EMPLOYEE HANDBOOK
YMCA OF CENTRAL OHIO
METROPOLITAN OFFICES
614 224 1142 40 W. Long St., Columbus, OH 43215
FULL FACILITY BRANCHES
CHILDCARE
Deleware Community Center YMCA 740 203 3051 40 W. Long St., Columbus, OH 43215
YMCA Early Learning Center 614 342 5836 2879 Johnstown Rd., Columbus OH 43219
Downtown YMCA 614 224 1131 40 W. Long St., Columbus, OH 43215
Hilltop/ODOT Early Learning Center 614 752 8877 1952 W. Broad St., Columbus, OH 43223
Gahanna / John E. Bickley YMCA 614 416 9622 555 YMCA Pl., Gahanna, OH 43230 Jerry L. Garver YMCA 614 834 9622 6767 Refugee Rd., Canal Winchester, OH 43110 Grove City YMCA 614 871 9622 3600 Discovery Dr., Grove City, OH 43123 Hilliard/Ray Patch Family YMCA 614 334 9622 4515 Cosgray Rd., Hilliard, OH 43026 Hilltop YMCA 614 276 8224 2879 Valleyview Dr., Columbus, OH 43204 Liberty Township/Powell YMCA 614 839 9622 7798 N. Liberty Rd., Powell, OH 43065 North YMCA 614 885 4252 1640 Sandalwood Pl., Columbus, OH 43229 Pickaway County YMCA 740 477 1661 440 Nicholas Dr., Circleville, OH 43113 Vaughn E Hairston SWCC 614 539 1770 3500 First Ave., Columbus, OH 43123 Eldon & Elsie Ward Family YMCA 614 252 3166 130 Woodland Ave., Columbus, OH 43203
MULTIPURPOSE FACILITIES Hilltop YMCA - Cherry Creek Site 614 878 7260 600 Fox Ridge St., Columbus, OH 43228 Hoover YMCA Park 614 491 0980
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St. Ann’s Educare 614 898 8687 495 Cooper Rd., Suite 115 Westerville, OH 43081
ECRN+ ECRN+ 614 543 9000 (Early Childhood Resource Network Plus) 6877 North High St., Ste 209 Columbus, OH 43085
JUVENILE JUSTICE PALS Program Downtown YMCA 614 224 1142 40 W. Long St., Columbus, OH 43215 PALS Program Vaughn E Hairston SWCC 614 539 1770 3500 First Ave., Urbancrest, OH 43123 PALS & Truancy North Area Education Center 614 447 9961 3911 Dresden St., Columbus, OH 43224 Truancy Intervention Center 614 257 1316 640 S. Ohio Ave., Columbus, OH 43205
RESIDENTIAL SERVICES YMCA Downtown Residence Hall 614 573 3616 40 W. Long St., Columbus, OH 43215 Sunshine Terrace 614 342 5836 272 S. Gift St., Columbus, OH 43215
YMCA OF CENTRAL OHIO EMPLOYEE HANDBOOK CONTENTS 4 6 8 9 17 19 24 26 27 30
Employment Philosophy Employment Classifications Employment Process Employment Policies Wage and Salary Administration Benefits Insurance Benefits Membership/Employee Benefits Employee Coaching and Counseling Separation From Employment
This handbook has been designed to provide you with general information regarding your employment with the YMCA of Central Ohio. It is not possible, nor is it the intent of the YMCA, to list all the policies and procedures within this handbook. The policies contained herein may be amended and revised as necessary. Neither this handbook nor its contents constitute, in whole or part, an express or implied contract between you and the YMCA. Your employment is at-will and is terminable at any time and for any reason by either you or the YMCA of Central Ohio, with or without notice or cause.
Revised April 2012 3
Employment Philosophy The YMCA is an equal opportunity employer and does not discriminate or give preferential consideration because of sex, sexual orientation, gender identity, familial status, race, color, creed, religion, disability, ancestry, age, national origin, genetic information or veteran’s status in the employment of qualified persons. It is our policy to select the best-qualified persons available to fill staff positions. It is the policy of the YMCA to conform to both the letter and the spirit of the Federal, State, and local civil rights laws. This pertains, but is not limited to, recruitment, hiring, training, transfer, promotion, compensation, benefits, reasonable accommodation, and termination of employment. The YMCA appreciates and values the diversity of our staff. Accordingly, the YMCA is committed to taking reasonable steps to maintain an appropriate representation of qualified individuals throughout its work force. The objectives of this program are to ensure that equal employment opportunity policies are being utilized in all facets of employment. The YMCA will make reasonable accommodations for qualified employees with disabilities, unless the accommodation would impose undue hardship on the YMCA of Central Ohio. If you require an accommodation to perform your job, discuss it with your branch/ executive director, or with the human resource director. Decisions regarding the granting of accommodations will be made in a timely manner.
Harassment Free Workplace The YMCA of Central Ohio is committed to maintaining an environment free from verbal or physical harassment, which is based on sex, gender identity, familial status, race, color, creed, religion, disability, ancestry, age, national origin, or sexual orientation. The term “harassment� includes, but is not limited to, offensive language, jokes, or other verbal, graphic or physical conduct relating to your gender, race, color, creed, religion, disability, ancestry, age, national origin, or sexual orientation which would make the reasonable person experiencing such harassment uncomfortable in the work environment, or which could interfere with your job performance. We will not tolerate any form of harassment, and appropriate disciplinary action will be taken against anyone engaging in such conduct. Harassment of any kind is a serious offense and disciplinary action may be taken up to and including discharge from employment.
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If you feel that you have been harassed, you should contact the human resource director at 614-224-1142. All complaints will be thoroughly investigated and appropriate action taken to resolve complaints. There will be no retaliation against anyone for good faith reporting of discrimination or harassment, or for cooperating with an investigation of such complaints.
Unethical Conduct Complaint and Reporting The YMCA defines Unethical Conduct as any behavior that is illegal or that violates YMCA policies and procedures including, but not limited to, that which results in financial fraud, misrepresentation of financial statements, theft of YMCA assets, accepting gifts or gratuities of Substantial Value (any amount in excess of $250) from vendors of the YMCA, or from anyone who could be perceived as having a special interest. Unethical conduct also includes pressuring or causing any employee to perform any of these acts. You may make a good faith complaint, report or disclosure of unethical conduct. Under no circumstances will you be subject to any disciplinary or retaliatory action for reporting a violation or potential violation in good faith. If you make a disclosure in good faith and any facts alleged are not confirmed by an investigation, no action will be taken against you for filing the complaint. Willfully filing false reports, however, will not be tolerated. Anyone filing such reports will be subject to disciplinary action up to and including termination of employment. If you have concerns regarding unethical conduct involving someone who is below the level of vice president, you may report concerns on a confidential or anonymous basis by calling or writing to the human resource director. In the event the concerns involve a person at the level of vice president or above, including members of the board of directors, the audit committee, and/or the chief executive officer, you may contact the human resource director, or send a confidential letter to the chairperson of the board of directors. All good faith complaints shall be investigated and the person making the complaint will receive a follow up contact, either in writing, by phone or in person, if further details are required, and/or once the investigation is completed. You also have the option of reporting unethical conduct by contacting EthicsPoint. EthicsPoint is a neutral, third party that can document your concern either over the phone (1-888-723-7329) or over the internet (www.ethicspoint.com). You can either include your name in the report to EthicsPoint, or remain anonymous. When reports are made without identifying yourself, you will be issued a report (cont...)
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code and should log back in to the site every few days until the investigation is completed, enter the report code, and check to see if more information has been requested from you. If you have identified yourself, the YMCA may be able to work more directly with you. Gathering information is critical to the YMCA being able to investigate and resolve concerns. Prompt corrective action, up to and including termination of employment, and prosecution, if deemed necessary or appropriate, will be taken against any person found to have engaged in unethical conduct.
Employment Classifications The YMCA of Central Ohio uses the following categories for its payroll system: A. Non-exempt and exempt employees 1. Non-exempt employees: You are paid on an hourly basis and are eligible for overtime pay at the rate of 1½ times your normal hourly rate for hours worked in excess of 40 per week (sick, holiday, and vacation time do not constitute hours worked). 2. Exempt employees: You are paid an annual salary for all services rendered and are not eligible for overtime pay. B. Employee status 1. Full time: you are consistently working at least 38 hours per week in a position that is not seasonal in nature.* 2. Part-time-plus: you are working at least 25 but fewer than 38 hours per week in a position that is not seasonal in nature. 3. Part time: you are working less than 25 hours per week in a position that is not seasonal in nature. 4. Seasonal: due to the nature of the position, the employment period is not expected to exceed six months out of a twelve month period; you must be in good standing at the end of a season in order to return the following year. If you are a non-seasonal employee who has been employed by another YMCA and transfer into the YMCA of Central Ohio, or transfer within the YMCA of 6
Central Ohio, you will be credited for those prior years of continuous service. For the purpose of recognition and vacation, your original regular employment date will be used for determining your years of continuous YMCA employment. * If you were classified as full time (working 30-37 hours) prior to July 2006, you will retain this full time classification unless you move into a position that is less than 30 hours per week.
Employment Process Orientation: You will attend an orientation at the commencement of your employment with the YMCA. The goal of orientation is to provide you with information about the history, Mission, and general practices of the YMCA, as well as to complete paperwork that will be the beginning of the YMCA personnel file. Personnel file: The YMCA’s personnel files are maintained in the human resource department. You must notify the human resource department of any changes in name, address, telephone number, emergency contact information, or marital status. It is not our policy to permit personnel files to be copied, or taken from the human resource department. You may look at your own file by scheduling an appointment with a member of the human resource department. The human resource staff person will remain with you while you examine your file.
Employment of minors: If you are under the age of 18, you must have a work permit on file in the Metropolitan Human Resource Office. You can apply for a work permit through your school office.
Employment of relatives/domestic partners: The employment of relatives or domestic partners is not permitted where one individual would be required to report to or supervise the other, or where there is a security risk or conflict of interest presented by such employment.
Personal relationships: Many friendships and relationships can exist while maintaining professionalism; relationships can provide a more enjoyable work experience and should not pose a problem. If, however, a relationship begins to disrupt any aspect of work, the YMCA reserves the right to transfer or remove one or both parties from the organization.
Transfer of employees: The YMCA encourages the transfer of employees within the YMCA of Central Ohio as long as such transfer is beneficial to the YMCA of Central Ohio.
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Employment Policies Dress Code: While we have dress code standards that differ slightly between job categories, all staff are expected to maintain a neat and professional appearance at all times. To accomplish this, you should: • Wear clean, well-maintained, modest and properly fitting clothing • Keep jewelry to a minimum. • Wear your nametag. You should not: • Wear clothing that advertises for facilities or groups/products or that contains words or images that do not coincide with the YMCA Mission and core values. • Wear extremes in dress or hairstyle • Wear a hat (unless working outside, for safety, or for religious expression and has been approved by your supervisor).
DEFINITIONS: Business Casual – dress pants; skirts; blouses; button-up shirts; sweaters; knit tops; dresses; with dress or casual footwear. Business casual does NOT include jeans, shorts, tennis shoes, or flip flops.
Business Athletic – YMCA staff shirt worn with: nylon/knit blend fitness/ warm up pants, dress pants, or shorts that are at least as long as your fingertips when arms are to your side, casual footwear or tennis shoes. Business athletic does NOT include: jeans, cotton/fleece sweatpants, lycra/biker pants/shorts, yoga pants or flip flops. Dress standards for the various employee groups are as follows: a. Administrative/Office (this includes executive directors, ECRN+, metropolitan offices, juvenile justice, residence programs) — may wear appropriate business casual wear. If you are meeting with community representatives, or government officials, more traditional business attire (i.e. dress/skirt, suit/tie) is required.
b. Front desk/office/administrative staff in branches (this includes member services, office, building supervisors, program directors & coordinators) — Business casual; a YMCA staff shirt as approved by your supervisor can be worn with dress or business athletic pants or dress shorts (at least fingertip length) and business casual or athletic footwear. 8
c. Aquatics staff — swimsuit in the style and color designated by your branch; guards may wear a YMCA Lifeguard T-shirt over their swimsuit; flip flops are permissible for aquatics staff.
d. Fitness/sports staff — Business athletic; if the activity requires specialized athletic attire, it is permitted (i.e. biker shorts for a cycling instructor). e. Maintenance/custodial staff — YMCA shirt with khaki or work pants with closed-toe, sturdy footwear.
f. Branch Child Care Staff (including SACC in a branch, childwatch, preschool, School Days Off) — YMCA Vest/Apron over t-shirt/ sweatshirt/ sweater/blouse/top, or YMCA Childcare Staff t-shirt with business casual or athletic bottoms and business casual or athletic footwear.
g. Childcare Staff not in branch – (off site SACC, Educare Centers) YMCA Vest/Apron over t-shirt/sweatshirt/sweater/blouse/ top or YMCA Childcare Staff t-shirt with pants, fingertip length dress shorts, jeans, or fitness pants (as defined in business athletic), with business casual or athletic footwear.
h. Camp Staff — YMCA Camp Staff shirt with shorts (at least fingertip length – see business athletic definition) or pants and athletic footwear.
Use of YMCA logo/emblems: You may not use any YMCA symbols, emblems, letterhead, or material that mentions the YMCA or the YMCA of Central Ohio in the course of conducting non-YMCA business. Computer Use: Considerable time and expense have been invested into our computer systems, and we wish to protect these investments. For that reason, you may not add, copy, alter, or delete any hardware or software unless written permission has been granted by the Information Technology (IT) department. Computers are intended for YMCA business use. This includes accessing the Internet and sending/receiving e-mail. All electronic correspondence is considered to be related to YMCA business; it will be held to the same standards of professionalism that are in place for other aspects of our operations, and will (cont...) 9
be monitored to ensure compliance with the YMCA’s Computer Use Policy. By accepting employment with the YMCA, you agree that you have no expectations of privacy in your communications involving YMCA’s computers and you expressly consent to the monitoring of such communications. If you have been assigned a password for computer use, you should not share it with others. You may not access another person’s computer account, and you may not use another person’s password.
Social Networking: You are prohibited from communicating with members/ participants who are under the age of 18 using your personal social networking websites such as Facebook, Twitter, MySpace or similar sites. Personal social networking profiles and blogs of staff must be marked “private” and be inaccessible to members/participants under the age of 18. Staff with profiles on social networking sites may not request to be friends with YMCA youth, or approve friend requests from YMCA youth unless written permission has been granted by your executive director and the parent of the youth. Any branch or program-specific social networking sites need to be approved by the IT Department prior to development. Staff responsible for maintaining the site will receive training on appropriate content and management of the site. Additionally, if you choose to post a personal website, or to participate in webgroups, chat rooms or blogs, the following guidelines must be followed: • The use of photos, logos or images of the YMCA or its programs is prohibited. If you use the YMCA’s name (including names of camps or other programs) in any such communication, you should be especially careful to support and certainly not to harm or ridicule the YMCA’s image or mission. • You are solely responsible for any legal liability arising from or relating to the content from your personal website and/or blog. • You must uphold the YMCA’s value of respect for the individual and avoid making defamatory statements about YMCA employees, members/ participants, clients, partners, affiliates and others, including competitors. • You must provide a disclaimer stating that the views expressed are yours alone and that they do not necessarily reflect the views of the YMCA. • You should not disclose any information that is confidential or proprietary to the YMCA, or to any third party that has disclosed information to the YMCA.
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• Any personal website or blog should not contain commentary that violates the YMCA’s policies on harassment or discrimination. • Unless specifically authorized by the YMCA, time spent participating in the above mentioned computer activities cannot interfere with your job duties.
E-Mailing and Instant Messaging: You may not email or instant message YMCA youth from your personal email account. All electronic communication with YMCA youth should occur from a YMCA email account, and you must always copy your supervisor and the YMCA youth’s parent/guardian. Phone Calls & Texting: Staff are prohibited from calling/ sending text messages to YMCA youth and/or replying to text messages/receiving calls from YMCA youth. If a YMCA youth attempts to contact you on a mobile device, you should not reply and notify your supervisor immediately. There may be situations that require emergency or immediate communication, but any exceptions to this policy must be approved by the executive director and properly documented. If your position involves providing direct service to members/participants, you are not permitted to use your personal mobile communication device(s) while working. If you have an emergency situation which requires you to use your mobile device, you must notify your supervisor before taking/making the call/ text so that you can be relieved from your duties to attend to the situation.
Conflict of Interest: When engaged in personal and outside business, you should be free from any interest, influence or relationship that might conflict with or compromise the image of the YMCA. This may include other employment, ownership by employees or family members who have interest in a supplier or competitor, accepting gifts of substantial value from a member, participant, resident, supplier, or vendor; or engaging in activity that might be considered to conflict with the loyalty to YMCA or have an adverse impact. If you are unsure (cont...)
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about whether your actions would be in violation of this policy, you should ask your supervisor before acting. Exempt staff will be asked to complete a conflict of interest disclosure form upon hire, and annually thereafter.
Confidentiality: All information of a sensitive nature (i.e. phone / social security numbers; medical conditions; test results; rehabilitation and treatment plans of an employee, member, volunteer participant, or guest; donor cards; credit card/ financial information, etc) will be treated as confidential information and should not be disclosed to others. If you are unsure whether someone needs to know, you should check with your supervisor before disclosing. You should always be sensitive about confidential data, and take necessary steps to protect the information (i.e. lock files/records to prevent unauthorized access; keep computer screens turned away from public view; log out of screens displaying confidential information before walking away, etc).
Other employment: Because the YMCA is a charitable organization and full-time effort is required, no regular full-time employee shall be employed or maintain outside business or financial activity which conflicts with the interests of the YMCA, or which interferes with your ability to perform your assigned duties fully. Any full time employee must obtain written permission to have employment outside of the YMCA. If you are a non-exempt employee, approval should be obtained from your supervisor; exempt employees must receive documented approval from the president. Solicitation: Solicitation or distribution of any product or literature is not permitted without the prior authorization of the executive director. Solicitation to other employees is strictly prohibited on work time, or in areas where members and guests may be present. In addition, persons not employed by the YMCA may not solicit or distribute literature or products on company property at any time for any purpose without approval from the executive director. Bulletin boards are for official YMCA communications only; items may not be posted without appropriate approval. Physical Examinations: Some positions require that you submit documentation of a physical examination within 30 days of your hire date. The YMCA will pay a portion of the cost if you have the examination conducted by a doctor of the YMCA of Central Ohio’s choice.
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The YMCA reserves the right to request a written doctor’s release for your return to work for any illness, and will require it for illness of three (3) days or more.
Absenteeism/Calling off: The YMCA can only provide services because you are there for our members and participants; this is why your presence is vital to our operation. We do realize, however, that you may face situations when you will be unable to come to work as scheduled. If you cannot come to work due to an unforeseen circumstance (i.e. illness), it is your responsibility to notify your supervisor prior to your scheduled start time. Your supervisor will let you know his/her expectations for acceptable methods of notification (i.e. home phone, pager, cell phone, voice mail).
Habitual Absenteeism: Your absences will be considered habitual, even if you call in, if during a 12-month period, you have in excess of six occurrences (one occurrence=one absence, even if consecutive days are missed for the same illness). At that point, you will meet with your supervisor about your attendance, and a written corrective action plan may be developed. Absences covered by the Family and Medical Leave Act will not be counted as occurrences under this policy. Unexcused Absence: If you do not report for work and do not follow the proper notification procedures, your absence will be considered unexcused. If you have three consecutive unexcused absences, you will be considered to have voluntarily resigned your position. Drug/Tobacco Free Workplace: In accordance with the YMCA of Central Ohio’s Mission of promoting well-being in spirit, mind and body, we strictly prohibit the manufacture, distribution, possession or use of illegal or controlled substances in our facilities and programs. You may not report to work under the influence of illegal drugs or alcohol. You will be required to submit to drug or alcohol testing if there is reasonable suspicion of possible use. (cont...)
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All YMCA of Central Ohio facilities are also tobacco free. If you use tobacco products, you must refrain from doing so while in or on YMCA property, grounds, vehicles or program areas.
Weapons Policy: It is illegal to carry a firearm, deadly weapon, or dangerous ordnance anywhere on the YMCA premises or in YMCA program areas or vehicles. This applies to all employees, members and program participants even if s/he has a permit to carry a concealed weapon.
Children at Work: We realize that staff who are required to be on-call or manage emergency situations may sometimes be faced with a childcare dilemma. In this situation, your children may come to the workplace with you. The following guidelines apply when children are visiting: • Your supervisor needs to approve you bringing your children in advance; if children are disruptive, they will be asked to leave • Your children will be treated as members and the same rules apply to them; you are responsible for your children’s actions • Visits to the work area are the exception rather than the rule • Children who are sick (i.e. fever, contagious illness) should not be in the YMCA • Visits in potentially hazardous or dangerous areas (maintenance, kitchen, boiler rooms, etc.) are prohibited. As a YMCA employee, you may utilize our child care programs at a discounted rate. See the section on staff discounts for more information.
Outside Contact with YMCA Youth: The YMCA does not encourage or endorse the use of YMCA employees for non-YMCA child care / custody activities. You should not engage in activities related to providing non-YMCA child care / custody with YMCA youth, unless prior approval is received by the executive director, and the parent of the youth involved.
Volunteering: Non-exempt/hourly paid employees can not volunteer to work off the clock for any reason. If you are a non-exempt staff, your volunteer 14
opportunities are limited to: l) parent-child opportunities whereby you elect to participate in recreational activities and projects that involve family members, or 2) you are assisting in special activities that are unrelated to your job, and the decision to participate is yours alone.
Wage & Salary Administration Pay schedule: You will be paid on a bi-weekly basis. It is your responsibility to accurately record your hours worked. Most staff will record hours using the electronic timeclock; some will use manual timecards. It is your responsibility to ensure your supervisor has a complete record of your time within 24 hours of the end of each pay period. Failure to do so may cause a delay in the processing of your pay. Pay stubs: Your supervisor/designee will have your paystub on paydays. It is your responsibility to either pick up your paystub, or make arrangements with your supervisor for it to be mailed to your home.
Direct Deposit of your pay is required for all employees. With direct deposit, most banks offer waivers/reductions on account fees and other bank services. If you do not have a bank account and wish to obtain information on opening a pay card account, please contact human resources. Overtime: If you are a non-exempt staff person, you will be paid at a rate of 1½ times your regular hourly wage for any hours worked in excess of 40 per week. Hours paid out of benefit time (sick, vacation, bereavement, holiday, etc.) do not count as hours worked in determining overtime pay. You must obtain approval from your supervisor prior to working overtime hours. Performance evaluation: In an effort to provide you with an opportunity for professional development, you will be scheduled to receive a performance evaluation. The evaluation is usually scheduled to occur on your service anniversary date; your anniversary date may change if you move into another position within the YMCA of Central Ohio.
Salary Adjustments: The YMCA of Central Ohio strives to attract and retain the most qualified staff for all of its operations. Your salary will be reviewed, usually in conjunction with your performance evaluation. Salary adjustments may be made which are influenced by the local cost of living, pay rates of comparable organizations, your job performance, and the financial resources of the YMCA of Central Ohio.
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Expenses: If you incur personal expenses while on YMCA-related business, you will be reimbursed, provided your supervisor approved the charges prior to the expenditure, and you complete an expense report and attach necessary documentation. Expenses are paid on regular biweekly paychecks. Mileage/Vehicle Use: If you use your personal vehicle for official YMCA business, you will be granted a permile allowance provided you submit an expense report. You must have no less than the state minimum requirements for damage and personal liability insurance coverage, and may be asked to submit proof of this coverage. When operating any vehicle for YMCA business, you are required to abide by all traffic and parking laws. If you receive a citation (parking or moving violation) while conducting YMCA business, the fines/cost associated with such are your responsibility. You may not use mobile communication devices (cell phones) while driving a vehicle for the YMCA. If you need to contact someone, you are expected to safely park before doing so. This applies to making /receiving calls and texting/ emailing, etc.
Giving Opportunities People Helping People: Each year, the YMCA of Central Ohio runs a People Helping People Campaign. Money raised through this campaign is used to fund scholarships for members and program participants. You are encouraged to contribute to the Campaign through payroll deduction.
United Way: The YMCA of Central Ohio is a member of the United Ways of Central Ohio, Pickaway, and Delaware Counties. We receive beneficial assistance from our affiliation with the United Way. You are encouraged to contribute to the United Way according to the guidelines on the pledge card; contributions can be made through payroll deduction.
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Benefits
Time Away From Work: The following is a list of time off benefits. If the benefit applies only to full time employees, it will be noted with FT; if it applies only to part-time-plus employees, it will be noted with PTP. For all paid time off compensation, your average number of hours worked per day will be used; 8 hours is the maximum for any day (i.e. staff working 30 hours per week will receive 6 hours/day for paid time off benefits).
Holidays (FT): The YMCA of Central Ohio recognizes seven (7) paid holidays for full time staff. These holidays are: New Year’s Day; Martin Luther King Jr. Day; Memorial Day; Independence Day; Labor Day; Thanksgiving Day; and Christmas Day. If a holiday falls on a Saturday, it will be observed on the preceding Friday; if it falls on a Sunday it will be observed on the following Monday. Due to the nature of the YMCA services, some staff will need to work on holidays. If you are exempt and work on a holiday, you will be given a day with pay during the week in which the holiday falls; this day will be agreed upon by you and your supervisor. If you are full time, non-exempt, you will be paid at 1½ times your regular rate for hours worked on the holiday, and will be given corresponding time off with pay during the week of the holiday.
Personal Days (FT): On the first of the month following the initial 90 days of employment, full-time employees will have three (3) paid personal days to use by December 31st. Personal days must be approved by your supervisor in advance, and do not carry over from year to year. Each January 1st, regular full time employees will be given 3 personal days to use during that calendar year. Personal Days (PTP): On the first of the month following the initial 90 days of employment, part-time-plus employees will be eligible for five (5) personal days which can be used for sick, holiday, vacation, or personal time. The days are calculated using the average number of hours you normally work in a week divided by 5 (i.e. a 30 hour/week PTP staff person will receive five 6-hour days (30 hours) of personal time each year) Personal time pay will be granted provided you have received your supervisor’s approval for taking the day off. Your supervisor will tell you his/her expectations for acceptable methods of notification (i.e. voice mail, home phone, cell phone, pager, etc.). The YMCA reserves the right to request verification and/or a release to return to work from a doctor, for any illness, and will require it for any illness of three or more days Each annual anniversary date, part-time-plus employees will be granted 5 personal days to be used within the next 12 months. Personal days do not carry over year-to-year, and are not paid out in lieu of taking time off, nor upon termination of employment. 17
Vacations (FT): The YMCA believes that it is beneficial to both you and the YMCA of Central Ohio for you to take a paid vacation in order to rest and relax. Paid vacation time will be granted to regular, full time employees per the following schedule. Continuous Employment Vacations 6 months 1 through 4 years 5 through 9 years 10 through 14 years 15 through 24 years 25 years or more
1 week 2 weeks 3 weeks 4 weeks 5 weeks 6 weeks
If you were hired in 1999 or after, vacation is granted when that service anniversary is achieved; if you were hired prior to 1999, time is granted on January 1 following that service anniversary.
Regulations Regarding Vacations • Vacation time will be calculated and granted based on your most recent hire date. • Vacation time carry-over is not permitted; time must be used before your next service anniversary date, or it is lost. • Pay will not be permitted in lieu of vacation. • Requests for vacations must be submitted in advance in writing and approved by your supervisor. • If you leave the employ of the YMCA, you will receive compensation for earned, unused vacation time. • Periods when you are on a leave of absence, extended sick leave, or prolonged absence are not counted toward the earning of vacation eligibility. • You will not receive vacation pay in advance of the vacation period, but on a normal pay cycle.
Sick Leave (FT): Paid sick leave is intended to provide limited protection against lost wages due to personal illness or an illness in your immediate family. Your immediate family for purposes of this benefit normally includes your spouse/ partner, parents and dependents. As a regular full-time employee, you begin earning sick time at the rate of one
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day per calendar month. There is no cap on the amount of sick time that you can accrue, and it will carry over from year to year. Sick pay will be granted provided you have given your supervisor notification prior to the start of your shift. Your supervisor will tell you his/her expectations for acceptable methods of notification (i.e. voice mail, home phone, cell phone, pager, etc.). The YMCA reserves the right to request verification and/or a release to return to work from a doctor, for any illness, and will require it for any illness of three or more days. At the time of termination of employment (voluntary or involuntary), you will not be paid for any unused sick time.
Jury Duty (FT & PTP): It is a moral and civic obligation for all persons to serve on jury duty when called. Any full time or part time plus employee serving on jury duty during regularly scheduled workdays will receive full compensation for such days. You are required to report for work for any regular working days or portion of days when excused from jury duty. Military Leave: If you are called or recalled for active duty, an official leave of absence without pay and with continuation of benefits will be granted. Reemployment rights shall correspond with those provided by Federal and State Regulations. If you are completing your compulsory military training by service in the active reserves of the United States Armed Forces, you may use your earned vacation time for such training. 19
Bereavement Leave: In case of a death in your immediate family, no deduction of pay shall be made for absence from work for a period up to five (5) days. Your immediate family would normally consist of spouse / partner, children, parents, parents-in-law, siblings, siblings-in-law, and step-parents/children. Up to three (3) days of bereavement pay will be granted for you to attend the funeral of other family members (i.e. grandparents, grandchildren).
Leave of Absence: In accordance with the Family and Medical Leave Act (FMLA), you are eligible to take up to 12 weeks of unpaid leave in a 12 month period for the birth, adoption or foster care placement of a child; your own serious health condition; to care for a child, spouse, or parent with a serious health condition; or to participate in certain events related to an immediate family member’s (spouse, child, or parent) call to active military duty in the National Guard or Reserves (listing of qualified events can be found on federal FMLA posting). FMLA also includes a special leave entitlement for you to take up to 26 weeks of leave to care for an immediate family member (spouse, parent, child) who has been injured while on active duty in the US Armed Forces, National Guard or Reserves. To be eligible for FMLA, you must have worked for the YMCA at least 12 months and for at least 1250 hours during the 12-month period preceding your leave. If you need to take a leave under these provisions, you should notify your supervisor and human resources at least 30 days in advance of the leave if it is foreseeable. If the leave is not foreseeable, you must let your supervisor know as soon as possible. While the FMLA provides for an unpaid leave, you will be required to use your earned vacation and personal time for any of the situations. If your leave is related to a health condition, you will be required to use sick time as outlined in the sick leave policy. The YMCA will require verification for your need to take a leave. If the situation is related to a health condition of a family member, verification of the condition and the need for your leave related to the condition will need to be obtained.
Exhausted leave: If you have exhausted your available leave benefits and are unable to return to work, your employment with the YMCA of Central Ohio will be considered to have terminated. If you are able to return at a later time, you may re-apply for a position.
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Nursing mothers: The YMCA will provide you with reasonable breaks and a private space for lactation during your work time. These breaks will be unpaid, and can be taken as needed for up to 12 months following the birth of your baby. You should request this accommodation by talking with your supervisor so that you can be shown the space, and you can discuss how and when the breaks will be scheduled.
Weather related emergency policy: If the county where your branch is located declares a Level 2 Snow Emergency, facilities will remain open, but will operate at a reduced staff level. You should call your facility prior to coming in for a scheduled shift. If a Level 3 Snow Emergency is declared, YMCA’s within the affected areas will close and all classes/ programs will be cancelled.
Insurance Benefits Full-time and part-time-plus employees are eligible for the following insurance benefits. Coverage for the plans you select will begin on the first of the month following 30 days of employment provided you have completed the necessary enrollment forms You should contact the human resources department for more information about available plans and to obtain enrollment forms.
Health and Dental Insurance Programs: Full time: The YMCA will pay 70% of the premium for the health and or dental plan that you select for yourself and your eligible dependents. The remaining 30% of the premium(s) will be deducted from your paycheck; deductions are calculated based on 24 pay periods.
Part-time-plus: The YMCA will pay 70% of the single premium for the health and or dental plan that you select. The remaining 30% of the premium(s) will be deducted from your paycheck; deductions are calculated based on 24 pay periods. (cont...)
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You may elect to enroll eligible dependents in health and dental by paying the difference between the single and family premium through payroll deduction. For full time or part-time-plus, you need to enroll in available health and dental plans within your first 30 days of employment, or you may enroll during open enrollment, which occurs once each year. If you would leave the employ of the YMCA, you will be given the opportunity to continue your selected coverage as outlined in the provisions of the Consolidated Omnibus Budget Reconciliation Act (COBRA). You would also be supplied with certificates verifying your previous coverage as outlined in the Health Insurance Protection and Portability Act (HIPPA).
Life and Long Term Disability (LTD) Insurance: full-time and part-timeplus employees will be covered on the YMCA’s group life and LTD policies on the first of the month following one calendar month of employment. The YMCA pays the premiums for these policies. Retirement: The YMCA contributes an amount equal to 8% of your annual salary to your retirement fund if you are eligible to participate. You are eligible for the plan if you meet three criteria: • You are at least age 21 • You have worked for a YMCA for two years • You have worked at least 1,000 hours in each year Voluntary contributions are also available through pre-tax savings, and may begin at the time of hire. More detailed information about the YMCA Retirement Fund can be found at www.yretirement.org. Employees who retire from the YMCA of Central Ohio with at least 15 years of service are eligible to continue health and dental benefits. The YMCA will continue premium contributions at the same levels as it provides for active employees. Coverage may continue until you turn 65 or become Medicare-eligible, whichever comes first. Employees retiring with at least 15 years of service will continue to receive YMCA membership benefits. The membership type (single or family) and program participation fees would be the same for these retirees as those extended to current employees. 22
Membership/Employee Benefits All regular YMCA of Central Ohio employees are eligible for the following benefits. You should contact the human resource department for more information on any of these plans. Credit Union: The YMCA has an affiliation with a credit union; membership is available to all employees.
YMCA Membership: Full time and part-time-plus employees will receive a Metropolitan family membership; part time employees will receive a Metropolitan single membership (single memberships can be upgraded to family by paying the difference between single and family membership through monthly bank draft). For the purposes of membership, a family membership includes an adult couple sharing the same residence; and their children under 21 years of age, including foster children; and / or children who are full time college students through the age of 24. A singe parent family membership includes a single parent (only one adult in the home) and his/her children as defined above. Discounts on programs and services are available to you according to the following guidelines:
Program
FT & PTP Staff
FT & PTP Staff’s Family
(1-24 hrs/wk)
Group Branch Programs*
FREE
50% off member rate
25% off member rate
Applicable rate for membership
25% off
Member Rate
Member Rate
Applicable Rate for Membership Type
Preschool, SACC, Day Camp
N/A
50% off
N/A
25% off
Full-day Early Learning Centers
N/A
25% off
N/A
25% off
Resident Camp
N/A
50% off
N/A
25% off
Individual Instruction/ Training
(25-40 hrs/wk)
PT Staff
PT Staff’s Family
*Priority registration will be given to paying members. If there is a waiting list for a class/ program, staff will be given the option of paying full cost, or relinquishing their spot in the class/program.
Upon termination of employment, complimentary membership benefits will end. If you wish to continue membership after employment ends, you will need to purchase a membership and you will not receive employee pricing for classes/ programs. 23
Employee Coaching & Counseling Corrective Action: If you are acting in a manner that is not in the best interest of your co-workers, the participants/members, the YMCA of Central Ohio, or your own professional growth, your supervisor may initiate efforts to improve your performance. The corrective action process is designed to assist you in this improvement. Levels of corrective action include documentation of: verbal counseling, written counseling, suspension, termination warning, and termination. These levels should not be construed as steps; staff need not begin at the first and progress through each level. The selection of initial action level, and speed of progression is determined by the severity of the issue, and the efforts you make to improve.
Concern Resolution Procedure (CRP): If there is an aspect of your employment situation that you believe to be unjust, you may initiate the CRP. This procedure begins by discussing the situation with your immediate supervisor. If the situation is unresolved, you should discuss it with the next level of supervision. The process of discussing the situation may continue with each level of supervision, up to the chief executive officer (CEO). Concerns presented to the CEO should be made in writing. Any decision made by the CEO will be final and binding to all concerned parties. In most situations, you will be able to solve the problem by talking with your supervisor. In some cases, however, you may prefer to discuss a situation with human resources. Your ability to do so will be supported by all members of the management staff.
Terminable Conduct: Reasonable work rules of conduct are necessary for the orderly and efficient operation of any organization. It is an obligation of all employees to conduct their behavior sensibly, thus ensuring that the YMCA will be a better place for all of us to work. The following list is intended to be representative of acts of misconduct. Since the definition of every possible act of misconduct is not practical in this handbook, this list is not all-inclusive, and violation of any of the policies contained in this handbook could also result in termination. Being party to a commission of any of the following acts, or any other acts that are not in the best interest of the YMCA of Central Ohio, shall be sufficient grounds for disciplinary action up to and including immediate discharge.
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1. Refusing to perform assigned work or follow directives from a supervisor, or interfering with supervision, i.e. insubordination. 2. Possessing or using alcohol, drugs, or any weapon on the grounds or in the buildings/program sites of the YMCA. 3. Sleeping during working hours. 4. Committing theft or removing from the premises any item or property of the YMCA, a member, participant or co-worker without proper authorization. The YMCA reserves the right to prosecute persons who commit theft. 5. Disclosing personal and/or confidential information concerning a member, participant or staff person without proper authorization. 6. Intentionally misusing or damaging the property of the YMCA, a member, participant, or co-worker. 7. Threatening, coercing, or maliciously interfering with fellow employees during working hours or on YMCA property. 8. Restricting work or encouraging other employees to restrict work or to stay off or leave sick. 9. Acting immorally or indecently on the grounds or in the buildings, vehicles, or program areas of the YMCA. 10. Partaking in any inconsiderate verbal or physical or abusing a member, participant, or co-worker. 11. Misrepresenting your own or another employee’s hours worked. 12. Falsifying or attempting to falsify a document of any kind. 13. Being convicted of a criminal offense that would disqualify you from employment at the YMCA of Central Ohio. 14. Misrepresenting a claim for sick leave or leave of absence. 15. Instigating a fight or fighting during working hours, or on the grounds or in the buildings, vehicles, or program areas of the YMCA. 16. Accepting remuneration directly from members, participants, or residents in exchange for YMCA property or services rendered while fulfilling YMCA employment duties. 17. Violation of the YMCA Code of Conduct. 18. Failure to adhere to the Employment Policies outlined in this Handbook. This provision does not alter the fact that all employment at YMCA is at-will and for no set period of time, and can be modified or terminated, with or without
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cause and with or without prior notice at any time, at the option of either you or the YMCA of Central Ohio.
Separation from Employment Naturally, we regret to see anyone leave the employ of the YMCA of Central Ohio, but we also realize that separations from employment are often in the best interest of either you or the YMCA of Central Ohio. If you are a full time employee, you will be paid any earned and unused vacation time if you leave our employ. Vacation time will be paid to you through regular pay schedules. If you are leaving the employ of the YMCA and you are an hourly employee, we would like to ask you to provide written notice of your intent to leave 2 weeks in advance; we ask to receive 30 days notice for exempt staff. If the YMCA ends your employment with us though no fault of your own, we will extend the same courtesy.
Exit Interview: If you have resigned your position, you are encouraged to either schedule an exit interview with the Human Resources Department, or complete and return the exit survey that is mailed to your home.
Changes to this Handbook Changes may be made to the policies/procedures contained in this handbook at any time without prior notice. 26
OUR PROMISE
The Y is a powerful association of men, women and children of all ages and from all walks of life joined together by a shared passion: to strengthen the foundations of community.
OUR VALUES
Our core values unite us as a movement with a common cause. They are the shared beliefs and essential principles that guide our behavior, interactions with each other and decision-making. The four values of the Y: Caring: Show a sincere concern for others Honesty: Be truthful in what you say and do Respect: Follow the golden rule Responsibility: Be accountable for your promises and actions
YMCA of Central ohio mission To serve the whole community through programs expressing Judeo-Christian principles that build a healthy spirit, mind and body.