PERSONNEL POLICIES - Housing Authority of …

1 I THE Housing Authority OF THE CITY OF WINSTON-SALEM PERSONNEL POLICIES ADOPTED BY THE BOARD OF COMMISSIONERS JANUARY 10TH, 2012 ii Housing Authority of the City of Winston-Salem PERSONNEL POLICIES (Table of Contents) Section Page I. Introduction (I-1) (I-2) Equal Employment II. General Practices and Procedures (II-1) Employer/Employee (II-2) Hours of (II-3) (II-4) (II-5) Photo-Identification III. Employment POLICIES (III-1) Employment at (III-2) Harassment, Discrimination and Retaliation (III-3) Reasonable (III-4) Conflicts of Interest (III-5) Outside Employment (III-6) Political Activity (III-7) Dress (III-8) Smoking (III-9) Substance Abuse (III-10) PERSONNEL Records iii Employment POLICIES (continued) (III-11) Confidentiality (III-12) Inclement Weather (III-13) Use of Housing Authority (III-14) Operation of Housing Authority (III-15) Business Travel and Reimbursement (III-16) Electronic Communications (III-17) Computer, Internet and Email Usage (III-18) Social Media IV.

2 Classification Plan (IV-1) Recruitment and Selection of (IV-2) Types of (IV-3) Physical (IV-4) Classification V. Compensation (V-1) Salary (V-2) Salary (V-3) (V-4) On-call (V-5) Holiday (V-6) Incentive Compensation (V-7) Pay (V-8) Payroll and Time (V-9) Deductions from iv VI. Benefits (VI-1) Health and Dental (VI-2) Long-Term Disability (VI-3) Life (VI-4) (VI-5) Service (VI-6) Tuition Assistance (VI-7) Credit VII. Time Away (VII-1) Leaves of (VII-2) (VII-3) Vacation (VII-4) Sick (VII-5) Family and Medical Leave Act (FMLA)..49-52 (VII-6) Accommodations for Nursing (VII-7) Worker s (VII-8) Military Service and (VII-9) Jury (VII-10) Voting (VII-11) Bereavement (VII-12) School Involvement (VII-13) Juvenile v VIII.

3 Performance Management and Development (VIII-1) Performance (VIII-2) (VIII-3) Lateral (VIII-4) (VIII-5) Employee (VIII-6) Disciplinary (VIII-7) (VIII-8) (VIII-9) Employee IX. Safety and Security (IX-1) Safety (IX-2) Reporting Accidents and (IX-3) Audio and Video (IX-4) Workplace X. Leaving Employment (X-1) Layoffs and Reduction in (X-2) (X-3) Exit (X-4) XI. policy Receipt Pages Receipt 1 The PERSONNEL POLICIES and Procedures ( PERSONNEL policy ) of the Housing Authority of the City of Winston-Salem ( Housing Authority ) are established as a guide for employees and their supervisors in their relationship with each other and with the Housing Authority .

4 All employee benefit programs, salaries, POLICIES , classification and pay plans are subject to change from time to time. Consequently, the benefits referred to in this PERSONNEL policy handbook constitute those in effect on the date of approval of these POLICIES by the Board of Commissioners of the Housing Authority . This PERSONNEL policy handbook is not, and should not be construed as an employment contract. The Housing Authority does not in any way waive its right to change, modify or withdraw the POLICIES and procedures in this PERSONNEL policy handbook with or without notice to employees. However, when applicable, revisions will be communicated to staff accordingly.

5 Additional departmental guidelines and procedures that support the general PERSONNEL policy may be established and revised based on the organizational needs of the Authority (at the discretion of management). The Housing Authority is an Equal Employment Opportunity Employer. There shall be no discrimination against employees or applicants for employment on account of race, creed, color, national origin, sex, disability, religion, political affiliation, veteran status, genetic information, sexual orientation, or age. Notwithstanding the existence of this statement of PERSONNEL POLICIES , the Housing Authority or Employee may terminate the employment relationship at any time and for any reason at the will of either party.

6 I. INTRODUCTION 1. INTRODUCTION 2. EQUAL EMPLOYMENT OPPORTUNITY 2 Employer s Responsibilities Employees of the Housing Authority may expect: (1) Fair and impartial treatment at all times; (2) Adequate and competitive pay; (3) Safe working conditions; (4) Modern equipment and materials; (5) Informed supervision; Employee s Responsibilities As an employer, the Housing Authority expects employees to be: (1) Fair and courteous in meeting the public and working with fellow employees; (2) Industrious; (3) Neat in work and personal appearance; (4) Prompt in reporting for work and in completing assignments; (5) Economical in the use of supplies and equipment; (6) Cooperative with the public and with fellow employees in getting the job done well; (7) Observant of all Housing Authority POLICIES and procedures; (8) If certification of any type is required for a position, the employee must already be certified or must obtain certification within the described period that the job description requires.

7 The standard number of work hours for all regular and temporary employees is 40 hours per week. Regular work hours for all employees shall be 8:30 to 5:00 Monday through Friday, with one hour allotted for lunch (30 minutes paid, 30 minutes unpaid). Other flexible work schedule options may be available for employees, depending on the staffing needs of each department. These schedule options will be set forth in a separate document. Up to two optional ten to fifteen minute breaks may be granted at the discretion of management based on departmental and organizational needs. 2. HOURS OF WORK 1. EMPLOYER/EMPLOYEE RESPONSIBILITIES RECRUITMENT AND SELECTION OF EMPLOYEES II.

8 GENERAL PRACTICES AND PROCEDURES 3 Attendance and punctuality are very important responsibilities of each employee. Services performed by the Housing Authority require your complete cooperation in avoiding unnecessary absences or tardiness. When you are absent or late to work, your work is affected and your fellow employees must do your work for you. Your dependability is an important factor in your eligibility for promotion. Unexcused absences and tardiness will subject you to discipline up to and including termination. When you are unable to report for work because of illness or some other justifiable reason, it is your obligation to notify your supervisor by telephone just as soon as possible, preferably at least fifteen (15) minutes or more prior to your scheduled start time, for the office staff and between 8:00 and 8:15 For the maintenance staff, reporting your absence is your responsibility do not depend on a fellow employee to relay the message for you.

9 You should call as soon as it is apparent that you will be unable to work. Explain the reason and the estimated length of your absence. This will enable your supervisor to plan to have someone else handle your work. Your supervisor may require evidence of the reason for your absence, such as a doctor s certification, in the case of illness. A. Attendance Disciplinary Measures Attendance-related acts that may subject an employee to disciplinary action include, but are not limited to: (1) Buddy Punching (punching in or out for someone else). Both parties will be found in violation of the Attendance policy for this action. (2) Excessive (3 or more) missed punches within a 30 day period (late, early, or totally missing) B.

10 Typical Disciplinary Measures (as stated in the Disciplinary Action policy ) (1) Verbal Warning (2) Written Warning (3) Suspension (with or without pay) (4) Termination The type of disciplinary action applied depends on the severity of the related offense and the employee s history of policy violations. 3. ATTENDANCE 4 The Housing Authority may provide administrative, clerical and non-clerical maintenance employees with uniforms for use in the performance of their duties. Uniforms provided by the Housing Authority remain the property of the Housing Authority and will be subject to the same policy that applies to the use of other Housing Authority property.