Staff Handbook

Revised 2020

For use in congregations of

The Episcopal Diocese of Western New York

www.episcopalwny.org

THE EPISCOPAL DIOCESE

Western New York

Staff Member Handbook

Prepared by

HR One

220 West Manlius Street · P.O. Box 118

East Syracuse, New York 13057

Telephone: 315.463.0004

www.peopletopayroll.com

HR One, E. Syracuse, New York.

This staff member handbook is copyrighted material and is intended only for the internal use of the Church. The Church may copy this

staff member handbook for distribution to its staff members. The contents of this staff member handbook may not be copied or

reproduced in any form or by any means for any other individual or organization without the prior written permission of HR One.

The Episcopal Church of Western New York

STAFF MEMBER HANDBOOK

TABLE OF CONTENTS

100 INTRODUCTION -------------------------------------------------------------------------------- 100-1

101 Definitions -------------------------------------------------------------------------------------- 100-1

102 Staff Member Handbook Disclaimer ---------------------------------------------------- 100-1

103 Purpose of Staff Member Handbook ---------------------------------------------------- 100-2

104 Staff Member Handbook Revisions ----------------------------------------------------- 100-2

200 EMPLOYMENT CLASSIFICATIONS ----------------------------------------------------- 200-1

201 Full-Time Staff Members ------------------------------------------------------------------- 200-1

202 Part-Time Staff Members ------------------------------------------------------------------ 200-1

203 Per Diem Staff Members ------------------------------------------------------------------- 200-1

204 Exempt Staff Members --------------------------------------------------------------------- 200-1

205 Non-Exempt Staff Members --------------------------------------------------------------- 200-1

300 EMPLOYMENT POLICIES ------------------------------------------------------------------- 300-1

301 Employment-at-Will -------------------------------------------------------------------------- 300-1

302 Hiring Practices ------------------------------------------------------------------------------- 300-1

303 Orientation Period ---------------------------------------------------------------------------- 300-1

304 Performance Appraisals -------------------------------------------------------------------- 300-2

305 Separation from Employment ------------------------------------------------------------- 300-3

400 PERSONNEL ADMINISTRATION --------------------------------------------------------- 400-1

401 Personnel Records -------------------------------------------------------------------------- 400-1

402 Outside Requests for Information -------------------------------------------------------- 400-2

500 COMPLIANCE POLICIES -------------------------------------------------------------------- 500-2

501 Equal Employment Opportunity ---------------------------------------------------------- 500-2

502 Anti-Harassment and Sexual Harassment ------------------------------------------- 500-3

503 Continuation of Insurance Benefits (COBRA) ---------------------------------------- 500-5

504 Health Insurance Portability and Accountability Act (HIPAA) -------------------- 500-4

505 Complaint Procedure and Investigations ---------------------------------------------- 500-5

600 OPERATIONAL POLICIES ------------------------------------------------------------------ 600-1

601 Hours of Operation --------------------------------------------------------------------------- 600-1

602 Meal Periods----------------------------------------------------------------------------------- 600-1

603 Emergency Closings ------------------------------------------------------------------------ 600-2

604 Time Records --------------------------------------------------------------------------------- 600-2

605 Business Expenses -------------------------------------------------------------------------- 600-3

700 ABSENCE FROM WORK POLICIES ----------------------------------------------------- 700-1

701 Tardiness --------------------------------------------------------------------------------------- 700-1

702 Attendance ------------------------------------------------------------------------------------- 700-1

703 Jury and Witness Duty ---------------------------------------------------------------------- 700-2

704 Military and Reserve Leaves -------------------------------------------------------------- 700-3

705 Military Spousal Leave----------------------------------------------------------------------700-4

706 Family and Medical Leave Act (FMLA) ------------------------------------------------- 700-5

707 Sabbatical ------------------------------------------------------------------------------------- 700-10

708 Time Off to Donate Blood ----------------------------------------------------------------- 700-10

800 COMPENSATION ------------------------------------------------------------------------------ 800-1

801 Payroll Period and Payday ---------------------------------------------------------------- 800-1

802 Payroll Deductions --------------------------------------------------------------------------- 800-1

900 STAFF MEMBER BENEFITS --------------------------------------------------------------- 900-1

901 Staff Member Benefits Administration -------------------------------------------------- 900-1

902 Health and Dental Insurance -------------------------------------------------------------- 900-1

903 Life Insurance --------------------------------------------------------------------------------- 900-2

904 The Episcopal Church Pension Plan/Tax Sheltered Annuity -------------------- 900-3

905 Vacation Leave ------------------------------------------------------------------------------- 900-3

906 New York Paid Sick Leave ---------------------------------------------------------------- 900-4

907 Personal Leave ------------------------------------------------------------------------------- 900-6

908 Holidays ----------------------------------------------------------------------------------------- 900-7

909 Disability Coverage -------------------------------------------------------------------------- 900-8

910 Workers' Compensation -------------------------------------------------------------------- 900-8

911 Unemployment Insurance----------------------------------------------------------------- 900-10

912 Social Security ------------------------------------------------------------------------------- 900-10

913 Educational Assistance -------------------------------------------------------------------- 900-10

1000 PERSONAL CONDUCT ---------------------------------------------------------------- 1000-10

1001 Personal Appearance ----------------------------------------------------------------- 1000-10

1002 Misrepresentation ---------------------------------------------------------------------- 1000-11

1003 Confidentiality --------------------------------------------------------------------------- 1000-11

1004 Substance Free Workplace --------------------------------------------------------- 1000-12

1005 Outside Employment ------------------------------------------------------------------ 1000-13

1006 Driving on Church Business --------------------------------------------------------- 1000-13

1007 Personal Conduct ---------------------------------------------------------------------- 1000-14

1008 Corrective Discipline ------------------------------------------------------------------ 1000-15

1009 Ethics -------------------------------------------------------------------------------------- 1000-16

1010 Conviction Notification ---------------------------------------------------------------- 1000-17

1100 CHURCH PREMISES AND WORK AREAS ---------------------------------------- 1100-1

1101 Church Property -------------------------------------------------------------------------- 1100-1

1102 Personal Belongings -------------------------------------------------------------------- 1100-1

1103 Maintenance of Work Area ------------------------------------------------------------ 1100-2

1104 Parking -------------------------------------------------------------------------------------- 1100-2

1105 Smoking ------------------------------------------------------------------------------------ 1100-2

1106 Security Inspections --------------------------------------------------------------------- 1100-3

1200 SECURITY ------------------------------------------------------------------------------------ 1200-3

1201 Building Security-------------------------------------------------------------------------- 1200-3

1202 Violence in the Workplace ------------------------------------------------------------- 1200-3

1300 COMMUNICATION POLICIES --------------------------------------------------------- 1300-4

1301 Staff Member Questions and Concerns-------------------------------------------- 1300-4

1302 Staff Member Communications ------------------------------------------------------ 1300-4

1303 Use of Communications Systems --------------------------------------------------- 1300-4

1304 Social Media-------------------------------------------------------------------------------1300-3

1305 Adverse Situations and Correspondence ----------------------------------------- 1300-4

1306 Media Relations -------------------------------------------------------------------------- 1300-4

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100 INTRODUCTION

101 Definitions

For the purpose of this staff member handbook, the following terms are defined as follows:

Anniversary Date - The date of a staff member's first day of employment with the Church.

This date is used to compute certain staff member benefits.

Church – The congregation is a constituent member of The Episcopal Diocese of Western

New York.

Church Headquarters – The headquarters of the congregation is the office designated by

the vestry or mission council. The Diocesan headquarters is located at 1064 Brighton

Road, Tonawanda, NY 14150.

Communications Officer – The individual whom has been designated by the Executive to

carry out the responsibilities of the Communications Officer under these policies.

Executive – Where the Executive is solely mentioned, Executive means the Executive or

the Executive’s designee. If there is a Rector or a Vicar, then the Rector or Vicar is the

Executive. If there is neither a Rector nor Vicar, then the Wardens shall be the Executive. If

there are two Wardens, they must agree amongst themselves, which Warden will assume

the supervisory responsibilities.

Governing Board – If the congregation is a parish, the governing board is the vestry. If the

congregation is a mission, then the governing board is the Bishop’s Council.

Office Manager - The individual whom has been designated by the Executive to carry out

the responsibilities of the Office Manager under these policies.

Staff Member - An individual who is employed by the Church as a full-time, part-time, or per

diem staff member, but not an independent contractor or any individual employed by a

temporary employment agency that has been assigned to work at the Church.

Supervisor - An individual who has been designated by the congregation to assign, direct,

and/or appraise the work of a designated group of staff members. The Executive will assign

a supervisor for each designated group of staff members.

Immediate Family Member - An employee's spouse (includes same or opposite sex

spouse), domestic or same-sex partner, child, stepchild, parent, stepparent, sibling, and

stepsibling.

102 Staff Member Handbook Disclaimer

Employment Contract - Because the Church is unable to anticipate every situation or

question a staff member may have about the Church’s policies and procedures, this staff

member handbook is not all inclusive and is only a set of guidelines for management to

follow. In addition, the staff member handbook is not intended to form an express or

implied contract of employment.

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Policy Exceptions - The staff member handbook should not be interpreted as a guarantee

that the policies discussed in it will be applied in all cases. At its sole discretion, the Church

may make exceptions to its policies from time to time.

Policy Interpretation - The Church reserves the right to interpret all information presented

in this staff member handbook.

Government Regulations - In the event that a federal, state, or local regulation conflicts

with any provision contained in this staff member handbook, the regulation shall prevail and

the provision deemed amended to the extent necessary to comply with said regulation.

103 Purpose of Staff Member Handbook

Purpose - The purpose of this handbook is to familiarize staff members with the Church

and to communicate important information about many of the personnel policies that affect

employment and guide daily operations. The staff member handbook provides an overview

of the Church's policies that relate to rules, regulations, procedures, practices,

compensation, and staff member benefits.

Previous Handbook - Unless otherwise notified, this staff member handbook supersedes

and replaces any previous staff member handbook issued by the Church concerning all

policies contained herein.

Staff Member Responsibility - The staff member handbook answers many questions

about employment with the Church. Each staff member is therefore expected to read,

understand, and comply with all provisions of this staff member handbook and to retain it

for future reference.

Questions - Questions regarding any topic in this handbook should be directed to the

Executive.

104 Staff Member Handbook Revisions

Policy Statement - The Church strives to maintain up-to-date policies. As the Church

grows, new employment regulations are enacted, and technology changes, new policies

may be added or current policies may need to be modified or revoked. The Church

reserves the right to revise its policies at any time with or without cause or notice, with the

exception of the employment-at-will policy.

Policy Updates - When the Church adds, revises, or revokes a policy, staff members are

generally notified of the change and the new/revised policy is distributed to staff members

for their records. A staff member is responsible for updating the staff member’s copy of the

staff member handbook with any new or revised policies that the Church disseminates.

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200 EMPLOYMENT CLASSIFICATIONS

Policy Statement - Each staff member is classified as full-time, part-time, or per diem. Each

position is also designated as exempt or non-exempt from federal and New York State minimum

wage and overtime provisions. Staff members are notified of their employment classification and

exempt/non-exempt status at the time of hire and if changed during employment.

For the purpose of this staff member handbook, the following terms are defined as follows:

201 Full-Time Staff Members

A full-time staff member is a staff member who is regularly scheduled to work 40 hours or

more per week.

202 Part-Time Staff Members

A part-time staff member is a staff member who is regularly scheduled to work less than 40

hours per week.

203 Per Diem Staff Members

A per diem staff member is a staff member who is hired by the Church to supplement its

workforce on an as needed basis. A per diem staff member may work varying hours each

day or week based on the needs of the Church.

204 Exempt Staff Members

An exempt staff member is a staff member who qualifies for an exemption from federal and

state minimum wage and overtime provisions as an executive, administrative, professional,

computer, or highly compensated staff member. In accordance with such regulations, an

exempt staff member is not eligible for overtime compensation. To qualify for one of these

exemptions, a staff member must generally be paid on a salary basis as defined by the Fair

Labor Standards Act (FLSA), earn a salary or fee stipulated in the regulations, and meet

certain tests relating to job duties.

205 Non-Exempt Staff Members

A non-exempt staff member is a staff member who is subject to federal and state minimum

wage and overtime provisions. In accordance with such regulations, a non-exempt staff

member is paid a wage stipulated in the regulations and is compensated for overtime when

more than 40 hours are worked during a workweek.

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300 EMPLOYMENT POLICIES

301 Employment-at-Will

Policy Statement - The Church follows the practice of employment-at-will. The Church

does not promise or guarantee employment for any specified period of time. Either a staff

member or the Church may end the employment relationship at any time for any reason

with or without cause or notice.

Letters of Agreement- A supervisor does not have the authority to enter into a verbal or

written employment contract with an applicant or staff member. A letter of agreement must

be in writing and signed by both the Executive and the staff member and approved by the

congregation’s Governing Board. No other oral or written statements or representations can

limit the Church's right to terminate employment at-will. A letter of agreement shall not

conflict with this staff handbook unless the handbook explicitly allows the letter of

agreement to take precedence. However, in the case of a letter of agreement for a Rector

or a Vicar, the agreement may vary from the handbook if the agreement is also signed by

the Bishop.

302 Hiring Practices

Policy Statement - The Church has implemented policies and procedures to address the

hiring of former staff members, individuals under age eighteen, and relatives of current staff

members.

Former Staff members - A former staff member may be considered for re-employment

with the Church based on the reason for the previous separation and the Church's current

business needs. A staff member who resigns without giving or completing the requested

notice or who is terminated for misconduct is generally not considered for re-employment.

For the purpose of seniority and paid leave benefits, credit for prior service is granted to an

individual who is rehired within six months from the most recent date of separation and who

had completed at least five years of continuous service with the Church prior to the

separation.

Relatives - A member of a staff member's immediate family may be considered for

employment if the individual possesses the minimum qualifications required for the position.

However, in order to avoid an actual or perceived conflict of interest, the lines of

supervision must be clear and approved by the Church Council.

303 Orientation Period

Policy Statement - All new staff members participate in an orientation period that is

conducted by the staff member's supervisor and various Church representatives. The

purpose of the orientation period is to welcome new staff members and to familiarize them

with the Church and their jobs. It also gives a staff member's supervisor the opportunity to

evaluate the staff member's job performance and potential for development in the position.

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Length - The orientation period generally extends for up to the first six months of

employment. The Church reserves the right to extend or shorten the orientation period at

its sole discretion.

Topics Covered - The orientation period generally consists of, but is not limited to, a tour

of the facility, distribution and review of this staff member handbook, and enrollment in

Church-sponsored benefits, if applicable. In addition, the staff member's supervisor is

responsible for introducing the staff member to coworkers, scheduling on-the-job training,

and reviewing the job description and performance requirements of the position.

Performance Appraisal - Throughout the orientation period, the staff member's supervisor

monitors and evaluates the staff member's job performance, work habits, attendance,

cooperation, and potential for development in the position. Any problems or deficiencies

are normally addressed with the staff member. A formal performance appraisal is generally

conducted at the completion of the orientation period to ensure that the staff member has

received the necessary training and has the basic skills needed to perform the duties of the

position. The supervisor also determines if continued employment is appropriate.

Employment Contract - The orientation period is not a contract of employment for any set

period of time nor does completion of the orientation period change a staff member's status

as an at-will staff member.

304 Performance Appraisals

Policy Statement - The Episcopal Church has implemented a Mutual Ministry Review

Process to evaluate the congregation’s effectiveness in pursuit of its mission in ministry.

The congregation periodically evaluates each staff member's job performance. The

purpose of the program is to recognize a staff member's achievement of established

performance standards and goals, identify and correct performance problems, encourage

career development and growth, and set goals for the next appraisal period. A staff

member's job description may be reviewed and updated, if applicable. A staff member is

encouraged to address any questions, concerns, or suggestions with the staff member’s

supervisor.

Performance Appraisal Criteria - The performance appraisal generally takes into

consideration the quality and quantity of a staff member's work, job knowledge, initiative,

attendance, teamwork, conduct, and other criteria that properly reflects the staff member's

job performance.

Frequency - Formal performance appraisals are generally conducted on the employee’s

anniversary date. In addition, informal performance discussions occur on an as needed

basis throughout the year.

Leaves of Absence - The annual performance appraisal is based on 12 months of active

service. If a staff member's service with the Church is interrupted by a leave of absence or

temporary layoff, the performance appraisal is generally not conducted during the 1

quarter but may be delayed by the length of the absence.

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305 Separation from Employment

Notice of Resignation - A staff member who elects to resign or retire from employment

with the Church is asked to submit a written notice to the staff member's supervisor at least

two workweeks before the date of resignation/retirement is to be effective. If a staff member

provides more notice than requested, the Church will determine whether the additional

notice is necessary for efficient operations. The resignation letter should include the reason

for resigning and the exact date it is to take effect.

A staff member is generally not allowed to rescind a verbal or written notice of resignation

once it has been submitted to the staff member’s supervisor.

Use of Paid Benefits - A staff member does not generally receive authorization to use

credited, unused vacation and/or personal leave during the notice period unless the time off

was approved before the Church received the notice of resignation. This may be

negotiated at the discretion of the Executive. To receive paid sick leave during the notice

period, a staff member may be required to provide verification of the illness from the staff

member's health care provider.

Exit Interviews - Exit interviews are conducted in order to discuss cancellation of staff

member benefits, COBRA eligibility, return of Church property, and/or the Church's policy

regarding employment references. The exit interview also provides a staff member the

opportunity to ask any employment-related questions and give suggestions, concerns, and

constructive recommendations about the Church and its policies.

Return of Church Property - All Church property in the staff member's possession, such

as, but not limited to, the staff member's copy of this staff member handbook, lap top, palm

pilot, cell phone, keys, parish records, and computer disks must be returned to the staff

member's supervisor in good working order when requested, but no later than the staff

member's last day of work. If a staff member fails to return any Church property, the

Church may initiate legal proceedings.

Credited Benefits - Refer to Section 900 to review the Vacation Leave, Sick Leave, and

Personal Leave policies for information regarding payment for benefits at the time of

separation from the Church.

Final Paycheck - A staff member's final paycheck for all hours worked is provided on the

next regularly scheduled payday after the staff member's last day of work.

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400 PERSONNEL ADMINISTRATION

401 Personnel Records

Policy Statement - Each staff member is responsible for completing any employment-

related forms that are required by government regulation or necessary for efficient Church

operations. The Church maintains records and/or confidential personnel files on staff

members, former staff members, and applicants in accordance with government record

keeping and reporting requirements. Disclosure of confidential or sensitive information via

any app or text message is prohibited – including taking or sending pictures of such

information.

Records Maintained - The records maintained by the Church include, but are not limited

to: the Application for Employment Form, federal and state tax withholding forms, insurance

enrollment/waiver forms, job required licenses and certificates, training records,

performance appraisals, compensation records, and disciplinary notices.

Medical Information - Staff member medical information is confidential and is maintained

separately from staff member personnel files. These files are locked at all times.

Immigration Forms - A staff member must complete an Immigration and Naturalization

Service I-9 Form on the first day of work. I-9 Forms are confidential and are maintained

separately from staff member personnel files in a secure location.

Control of Personnel Files - All personnel records, medical information, and I-9 Forms are

maintained and controlled by the Office Manager.

Review of Personnel Files - Access to personnel files is limited. A supervisor may only

review a staff member's personnel file if there is a business reason to review the record. A

current staff member may not review the contents of the staff member’s own personnel file.

The personnel file is the property of the Church.

Changes in Status - A staff member is responsible for ensuring that the Church receives

all information needed to maintain up-to-date personnel records. A staff member must

provide written notification to the Office Manager of a change in name, address, telephone

number, emergency contact, insurance beneficiary, insurance enrollees, tax withholding

status, or marital/dependent status. This list is not all-inclusive. The Church is not

responsible for any errors resulting from a staff member’s failure to inform the Church of

changes in this information in a timely manner.

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402 Outside Requests for Information

Policy Statement - All requests for information from outside the Church regarding current

and former staff members must be referred to the Office Manager. No other supervisor or

staff member is authorized to provide reference or other information to any outside source.

The Church is not responsible for information provided by an unauthorized staff member.

Employment Verification - If the Church receives an outside request for employment

verification of a current or former staff member, the Office Manager will verify dates of

employment and position(s) held without the signed consent of the individual.

Reference Requests - Outside requests for reference information regarding current and

former staff members must be submitted to the Office Manager in writing. The request must

include the signed consent of the current/former staff member as well as a signed release

or Hold Harmless Agreement.

Reference Letters - The Executive must review and approve any reference letter (i.e.,

letter of recommendation) written by a supervisor regarding a current or former staff

member. A copy of the letter must be maintained in the individual’s personnel file.

Exceptions - The Church does not guarantee that it will release employment-related

information to an outside source even with written consent of the current/former staff

member. Exceptions to this policy are made only if the Church is legally required to provide

the information by court order or subpoena.

500 COMPLIANCE POLICIES

501 Equal Employment Opportunity

Policy Statement - The Church is an Equal Opportunity Employer. The Church does not

unlawfully discriminate on the basis of a person's race, religion, creed, color, sex, age,

national origin, marital status, pregnancy, veteran status, arrest/conviction record, disability,

genetic predisposition or carrier status, sexual orientation, or any other protected class or

status. Likewise, the Church prohibits vendors, suppliers, visitors, parishioners, and any

other non-staff member from discriminating against staff members based on these

protected groups. This policy applies to all terms and conditions of employment including,

but not limited to, recruiting, hiring, placement, termination, layoff, leave of absence,

compensation, benefits, training, and social and recreational programs.

New York State Labor Regulations - In compliance with NYS labor regulations, The

Church will not discriminate or retaliate against an employee who requests or takes time off

to donate blood or vote, displays an American flag on the employee’s person or work area,

or expresses milk during the workday.

New York State Human Rights and Labor Regulations - In compliance with New York

State human rights and labor regulations, the Church will not discriminate or retaliate

against an employee or intern for opposing prohibited practices or for filing a complaint,

testifying or assisting in a proceeding brought under the New York State Human Rights

Law, including, any of the following:

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· Requesting or taking lactation breaks;

· Donating blood;

· Requesting or taking time off from work to vote;

· Displaying an American flag on the employee’s person or in the employee’s work

area;

· Engaging in lawful, leisure-time recreational activities outside of working hours for

recreational purposes (e.g., sports, games, hobbies);

· Being a member in a union;

· Participating in political activities outside of working hours;

· Legally using consumable products during non-working hours unless it violates the

Church’s substance free workplace policy; or

· Being a victim of a crime and requesting time off from work to appear in court as a

witness, to consult with a district attorney, or to obtain an order of protection.

Diversity and Fair Treatment - The Church recognizes the rich diversity of its staff

members and the varying cultures, backgrounds, and experiences they each bring to the

workplace. The Church is committed to maintaining and promoting a work environment

where staff members' similarities and differences are respected and valued. The Church

however may take into consideration the staff member’s call to the common mission of the

Church. A staff member is expected to treat coworkers, parishioners, vendors, suppliers,

and other non-staff members with fairness, dignity, and respect. The Church prohibits a

staff member from engaging in any form of discrimination, harassment, or other offensive

behavior targeted towards an individual based on any of the protected groups listed above.

Reasonable Accommodation – The Church does not discriminate against qualified

individuals with disabilities who, with or without reasonable accommodation, can perform

the essential functions of the employment position held or desired. The Church will provide

a reasonable accommodation to an employee or applicant with a disability, unless it

imposes an undue hardship on the Church. An employee who believes an accommodation

is needed to perform the essential functions of the employee's job should contact the

Executive. If the need for accommodation is not obvious, the Church may require medical

documentation verifying the existence of a disability and the reason(s) why the requested

accommodation is needed. When more than one accommodation would benefit an

employee, the Church reserves the right to choose the accommodation that is less costly or

that is easier to provide.

Complaint Procedure - A staff member who believes that the actions or words of a staff

member or non-staff member have violated this policy is required to report the behavior to

the Executive immediately. Refer to Policy 505 Complaint Procedure and Investigations for

information regarding how to file a complaint.

Policy Violations - Any staff member who violates this policy will be subject to disciplinary

action, up to and including termination. Any vendor, supplier, visitor, parishioner, or other

non-staff member who violates this policy will be subject to remedial action, as determined

by management.

502 Anti-Harassment and Sexual Harassment

Policy Statement - The Church is committed to creating and maintaining a community in

which all persons who participate in Church programs and activities can work together in an

atmosphere free from any form of harassment, including sexual harassment. The Church

takes all necessary measures to prevent sexual harassment or, in the event it

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occurs, to stop the conduct immediately. The congregation uses the diocesan process to

deal with questions relating to sexual harassment.

Sexual Harassment Definition - The Equal Employment Opportunity Commission

(EEOC) defines sexual harassment as unwelcome sexual advances, requests for sexual

favors, and other verbal or physical conduct of a sexual nature to an individual of the same

or opposite gender when:

· Submission to such conduct is made either explicitly or implicitly a term or condition of

an individual's employment; or

· Submission to, or rejection of, such conduct by an individual is used as the basis for

employment decisions (e.g., promotion, termination, pay increase) affecting that

individual; or

· Such conduct has the purpose or effect of unreasonably interfering with an individual's

work performance or creating an intimidating, hostile, or offensive working environment.

Prohibited Behavior - Unprofessional, inappropriate, or offensive conduct committed by a

supervisor, coworker, vendor, supplier, visitor, parishioner, or any other non-staff member

is prohibited, even if the conduct is welcome by the recipient(s). Prohibited conduct

includes, but is not limited to:

· Insulting, lewd, or sexually oriented comments, jokes, slurs, innuendoes, or stories.

This includes verbal harassment as well as written, recorded, and electronically

transmitted material;

· Demeaning, insulting, or sexually suggestive comments used to describe an

individual or the individual's appearance or body;

· Leering, ogling, obscene gestures or sounds, or whistling;

· Unwelcome sexual flirtations, advances, propositions, or demands for sexual

favors;

· Unwelcome physical contact, including touching, groping, grabbing, hugging,

massaging, fondling, petting, pinching, or intentionally rubbing up against a person's

body;

· Viewing, displaying, storing, or transmitting sexually oriented or pornographic

materials; and

· A supervisor threatening or implying that a subordinate's acceptance or refusal of

the supervisor's sexual advances will affect the subordinate's terms or conditions of

employment (e.g., promotion, demotion, pay increase, termination).

Supervisory Responsibility - A supervisor is responsible for providing a work

environment that is free from unsolicited, unwelcome, and intimidating behavior, including

behavior of a sexual nature. A supervisor is required to take immediate and appropriate

corrective action in the event the supervisor is a witness to, or becomes aware of, any

violations of this policy. The supervisor is also responsible for immediately notifying the

Executive of any policy violations.

Complaint Procedure – An employee or intern who believes that he or she is the victim of

harassment is required to report this behavior to the diocesan designee immediately. Refer

to the diocesan web site for information regarding how to file a complaint and the

investigation procedures.

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Policy Violations – An employee who violates this policy will be subject to disciplinary

action, up to and including termination. Any vendor, supplier, visitor, parishioner, member

of the clergy or other non-staff member who violates this policy will be subject to remedial

action, as determined by the diocesan policy. There will be no retaliation of any employee

or intern that reports or participates in an investigation of such violations.

503 Continuation of Insurance Benefits (COBRA)

Policy Statement - The Consolidated Omnibus Budget Reconciliation Act, commonly

referred to as COBRA, and New York State insurance regulation give employees and

covered dependents the opportunity to continue their group health coverage at group rates

after coverage would normally be lost due to any of the following qualifying events:

· Employee’s separation from employment for reasons other than gross misconduct;

· Employee’s reduction in work hours;

· Employee’s legal separation or divorce;

· Employee’s entitlement to Medicare;

· A dependent’s loss of dependent child status under the plan; or

· Death of the employee.

Eligibility - An individual is considered a “qualified beneficiary” who is eligible for COBRA

continuation coverage if the individual is covered under a group health plan on the day

before a qualifying event as either a covered staff member, the spouse of a covered staff

member, or a dependent child of a covered staff member. A child who is born to, or placed

for adoption with, the covered staff member during a period of COBRA coverage is also a

qualified beneficiary.

Cost - A qualified beneficiary who elects COBRA is responsible for the entire cost of the

insurance premiums. The Church may also charge a 2% administrative fee.

Marketplace Options – Instead of enrolling in COBRA continuation coverage, other health

coverage alternatives may be available to you through the Health Insurance Marketplace

where you may be able to get coverage that costs less than COBRA continuation

coverage. For more information about health insurance options available through a Health

Insurance Marketplace, visit www.healthcare.gov or call 1-800-318-2596.

Maximum Continuation Period for Group Medical Insurance - Each qualified

beneficiary has the option of electing medical insurance continuation coverage for up to 36

months, regardless of the qualifying event.

Maximum Continuation Period for Group Dental Insurance - Each qualified beneficiary

has the option of electing dental insurance continuation coverage for up to 18 or 36

months, depending on the specific qualifying event.

Additional Information - Qualified beneficiaries receive detailed information about their

right to COBRA continuation coverage at the time they enroll in the group health plan and

at the time of a qualifying event.

Change in Status - A covered staff member or qualified beneficiary must provide written

notice/submit a completed Notice of Qualifying Event Form to the Plan Administrator when

there is a legal separation, divorce, loss of dependent status, or social security disability

determination. The Plan Administrator must also be notified if a second qualifying event

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occurs which could extend the continuation coverage. Notification must generally be

provided no later than 60 days from either the date of the qualifying event or the date the

qualified beneficiary would lose coverage due to such event. The Church is not

responsible for errors in coverage that result due to a staff member's failure to provide

timely notification to the Church of such an event.

Questions - A staff member may obtain further information regarding COBRA in the plan’s

Summary Plan Description (SPD) or by contacting the Plan Administrator.

504 Health Insurance Portability and Accountability Act (HIPAA)

Policy Statement - The Church complies with all regulations pertaining to the Health

Insurance Portability and Accountability Act (HIPAA), both in its role as an employer and as

a plan sponsor. It is the policy of c/n to ensure, to the extent possible, that PHI is not

intentionally or unintentionally used or disclosed in a manner that would violate the HIPAA

Privacy Rule or any other federal or state regulation governing confidentiality and privacy of

health information. All documents containing PHI will be stored appropriately to reduce the

potential for incidental use or disclosure. Documents will not be accessible to any

unauthorized staff. The Church provides benefits to eligible staff members through a fully-

insured health insurance plan. The Church does not receive Protected Health Information

(PHI) about participants in the plan.

Plan Sponsor Responsibilities - As a plan sponsor, the Church ensures that the

insurance carriers and third party administrators it contracts with are in compliance with the

HIPAA regulations.

Medical Certificate - A written certificate indicating prior health insurance coverage is

provided to a participant in the Church's health insurance plan at the time health coverage

is lost, when a COBRA notice is sent, and at any time a request is received within 24

months of losing coverage.

Retaliation - The Church will not retaliate against any staff member for exercising the staff

member’s rights under the HIPAA regulations.

Confidential Communications - A staff member may request that all medical-related

communications with the Church be handled in a certain way or at a certain location by

notifying the Office Manager. All reasonable requests will be accommodated.

505 Complaint Procedure and Investigations

Policy Statement - The Church takes all complaints of discrimination, harassment, sexual

harassment, unfair treatment, and retaliation seriously. A comprehensive complaint

procedure has been developed to address any complaints received from staff members

and non-staff members.

Reporting Policy Violations – An employee or intern who believes that the actions or

words of a supervisor, coworker, vendor, supplier, visitor, parishioner, member of the clergy

or any other non-staff member has violated the Church’s Equal Employment Opportunity,

Sexual Harassment, Americans with Disabilities Act, and/or Diversity and Fair Treatment

policy is required to report the behavior to the Executive for referral to a case manager.

Investigation of Complaint - All complaints received are investigated promptly,

thoroughly, and in as impartial a manner as possible. An investigation generally involves

talking with the parties involved as well as any witnesses. All staff members are required to

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cooperate in an investigation.

Confidentiality - A staff member's confidentiality will be protected to the greatest extent

possible, consistent with conducting a full investigation. However, the Church cannot

guarantee complete confidentiality.

Retaliation by the Church – The Church will not retaliate, intimidate, threaten,

discriminate, or otherwise take any adverse employment action against an employee or

intern who files a complaint, testifies, or assists in any complaint made under this policy

or with a court or government agency. In addition, the Church will not retaliate against

an employee or intern for opposing any practices that are prohibited under any federal or

state employment regulation.

Retaliation by Employees - The Church prohibits an employee from intimidating,

threatening, or retaliating against a coworker or non-employee for filing a complaint

and/or participating in an investigation.

Policy Violations - Any staff member who violates the Church’s Equal Employment

Opportunity, Sexual Harassment, ADA, or Diversity and Fair Treatment policy or who

retaliates against a coworker or non-staff member will be subject to disciplinary action, up

to and including termination.

Remedial Action - Any vendor, supplier, visitor, parishioner, or other non-staff member

who violates this policy will be subject to remedial action, as determined by the Executive.

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600 OPERATIONAL POLICIES

601 Hours of Operation

Regular Hours - Regular hours of operation for the Church office are Monday thru Friday

8:30am to 4:30pm

Department Hours - The regular workdays and hours of each department may vary from

the Church's normal business hours, depending upon the particular needs and

requirements of that department.

Summer Hours - Summer hours are Monday thru Thursday 8:30am to 4:30pm and closed

on Friday. Memorial Day thru Labor Day. Subject to change by Bishop.

602 Meal Periods

Observance of Meal Periods - In accordance with New York State regulations, a staff

member who works more than six hours in a given day is required to take a thirty-minute

meal period and two fifteen minute break periods. A staff member is not allowed to work

through the meal period to make up lost work time or to leave work early. In addition, the

meal period may not be taken at the end of a staff member's workday in order to leave work

before the normal quitting time. Meal periods are not paid time.

Lactation Breaks - A nursing female staff member will be granted time off for lactation

purposes during the workday for up to three years after the birth of a child. The Church will

make a reasonable effort to provide the staff member with a private room or other location

in close proximity to the work area. A staff member must use her authorized meal period,

whenever possible. The Church will allow a staff member to extend her authorized meal

period or will grant an additional break period, if needed to express milk. Any break period

of less than 30 minutes will be paid.

Extension of Meal Periods - Staff members should be punctual in starting and ending all

meal and break periods. A staff member may not extend a meal or break period beyond

the time allowed unless prior approval is obtained from the staff member’s supervisor.

Changes in Meal Periods - The Church reserves the right to change the length and time

period of established meal due to operational needs.

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603 Emergency Closings

Policy Statement - It is the policy of the Church to remain open during all normally

scheduled work hours. However, there may be times when inclement weather, power

failure, or another similar emergency requires the Church to open late, close early, or shut

down for an entire workday.

Notification – The Church office follows the local school system’s closing for inclement

weather: if the local schools are closed due to inclement weather, then the Church office

will be closed for that day.

Inclement Weather - During periods of inclement weather, staff members should use their

own discretion in determining if they can safely commute to work. When the Church has

not officially shut down operations, a staff member who does not report to work or requests

to arrive at work late or leave work early must obtain prior authorization from the staff

member’s supervisor in accordance with the Church's notification policy (See Section 700

Attendance). Credited, unused vacation or personal leave must be taken, if available.

Otherwise, the time off is without pay for non-exempt staff members. If an exempt staff

member has no paid leave benefits available, the staff member will only be docked if a full

workday is taken.

Compensation for Exempt Staff members - Exempt staff members receive their regular

salaries when the Church officially opens late, shuts down early, or closes for any partial

workweeks due to an emergency closing. Exempt staff members are not paid if the Church

is closed for an entire workweek or longer.

Compensation for Non-Exempt Staff members - When the Church officially opens late,

closes early, or closes for an entire workday due to an emergency closing, non-exempt

staff members are paid for the hours they would have normally worked on that workday.

Compensation for Staff members On Scheduled Leave - A staff member who is out of

work on sick, vacation, or personal leave during an emergency closing will be charged such

leave as scheduled.

604 Time Records

Policy Statement - Federal and state employment regulations require the Church to

maintain accurate records of staff member work hours. Accurate time records allow the

Church to calculate each staff member's compensation for time worked and authorized

paid leave taken in a given workweek. Time worked is all time actually spent on the job

performing assigned duties.

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605 Business Expenses

Policy Statement - The Church reimburses staff members for pre-authorized business

expenses that are incurred in the performance of their jobs. These expenses include, but

are not limited to, mileage, highway tolls, parking fees, airfare, meals, lodging, and training

and membership fees. A staff member is expected to limit all business expenses to

reasonable amounts.

Seminars, Training, and Conferences - A staff member may submit a written request to

the Executive to attend a work-related seminar, training, or conference. In addition,

mandatory seminars, training, and certification programs may be required on an individual

or group basis to improve job performance or to prepare a staff member for increased

responsibilities. All registration and course fees as well as business travel expenses are

reimbursed for authorized attendance.

Professional and Trade Association Membership - The Church will consider paying for

the cost of a staff member’s membership in a professional or trade association that

promotes the Church's goals and is directly related to the staff member's job.

Procedures for Reimbursement - A completed and signed Expense Reimbursement

Form must be submitted to the Finance Department on a monthly basis for all business

expenses incurred during the previous month. All required documentation and receipts

must be submitted in order for the business expense to be processed.

Falsification of Expenses - Falsification of and/or any attempt to falsify business

expenses may result in disciplinary action, up to and including termination.

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700 ABSENCE FROM WORK POLICIES

Policy Statement - In order to maintain a productive work environment, staff members are

expected to work all scheduled work hours and to keep unscheduled absences to a minimum.

Poor attendance, tardiness, and early departures place a burden on the Church, other staff

members, parishioners and members of the clergy

701 Tardiness

Notification of Tardiness - A staff member is expected to be at their assigned work area

ready to begin work at the time the staff member's workday begins. A staff member who is

going to be late arriving at work must personally notify the office before the staff member’s

scheduled starting time. If no one answers the Church office telephone, then a message

should be left in the general office mailbox. The reason for tardiness and the expected time

of arrival must be indicated.

Unexcused Tardiness - Notification of tardiness to a staff member's supervisor does not

automatically mean the time off is authorized. Any time off from work that is without

supervisory approval is considered unexcused. A non-exempt staff member who arrives at

work late or leaves work early is not paid for the time not worked.

Policy Violations - Unexcused tardiness and other violations of this policy may result in

disciplinary action, up to and including termination. In addition, any staff member who has

a record of tardiness or who develops a pattern of tardiness, even if excused, may be

subject to disciplinary action, up to and including termination.

702 Attendance

Unscheduled Absences - A staff member who is unable to report to work due to illness, a

family emergency, or other unscheduled reason must personally contact the office before

the staff member's scheduled starting time. If no one answers the office telephone, then a

message should be left in the general mailbox indicating the reason for your absence.

Asking a relative, friend, or another person to call in on the staff member's behalf is not

permitted. Notification requirements may be waived in cases of emergency.

Unexcused Absences - Notification of an absence to a staff member's supervisor does

not automatically mean the absence is authorized. Any time off from work that is without

supervisory approval is considered an unexcused absence. An unexcused absence is

without pay for non-exempt staff members.

Daily Notification - If a staff member is unable to report to work for more than one

workday, the staff member must personally notify the staff member’s supervisor each day

of the absence, unless the absence was pre-authorized.

Failure to Call in or Report to Work - A staff member who does not report for work or

notify the office of the staff member’s absence for two consecutive workdays will be

considered job abandonment.

Documentation of Absences - A staff member who has frequent absences may be

required to provide documentation of the reason for any future absences.

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Time Off Without Pay - A staff member must use all credited, unused vacation, and/or

personal leave before requesting time off without pay. Sick leave must also be used for

any time off due to illness of the staff member or a member of the staff member's

immediate family. If an exempt staff member has no paid leave benefits available, the staff

member’s pay is docked only if a full workday is taken. Exempt staff members are

generally not docked for partial day absences. At the Executive’s discretion, requests for

unpaid time off may be denied.

Policy Violations - Violations of this policy may result in disciplinary action, up to and

including termination. This includes falsification of the reason for absence, unexcused

absence(s), a record of excessive absences or early departures, or a pattern of

absenteeism, even if excused.

703 Jury and Witness Duty

Policy Statement - Staff members are encouraged to fulfill their civic responsibilities and

are granted time off to serve on jury duty or to appear as a witness in a criminal proceeding

in accordance with federal and state regulations.

Notification Requirements - When a staff member receives notice to report for jury duty

or a subpoena to testify as a witness, a copy of the notice/subpoena should immediately be

submitted to the staff member’s supervisor.

Compensation for Exempt Staff members - An exempt staff member is paid the staff

member's regular salary for the first ten (10) days of jury duty, provided the staff member is

scheduled to work for the Church on those days. Thereafter, in accordance with federal

regulations, an exempt staff member who serves as a juror or witness is paid the staff

member's regular salary for working any partial workweeks but is not paid for any

workweeks in which no work is performed for the Church.

Compensation for Non-Exempt Staff members - A non-exempt staff member who is

required to report for jury duty on a regularly scheduled workday is paid for the staff

member's normally scheduled work hours at the staff member's base rate of pay, up to a

maximum of ten days. Thereafter, a non-exempt staff member is no longer paid by the

Church but is entitled to any stipend paid by the court. Time off for witness duty is without

pay.

Verification of Service - A staff member must provide written verification from the court

noting the date(s) and time(s) served as a juror or witness in order to receive payment from

the Church.

Return to Work - A staff member who is excused from court for the entire day must report

to work for the staff member's scheduled work hours. If a staff member is released early

from jury or witness duty on a given day, the staff member must report to work.

Accrual of Benefits - The Church will continue to provide health, dental, and life insurance

benefits for an eligible staff member during time spent as a juror or witness. All staff

member contributions, if any, must be paid on a timely basis in order to maintain the

continuous coverage of benefits. Vacation, sick, and personal leave and holiday benefits

also continue to accrue.

Rescheduling of Jury Duty - The Church reserves the right to request that a staff member

seek to have the jury duty rescheduled.

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704 Military and Reserve Leaves

Policy Statement - The Church recognizes the importance of military service and complies

with all federal and state regulations relating to military leaves of absence, encampment,

and temporary military duty. The Church shall grant a staff member time off for active duty

in the Army, Navy, Marine Corps, Air Force, Coast Guard, Public Health Service

commissioned corps, the military reserves, Army National Guard, and Air National Guard.

In accordance with New York State regulation, a leave of absence will also be granted to a

staff member whose spouse is on leave from the military under specified circumstances as

described below.

Notification - A staff member is required to give advance notice to the staff member’s

supervisor of the dates of military service unless unable to do so because of military

necessity or if it is otherwise impossible or unreasonable to do so. A staff member is asked

to give as much notice as possible. A staff member requesting a leave of absence due to a

spouse being on military leave should request leave in accordance with the Church’s leave

of absence policy (See Leaves of Absence Policy below).

Benefits during Leave - During a military leave, a staff member retains and accrues any

Church-sponsored benefits that are tied to seniority. This means there is no break in

service for pension purposes. The staff member is also allowed to participate in the health

insurance plan and other Church-sponsored benefits that are not determined by seniority to

the same extent as a staff member who is granted a FMLA or leave of absence (See

Section 700 Family and Medical Leave Act and Leaves of Absence Policies), so long as the

staff member meets the eligibility requirements of each benefit plan.

Return from Leave - If a staff member’s cumulative military leave with the Church does not

exceed five years, the staff member retains certain rights relating to reinstatement,

seniority, status, length of service promotions, and compensation upon return from military

duty, as long as the staff member is not separated with a dishonorable or bad conduct

discharge. Certain types of uniformed service do not count against a staff member’s five-

year maximum, including service during war or call-ups during national emergencies,

reserve drills, and annually scheduled active duty for training.

Temporary Military Duty - The Church will attempt to rearrange a staff member’s work

schedule, if possible, when the staff member needs to attend a weekend drill or

encampment.

Compensation for Exempt Staff members - In accordance with federal regulations, an

exempt staff member who is on military leave or reserve leave for any partial workweeks is

paid the staff member's regular salary for those workweeks. Any military pay received is

deducted from the staff member's salary. An exempt staff member is not paid for any

workweeks in which no work is performed for the Church. A staff member may request to

use credited, unused vacation or personal leave during the leave.

Compensation for Non-Exempt Staff members - Military leave and reserve leave is

without pay for a non-exempt staff member. A staff member may request to use credited,

unused vacation or personal leave during the leave.

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Leaves of Absence for Military Spouses – If a staff member’s spouse is a member of the

U.S. Armed Forces, National Guard, or reserves, The Church will comply with New York

State regulation by granting the staff member an unpaid leave of absence of up to ten days

if: 1) the spouse has been deployed during a period of military conflict to a combat theater

or combat zone of operations; and 2) the spouse is on a leave from the military. To be

eligible for such leave, a staff member must work an average of 20 hours or more per

week. A staff member may use accumulated vacation or personal leave during the leave;

otherwise, the leave is without pay.

Family and Medical Leave - A staff member may be eligible for time off in accordance with

the Family and Medical Leave Act (FMLA) due to a covered family member’s active or

impending military duty or if a covered family member suffers a serious injury or illness

while on active duty (See Policy 706 Family and Medical Leave for additional information).

705 Military Spousal Leave

Policy Statement - In accordance with New York State regulation, the Church will grant an

unpaid leave of absence of up to ten days to an employee whose spouse is on leave from

the military under specified circumstances as described below.

Basic Leave Entitlements - An eligible employee may take an unpaid military spouse

leave if the following conditions are met:

· The employee’s spouse is a member of the U.S. Armed Forces, National Guard, or

reserves;

· The spouse has been deployed during a period of military conflict to a combat

theater or combat zone of operations; and

· The spouse is on a leave from the military.

Eligibility - An employee must work an average of 20 hours or more per week to be

eligible for a military spousal leave. There is no minimum length of service requirement.

Definition of Spouse – For the purpose of this policy, a spouse includes a married spouse

of the same or opposite sex.

Notification Requirements - If possible, an employee should give at least 30 calendar

days notice to the staff members supervisor prior to the requested start date of the leave.

When a leave is unforeseen, an employee must give notice as soon as the need for leave

is known. A Leave of Absence Request Form must also be jointly completed by the

Church and the employee. Permission or denial of the leave is normally communicated to

the employee in writing within one week of the Church receiving the request.

Benefits during Leave - For the purpose of this policy, the following applies to the

employee’s benefits during a spousal military leave:

· Use of Paid Leave - Credited, unused vacation leave may be used at the start of the

leave. The use of paid leave benefits does not extend the leave of absence.

· Insurance Benefits - An employee’s insurance benefits will continue at the same level

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during the leave of absence. The employee is responsible for his or her normal

contributions toward insurance benefits.

706 Family and Medical Leave Act (FMLA)

Policy Statement - The Church complies with the provisions of the Family and Medical

Leave Act (FMLA). FMLA entitles an eligible staff member to a maximum of 12 workweeks

(defined by the staff member's normal workweek) of job-protected, unpaid leave in any 12-

month period for certain family and medical reasons. When the time off is to care for a

covered family member’s serious injury or illness suffered in the line of active military duty,

a staff member is eligible for a maximum of 26 workweeks of FMLA in a single 12-month

period.

Eligibility - To be eligible for an unpaid leave under the FMLA, a staff member must meet

the following requirements:

· Completion of at least 12 months of service with the Church before the leave begins

(these 12 months need not be worked consecutively);

· Worked at least 1,250 hours during the previous 12 months prior to the date the leave

begins; and

· Work at, or report to, a work site which has 50 or more staff members or is within 75

miles of work sites that taken together have a total of 50 or more staff members.

Spouses who both work for the Church are allowed a combined maximum of 12

workweeks of FMLA leave during any 12-month period for the birth or care of a newborn

child, adoption or foster care of a child and to care for such newly placed child, or the

serious health condition of a parent. A combined total of 26 weeks of leave is available to

care for a covered family member’s serious injury or illness suffered in the line of active

military duty.

Basic FMLA Entitlements - An eligible staff member shall receive an unpaid FMLA leave

under the following circumstances:

· Inability of the staff member to perform one or more of the essential functions of the

staff member’s job due to the staff member's own serious health condition;

· The birth of the staff member's child and to care for the newborn child;

· The placement of a child with the staff member for adoption or foster care and to care

for the newly placed child; or

· To provide care for the employee’s spouse (includes same-sex spouse), child (includes

son or daughter of the same-sex spouse), or parent who has a serious health condition;

· A qualifying exigency (as defined by the Secretary of Labor) arising out of the staff

member’s spouse, child, or parent’s active military duty or impending call or order to

active duty in the Armed Forces in support of a contingency operation; and

· A serious health condition that makes the employee unable to perform the employee’s

job.

Serious Health Condition - The FMLA defines a serious health condition as an illness,

injury, impairment, or physical or mental condition that involves inpatient care in a medical

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care facility or continuing treatment by a health care provider for a condition that either

prevents the employee from performing the functions of the employee’s job, or prevents the

qualified family member from participating in school or other daily activities.

Continuing treatment by a health care provider includes:

· A period of incapacity of more than three consecutive calendar days combined with at least two

visits to a health care provider;

· One visit to a health care provider and a regimen of continuing treatment;

· Incapacity due to pregnancy or prenatal care; or

· Incapacity due to a chronic health condition.

Other conditions may also meet the definition of continuing treatment.

Amount of Leave Available - An eligible employee will be granted up to a maximum of 12

workweeks of leave in any 12-month period for qualified family and medical reasons. A

maximum of 26 workweeks of leave in any 12-month period is available to care for a

covered family member’s serious injury or illness suffered in the line of active military duty.

Twelve-Month Period - The 12-month period is a rolling period measured backward from

the date an employee uses any FMLA leave. Each time FMLA leave is taken, the Church

will compute the amount of FMLA leave that has been used in the last 12 months and

subtract it from the 12 (or 26) weeks of available leave. The balance remaining is the

maximum amount of FMLA leave still available.

Military Family Leave

Qualifying Exigency Leave - Eligible employees whose spouse (includes same-sex

spouse), son, daughter or parent is on covered active duty or call to covered active duty

status may use their 12-week leave entitlement to address certain qualifying exigencies.

Qualifying exigencies are non-medical, non-routine activities. Examples of qualifying

exigencies may include short-notice deployment (up to seven days), military events and

related activities, childcare and school activities, financial and legal arrangements, non-

medical counseling, rest and recuperation (up to fifteen days), and attending post-

deployment activities (90-day period). c/n and the employee can agree to consider any

other event that may arise out of active duty or a call to active duty status as a qualified

exigency.

Military Caregiver Leave - Eligible employees may take up to 26 workweeks (eligible

airline flight crew employees are entitled to 156 days) of FMLA leave in a “single 12-month

period” to care for a “covered service member” with a “serious injury or illness” if the

employee is the covered service member’s spouse (includes same-sex spouse), parent,

son, daughter, or next of kin.

A covered service member is:

(1) a current member of the Armed Forces, including a member of the National Guard or

Reserves, who is undergoing medical treatment, recuperation or therapy, is otherwise in

outpatient status, or is otherwise on the temporary disability retired list, for a serious injury

or illness*;or

(2) a veteran who was discharged or released under conditions other than dishonorable at

any time during the five-year period prior to the first date the eligible employee takes

FMLA leave to care for the covered veteran, and who is undergoing medical treatment,

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recuperation, or therapy for a serious injury or illness.*

* Serious Injury or Illness for a Current Service member - FMLA defines a serious injury

or illness for a current service member as:

(i) an injury or illness incurred by a covered service member in the line of duty on active duty in

the Armed Forces that may render the service member medically unfit to perform the duties of

his or her office, grade, rank, or rating; or

(ii) An injury or illness that existed before the beginning of the service member’s active duty and

was aggravated by service in the line of duty on active duty in the Armed Forces.

Serious Injury or Illness for a Covered Veteran - A serious injury or illness for a covered

veteran means an injury or illness incurred that was incurred or aggravated by the member

in the line of duty on active duty in the Armed Forces and manifested itself before or after

the service member became a veteran, and is:

(i) a continuation of a serious injury or illness that was incurred or aggravated when the covered

veteran was a member of the Armed Forces and rendered the service member unable to

perform the duties of the service member’s office, grade, rank, or rating; or

(ii) a physical or mental condition for which the covered veteran has received a U.S. Department of

Veterans Affairs Service Related Disability Rating (VASRD) of 50 percent or greater, and such

VASRD rating is based, in whole or in part, on the condition precipitating the need for military

caregiver leave; or

(iii) a physical or mental condition that substantially impairs the covered veteran’s ability to secure

or follow a substantially gainful occupation by reason of a disability or disabilities related to

military service, or would do so absent treatment; or

(iv) an injury, including a psychological injury, on the basis of which the covered veteran has been

enrolled in the Department of Veterans’ Affairs Program of Comprehensive Assistance for

Family Caregivers.

Notification Requirements - If the need for FMLA leave is foreseeable, a staff member

must give written notice to the Executive at least 30-calendar days prior to the requested

start date of the leave. A FMLA Request Form must also be jointly completed by the

Church and the staff member. Permission or denial of the FMLA leave is normally

communicated to the staff member in writing within two business days of receipt of the

leave request. Failure to give 30-days notice of a foreseeable leave with no reasonable

excuse may result in the FMLA leave being delayed until 30 days from the date of notice.

When the necessity for leave is foreseeable because the family member is either on active

military duty, has been notified of an impending call or order to active duty, or has suffered

a serious injury or illness in the line of military duty, the staff member must provide

reasonable and practicable notice.

Medical Certification - A staff member must provide medical certification issued by a

health care provider that supports the need for a leave under this policy. When required,

the staff member must provide the certification before the FMLA leave begins, or if the

FMLA leave was unforeseeable, 15-calendar days from the date the Church requests the

certification. Failure to submit medical certification may jeopardize the staff member's

eligibility for FMLA leave and/or the ability to return to work. The medical certification must

include:

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· The date the medical condition began;

· The probable duration of the medical condition;

· Pertinent medical facts; and

· An assertion that the staff member is unable to perform the staff member’s essential job

functions or that the staff member is needed to care for a family member for a specified

period of time.

The Church reserves the right to request a second opinion by another health care provider

at the Church's expense. In the event a conflict occurs between the first and second

opinion, the Church may, again at its own expense, obtain a third opinion from a health

care provider approved jointly by the Church and the staff member. This third opinion shall

be final and binding.

Certification for Adoption or Foster Care - A staff member must produce proper

certification from the appropriate agency for an unpaid FMLA leave due to the adoption or

foster care of a child.

Certification for Active or Impending Duty - A staff member must provide documentation

of a family member’s active military service or impending call or order to active military duty

when requesting FMLA leave due to a covered family member’s military service.

Documentation can include a copy of the military orders or other official military

communication.

Certification for a Service Member’s Serious Injury or Illness - A staff member must

produce documentation (as may be prescribed by the Secretary of Labor) of a family

member’s injury, recovery, or need for care when FMLA leave is due to the family

member’s serious injury or illness suffered in the line of active military duty. Documentation

can include, but is not limited to, a copy of the military medical information, orders for

treatment, or other official military communication regarding the service member’s injury or

illness that renders him or her medically unfit to perform military duties.

Twelve-Month Period - The 12-month period is a rolling period measured backward from

the date a staff member uses any FMLA leave. Each time FMLA leave is taken, The

Church will compute the amount of FMLA leave the staff member has used in the last 12

months and subtract it from the 12 weeks of available leave (26 weeks for the care of an

injured or ill service member). The balance remaining is the maximum amount of FMLA

leave still available to the staff member.

Intermittent and Reduced Leave Schedules - A staff member may take all 12 weeks of

FMLA leave consecutively. If the FMLA leave is related to the serious health condition of

the staff member or the staff member’s immediate family member, leave may be scheduled

on an intermittent or reduced schedule basis when medically necessary.

Status Reports - If a staff member's request for leave does not indicate a specific return to

work date or if a staff member requests a leave extension, the staff member must update

the Executive or the Executive’s designee as to the staff member's medical status and

intent to return to work every two weeks.

Benefits during a Leave of Absence - For the purpose of this policy, the following applies

to staff member benefits during a FMLA leave:

· Use of Paid Leave – Credited, unused vacation and

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personal leave must be used at the start of a FMLA leave. For leaves taken due to the

birth of a child (female staff members only), a staff member’s own serious health

condition, or to care for the staff member's spouse, child, or parent who has a serious

health condition, the staff member must also use any credited, unused sick leave. The

use of paid leave benefits does not extend the 12-week period. The use of paid leave

benefits does not apply to staff members who are on FMLA leave and workers'

compensation/disability concurrently (see below).

· Accrual of Paid Leave Benefits - A staff member continues to accrue vacation,

personal, and sick leave and receive holiday pay during any portion of a FMLA leave

that is paid. For the purpose of this policy, paid leave is defined as leave during which

the staff member is using credited, unused vacation, personal, and/or sick leave. After

all such paid leave is exhausted, the remaining portion of the FMLA leave is unpaid. A

staff member does not accrue vacation, personal, or sick leave or receive holiday pay

during any portion of a FMLA leave that is unpaid.

· Insurance Benefits - A staff member’s eligibility for health, dental, and life insurance

benefits continues during a FMLA leave. Both the Church’s and the staff member’s

contribution towards the premium payments remains the same throughout the leave.

All staff member contributions, if any, must be paid on a timely basis in order to

maintain the continuous coverage of benefits. Coverage shall cease for the duration of

the leave if premium payments are not made within a 30-calendar day grace period of

the due date. Premium payments and policy coverage are subject to change. If a staff

member does not return to work after an authorized FMLA leave has expired, the

Church may recover the insurance premiums it paid during such leave under certain

circumstances.

Workers' Compensation and Disability - Leaves taken under workers' compensation and

disability may invoke the FMLA if a staff member meets the eligibility criteria outlined above

and the Church appropriately designates the leave as FMLA. In accordance with the FMLA

regulations, a staff member who is on workers' compensation/disability and FMLA leave

concurrently cannot use vacation, personal, or sick leave to supplement the staff member's

workers' compensation/disability insurance benefits.

Employment Restrictions during Leave of Absence - While on FMLA leave, a staff

member may not work for another employer during the same work hours that the staff

member is normally scheduled to work for the Church.

Early Return or Extension of Leave - A staff member who intends to return to work earlier

than anticipated must notify the Executive or a designee of the Executive at least two

business days prior to the date the staff member is able to return. If a staff member needs

to extend the FMLA leave beyond the time originally requested, the Executive or a

designee of the Executive must be notified at least two business days from the date the

change occurred which necessitates the extension.

Return-to-Work - At the conclusion of a FMLA leave, the following conditions apply:

· Return Date - If the leave request indicates a specific return-to-work date, the staff

member should contact the staff member’s supervisor at least ten days prior to this

date. If the return-to-work date was not known at the time leave was granted, the staff

member must immediately notify the Church when a return-to-work date has been

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established. Failure to return to work when scheduled may result in disciplinary action,

up to and including termination due to misconduct;

· Medical Statement - If FMLA leave was taken due to a staff member’s own serious

health condition, a health care provider’s statement releasing the staff member to

return-to-work with or without work restrictions is required prior to returning to work. A

staff member will not be allowed to work until such medical documentation is provided.

In the event work restrictions are indicated, the Church reserves the right to evaluate if

the restrictions can be reasonably accommodated (See Section 500 Equal Employment

Opportunity/Americans with Disabilities Act); and

· Job Restoration - A staff member shall be restored to the position the staff member

held when the leave began or to an equivalent position with equivalent benefits, pay,

and other terms and conditions of employment, provided the staff member returns to

work within the time period allowed under the FMLA regulations.

707 Sabbatical

Policy Statement – Clergy may be eligible to take a sabbatical according to their letter of

agreement. The letter of agreement will outline all relevant information pertaining to the

sabbatical.

708 Time Off to Donate Blood

Policy Statement - In accordance with New York State regulation, a staff member who

works an average of 20 or more hours per week will be granted up to three hours off in any

12-month period to donate blood. The time off will be without pay unless the staff member

uses accumulated vacation or personal leave.

Time Off Requests - A staff member must request time off to donate blood in accordance

with the procedures outlined in the Church’s attendance policy (See Policy 702

Attendance).

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800 COMPENSATION

801 Payroll Period and Payday

Payroll Period - The payroll period is semi-monthly

Payday - Staff members are paid on 15

and 30

. If a payday falls on a designated

holiday, paychecks are normally distributed on the preceding workday.

Direct Deposit - A staff member may elect to have all or part of the staff member’s

paycheck deposited directly into a checking and/or savings account at the staff member’s

designated financial institution each payday. A staff member must submit a signed, written

authorization to the Church to initiate or change direct deposit.

Authorized Check Release - A staff member’s supervisor shall not release a paycheck to

anyone other than the staff member unless the staff member has provided a signed, written

authorization to the Church.

802 Payroll Deductions

Statutory and Voluntary Deductions - In compliance with government regulations, the

Church deducts the required portion of a staff member's wages for federal, state, and social

security taxes. A staff member may voluntarily authorize payroll deductions for items such

as insurance benefits and retirement by submitting a written authorization to the Church.

All statutory and voluntary payroll deductions are indicated on each staff member’s pay

stub.

Improper Payroll Deductions - The Church prohibits any deductions from a staff

member’s paycheck that are in violation of federal or state regulations. A staff member who

believes that an improper deduction has been made from the staff member’s paycheck

should contact the Comptroller. If it is determined that an improper deduction was made,

the staff member will be reimbursed the applicable amount as soon as possible.

Garnishments - If the Church is required to deduct any garnishments from a staff

member's wages, the staff member is notified as soon as possible.

Questions - Questions concerning paycheck deductions or how they were calculated

should be directed to the Comptroller.

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900 STAFF MEMBER BENEFITS

901 Staff Member Benefits Administration

Policy Statement - The Church is pleased to offer staff members a comprehensive

benefits package. Eligibility for benefits is dependent upon several factors, including

employment classification and length of service.

Plan Document - Benefits are administered according to applicable government

regulation, insurance carrier master policy, plan document, or Church policy. In the event

of a discrepancy between the information presented in this staff member handbook and the

applicable plan document, the plan document takes precedent. In addition, the Church has

discretionary authority to determine eligibility for benefits and to interpret the terms of each

benefit plan.

Changes in Benefits - The Church reserves the right to add, modify, or terminate benefits

for all current, former, and retired staff members, to change carriers, and/or offer alternative

insurance plans at any time. Further, all Church contributions are subject to change.

Plan Administrator - The Executive or a designee serves as the Plan Administrator of the

Church's benefit plans. The Plan Administrator is responsible for all communications and

disclosures concerning Church benefits and is available to answer questions concerning

the benefit plans.

Enrollment Information - A staff member must complete the appropriate insurance forms

and payroll deduction authorizations in order to receive insurance benefits.

Waiver of Benefits - A staff member who is eligible to participate in an insurance plan but

who declines coverage must sign a waiver declining such coverage.

Change in Status - The Church insurance carriers require a staff member to notify the

Plan Administrator immediately of any change in the staff member’s insurance coverage,

such as the addition of a spouse or a new dependent.

For COBRA purposes (See Section 500 Continuation of Benefits), a covered staff member

must provide written notice to the Plan Administrator when there is a legal separation,

divorce, loss of dependent status, or social security disability determination. The Plan

Administrator must also be notified if a second qualifying event occurs which could extend

the continuation coverage. Notification must generally be provided no later than 60 days

from either the date of the qualifying event or the date the qualified beneficiary would lose

coverage due to such event.

The Church is not responsible for errors in coverage that result due to a staff member's

failure to provide timely notification to the Church of such an event.

The following is a brief description of the benefits available to eligible staff members. This

description is only an overview. The applicable plan document or government regulation

provides a full description of the specific benefit.

902 Health and Dental Insurance

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Policy Statement - The Church offers eligible staff member’s comprehensive group health

and dental insurance coverage.

Eligibility - As determined by letter of agreement, staff members are eligible to participate

in the health and dental insurance plans on the first day of the month following the

completion of 30 days of continuous employment, provided all eligibility requirements of the

plan are met. Eligible staff members may also enroll in the health and dental insurance

plans during the annual open enrollment period or at the time of a qualified change in

employment or family status, as defined by the Internal Revenue Service (IRS) and the

insurance carrier. Per Diem staff members are not eligible for health or dental insurance

coverage, but have the option of purchasing health insurance available through the Health

Insurance Marketplace at their own expense. For more information about health insurance

options available through a Health Insurance Marketplace, visit www.healthcare.gov.

Premium Payment - The Church pays such portion of the premium for individual and

family health and dental insurance coverage, of the Church plan, for eligible staff members

as has been determined in a letter of agreement or by the church’s Governing Board.

Pre-Tax Insurance Premiums - A staff member may elect to pay the staff member's

contribution towards the health and dental insurance premiums with pre-tax dollars, which

means deductions are taken from the staff member's paycheck before federal, state, and

social security taxes are calculated. This reduces the staff member's taxable income and

increases net wages.

Continuation of Coverage - In the event a covered staff member, spouse, and/or

dependents lose their health insurance coverage, they may be eligible to continue such

coverage at their own expense under certain qualifying conditions (See Section 500

Continuation of Benefits).

903 Life Insurance

Eligibility - The Church offers group term life insurance coverage by letter of agreement, to

staff members, following the completion of 30 days of continuous employment provided all

eligibility requirements of the insurance plan are met. Per Diem staff members are not

eligible to participate in the life insurance plan.

Coverage – Staff members will be notified of the amount of the life insurance coverage in

their letter of agreement.

Premium Payment - The Church pays such portion of the premium for eligible staff

members as has been determined in a letter of agreement or by the church’s Governing

Board.

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904 The Episcopal Church Pension Plan/Tax Sheltered Annuity

Policy Statement – Staff members are eligible to participate in retirement plans, as

determined by letter of agreement. Clergy and lay staff members are eligible to participate

in the Episcopal Church Pension Plan. Lay staff members are also eligible to participate in

a tax-sheltered annuity, at their own expense.

Eligibility for Episcopal Church Pension Plan - By letter of agreement, lay staff

members who are twenty-one years of age or older and who work at least 1000 hours per

year are eligible to participate in the plan upon completion of one year of service. Members

of the clergy are required to participate and are eligible to participate upon hire. Per Diem

staff members are not eligible to participate in the plan.

Eligibility for Tax Sheltered Annuity – Full-time and part-time lay staff members are

eligible to participate in the tax sheltered annuity upon completion of one year of continuous

service. Staff members pay for 100% of this contribution.

Contributions – A staff member may elect to contribute a percentage or specified dollar

amount of the staff member’s eligible compensation, above the Church contribution. A staff

member’s contributions are made on a pre-tax basis.

Additional information is available through the church pension fund.

905 Vacation Leave

Vacation leave is not required under state and federal regulations.

Eligibility - Full-time and part-time staff members are eligible for paid vacation leave for a

period of rest and relaxation in recognition for services performed throughout the year. Per

Diem staff members are not eligible for paid vacation leave but are allowed unpaid time off

with prior supervisory approval.

Allowance - Eligible staff members receive paid vacation leave in accord with their letter of

agreement or the policy of the Governing Board.

CONTINUED, CONTINUOUS LENGTH OF

SERVICE AS OF ANNIVERSARY DATE

VACATION LEAVE CREDITED AS OF

ANNIVERSARY DATE

1 year 2 weeks

3 years 3 weeks

5 years 4 weeks

Over 5 years TBD per contract

Vacation Leave Pay - A non-exempt staff member is compensated at the staff member's

current base rate of pay for each day of vacation leave taken. An exempt staff member

receives the staff member's regular salary for the vacation period.

Scheduling - Vacation requests must be submitted in writing to the Executive. Every effort

is made to authorize vacations in accordance with staff member requests. Due to Church

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needs, the Church may authorize only one member of a department to take vacation leave

at any given time.

Use of Vacation Leave - Vacation leave may be used in increments of one day.

Accumulation - Any unused vacation days may be carried over into the next benefit year.

Staff members must use any of the carried over vacation leave within 90 days. If any

carried over days remain after the 90 days, they will be forfeited unless approval has been

obtained.

Holiday During Scheduled Vacation - If a Church-observed holiday falls on a staff

member's normal workday and the staff member is on paid vacation, the day is counted as

a paid holiday and not a vacation day. No allowance is made for sickness or other paid

absence occurring during a scheduled vacation.

Leave of Absence - Vacation leave accrues while a staff member is on a paid leave of

absence (including paid FMLA leave) but does not accrue while a staff member is on an

unpaid leave of absence. For the purpose of this policy, paid leave is defined as leave

during which a staff member is using credited vacation, personal, and/or sick leave. A staff

member who has taken an unpaid leave of absence during the preceding benefit year is

credited with prorated vacation leave on the staff member's anniversary date based on the

time worked during the preceding year.

Separation from Employment - A staff member is not eligible to receive compensation for

credited, unused vacation leave upon separation from the Church unless approval is

obtained.

906 New York Paid Sick Leave

Eligibility - Full-time and part-time staff members are eligible for paid sick leave for

personal illness or injury and for doctor and dentist appointments. Sick leave may also be

used to provide direct care to a member of the staff’s household. Per Diem staff members

are not eligible for paid sick leave but are allowed unpaid time off with prior supervisory

approval.

New York Paid Sick Leave Law – In accordance with NYS paid sick leave regulations,

employees are entitled to up to 40 hours of paid sick leave each calendar year. Because

our sick leave policy meets or exceeds this requirement, including terms of accrual,

carryover, and usage, employees will not be provided with additional sick leave.

This sick leave policy is inclusive of the New York paid sick leave law, which allows

employees to use their credited sick leave for the reasons allowed under that law, as

described below:

· the need for diagnosis, care, or treatment of a mental or physical illness or

preventative care of the employee or the employee’s family member; and

· certain needs related to the employee or the employee’s family member being the

victim of domestic violence, sexual offenses, stalking, or human trafficking, including

obtaining services from a domestic violence shelter, rape crisis center, or other

services program; participating in safety planning; temporarily or permanently

relocating; meeting with an attorney or participating in legal proceedings; enrolling

children in a new school; or taking other actions to increase the safety of the

employee or employee’s family members.

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Definition of Family Member - For purposes of this leave, a “family member” includes

an employee’s child (including foster child, legal ward, or equivalent legal relationship),

spouse, domestic partner, parent (including a step- or foster parent, legal guardian, or

equivalent legal relationship), sibling, grandchild, grandparent, and the child or parent of

an employee’s spouse or domestic partner.

Allowance - Staff members are credited with 6 days of sick leave on a staff member’s

anniversary date for the previous year of service. Sick leave is not credited before a staff

member's anniversary date and may be taken only after it is credited.

Sick leave is credited based on the number of hours a staff member is normally scheduled

to work, up to a maximum of eight hours per day and 40 hours per workweek for a full-time

staff member.

New Staff members - Newly hired staff members are credited with 6 days sick leave as of

their date of hire.

Benefit Year - The benefit year is the period commencing and ending on a staff member's

annual anniversary date.

Sick Leave Pay - A non-exempt staff member is compensated at the staff member's

current base rate of pay for each day of sick leave taken. An exempt staff member

receives the staff member's regular salary for the period of sick leave taken.

Notification Procedures - A staff member who is unable to work due to illness or injury

must notify the staff member’s supervisor in accordance with the Church attendance policy

(See Section 700 Attendance).

Accumulation - Sick leave is not cumulative and cannot be carried over into the next

benefit year. Any credited, unused sick leave is forfeited on the last day of the benefit year.

A staff member is not paid for any credited, unused sick leave remaining at the end of the

benefit year.

Use of Sick Leave - Sick leave is a benefit to be used for illness only and is not intended to

be an extension of vacation leave. Sick leave may be used in one-day increments.

Medical Certification for Extended Paid Sick Leave - An employee who is absent from

work for more than three consecutive workdays due to illness or injury may be required to

provide documentation from the employee's health care provider verifying that the

employee is unable to work. Medical documentation may also be required for certain

shorter absences as permitted by government regulation, if it is suspected that the

employee has developed a pattern of sick leave use or an excessive amount of sick leave

has been used. If an employee is on an authorized leave of absence in accordance with

the Family and Medical Leave Policy or the Leaves of Absence Policy, the medical

certification provisions of the applicable policy apply. Failure to produce the medical

certification may result in an employee receiving the time off without pay and/or jeopardize

continued employment with the Diocese.

Upon return to work, the employee may also be required to provide a medical statement

from the employee's health care provider indicating that the employee is able to return-to-

work and any work restrictions. In the event work restrictions are indicated, the Diocese

reserves the right to evaluate if the restrictions can be reasonably accommodated. An

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employee is not allowed to return to work until a medical statement is provided to the

Diocese.

Leave of Absence - Sick leave accrues while a staff member is on a paid leave of absence

(including paid FMLA leave) but does not accrue while a staff member is on an unpaid

leave of absence. For the purpose of this policy, paid leave is defined as leave during

which a staff member is using credited, unused vacation, personal, and/or sick leave. Any

staff member who has taken an unpaid leave of absence during the preceding benefit year

is credited with prorated sick leave on the staff member's anniversary date based on the

time worked during the preceding year.

Separation from Employment - A staff member is not eligible to receive compensation for

credited, unused sick leave upon separation from employment with the Church.

907 Personal Leave

Personal leave is not required under state and federal regulations.

Eligibility - Full-time and part-time staff members are eligible for paid personal leave to

attend a funeral, to conduct personal business that cannot be scheduled outside of normal

working hours, for medical and dental appointments, religious observances, personal

emergencies, and other similar reasons. Per Diem staff members are not eligible for paid

personal leave but may be allowed unpaid time off with prior supervisory approval.

Allowance - Staff members are credited with 6 days of personal leave on a staff member’s

anniversary date for the previous year of service. Personal leave is credited only for months

during which a staff member works at least sixteen days during the month.

Personal leave is not credited until a staff member's anniversary date and may be taken

only after it is credited.

Personal leave is credited based on the number of hours a staff member is normally

scheduled to work, up to a maximum of eight hours per day and 40 hours per workweek for

a full-time staff member.

Benefit Year - The benefit year is the period commencing and ending on a staff member's

annual anniversary date.

Personal Leave Pay - A non-exempt staff member is compensated at the staff member's

current base rate of pay for each day of personal leave taken. An exempt staff member

receives the staff member's regular salary for the period.

Scheduling - A staff member must obtain supervisory approval to use personal leave in

accordance with the Church’s attendance policy (See Section 700 Attendance).

Use of Personal Leave - Personal leave must be taken in half-day increments.

Accumulation - Personal leave is not cumulative and cannot be carried over into the next

benefit year. Any credited, unused personal leave is forfeited on the last day of the benefit

year. A staff member is not paid for any credited, unused personal leave remaining at the

end of the benefit year.

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Leave of Absence - Personal leave accrues while a staff member is on a paid leave of

absence (including paid FMLA leave) but does not accrue while a staff member is on an

unpaid leave of absence. For the purpose of this policy, paid leave is defined as leave

during which the staff member is using credited, unused vacation, personal, and/or sick

leave. Any staff member who has taken an unpaid leave of absence during the preceding

benefit year is credited with prorated personal leave on the staff member's anniversary date

based on the time worked during the preceding year.

Separation from Employment - A staff member is not eligible to receive compensation for

credited, unused personal leave upon separation from employment with the Church.

908 Holidays

Observed Holidays – Unless the Governing Board has set a different schedule, the

Church is closed for business to observe the following holidays:

New Year’s Day Independence Day

Presidents Day Labor Day

Martin Luther King Day Columbus Day

Good Friday Veterans Day

Memorial Day Thanksgiving & Day after Thanksgiving

Diocesan offices are closed from Christmas Eve thru New Year’s Day

Eligibility - Full-time and part-time staff members are eligible for paid holidays upon hire.

Per Diem staff members are not eligible to receive compensation for Church-observed

holidays.

Holiday Pay - A non-exempt staff member is eligible for holiday pay at the staff member's

current base rate of pay. An exempt staff member receives the staff member's regular

salary for each holiday.

Leave of Absence - A staff member who is on a paid leave of absence (including paid

FMLA leave) is eligible to receive compensation for any Church-observed holidays that

occur during the leave. For the purpose of this policy, paid leave is defined as leave during

which the staff member is using credited, unused vacation, personal, and/or sick leave. A

staff member who is on an unpaid leave of absence is not eligible for any paid holidays that

occur during the leave.

Holiday Occurs During Vacation - If a Church-observed holiday falls on a staff member's

normal workday and the staff member is on paid vacation, the day is counted as a paid

holiday and not a vacation day.

Holiday Observance – Holidays are observed on the day designated by the federal

government.

Holidays Not Designated by the Church - A staff member may request time off for a

religious holiday, observance, or practice that is not included in the above list of Church-

observed holidays. Requests should be submitted in accordance with the Church

attendance policy (See Section 700 Attendance). A staff member will not be denied time

off solely because it has been requested for religious reasons. Time off is generally

granted so long as it does not create an undue hardship on the Church. A non-exempt

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staff member may be allowed to make up the lost work time during the current workweek

with prior supervisory approval, if work is available and if the staff member and the

supervisor can agree to a mutually convenient time. A staff member also has the option of

using credited, unused vacation or personal leave or taking the time off without pay

(exempt staff members are only docked for full day absences).

909 Disability Coverage

New York State Disability

Policy Statement - New York State Disability benefits are available as a temporary benefit

to eligible staff members who are unable to work for a period in excess of seven days due

to a non-work related injury or illness.

Eligibility - A staff member who has worked for the Church for at least four consecutive

weeks or has recently worked for a “covered” employer is generally covered by the

Church's disability plan. Minors who are currently attending elementary or high school are

generally not covered.

Coverage - Eligibility for benefits is determined by the Church disability insurance carrier.

An eligible staff member is covered for the period of disability specified by the staff

member's health care provider and approved by the insurance carrier, starting with the

eighth day of the disability and continuing up to a maximum of 26 weeks. A staff member

generally receives 50% of the staff member's average weekly wages based on the previous

eight weeks of employment, up to a maximum of $170 per week. There is no coverage for

medical care.

Premium Payment - The Church pays 100% of the cost of this benefit.

Long-Term Disability

Eligibility - Full-time staff members are eligible to participate in a Church-sponsored long-

term disability plan that provides income at the time of a qualifying injury or illness. Part-

time and per diem staff members are not eligible for this benefit.

Coverage - Eligibility for long-term disability benefits is determined by the insurance carrier.

An eligible staff member generally receives a percentage of the staff member's average

weekly wages. Specific information is available in the summary plan description.

Premium Payment - The cost of long-term disability insurance is paid entirely by the

participant unless the letter of agreement provides otherwise.

Leave of Absence - The FMLA policy (Section 700) generally applies to a staff member

who is receiving New York State Disability benefits. Please refer to this policy for

information regarding leave requests, benefit continuation, job restoration, etc.

910 Workers' Compensation

Policy Statement - Workers' Compensation benefits are provided to eligible lay staff

members who suffer a job-related injury or illness.

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Eligibility - Staff members are covered by the Church's workers' compensation plan upon

hire.

Coverage - The Workers' Compensation Board is responsible for determining a staff

member's eligibility for benefits. If deemed eligible, a staff member is covered for the period

of disability specified by the staff member's health care provider and the Workers'

Compensation Board. A staff member must generally serve a seven-day waiting period

before cash benefits begin. If the staff member is unable to work for more than 14 days,

cash benefits for the first week are generally paid retroactively. Coverage is provided for all

medical care received that is related to the job-related injury or occupational disease.

Voluntary, Off-Duty Conduct - Neither the Church or its insurance carrier is liable for the

payment of workers’ compensation benefits for injuries that occur during a staff member’s

voluntary participation in any off-duty recreational, social, or athletic activity sponsored by

the Church.

Leave of Absence - The FMLA policy (Section 700) generally applies to a staff member

who is receiving Workers' Compensation benefits. Please refer to this policy for information

regarding leave requests, benefit continuation, job restoration, etc.

Premium Payment - The cost of workers' compensation insurance is paid entirely by the

Church.

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911 Unemployment Insurance

Policy Statement - Unemployment insurance benefits provide short-term financial

assistance to lay individuals who have lost their jobs due to no fault of their own and are

ready, willing, and able to work.

Eligibility - Eligibility for unemployment insurance is determined by the appropriate State

Department of Labor.

Cost - The cost of unemployment insurance coverage is paid entirely by the Church.

912 Social Security

Policy Statement - Social security benefits are available for retirement, survivor's benefits,

and medical costs under qualifying conditions as determined by the Federal Social Security

Administration Office.

Cost - The Church matches lay staff member contributions to social security (FICA).

913 Educational Assistance

Policy Statement - The Church’s budget may provide funds to help staff members

maintain and improve job-related skills and increase their career potential with the Church.

Courses must be job-related.

Clergy – Clergy are eligible of 2 weeks and $500 of continuing education per year. This

may accumulate for a maximum of 7 years.

1000 PERSONAL CONDUCT

1001 Personal Appearance

Policy Statement - The Church has developed dress and appearance standards for staff

members to promote a professional and positive work environment. Each staff member is

expected to dress appropriately according to the work situation and to follow good

grooming and hygiene practices.

Grooming Standards - A staff member’s hair, sideburns, mustache, and/or beard should

be clean, combed, and well-groomed. Staff members who have regular contact with the

public are not allowed to have visible tattoos and/or body piercing (other than earlobes). At

the discretion of management, a staff member may be required to fully cover a large tattoo.

American Flag – In accordance with New York State labor regulation, the Church will

allow a staff member to display an American flag on the staff member’s person as long

as it does not substantially or materially interfere with the staff member’s job duties.

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Policy Violations - A staff member may be sent home to change if the staff member

reports to work inappropriately dressed or groomed. A non-exempt staff member is not

compensated for any time lost from work to comply with this policy.

1002 Misrepresentation

Policy Statement – An employee is prohibited from intentionally misrepresenting

him/herself or the Church, to churches, parishioners, vendors, government agencies, or

anyone else the staff member comes in contact with as a part of the staff member’s job.

Examples of prohibited conduct include, but are not limited to, falsifying or intentionally

omitting information on the Church Application for Employment Form or any report, invoice,

or work-related document or record; falsifying the reason for absence from work, job-related

injury, or claim for Church benefits; intentionally giving false information to anyone

concerning the Church’s and unauthorized or personal use of Church letterhead or church

forms.

Reporting Policy Violations – An employee is required to report any conduct that he or

she reasonably believes violates this policy by notifying their supervisor immediately.

1003 Confidentiality

Policy Statement - All Church, staff member, clergy and parishioner information is to be

treated with discretion and confidentiality. A staff member should not discuss, photocopy,

duplicate, or reveal Church, staff member, clergy or parishioner information that is not

generally known to the public in any form to anyone. This means that a staff member

should not discuss other clergy, parishioners, coworkers, or Church business in front of

anyone, including friends or family.

Information obtained as a result of employment with the Church and from contact with

clergy or parishioners is considered proprietary and can only be used in the course of

employment with the Church. This obligation remains in effect after a staff member

separates from employment. Confidential information should only be shared with other

staff members within the Church who have a business need to receive such information.

Confidential Church Information - All records and files maintained by the Church are

confidential. This includes, but is not limited to: personnel records and confidential

information relating to staff members, parishioners and clergy.

Personal Information - A staff member should never provide a caller or visitor with

confidential information regarding staff members, including home addresses and personal

telephone numbers. Take the person’s name and telephone number and inform the

caller/visitor that a message will be forwarded to the staff member.

Security and Removal of Confidential Information - A staff member is responsible for

properly securing and maintaining confidential and proprietary material in the staff

member's possession. Unauthorized removal of confidential or proprietary information from

Church premises prohibited.

Confidentiality/Non-Disclosure Agreement - As a condition of employment, a staff

member is required to sign a confidentiality/non-disclosure agreement at the time of hire.

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1004 Substance Free Workplace

Substance Free Workplace - It is the Church's goal to provide a healthy and safe

workplace free of illegal substances. Staff members are required to report to work in

appropriate mental and physical condition to perform their jobs in a satisfactory manner.

There may be occasions when alcohol is served at Church related functions.

Prohibited Behavior - A staff member is prohibited from possessing, using, selling,

purchasing, storing, distributing, manufacturing, or having alcoholic beverages, illegal

drugs, controlled substances, or narcotics present in the staff member's system when

reporting to work, during working hours, or at any time while conducting business-related

activities. Drug paraphernalia, such as pipes and needles, are prohibited on Church

premises, at work sites, and in vehicles being used for Church business.

The Church prohibits off-premises abuse of alcohol and controlled substances, as well as

the possession, use, or sale of illegal drugs, when these activities adversely affect job

performance, job safety, and/or the Church’s reputation in the community.

Use of Prescription and Over-the-Counter Drugs - Prescription drugs must be in the

possession of the individual to whom the prescription was written, taken in the dosage

prescribed, and maintained in their original containers. A staff member is not allowed to

use prescription drugs that have not been legally obtained or in a manner or for a purpose

other than as prescribed.

Reporting of Problems - Any observation or knowledge of a staff member who is in a

condition that impairs the staff member’s ability to perform job duties, presents a hazard to

the safety and welfare of others, or appears to otherwise be in violation of the Church

substance free workplace policy should be reported to the Executive immediately.

Screening for Drug or Alcohol Use – Any staff member may be tested for alcohol or

illegal drugs where a reasonable suspicions that abuse, impairment, or violation of this

policy exists. Testing will be conducted in accordance with applicable state or municipal

regulation and will generally follow DOT regulations. A staff member that agrees to take

the test must sign a consent form authorizing such test and the Church’s use of the test

results for purposes of administering its discipline policy. It is a violation of this policy to

refuse to consent to the test or to test positive for alcohol or illegal drugs. Policy violations

will result in disciplinary action, up to and including termination of employment. Tests are

paid for by the Church, and are the property of the Church.

A staff member who tests positive in a confirmed test for alcohol or controlled substances

is subject to disciplinary action, up to and including termination of employment. In the event

a staff member is not immediately discharged for testing positive or for some other violation

of this policy, the Church, in its sole discretion, may allow the staff member to return to work

pursuant to the staff member executing a written agreement acknowledging that:

1) The staff member tested positive or otherwise violated this policy; and

2) In exchange for the Church not discharging the staff member for this instance of testing

positive or otherwise violating this policy, the staff member agrees to:

a) Undergo rehabilitation, counseling or other activities prescribed by a licensed

medical professional;

b) Undergo periodic, unannounced drug and/or alcohol testing for a set period: and

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c) Be subject to discharge for any future violation of this policy.

A staff member’s participation in a treatment program does not prevent the Church from

disciplining the staff member for violations of this or other Church policies.

A staff member who tests positive, admits to illegal drug or alcohol use or related

misconduct, or voluntarily seeks assistance, and is not discharged, will not be allowed to

return to work or continue working until the staff member has been evaluated by a health

care professional of the Church's choice to determine if the staff member can safely return

to work.

Policy Violations - Violations of this policy will result in disciplinary action, up to and

including termination. The possession, use, sale, purchase, storing, distribution, or

manufacture of illegal drugs shall also be brought to the attention of the appropriate law

enforcement agency.

1005 Outside Employment

Policy Statement - The Church generally permits a staff member to hold a second job as

long as it does not interfere with the staff member's job performance, pose an actual or

potential conflict of interest, or compromise the interests of the Church. Outside

employment that does or may constitute a conflict of interest is prohibited.

Performance and Work Schedule Requirements - All staff members are judged by the

same performance standards, regardless of any existing outside work requirements. A

staff member must meet all scheduling requirements of the Church, including business

travel and overtime hours, and shall not receive authorization to report to work late or to

leave work early in order to accommodate a second job.

Use of Paid Leave Benefits - A staff member is not allowed to use paid leave or to take

time off without pay to work at another employer.

Notification of Outside Employment - A staff member who is interested in obtaining

outside employment must discuss the matter with the Executive prior to accepting the job to

ensure that the above guidelines are maintained. Newly hired staff members who are

employed by another employer, own their own business, or partake in other work activities

must disclose this information on their Application for Employment Form.

1006 Driving on Church Business

Policy Statement - Staff members in certain positions may be required to drive personal

vehicles to conduct business on behalf of the Church. Staff members who drive on Church

business must operate vehicles in a safe and responsible manner, and in compliance with

all applicable motor vehicle and traffic regulations.

Driver’s License - A staff member who is required to drive on Church business must

possess a valid driver’s license free from major infractions at the time of hire and

throughout employment.

The driving records of applicants and staff members who apply for positions that involve

driving as a part of job duties are checked following a conditional offer of employment.

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Thereafter, the Church may conduct motor vehicle record checks in accordance with the

requirements of the Fair Credit Reporting Act (FCRA).

Change in Status or Loss of Driver's License - A staff member who drives on Church

business must immediately notify the Executive of any moving violations or license

suspension or revocation. The loss or suspension of a driver’s license may affect a staff

member’s employment with the Church.

Suspension of Driving Privileges - A staff member’s Church driving privileges may be

suspended for receiving an excessive number of traffic citations, regardless of whether the

citations were received while driving on Church business. If a staff member’s Church

driving privilege is suspended and the staff member’s position requires regular use of a

vehicle, the staff member may be reassigned to another comparable position, if available,

or terminated for inability to perform the duties of the job.

Use of Personal Vehicle for Church Business - A staff member who drives a personal

vehicle to conduct Church business must have auto liability insurance (for both bodily injury

and property damage) and proof of a minimum policy for liability coverage of $100,000 per

person/$300,000 per accident. Proof of such insurance is required upon hire and on an

annual basis thereafter. If a staff member's liability insurance lapses, the Executive must

be notified immediately.

Traffic Violation - A staff member is responsible for paying the cost of any traffic or parking

tickets, moving violations, or fines that result from driving on Church business.

Cell Phones - In accordance with New York State regulation, a staff member is not allowed

to make or receive calls on a cell phone while operating a vehicle on Church business

unless a headset or hands-free device is used.

Accident - A staff member must notify the Executive immediately in the event of an

accident, theft, or damage involving a personal vehicle being used for Church business,

regardless of the extent of the damage or lack of injuries. A law enforcement officer should

be summoned to the scene of any accident involving a Church staff member or vehicle

being used for Church business. The staff member should cooperate with any law

enforcement officer who is investigating the accident but should not make any statements

or provide information to anyone else. An Accident Report should be obtained from the

police for submittal to the Executive.

1007 Personal Conduct

Policy Statement - For the benefit and safety of staff members, clergy, parishioners, and

the Church, a staff member must comply with the Church standards of behavior and

performance. Conduct that interferes with business operations, discredits the Church, or is

offensive to coworkers, clergy, parishioners, or the public is not tolerated.

Staff member Responsibilities - Staff members are expected to conduct themselves in a

professional manner and to treat coworkers, clergy, parishioners, vendors, and visitors with

courtesy and respect. Appropriate staff member conduct includes, but is not limited to:

· Performing all assigned job duties efficiently, to the best of the staff member’s abilities,

and in accordance with established performance standards;

· Being fair, considerate, and honest with supervisors, coworkers, clergy, parishioners,

vendors, and members of the public;

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· Reporting any suspicious, unethical, potentially violent, or illegal conduct by coworkers

or any other persons with whom the staff member conducts business on behalf of the

Church; and

· Cooperating with any the Church investigation.

Prohibited Conduct - A staff member may be subject to disciplinary action, up to and

including termination for a violation of a policy, procedure, or rule outlined in this staff

member handbook or otherwise established by the staff member's supervisor. In addition,

a staff member may be subject to disciplinary action for engaging in any of the following:

· Offensive or unprofessional conduct that is contrary to the Church's best interests;

· Improper performance of job duties or repeated failure to perform assigned duties and

responsibilities;

· Unauthorized expenditure of Church funds;

· Insubordination or refusal to obey a supervisor's instructions;

· The use of foul or abusive language, including racial slurs and epithets;

· Sabotaging the work of a coworker;

· Illegal gambling while on duty; and

· Any other act or conduct that is deemed unacceptable by the Church.

· Refusing to sign a corrective discipline notice or any other requested acknowledgement

form

The above list is illustrative only and is not intended to limit the Church's right to impose

discipline in other appropriate situations.

1008 Corrective Discipline

Policy Statement - The Church must have certain policies, procedures, and rules to

ensure smooth and efficient operations. When a violation occurs, the Church strives to

impose corrective discipline fairly, consistently, and in relation to the seriousness of the

offense. The disciplinary procedure is intended to promote staff member understanding of

acceptable conduct and performance and to encourage corrective action to meet those

standards.

Communication of Violations - Normally, if a staff member is not meeting the Church’s

standards of behavior or performance, the staff member's supervisor will meet with the staff

member to address the situation. If a policy or procedure was violated, the supervisor may

also meet with any witnesses, review any physical documents, and/or conduct an

investigation, as appropriate. The staff member's supervisor will then meet with the staff

member to inform him or her of the outcome and any disciplinary action to be taken, if

applicable.

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Forms of Discipline - Disciplinary action may include verbal warnings, written warnings,

suspension with or without pay, termination of employment, or other disciplinary measures,

depending on the circumstances. The Church does not guarantee that one type of

discipline shall precede another. Further, the Church reserves the right to suspend a staff

member with or without pay while an investigation is conducted.

An exempt staff member may be suspended without pay in partial or full day increments for

safety rule infractions of major significance or in one or more full day increments for

violations of workplace conduct rules (e.g., violations of the Church’s policies relating to

sexual harassment, discrimination, violence, and substance testing). Unpaid suspensions

of exempt staff members for any other reason are in full week increments only. Paid

suspensions for exempt and non-exempt staff members may be in partial day or partial

week increments.

Corrective Discipline Notice - A staff member who receives a written warning is given the

opportunity to agree or disagree with the warning and is able to write a brief statement on

the Corrective Discipline Notice, if desired. As a condition of employment, the staff member

is required to sign the Corrective Discipline Notice to indicate that a discussion of the issue

has taken place. Refusal to sign the form may result in further disciplinary action, up to and

including termination.

Location of Corrective Discipline Notices - A staff member receives a copy of any

Corrective Discipline Notice issued by the Church. The original Corrective Discipline Notice

and other pertinent documentation are maintained in the staff member’s personnel file.

1009 Ethics

Policy Statement - The Church expects all staff members to maintain the highest

standards of professionalism and integrity in the performance of their job duties and while

representing the Church. All work must be performed in an ethical manner and in

accordance with government regulations and Church policy. A staff member should never

use the staff member’s position with the Church or relationship with a member of the clergy

or parishioners for private gain.

Prohibited Conduct - A staff member is expected to refrain from any illegal and/or

dishonest business activity. In addition, a staff member is prohibited from engaging in any

activity that could have the potential to conflict with the interests of the Church, coworkers,

clergy or parishioners or that could be viewed unfavorably by anyone. Examples of

prohibited conduct includes, but is not limited to:

· Directly or indirectly soliciting a bribe, kickback, loan, gift, service, or entertainment from

a current or prospective vendor, supplier, clergy, parishioner, or competitor for the staff

member's personal gain in return for being influenced in connection with Church

business;

· Directly or indirectly giving a bribe, kickback, loan, gift, service, or entertainment to a

current or prospective vendor, supplier, clergy, parishioner, or competitor in return for

influencing that individual or organization in connection with Church business;

· Having a direct or indirect financial interest or a personal business relationship with any

business or person that does business with the Church without disclosure to and

approval of Church Council; and

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· Investing in the stocks, bonds, or securities of a vendor or supplier if such transactions

are based on any “inside information."

Staff member Guidance - Because the Church is unable to list every example of conduct

that may violate this policy, a staff member should use good judgment and seek guidance

and assistance from the staff member's supervisor, if needed.

Gifts - A staff member is allowed to accept a nominal gift, money, service, travel,

entertainment, or other consideration of up to $100 in value from a current or prospective

vendor, supplier, clergy or parishioner. Any gift falling into this category must be reported to

the Executive.

1010 Conviction Notification

Policy Statement - A staff member must, as a condition of employment, inform the Church

of all criminal convictions.

Notification Prior to Employment - An applicant must indicate any convictions on the

Church Application for Employment Form and/or indicate such convictions, if asked, during

any employment interviews.

Notification during Employment - A staff member is responsible for notifying the

Executive within three days of receiving a misdemeanor or felony conviction.

Employment Decisions Based on Conviction - A criminal conviction does not

necessarily disqualify an applicant from employment consideration or termination of a

current staff member. Employment decisions based on such information take into

consideration the extent to which the offense relates to the functions of the particular job,

the seriousness of the offense, rehabilitation, and length of time since the conviction.

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1100 CHURCH PREMISES AND WORK AREAS

1101 Church Property

Staff Member Responsibility - A staff member is responsible for any items issued by the

Church that are in the staff member’s possession and/or control. All equipment must be

used appropriately, handled carefully, and maintained in good condition. In addition, all

operating and maintenance instructions must be followed. Supplies should be used

efficiently and not wasted in order to save money and resources.

Prohibited Uses of Church Property - A staff member should not deliberately destroy,

deface, or misuse Church property. The theft, unauthorized removal, or unauthorized

possession of Church property is prohibited. No Church property should leave the

premises without the approval of the Office Manager.

Personal Use of Church Property - A staff member may not use or borrow any Church

property for personal use without the prior approval of the Office Manager. If authorization

is granted, a staff member may use such property for the staff member's own benefit only

and not for furtherance of any personal business or monetary gain. Proper use and care

must be taken when using Church property to ensure it is returned in good working order.

Personal Use of Church Facilities - Staff members and private individuals are prohibited

from conducting any type of personal business, entertainment or non-business related

activity on Church premises unless prior written approval is obtained from the Executive.

1102 Personal Belongings

Policy Statement - The Church discourages a staff member from bringing valuable,

unnecessary, or inappropriate personal property to work. Personal property that is brought

onto Church premises should not disrupt work or pose a safety risk to other staff members

or visitors.

Personal Liability - The Church is not responsible for the personal belongings of staff

members. The Church will not repair, replace, or reimburse a staff member for any damage

to, or loss of, a staff member's personal property. This includes personal items in personal

vehicles.

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1103 Maintenance of Work Area

Policy Statement - The Church is dedicated to providing a safe, clean, and pleasant work

environment for staff members and visitors.

Work Areas - Work areas are to be maintained in a clean and orderly fashion. Coats,

boots, and other personal items should be stored in designated locations.

American Flag – In accordance with New York State labor regulation, the Church allows

a staff member to display an American flag in the staff member’s work area as long as it

does not substantially or materially interfere with the staff member’s job duties

Housekeeping - It is the responsibility of all staff members to keep the kitchen, conference

rooms, restrooms and the entire premises clean at all times. Please put items in their

proper location after each use, dispose of garbage in the appropriate receptacles, and

wash and put away dishes. Office paper, cardboard, newspapers, and other items that can

be recycled should be placed in the designated containers.

1104 Parking

Designated Parking - Staff member parking is available in the back parking lot.

Damage to Vehicles - The Church is not responsible for the security of, or damage to, staff

members' vehicles or their contents while parked on the premises or while on Church

business.

1105 Smoking

Policy Statement - The Church is dedicated to providing a safe and healthy work

environment for all staff members and visitors.

Smoking Restrictions - In compliance with New York State regulation, the Church

maintains a smoke-free work environment. The smoking or chewing of tobacco products is

prohibited throughout the entire workplace.

Smoking Locations - Smoking is allowed outside the building.

Maintenance of Smoking Locations - Smokers have an obligation to keep smoking areas

litter-free and to properly discard trash in appropriate receptacles. Cigarettes and matches

should be completely extinguished after use.

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1106 Security Inspections

Policy Statement - To maintain security and protect against theft, the Church reserves the

right to inspect all Church and/or personal property brought onto Church premises or work

sites at any time with or without notice, if there is suspicion by management of theft, illegal

activity, or similar behavior that may violate Church policy or government regulation. This

includes, but is not limited to vehicles, packages, briefcases, purses, desks, and file

cabinets, even if locked. The inspection may be made in the presence of the staff member.

Removal of Property - The Church reserves the right to remove a staff member’s personal

belongings from the premises if they are in violation of Church policy.

Policy Violations - Any staff member who refuses to allow management to inspect the

staff member's Church or personal property may be subject to disciplinary action, up to and

including termination. In addition, a staff member who steals from the Church will be

subject to disciplinary action, up to and including termination, as well as prosecution to the

fullest extent of the law.

1200 SECURITY

1201 Building Security

Safety Precautions - In order to ensure staff member safety, prevent theft, and reduce

accidents, a staff member who enters or remains in the office before or after normal

business hours must exercise reasonable care.

Securing the Premises - The last person to leave the office at the end of the workday is

responsible for locking all exterior doors and windows, turning off all equipment and turning

on the security system.

1202 Violence in the Workplace

Policy Statement - The Church considers the safety of its staff members, vendors,

suppliers, clergy, parishioners, visitors, and the general public to be of paramount

importance. The Church has zero tolerance for any staff member or individual on Church

property who threatens, intimidates, or infers violence against any person or property

associated with the Church. The Church considers any threat of violence or potential

violence as legitimate, and takes immediate appropriate action, including the involvement of

law enforcement.

Notification of Threatening Behavior - A staff member who witnesses or becomes aware

of any threats or acts of violence should inform the Executive and the Office Manager

immediately. Likewise, any suspicious individuals or activity must be reported immediately.

Prohibited Conduct - Provoking a fight, fighting, and horseplay are prohibited at all times

while on Church property or at any location while representing the Church.

Firearms and Weapons - Staff members are prohibited from possessing firearms or

weapons of any kind while on Church premises; in vehicles while conducting business for

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the Church; or any other location during working hours or while representing the Church,

regardless of whether the person is licensed to carry the weapon. The only exceptions are

law enforcement personnel and security guards.

Policy Violations - Violations of this policy will result in immediate disciplinary action, up to

and including termination and/or legal action.

1300 COMMUNICATION POLICIES

1301 Staff Member Questions and Concerns

Policy Statement - The Church believes that open communication between staff members

and the Office Manager is essential to a productive and successful work environment. A

staff member is encouraged to bring any questions or concerns to the attention of the Office

Manager as most problems can be, and are, resolved as a matter of day-to-day

supervision. The Office Manager will review the staff member's concerns and, as

appropriate, may meet with any other individuals involved to obtain further information,

review any physical documents, and/or conduct an investigation. The Office Manager will

then provide a verbal or written response to the staff member in a fair and prompt manner.

If the staff member’s question or concern involves the Office Manager or the supervisor, the

staff member may submit the complaint directly to the Executive.

Complaint Procedure for Compliance Policies - If the complaint involves any of the

Church compliance policies, such as sexual harassment, the Americans with Disabilities

Act, or Equal Employment Opportunity, the complaint procedure outlined in Policy 505

Complaint Procedure and Investigations should be followed.

Retaliation - A staff member who brings any work-related questions, concerns, or

complaints to management’s attention will not be subject to retaliation or any adverse

employment action that could affect the staff member’s job security or potential

advancement.

1302 Staff Member Communications

Policy Statement - Staff members are notified of new policies, announcements, meetings,

and other important Church information via a variety of communication channels, including

memos, e-mail, voice mail, payroll attachments, staff meetings, and bulletin board postings.

Bulletin Board - A bulletin board is located kitchen for the posting of Church

announcements and information of general interest. A staff member should review the

bulletin board on a regular basis.

1303 Use of Communications Systems

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Policy Statement - The Church communication systems and equipment are an integral

part of the Church’s business, and are provided to staff members to aid them in the

performance of their job duties and to promote efficient operations.

Definition of Communications Systems and Equipment - For the purpose of this staff

member handbook, the Church communications systems and equipment include, but are

not limited to, telephones, voice mail system, cellular telephones, palm pilot, fax machines,

incoming/outgoing mail, e-mail, and computer systems (e.g., hardware, software, Internet,

and computer files).

Church Property - All Church communications systems and equipment are the sole

property of the Church. This includes the messages created, transmitted, and stored on

such systems and equipment.

Computer Systems - All computer hardware and software is to be provided by the Church

and must be licensed and registered to the Church. No unauthorized or unlicensed

hardware or software may be used or installed on any Church-owned computer.

All computer disks and file attachments received from coworkers and from outside the

Church must be scanned by anti-virus software prior to being used. A staff member

should turn off the computer and notify the Communications Officer immediately if it is

suspected that the staff member’s computer is infected with a virus.

Prohibited Uses - In addition to the guidelines set forth above, the following uses of the

Church communications systems and equipment are prohibited. This list is meant to be

illustrative, and not exhaustive.

· Any illegal activity or violation of copyright regulations, including the copying or

distribution of copyrighted materials without the permission of the author;

· Transmitting e-mail containing confidential or proprietary information or trade secrets;

· Any form of slander or defamation;

· Verbal or written obscenities, vulgarities, threats, or harassment;

· Verbal or written remarks that are discriminatory, offensive, demeaning, intimidating, or

insulting;

· Distributing chain letters;

· Writing, transferring, or storing obscene or sexually suggestive messages or graphic

images;

· Accessing, or attempting to access, the computer files, e-mail, or voicemail messages

of a coworker without appropriate authorization from the intended recipient;

· Using or aiding in the unauthorized use of another person’s password;

· Harming or destroying software, data, files, or messages (other than editing or deleting

information in the normal course of one’s job duties);

· Installation or use of any Church-owned hardware or software for any use that is not

Church-related business, including unauthorized commercial activity;

· Reproducing any software for use on more than one of the Church computers unless

authorized by the software developer;

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· Reproducing, transferring, downloading, modifying, deleting, or sharing licensed or non-

licensed software with any business, clergy, parishioner, or for the staff member's

personal use; and

· Installation or downloading of any files, disks, software, or e-mail attachments that a

staff member is aware, or has reason to believe, contains a computer virus.

Church’s Right to Monitor Communications Systems and Equipment - There is no

guarantee of privacy when using Church-owned communications systems and equipment.

Management reserves the right to enter, search, and monitor staff member

communications equipment and files, with or without advance notice, in the normal course

of business.

1304 Social Media

Social Media – For the purpose of this employee handbook, the term “social media”

refers to any Internet-based media that facilitate activities such as professional or social

networking, posting comments or opinions, and sharing photos, audio, video, or other

content. Examples include, but are not limited to: Facebook, YouTube, LinkedIn,

MySpace, Twitter, personal websites, blogs, podcasts, chat rooms, RSS feeds, and

Wikis.

Guidelines

· All church policies, including its discrimination, sexual/anti-harassment, equal

employment opportunity (EEO), anti-bullying, ethics, and confidentiality policies,

apply to the use of social media.

· Post only appropriate and respectful content.

· An employee is prohibited from disclosing any trade secrets, products,

processes, proprietary information, strategic business plans, or any other private

or confidential information about the church or customers via social media.

Respect copyright, trademark, fair use and financial disclosure laws.

· Do not post any information or engage in any online activity that violates

applicable local, state or federal laws, or professional rules of conduct.

· If an employee indicates on any social media that he or she is a church

employee, he or she must clearly state that the views expressed are solely the

personal views of the employee and that they do not represent those of the

Church, fellow coworkers, members, customers, suppliers or people working on

behalf of the church. This applies to posts, blogs, and videos occurring on any

computer during both working and non-working time.

· Do not use church email addresses to register on social networks, blogs or other

online tools utilized for personal use. In addition, the church’s logo and

trademark should not be added to an employee’s personal blog or profile.

Using Social Media At Work - An employee must receive prior authorization to

develop, post to, or maintain a corporate blog or use social networking sites to conduct

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church business. An employee who has received such authorization may post or blog

during working hours for business purposes only. Engaging in social networking at

work for personal use is strictly prohibited.

Using Social Media During Non-Working Hours – The church respects an employee’s

right to self-expression, especially when using social media during non-working time.

However, because customers, coworkers, and the public may have access to

employees’ posts and videos, employees are expected to use good judgment and to use

social media in a responsible manner that does not violate the church’s policies. An

employee should not make false statements about the church, coworkers, customers,

vendors, or competitors.

Retaliation - The church will not retaliate against any employee for reporting a possible

deviation from this policy or for cooperating in an investigation. Any employee who

retaliates against another employee for reporting a possible deviation from this policy or

for cooperating in an investigation will be subject to disciplinary action, up to and

including termination.

Policy Violations - Inappropriate postings that may include discriminatory remarks,

harassment, and threats of violence or similar inappropriate or unlawful conduct will not

be tolerated. Employees are solely responsible for what they post online. Keep in mind

that any conduct that adversely affects job performance, the performance of coworkers

or otherwise adversely affects members, customers, suppliers, people who work on

behalf of the church or the legitimate business interests of the church may result in

disciplinary action up to and including termination.

1305 Adverse Situations and Correspondence

Written Communication - Any written communication of a negative nature relating to the

Church should immediately be forwarded to the Office Manager for resolution. This

includes, but is not limited to, letters, e-mails, and summons.

Verbal Communication - A staff member should treat all complaints from clergy,

parishioners, vendors, suppliers, or members of the public seriously and professionally.

Take the time to listen carefully and resolve the person’s concerns, if possible. In the event

the complaint cannot be resolved to the person’s satisfaction or if the person becomes

unreasonable or harassing, the staff member should immediately notify the Office Manager.

1306 Media Relations

Parishioner Relations - Because the Church is a service-oriented, the public should be

assisted promptly and treated courteously and professionally at all times. Positive service

can greatly enhance goodwill, while a negative experience can easily destroy a valuable

relationship.

Media Relations - All requests for information from the media (e.g., television, radio, and

newspaper) regarding any aspect of the Church must be referred to the Communications

Officer. The Communications Officer must approve all press releases, publications,

articles, and any other documents for release to the media in advance.

STAFF MEMBER HANDBOOK ACKNOWLEDGMENT

I hereby acknowledge that I have received a copy of the Church’s staff member handbook, which includes

an overview of the policies, procedures, rules, and benefits of the Church. I further acknowledge that I

have read or will read the contents of the staff member handbook and I agree to abide by the policies

contained therein. I am aware that if I have any questions regarding the contents of the staff member

handbook I should contact the Executive.

I understand that the policies in this staff member handbook may supersede, modify, or eliminate benefits,

policies, procedures, rules and regulations previously issued by the Church.

I understand that the Church reserves the right to interpret, add, modify, or revoke any provision in the staff

member handbook with or without cause or notice. I also understand that the staff member benefits,

policies, procedures, rules, and regulations in this staff member handbook will remain in effect until notified

of changes by the Church. I agree to retain the staff member handbook for future reference and to update

it with any policy additions or revisions that the Church issues.

I am aware that my copy of the staff member handbook and any the Church property in my possession

must be returned to the Church upon my separation from employment or when requested by the Church.

I understand that I may be subject to reasonable suspicion substance testing as outlined in the Substance-

Free Workplace Policy (Section 1000 Personal Conduct). I am aware that my refusal to consent to such a

test or to test positive for alcohol or illegal drugs is a policy violation which will result in disciplinary action,

up to and including termination.

Employment at the Church is employment-at-will. Accordingly, this staff member handbook is not intended

to be a contract of employment, a warranty of benefits, or a limitation on the Church's ability to terminate

staff members.

STAFF MEMBER NAME (PLEASE PRINT)

STAFF MEMBER SIGNATURE

DATE OF SIGNATURE

SIGNATURE OF EXECUTIVE

DATE OF SIGNATURE