule an orientation session for you. A letter of employment is prepared for the new employee, signed by the Executive Director, outlining the job title, starting salary, date of employment, job classification, and any other preemployment issues. During orientation, all employment, tax and benefit forms required of a new employee will be reviewed and signed. An Employee Handbook is given to the new employee, and a brief overview of the handbook is conducted, giving the employee an opportunity to ask questions. Subsequent to employment, you meet with your supervisor or division/department head. During this time, a performance plan is created and reviewed, as well as work assignment, so you will know what is expected of you. Orientation will be scheduled with other staff to provide necessary information and training regarding the Regional HIV/AIDS Consortium history, use of equipment, ordering of supplies, use of all forms, and how to access all in-house services and will be completed within 90 days.

Making a Difference
The Regional HIV/AIDS Consortium has a history of making a difference in the lives of persons living in our community. It is our goal to ensure a high quality of life for our citizens by meeting the community’s human service needs through our initiatives, partnerships, and collaborations. We can only make this happen through the teamwork of all our employees. You are an important part of this team, and our efforts are directed toward building an environment that encourages and rewards leadership and creativeness.

Excellence and Quality
We value and continually strive for excellence and quality in our work with all our customers. Our customers are our donors, potential donors, volunteers, agencies, clients, and co-workers. We have the opportunity to create lasting impressions on our customers with friendliness, promptness, and a commitment to be responsive and helpful. The telephone is one of the most important tools of communication. Please answer promptly, identify yourself, and be as helpful as possible. Within the first couple of days of employment, you will be trained on the use of the telephone system. Not-for-profit organizations are highly scrutinized and held to high accountability standards; therefore, your accuracy and attention to detail are vital to our reputation and ability to enlist and retain support of the Regional HIV/AIDS Consortium’s efforts.


Help Raise the Standards of Excellence
You are encouraged to contribute your ideas through your supervisor or directly to the Executive Director. Your active participation in staff meetings is encouraged to foster teamwork and personal development.

The Regional HIV/AIDS Consortium values diversity in its employees and volunteers. This is a resource that adds to our ability to understand and respond to our total community. Respect for differences is reflected in our responsiveness to our fellow co-workers and to the people we serve.

Equal Employment Opportunity/Non-discrimination Policy
It is the policy of the Regional HIV/AIDS Consortium not to discriminate in the employment of staff, or in the selection of volunteers, on the basis of race, creed, religion, color, national origin, sex, age, disability, marital status, sexual orientation, veteran status, financial status or HIV status. The Regional HIV/AIDS Consortium’s policy of equal employment opportunity and policy on discrimination extends to recruitment, employment, advancement and promotion, compensation and benefits administration, training and development, and other personnel actions. It has long been the policy of the Regional HIV/AIDS Consortium, and it will continue to be our policy, that employees shall have the opportunity to perform their work here in an atmosphere free from any form of unlawful discriminatory or retaliatory treatment of physical or mental abuse. In addition, it has been and will continue to be the policy of the Regional HIV/AIDS Consortium that all services will be provided and delivered without discrimination.

Americans with Disabilities Act
Although the Regional Consortium is not subject to the Americans with Disabilities Act (“ADA”), it is the intent of the Regional Consortium to follow the provisions of the ADA whenever feasible and appropriate. Accordingly, an effort will be made to provide for all applicants and employees the reasonable accommodations necessary to allow an employee to perform the essential functions of a position. If you have or develop a need for an accommodation to help you perform the essential functions of your job, you should discuss it with your supervisor. Your supervisor will work with the Executive Director to evaluate your request. Every effort will be made to provide you with reasonable accommodation(s) to make it easier for you to perform your job.


Prohibited Conduct The Regional HIV/AIDS Consortium will not tolerate visual, verbal, or nonverbal conduct by any employee that harasses another employee, interferes with another’s work performance or creates an intimidating, offensive or hostile environment. Harassment because of an employee’s race, gender, national origin, color, disability, age, sexual orientation, veteran status, marital status, or religion may violate state or federal laws, and all such harassment is prohibited. Prohibited harassment includes but is not limited to derogatory, offensive, or other inappropriate remarks, slurs, jokes, e-mail, or other communications. The Regional Consortium expressly prohibits sexual harassment. Sexual harassment includes unwelcome sexual advances, requests for sexual favors or any other visual, verbal, or physical conduct of a sexual nature when: Submission to such conduct is made, explicitly or implicitly, a condition of anyone’s employment; An employee threatens or insinuates, explicitly or implicitly, that another employee’s refusal to submit to sexual advances will adversely affect the employee’s appraisal, wages, advancement, assigned duties or any other condition of employment; or The conduct has the purpose or effect of unreasonably interfering with the employee’s work performance or creating an environment that is intimidating, hostile or offensive to the employee. Conduct which employees may reasonably regard as intimidating, hostile or offensive is expressly prohibited. Such conduct may include but is not limited to: Sexual flirtations, advances or propositions; Verbal abuse of a sexual nature; Graphic or suggestive comments about an individual’s dress or body; Sexually degrading words to describe an individual, or sexually offensive or degrading jokes or stories; Sexually offensive gestures; Displays of sexually explicit photographs or images; or Unwelcome hugs, kisses, massages or other physical contact.


This policy prohibiting harassment applies to all Regional HIV/AIDS Consortium employees, applicants for employment, clients, donors, visitors, vendors, and anyone else doing business with the Regional HIV/AIDS Consortium. Procedure for Complaints Any employee who believes that the actions or words of another employee, client, donor, visitor, vendor or anyone else doing business with Regional HIV/AIDS Consortium constitute unwelcome harassment should report or complain as soon as possible to his or her supervisor or the Executive Director. If a supervisor participates in or condones objectionable conduct, the employee should report the conduct directly to the Executive Director or the Human Resources Committee. An employee may be asked to submit his or her complaint in writing. The Regional HIV/AIDS Consortium will promptly investigate all complaints of harassment in as impartial and confidential a manner as possible, and, when appropriate, will take corrective and preventive action. The Regional Consortium shall be the sole judge of what constitutes inappropriate conduct in violation of this policy. If an employee is unable to resolve his or her problem with a supervisor, the Executive Director or the Human Resources Committee, he or she should seek assistance from any member of the Board of Directors. Any employee who is found to have engaged in prohibited harassment, to have retaliated against another employee for filing a complaint of harassment, or to have retaliated against another employee for participating in an investigation of harassment will be subject to appropriate disciplinary action, up to and including termination from employment. Similarly, an employee who breaches instructions regarding confidentiality or who interferes with an investigation under this policy will be subject to discipline, up to and including termination. Please direct questions about this policy to your supervisor, the Executive Director or the Human Resources Committee.

Drug and Alcohol Abuse Policy
The Regional HIV/AIDS Consortium recognizes that alcohol and drug abuse adversely impacts the employee, the Regional Consortium and the people we serve. Alcoholism and the use of illegal drugs may lead to increased accidents and medical claims. Illegal use of drugs and alcohol abuse may lead to impairment and deterioration of an employee's health, availability, and work performance. The Regional HIV/AIDS Consortium is concerned about the effects of alcohol and the use of illegal drugs or legally prescribed drugs in overdose (or manner inconsistent with doctor's counsel) may have upon the health and safety of its employees. Since the Regional HIV/AIDS Consortium’s ability to operate and serve the community is dependent upon the effectiveness of each employee, the organization has committed to maintain a workplace free of the influence of illegal drugs or alcohol. The Regional HIV/AIDS Consortium prohibits the unlawful manufacture, distribution, dispensing, possession, or use of a controlled substance. As a condition of employment all employees must abide by the Drug Free workplace policy. The use, possession, or sale of illegal drugs is prohibited and employees may 13

not work while under the influence of illegal drugs or alcohol. The Regional HIV/AIDS Consortium encourages employees who are experiencing drug or alcohol related problems to seek help through an area assistance program. For suspected drug/alcohol use or impairment, the Regional HIV/AIDS Consortium reserves the right to refer for testing employees whom it reasonably suspects may be using or are impaired by drugs or alcohol. The Regional HIV/AIDS Consortium will encourage employees experiencing drug or alcoholrelated problems to undergo counseling and rehabilitation as part of its employee assistance program. If an employee refuses to participate in, cooperate with, or abide by the rules of this policy or recommendations from Regional HIV/AIDS Consortium representatives, the employee will be terminated from employment. Performance expectations of employees undergoing counseling or rehabilitation, or who have completed treatment, will be the same as for all other employees. If the Regional HIV/AIDS Consortium ascertains that an employee is selling, using or possessing drugs/alcohol or involved in other drug-related activities on the premises, the Regional HIV/AIDS Consortium will: notify the appropriate authorities immediately; take appropriate disciplinary action up to and including termination; and, depending on the nature of the activity or incident, require the employee to participate in a drug abuse assistance or rehabilitation program. If an employee is convicted of a drug or alcohol-related offense, the employee must notify the Executive Director within five days of the conviction. Unless there is an extenuating circumstance, failure to notify the Executive Director will result in termination. If the Regional HIV/AIDS Consortium ascertains that an employee has been convicted of violating a criminal drug statute, the organization will: notify the appropriate federal agency within ten working days after receiving notification of conviction; take appropriate action, up to and including termination; or, depending on the nature of the activity or incident, require the employee to participate in a drug abuse assistance or rehabilitation program. The only exception to the Drug and Alcohol Abuse Policy is for Regional HIV/AIDS Consortium sponsored or permitted functions at which management believes the availability of alcoholic beverages is appropriate. Even in such circumstances, however, excessive use, intoxication or other abuse of alcoholic beverages is prohibited.

Conflict Of Interest
Any outside activities of any type deemed to be a "conflict of interest," as it pertains to the Regional HIV/AIDS Consortium, need to be fully discussed with the supervisor and/or the Executive Director at the earliest possible time. If the conflict cannot be resolved, the employee may be asked not to pursue the outside activity or to resign from the Regional HIV/AIDS Consortium at the discretion of the Executive Director. Regional HIV/AIDS Consortium employees are not to serve on the Regional HIV/AIDS Consortium Board, though they may be asked to serve on committees.


Key components of this Conflict of Interest Policy include, but are not limited to, the following: The Regional Consortium staff should not volunteer to work with Regional Consortiumfunded agencies or with HIV/AIDS-related entities; The Regional Consortium staff should not individually or separately solicit Regional Consortium funders or any HIV/AIDS funding sources; The Regional Consortium should not have dual employment with Regional Consortiumfunded agencies or with HIV/AIDS-related entities; The Regional Consortium staff should be sensitive to any conduct which could be perceived as a conflict of interest with their employment with the Regional Consortium and/or with the mission of the Regional Consortium; The Regional Consortium staff should coordinate all fundraising efforts on behalf of the Regional Consortium through the Regional Consortium management staff or the Resources and Development Committee of the Board of Directors; The Regional Consortium staff should recognize that the unique circumstances of its client base requires the staff to be sensitive about working when ill and to use sound professional judgment in making the decision about working when ill; The Regional Consortium staff should, when in doubt about a potential conflict of interest, discuss the activity, event or situation in advance with the Regional Consortium management; The Regional Consortium staff understands that in all matters of disagreement about a potential conflict of interest, the Regional Consortium management will make the final determination.

Outside Employment
We hope that you will find full satisfaction in your work at the Regional HIV/AIDS Consortium and that you will not feel the need to seek an additional job. If you do hold a part-time job, employment with the Regional HIV/AIDS Consortium will have precedence over other occupational interests. Even though part-time jobs are permitted, employees are required to discuss the matter with their supervisor before accepting any other employment for salary, wages or commissions in order to avoid any conflict of interest or scheduling problems.

Respecting client’s, volunteers’, and staff members’ rights to privacy is a basic tenet of the Regional HIV/AIDS Consortium policies. Information about a client, volunteer (including board members), donor or employee that is required to conduct the agency’s business will be collected only by proper means, restricted to that which is relevant, used only for legitimate business purpose and be maintained in a manner which will protect its confidentiality. All statutory requirements with regard to the privacy of such information shall be strictly followed, and except as required by law, no information will be released without written permission. The only information given over the telephone regarding current or former staff members will be verification of employment and relevant dates. No information will be released without the express approval of the Executive Director. 15

No client-related information will be provided over the telephone except that required to assist clients (with their express, written consent) in completion of applications for social security, insurance, or other benefits and services and a Regional HIV/AIDS Consortium confidentiality statement will be read and signed by each employee. The Regional HIV/AIDS Consortium will comply with the Health Insurance Portability and Accountability Act (HIPAA) for standards of electronic health care transactions. The Regional HIV/AIDS Consortium staff will not disclose to other entities information about the policies and funding sources for the Regional Consortium without express approval of the Executive Director.

Employment of Relatives
The Regional HIV/AIDS Consortium does not hire as regular employees relatives of present employees in any area of our organization. Relatives will be defined as any relationship by birth, legal adoption, marriage, or domestic partnerships such as spouse, parent, brother, sister, child, mother-in-law, father-in-law, son-in-law, daughter-in-law, grandparent or grandchild, or cousin.

Personal Gifts and Favors
You, as an employee of Regional HIV/AIDS Consortium, are not to accept or give any personal gifts, favors or things of value that could influence (or that could be construed as influencing) your decisions and/or obligations to your duties.

About Your Supervisor
Your supervisor is the representative of the Regional HIV/AIDS Consortium with whom you will have the most contact. You are directly responsible to your supervisor in the work you do. Please go to this person first for information, instructions, or if there is anything for which you feel you have reason to question. Your supervisor has been selected for this position on the basis of knowledge of the work and the standards of quality of work, as well as for the ability to work with people as individuals. As a supervisor, this person is responsible for seeing that each supervised employee is properly trained and evaluated. It is your responsibility to follow the instructions of your supervisor and to uphold the policies as outlined in this handbook.

Questions or Problems
Any issues or problems arising out of the work situation within the organization for any reason will be handled in the following manner: Issues, questions, or problems are to be expressed verbally to the employee's immediate supervisor. If, following this discussion with the supervisor, a satisfactory solution is not found; the employee and supervisor will review the situation with the Executive Director who will


attempt to resolve the problem. (Refer to Employee Appeals on page 30 for the Regional Consortium formal appeals process.) The advice and counsel of the Executive Director may be sought at any time and is to be contacted if resolution is not possible.

Conflict with Others
There may be a time during your employment when you experience conflict with other employees or customers. It is the policy of the Regional HIV/AIDS Consortium for all employees to resolve their differences in a professional manner. If you are unsure how to handle a disagreement, seek assistance from your supervisor or the Executive Director. Using verbal or physical abuse to resolve conflict is unacceptable. Any such conduct will be grounds for disciplinary action that may include termination of employment.

Employee Classification
Continuous Employment The continuous employment of an individual at Regional HIV/AIDS Consortium is defined as the length of time having been on the payroll without interruption.

Regular Full-Time Employees Employees who work on the basis of 40 hours weekly and who maintain continuous regular employment status are regular full-time employees. All regular full-time employees are eligible for all employee benefits-including the retirement plan (after meeting eligibility requirements), paid time off, paid holidays, group health, life insurance, and eligibility to pay for other insurance benefits for himself or herself. Regular Part-Time Employees Employees who work on the basis of less than 40 hours weekly and who maintain continuous regular employment status are regular part-time employees. Temporary Employees Employees whose service is intended to be of limited duration or employed less than 20 hours per week are temporary employees. Temporary employees are not eligible for any employee benefits and are paid only for time worked. Independent Contractor An independent contractor is a classification of workers hired to do specific jobs over which the person hiring has no right to control the manner in which the work is performed. These workers generally have a distinct trade or business that is offered to the public and are often paid a lump 17

sum amount for the complete job. Before making an agreement for an independent contractor, contact the Executive Director to ensure that the particular situation qualifies for independent contractor. Exempt Staff Exempt staff members are exempt from the minimum wage and time card overtime provisions of the Fair Labor Standards Act (Wage-Hour Law) as amended. These executive, administrative, and professional employees do not receive overtime pay. Exempt staff members are paid on the basis of overall responsibilities rather than on the number of hours worked. However, a fortyhour week is considered a reasonable working schedule; occasional night or weekend work may be necessary. Nonexempt Staff Nonexempt staff members are employees who are not exempt from minimum wage, overtime, and time card provisions of the Fair Labor Standards Act (Wage-Hour Law) as amended. These employees receive overtime premium pay for those hours worked which exceed forty (40) hours per week, and the rate of pay is 1 ½ times the employee's regular hourly rate. Prior approval by the supervisor or Executive Director is necessary in order for a nonexempt employee to work more than 40 hours in a week. Overtime payment is made in the next pay period after the pay period in which the overtime is worked.

Initial Evaluation Period
The first ninety (90) calendar days of employment for all employees are an "initial evaluation period.” This period of time allows Regional HIV/AIDS Consortium management to determine whether or not the newly hired employee is able to perform the job satisfactorily, has adjusted to the requirements of the work assignment, and appears to be a good employee for the Regional HIV/AIDS Consortium when fully trained and experienced in the present assignment. The employee has an opportunity to demonstrate abilities for the position for which he or she was employed. The employee may be dismissed or terminate his or her own employment at any time during this period. The initial evaluation period is also in effect whenever an employee enters a new position within the organization-whether due to transfer, promotion, or reassignment. The employee enters the new position with this understanding, and must demonstrate proper abilities in the new position the same as a newly hired person. There is no effect or disruption upon employee benefits in these situations. Prior to the end of the ninety (90) calendar days' initial evaluation period, all new employees will receive written information indicating their progress on the job. These will be prepared and turned in to the Executive Director no later than seven (7) calendar days prior to the end of the initial evaluation period, with the supervisor’s recommendation as to the new employee becoming a "regular" employee.


Hours of Work
The official workweek is midnight Sunday through 11:59 p.m. the following Saturday. Generally, the official workday begins at 8:00 a.m. and ends at 5:00 p.m. Monday through Friday and includes a 60-minute paid lunch period each day, unless you have selected alternative work hours and lunch breaks as approved by the supervisor. Your lunch break is taken between 11:00 a.m. and 2:00 p.m. Lunch breaks are scheduled so that there is staff available in the office at all times. Occasionally, the Regional Consortium staff may be required to work on Saturday or Sunday based upon workload and/or attendance at events sponsored by or for the Regional Consortium.

Flexible Work Hours
Alternative work hours may be scheduled with the approval of the Executive Director. The variation from the regular hours will be work driven with first consideration given to fulfilling the purpose of the position.

Regular attendance is very important. You are expected to report for work promptly at the start of the day's work period. You are to notify your supervisor on a daily basis no later than 9:00 a.m. (or within the first hour you are scheduled to be at work, whichever is earlier) when you will be absent or late for work. You may call another supervisor if your supervisor is unavailable. While an employee is not necessarily required to call in each day of the period of absence after the first day, the employee is expected to keep the supervisor informed as to the status of his/her illness and the date the employee expects to return to work.

Daily Sign Out/In
When you are required to be out of the office for a portion of the day for any reason (including lunch), please sign-out at the appropriate site and/or on the electronic office calendar, giving reason for absence from the office, time of leaving and expected time of return.

Media Contacts
All media contacts are to be coordinated through the Executive Director. If you are contacted by a representative of a newspaper, radio, or television station, notify the Executive Director immediately. Unless previously arranged, all inquiries concerning the policies and procedures of the Regional HIV/AIDS Consortium will be channeled to the appropriate spokesperson by the Executive Director.

Personal Appearance
Since the Regional HIV/AIDS Consortium interacts with the public on a daily basis, all staff are expected to come to work with a neat appearance and dressed in an appropriate professional manner. Staff should use their professional judgment regarding the choice between formal professional attire and business casual attire but should not wear jeans, collarless tee shirts, 19

sneakers or similar casual attire. Should staff not be appropriately dressed, their supervisor or the Executive Director will counsel them accordingly.

Smoking Courtesy
In consideration of others, smoking is not permitted in meetings of the Board, committees, staff, or at any Regional HIV/AIDS Consortium enclosed function. Smoking is not permitted inside the Regional Consortium office building. Smoking is permitted on the grounds outside the facility. However, at all times, the outside front entrance to the Regional Consortium offices must be smoke-free.

Weather Conditions
The decision as to closing of the office because of certain weather conditions will be made by the Executive Director on the morning of such conditions. Notice of closing of the office or delay in opening caused by weather conditions will be by a supervisor telephone call. When the office is officially closed due to weather conditions, the time off will not be charged to any employee.

The Regional HIV/AIDS Consortium is committed to job safety. Our facilities and procedures are planned to be safe and convenient for our employees and others visiting in our facilities. The Regional HIV/AIDS Consortium and its employees jointly bear the responsibility for addressing safety concerns and exercising appropriate precautions. The Regional HIV/AIDS Consortium has developed a safety plan and practices which are explained to each employee during new employee orientation. Each employee is expected to support a safe work environment by following the safety practices. Some of these practices are highlighted below: • • • • • • • • • Obey all safety rules and work procedures. Report unsafe conditions/situations to your supervisor. Report all work-related accidents to your supervisor and submit an accident report to the supervisor Bring no weapons on Regional HIV/AIDS Consortium property, whether concealed or unconcealed. Avoid distracting other employees. Report property damage to your supervisor immediately. Work with only the equipment you have been trained and approved to operate. Keep your work area clean and orderly. Secure personal belongings.

Access to Internal Services
Incoming Mail When mail is delivered to Regional Consortium, it is to be given to the Officer Manager. That employee will separate and distribute mail to employee mail boxes. The Office Manager will 20

open incoming checks and stamp them for deposit to the bank before turning them over to the appropriate accounting staff person for preparation. Other mail, such as invoices will be date stamped and distributed to supervisory personnel for authorization and internal procedures for payment. Mail marked personal or confidential to a particular individual will not be opened, but given unopened to that individual. Outgoing Mail Outgoing mail is processed by the Office Manager and must be coded for the appropriate grant or program before having postage applied. Petty Cash A petty cash drawer can be established at the discretion of the Executive Director for no more than $100.00. Purchases Purchases for the Regional Consortium must be made in accordance with provisions of the grant to which the expense will be charged and must reflect an appropriate use of the grant funds. All purchases require the prior approval of the Executive Director and must be submitted on the appropriate purchase request form. Reimbursement for purchases must not be submitted on employee expense reports.

Reimbursement of Working Expenses The Regional HIV/AIDS Consortium will reimburse you for all prior approved necessary expenses incurred in carrying out duties and responsibilities of your position when properly reported on expense forms. If you use your personal car for approved business purposes, you will be reimbursed at the established rate per mile which will be established by the Executive Director up to the federal rate. Expense reports are to be submitted to your supervisor by the first of the month following the month in which expenses occurred. Scheduling of Conference Room Use of the conference room is to be scheduled in advance through the office manager and/or on the electronic office calendar. Maintenance of Records and Access All files maintained on all Regional HIV/AIDS Consortium’s computers (inclusive of personal computers and voice mail) are the property of the organization, along with paper files in desks and file cabinets. All such files should be treated with the appropriate level of confidentiality.


Travel Policy
The Regional HIV/AIDS Consortium has a detailed Travel Policy which follows the North Carolina state budget guidelines handbook, as required by federal and state grants received by the Regional Consortium. The complete Travel Policy is a separate document which is available and accessible online to all employees. In all matters regarding travel and the reimbursement of travel expenses, the online complete Travel Policy is the controlling document. Deviation from the stated policy must be approved in advance by the Executive Director. Following is a summary of key provisions of the Travel Policy: • For purposes of determining eligibility of travel expenses, travel status means traveling away from the employee’s normal office or home in order to conduct work activities required by his/her duties as an employee of the Regional Consortium; • The maximum rate for meals and lodging is stated in the Travel Policy; • Actual mileage for Regional Consortium business travel is reimbursed, subject to the business standard mileage rate set by the Internal Revenue Service. • All air travel on Regional Consortium business must be by economy (coach) class. • When appropriate, Regional Consortium staff members who are traveling together on Regional Consortium business should share a hotel room. However, managers or supervisors and subordinates are not required to share a room when traveling together. • Requests for reimbursement of travel expenses must be submitted on the appropriate employee expense report within 30 days after the travel period ends for which the reimbursement is being requested. Receipts for meals, lodging, parking fees, tolls, airfare and similar travel expenses must be submitted with expense report in order to be reimbursed.

NOTE: For information about the health, welfare and retirement benefits offered by the Regional HIV/AIDS Consortium, please refer to the benefits communications materials which describe these benefits.

Paid Time Off
The PTO system allows qualified staff to earn and accrue paid days off that may be used for virtually any purpose. PTO's cover vacations, sick leave, personal leave and other excused absences. The only exceptions are bereavement, jury duty and time off to vote. Qualified employees are all regular full-time employees. PTO should be scheduled and approved in advance by your supervisor or the Executive Director and may be taken in increments of one hour. Unscheduled PTO is defined as use of PTO that was unexpected and not requested and approved in advance. Unscheduled PTO should be used minimally. 22

Upon termination, employees must reimburse the Regional HIV/AIDS Consortium for any PTO taken but not yet accrued. Employees are required to give a minimum two-week notice of resignation in order to receive pay for accrued but unused PTO. If an employee is dismissed, all accrued but unused PTO is forfeited. PTO is earned and accrued from July 1-June30, and is available after the Initial Evaluation Period. Up to five (5) PTO days may be carried over to the next year (July 1-June30). However, carry over PTO will be forfeited if not used by December 31 of the next year. The following PTO schedule applies for full-time employees: All Staff – Five weeks (25 days) per full year. After two full years of employment, one day is added each year thereafter until a maximum of six weeks (30 days) is reached. The number of days accrued each month is determined by dividing the days earned per year by 12. Unpaid time off may be granted at the Executive Director's discretion. Pay amount for a PTO day will be the equivalent of one week's straight-time earnings (at current salary) divided by five days. Pay amount for PTO taken in hourly increments will be the equivalent of one week’s straight-time earnings (at current salary) divided by 40 hours.

Regular full-time employees are eligible for holiday pay. Part-time employees are eligible for holiday pay only if the holiday falls on a regularly scheduled workday for that employee. The Regional HIV/AIDS Consortium recognizes the following 11 holidays: New Year’s Day Martin Luther King, Jr. Day Presidents’ Day Easter Friday Memorial Day Independence Day Labor Day Thanksgiving Day Day after Thanksgiving Christmas Eve Christmas Day Additional Holidays are as follows: Employee’s Birthday One Regional Consortium Assigned Floating Holiday Two Employee-Determined Floating Holidays


In the event that a regular paid holiday falls on a Saturday, that holiday will be observed on the preceding Friday. In the event that a regular paid holiday falls on a Sunday, that holiday will be observed on the following Monday. Birthday and Floating Holidays are to be scheduled in advance with your supervisor. These holidays are not eligible to be carried over to the following year. At the time of employment, if the employee’s birthday has already passed for that year, the employee will not be eligible for the additional holiday in that year. Employees hired between July 1 and December 31 of each year will have two Floating Holidays to use during that fiscal year. Employees hired after December 31 each year will have one floating holiday to use for that fiscal year.

Bereavement Leave
Up to three (3) days of excused time will be granted in the event of a death in the immediate family. Immediate family includes parents, spouse, domestic partner, children, brother, sister, grandparents, stepparents, step-brother/sister, parents-in-law, stepchildren, brother/sister-in-law, and legal guardians. Additional days may be taken from PTO.

Leaves of Absence
You may encounter situations that require you to be absent from work. A staff member who has completed the 90-day Initial Evaluation Period may request a personal leave of absence of up to 60 days. The request should be made in writing to include the reason for the leave, the length of requested time off and the expected return date. Each request for a leave of absence or time off is evaluated on an individual basis, will be considered against the business need of the Regional Consortium, and will require the approval of the Executive Director. Time off with pay is normally granted for such things as death in the immediate family and illness as outlined under “Bereavement Leave” and “Paid Time Off”. Unpaid leaves of absence may be approved on a case-by-case basis if all available paid time off, except for five (5) days, has been exhausted for the year.

Maternity and/or Paternity Leave
An employee may take up to twelve (12) weeks unpaid leave for pregnancy and/or the birth or adoption of a child, provided the employee has been employed for at least one year. During this leave, medical insurance benefits will continue as described under “Effect on Benefits” (page 25 below); however, no PTO days will be earned. As part of the twelve (12) weeks of leave, an employee must use all accrued and unused PTO, except for five (5) days, before unpaid leave commences.

National Guard or U.S. Military Reserve Duty
If you have National Guard or U.S. Reserve commitments, you may take a leave of fifteen days without pay in addition to the regular PTO entitlement. You will be asked to furnish a copy of the military orders. One additional five-day period without pay may be granted to perform military service 24


Disability Leave
When you are on disability leave for any reason, the attending physician should indicate if you are unable to perform the essential functions of your job, when you should cease working, and expected date of return to work. This statement is sent to the Executive Director and will be handled in accordance with appropriate privacy requirements. You may leave earlier or later than the leave was originally requested if, in the judgment of the physician, this is thought to be in your or Regional HIV/AIDS Consortium’s best interest and sufficient doctor’s verification is provided. Regional HIV/AIDS Consortium may request that you receive a second opinion. However, Regional HIV/AIDS Consortium reserves the right to request an earlier leave of absence should work performance deteriorate due to your condition. Within one month after beginning the leave, you will notify the Executive Director in writing if you desire to return to work and when. If you fail to indicate within one month whether or not you plan to return and when, you will be considered terminated as of the original date when the leave was granted. The earliest possible notice is desirable. It is your responsibility to keep your supervisor informed as to the progress of your medical condition, including periodic updated written statements from your physician. Reinstatement at the conclusion of the medical leave of absence is contingent upon presentation of a certificate from your physician stating that you are physically able to perform your job.

Effect on Benefits
Generally, all your benefits, except holiday pay, will continue if a leave of absence is granted for less than 30 calendar days. In the case of an extended leave of absence (30 calendar days or more), no salary will be granted for holidays falling within the approved period and no PTO credit may be earned during this period. Earning of PTO will begin again on the day you return to work. During any leave of absence, continuation of medical and life insurance benefits will be subject to the applicable plan documents and/or grant provisions which support the employee position. The employee may be required to pay some or all of the premiums for the benefits. The employee, as normal, must pay for additional optional insurance benefits. For an extended leave of absence, special arrangements may be available to continue group health and other benefits at full cost to you, due and payable on the first day of the month being covered. If you are participating in the 403(B) savings program, you will be placed on inactive status until you return to work, with no break in tenure. For more detailed information about the applicable benefits provisions for your leave of absence, consult your supervisor or the Executive Director. As part of your leave, you must use all earned paid time off, except five (5) days, prior to beginning the leave without pay. No leaves of absence during the first 90 calendar days of employment will be granted.


Salary Continuation Policy
The Regional HIV/AIDS Consortium salary continuation policy provides income to employees who must be absent from work for an extended period of time due to injury or illness disability. All regular employees are eligible to participate after completion of six (6) months of continuous employment. The salary continuation benefit amount will be 60% of base pay for the duration of the disability or 90 days or until Long Term Disability Insurance becomes effective, whichever occurs first. Salary continuation benefits will begin after the employee has been disabled for seven (7) consecutive calendar days (i.e. five work days and two weekend days). The employee must use fifty percent of unused PTO before beginning to receive salary continuation unless the employee has only five (5) days of unused PTO remaining for the year. If the employee has only five (5) days of unused PTO, the employee may elect to use the PTO or may elect to be unpaid for the five (5) consecutive days before salary continuation begins. Salary continuation will begin on the eighth calendar day (sixth workday) or after the employee has used fifty percent of unused PTO, whichever is later. To activate salary continuation, you and your physician, indicating the date that disability begins and the anticipated length of disability or a projected return to work date, must complete a disability certification form. Such information will be handled in accordance with all privacy requirements of HIPAA. If you return to work after being covered under salary continuation and again become disabled for the same injury or illness within two (2) weeks of your return date to work, your disability will be considered ongoing for purposes of this policy, provided physician certification is given for the recurring disability. Under these circumstances, you will not be required to satisfy another 7-day waiting period. The Regional Consortium reserves the right to require the opinion of another qualified physician should it deem circumstances indicate a second and/or third physician’s opinion is needed. Salary continuation benefits will be reduced by any disability payable under Workers’ Compensation.

Jury Duty
If you receive a jury summons, you are given the necessary time off without loss of pay.

Parent-Teacher Conferences
You are granted up to four (4) hours time off with pay each month for parent-teacher conferences. Please schedule in advance with your supervisor.


Recording Time Worked/Time Off
All employees must record their time worked and time off on a daily basis, using the online computerized time sheet. Time worked must be differentiated per grant program. Time sheets with appropriate signatures are to be submitted to the Financial Manager prior to each payroll processing.

Salary Administration Program
The Regional HIV/AIDS Consortium salary administration program has been designed to ensure, as much as possible, that compensation is competitive for the kind and level of work being performed. All positions have been classified by using the job description to determine the responsibilities of the job, level of work to be performed, and the education, skills and experience needed to perform this work. Each year the salaries and ranges are reviewed by the Executive Director and the Human Resources Committee of the Board. At the time of yearly budget review, the salary ranges increase guide is presented to the Board of Directors as information.

Deductions from Pay Required By Law
Specific deductions are required by certain governmental entities. These deductions are the following: Federal and State Income Taxes REGIONAL CONSORTIUM is required by law to withhold Federal and State income taxes from your earnings. The required amount for each deduction is determined from information given to the Regional HIV/AIDS Consortium by you on a signed withholding statement (W-4) upon employment and is subtracted from earnings to be turned over to the State and Federal revenues departments. Your pay statement will indicate the amounts of these deductions. Social Security and Medical Tax (FICA Tax) Social Security and Medicare deductions are made in the amounts regulated by law. The Regional HIV/AIDS Consortium pays into your Social Security and Medicare accounts amounts as set by law in addition to your payment. You will be issued a statement (W-2 form) of your total earnings after the close of each calendar year, not later than January 31st of the following year, indicating wages and totals deducted for 27

State, Federal, Social Security, and Medicare taxes. Garnishments and Wage Attachments No garnishments or wage attachments will be deducted from your paycheck unless specifically and officially requested by law. You will be informed of the deduction by the Executive Director before it becomes effective in the next paycheck.

Deductions Authorized By Employee
Deductions not required by law will require your written authorization. These deductions are as follows: Pledged Contributions At the time of employment, as well as annually, you will be given the opportunity to contribute to the annual Regional HIV/AIDS Consortium Campaign and the United Way Campaign. Health Insurance and Flexible Benefits Premium payments will be handled through payroll deduction for those employees electing coverage for themselves and their eligible dependents under the Regional HIV/AIDS Consortium medical/dental insurance plan. You will need to sign a benefit election agreement in order for these deductions to be made on a pre-tax basis. You may also elect to have flexible benefits reimbursements withheld on a pre-tax basis.

Paydays are on Friday on a bi-weekly basis. Payment is made by direct deposit to a checking and/or savings account of your choice. Any adjustments for overtime, sick leave, or leave without pay will be made in the pay period following the adjustment and will be reflected in that period’s paycheck.

Personal Data Changes
When you have a change of address, telephone number, emergency contact, marital status, or change in the number of dependents, you must notify your supervisor or the Executive Director.

Job Descriptions
The job description is a non-exclusive list of specific responsibilities, accountabilities, and skills. Job descriptions will be reviewed for possible revisions on an annual basis by the supervisor of the position. Substantive changes in job descriptions will be reviewed by the Executive Director and, if needed, the Human Resources Committee.


Performance Planning and Review
We recognize and promote the value of continuous personal development and growth. Therefore, the purpose of the planning and review system is to enable you to understand what is required of your position, to know how well you are doing, what steps are needed to improve your performance or to prepare you for more responsibilities. In order for you to have this understanding, the procedure below will be followed. Initial Performance Planning: The position description will be reviewed with you during the new employee’s orientation and a plan made for carrying out assigned duties and responsibilities. Performance Review: A new employee will have a three-month and six-month review with his/her supervisor. Thereafter, an annual performance review with your supervisor will be conducted prior to the beginning of the fiscal year (July 1-June 30). The performance review form is shared only with the appropriate management and becomes a part of your personnel file. Planning: Planning is a continuous, year-round process. However, when the basic function or responsibilities of a position are changed, a more formal planning session will be conducted. If a permanent change in responsibility is made, the job description will be reviewed as appropriate. When you are promoted from within, planning for the new position will be conducted immediately.

Salary Review
Salary reviews are conducted annually prior to the beginning of the fiscal year (July 1-June 30). At this time, you are eligible for consideration of an increase based on your performance. Budgetary constraints may affect the ability of the Regional Consortium to grant increases or may affect the amount of increases given. Should a salary increase be granted to you, your supervisor will advise you of the salary decision prior to applicable pay period. Reduction in funding for the non-profit agency may result in no annual increase.

Meeting Position Requirements
If an employee’s performance does not meet the requirements of the position and it becomes necessary to counsel the employee about his/her performance, generally the Regional Consortium will follow the steps of the Corrective Action policy. The performance counseling will include the following: 1. Identification of specific employee performance discrepancies. 2. What the employee is expected to improve/change and the time frame for improving performance. 3. Consequences to the employee if improvements are not made. The employee is an employee at will and may be terminated at any time during the designated performance improvement period. The performance improvement period is not a guarantee of ongoing employment. The terms of the performance improvement period are “not all inclusive” and the employee may be terminated during this period of time for violations other than those 29

stated in the performance counseling statement. The employee must perform as expected and in accordance with the policies and procedures of the agency. The performance improvement period is a period of time for the employee to bring the work to a satisfactory level and for the supervisor to help the employee reach this satisfactory level. The supervisor will document the steps taken during this period to help the employee succeed in the position. The employee will be advised that discharge can occur for non-fulfillment of job requirements or failure to correct inappropriate behavior. The supervisor will outline requirements and work with the employee to correct the problem(s). The supervisor will have scheduled meetings with the employee during the performance improvement period. The employee will be advised of progress and standing during this period of time. These meetings are documented so the supervisor, employee and Executive Director are clear as to the current status and what is occurring.

Corrective Action
The purpose of the corrective action policy is to allow an employee the opportunity to correct work deficiencies, inappropriate behavior, or excessive absenteeism, and to return to a productive mode of performance for the Regional HIV/AIDS Consortium. If corrective action is taken, it may include any or all of the following steps: 1. First Warning – Verbal Counseling (documented in writing but not attached to the Personnel File) 2. Second Warning – Written Counseling (documented in writing and added to the Personnel File) 3. Probation – Written Counseling (documented in writing and added to the Personnel File; periods may vary but generally will be 30, 60 or 90 days) 4. Suspension – Written Counseling (documented in writing and added to the Personnel File; used rarely; may be with or without pay.) 5. Termination

The Regional HIV/AIDS Consortium recognizes two general types of termination – voluntary and involuntary. Voluntary termination includes resignation and retirement. Staff members should provide a minimum of two weeks notice in writing for a voluntary termination. Involuntary termination is initiated by the Regional Consortium and includes dismissal for such as, but not limited to, poor performance and disregard for the policies of the Regional Consortium. The Regional HIV/AIDS Consortium retains the right to terminate immediately any employee at any time, for any reason, or without cause in accordance with state and federal law.

Employee Appeals
The employee appeals policy allows a staff member to express dissatisfaction concerning his/her employment or his/her treatment by management, supervisors or other employees. The appeals 30

policy is a three-step process that may be settled at any step or continue to the next step if the staff member’s issue is not resolved. The staff member submits his/her complaint in writing to the immediate supervisor within five (5) days of the incident creating the dissatisfaction. The supervisor will review the complaint and respond in writing to the staff member within five (5) days. If the staff member is not satisfied with the supervisor’s response, he/she will appeal in writing to the Executive Director within five (5) days of receiving the supervisor’s response. The Executive Director will review the appeal and respond in writing to the employee within five (5) days. If the staff member continues to be dissatisfied, he/she will appeal in writing within five (5) days to the Human Resources Committee of the Board of Directors, which will review the appeal within ten (10) days and respond in writing. The decision of the Human Resources Committee is final.

Employee Personnel Files
The Executive Director as a ready reference of your qualifications, performance, and potential will maintain a personnel file on you as an employee of the Regional HIV/AIDS Consortium. The organization will safeguard your records through procedures that ensure confidentiality and controlled access. The items that are kept in these files include, but are not limited to, the following: employment application, resume, employment letter, performance appraisals, attendance records, letters of commendation, and personal data sheets.

All company-supplied technology, including computer systems and company-related work records, belong to the Regional HIV/AIDS Consortium and not the employee. The Regional Consortium routinely monitors usage patterns for its telephone, voice mail, fax, e-mail and Internet communications. Although encouraged to explore the vast resources available on the Internet, employees should use discretion in the sites that are accessed. Since all the computer systems, software, e-mail, Internet connections, telephone, fax and voice mail are owned by the Regional Consortium, all agency policies are in effect at all times. Any employee who abuses the privilege of using technology provided by the Regional Consortium or who violates the technology usage guidelines may be denied use of such technology and, if appropriate, be subject to corrective action up to and including termination. The purpose of these guidelines is to provide direction to Regional HIV/AIDS Consortium users for insuring that asset use is maximized in support of organizational goals.

Requirements and Procedures
• The use of Regional HIV/AIDS Consortium technology and computer systems to engage in any activity in violation of organizational policies, including but not limited to 31

transmission of defamatory, obscene, offensive, or harassing messages or messages disclosing personal information without authorization, is strictly prohibited. • The Regional HIV/AIDS Consortium strictly prohibits the access, viewing, posting, downloading, storing, transmitting, sharing, printing, distribution, or solicitation of any information or material from any source that can be considered, by the organization, pornographic, obscene, abusive, or otherwise offensive or inappropriate for the workplace. In that Regional HIV/AIDS Consortium systems and resources are organizational assets, they are not to be used for private business activity; i.e., for personal gain. In that Regional HIV/AIDS Consortium systems and all information residing on them are organizational assets, management reserves the right to access and monitor individual employee's E-mail (and files). Be aware that when items are deleted (or discarded), they may still be available for retrieval and when necessary, may be retrieved at the request of Regional HIV/AIDS Consortium Management. Because all communication sent from the systems may include the Regional HIV/AIDS Consortium tag, staff members should refrain from presenting personal opinions contrary to Regional HIV/AIDS Consortium interests, policies, or positions when using Regional Consortium technology for communications. The very features of E-mail that make it a tremendous business tool also add risk. E-mail messages can be forwarded very easily and accidentally. This can result in sensitive information being sent to the wrong person or persons. E-mail messages are considered business documents or records and may be discoverable in a lawsuit. Once sent, information can be used and retained without the originator's knowledge and control. Employees must therefore be extremely careful when using this tool to communicate sensitive or confidential information with others. Individuals other than those to whom the message was sent may gain access to E-mail messages. Accordingly, E-mail messages should be written in a courteous, professional, and business-like manner. Employees must secure access to their workstation when not in use. Distribution and viewing of mail that is not job-related will be considered personal use. Staff members should refrain from participation in "chain letters", "chat rooms", and presenting personal opinions which are contrary to Regional HIV/AIDS Consortium interests, policies or position. Distribution (broadcasting) of non-business related or unapproved "information" can negatively impact system resources. Staff members should not distribute this type of information without express approval of a supervisor or the Executive Director. Use of Regional Consortium technology to solicit for non-program related activities is strictly prohibited. 32

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Administration of personal E-mail should be reserved for personal time as interpreted or determined at the Regional HIV/AIDS management. Accessing ("surfing") the Internet for non-business related research is considered personal use of Regional HIV/AIDS Consortium resources. Personal use of Regional Consortium systems should be limited to employee's personal time as determined by the Regional Consortium management. Staff members should not download any software to a PC workstation. If a data request requires a download of applets (“cookies”), please consult with the Regional Consortium management. These types of transactions strain network resources and negatively impact the business use of the systems. It is the policy of Regional HIV/AIDS Consortium to utilize all commercially purchased software in accordance with its individual licensing agreement. The use of copies or "pirated" software or related material is strictly prohibited. Unless otherwise provided in the license, any duplication of copyrighted software, except for backup and archival purposes, is a violation of the law. Unauthorized duplication of copyrighted computer software is contrary to the Regional HIV/AIDS Consortium’s standard of conduct. Regional HIV/AIDS Consortium users may not duplicate any licensed software or related documentation for use on either Regional HIV/AIDS Consortium premises or elsewhere unless the Regional HIV/AIDS Consortium is expressly authorized to do so by agreement with the licenser. Unauthorized duplication of software may subject users and/or the Regional HIV/AIDS Consortium to both civil and criminal penalties under the United States Copyright Act. Users may not give software to any outsiders including clients, contractors, customers, and others. Regional HIV/AIDS Consortium users may use software on local area networks or on multiple machines only in accordance with applicable license agreements.


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