Policies

The following is a summary of HPCH’s procedures, policies, and benefits. This information is not intended to imply any contract or contractual rights and may be revised or modified by HPCH at any time.

Please read over this information carefully and discuss any questions with your immediate supervisor.

Employment Policies

NON-DISCLOSURE / CONFIDENTIALITY

An employee who gains knowledge within the scope of employment may not take advantage of such information for personal gain nor may such information be disclosed to anyone, except as required by the employee’s position. Information gained regarding clients, donors and volunteers through virtue of employment with HPCH are considered confidential and will not be disclosed to third parties without client consent and management approval.

Employment with HPCH carries with it a responsibility for honorable and ethical work. Ethical work means we do not use business information or circumstances for personal gain.

In the course of business, staff may be exposed to confidential information regarding those we serve or supervise or with whom we work. No confidential information regarding income, health or other circumstance is to be shared for any reason other than necessary business purposes. Employees are responsible for checking with their supervisors, prior to sharing information to determine whether or not it is confidential.

Confidentiality does not mean that we ignore illegal, unethical or prohibited conduct of others on the job. Such on-the-job conduct must be reported. Confidentiality means we do not share information obtained for business purposes with others who have no need of such information.

A breach of confidentiality may cause an employee or client serious stress or other difficulties. It is every employee’s job to rigorously respect all employees and client’s right to privacy. Therefore, any breach of confidentiality will result in disciplinary action or discharge.

HPCH has proprietary right to financial and other information which HPCH deems confidential unless and until such information is officially made public. Such information includes, but is not limited to donor and membership lists, unpublished financial information and specialized processes and techniques used in connection with childcare and protection.

HPCH’s policy does not permit the unauthorized destruction, donation or other disposal of HPCH records. All materials created or received in the course of official business are the property of HPCH.

PROBATIONARY PERIOD FOR NEW EMPLOYEES

The first six months is an introductory period that is a training and familiarization periods for both the employer and the employee. However, completion of the introductory period does not indicate that the employee has any right to continued employment. If it appears either to the employee or to HPCH, following the completion of or any time during the introductory period that this job situation is not beneficial to both parties, then HPCH has the right to terminate the employee at any time and for any reason.

Temporary and contract employees will not necessarily receive written performance evaluations during the course of their employment with HPCH. All employees, regardless of classification or length of service, are expected to meet and maintain Company standards for job performance and behavior (See Section 4, Standards of Conduct).

OFFICE HOURS

HPCH office is open for business from 8:30 a.m. to 4:30 p.m. Monday through Thursday and 8:30 a.m. to Noon on Fridays, except for Holidays (See Section 6.8, Holidays).

LUNCH PERIODS

Employees are allowed a one-hour lunch break. Lunch breaks generally are taken between the hours of 11 a.m. and 2:00 p.m. on a staggered schedule so that your absence does not create a problem for co-workers.

PRIVATE ACTIVITIES DURING WORK HOURS

No employee may engage in any activity, with or without compensation, other than assigned duties or HPCH related business during scheduled HPCH work hours. Exceptions to this policy require verbal and/or written permission of the employee’s supervisor and the approval of the Administration. This includes family activities for direct care staff. It is important to be able to reach all direct care staff if any need should arise.

TEACHING, LECTURING, WRITING AND OTHER CREATIVE ACTIVITIES

Staff members are encouraged to teach, lecture, write and engage in other creative activities that aid professional development. HPCH will facilitate such activities so long as there is not undue interference with performance of their regular duties and any extracurricular activities do not appear to compromise the integrity of the agency.

MEDIA

The only authorized person at HPCH to give information to any media source is the Executive Director.

NEPOTISM

Administrative staff of HPCH may hire relatives to work in the same department as long as one is not in a direct supervisory relationship over another. Relatives working in the same department will be considered on a case-by-case basis. Relatives may work in the same department if a conflict of interest does not occur or relatives do not derive personal benefits from working in the same department. All promotions, transfers or recently hired new employees involving relatives working in the same department must affirmatively disclose the relationship to their immediate supervisor and be approved by the Executive Director.

For purposes of this policy, relative is defined as someone within two degrees of separation: parents and step-parents, siblings and step-siblings, current and former spouses, children and step-children, in-laws, parent’s siblings (uncles and aunts), children of siblings (nephews and nieces), and grandchildren.

In reference to Direct Care Staff: both spouses are employed and discharged as a team and will work in the same department. However, one spouse will not be placed in an official authoritarian position over the other.

ATTENDANCE

Each employee has a responsibility to be at work on time each day. HPCH recognizes that at times employees will be late or absent from work for valid reasons. However, absences and tardiness result in a hardship in scheduling of work and puts an undue workload on other employees.

Attendance and punctuality are two important items which are judged in an employee’s performance evaluation. Excessive absenteeism and/or tardiness may result in the employee being placed in a Corrective Action Plan or discharged.

Individual departments may set standards that reflect the specific operational standards of that department.

PERSONNEL FILES

A record of employment is maintained for all employees. The record is confidential and restricted to viewing by the employee, his/her supervisor and HPCH management.

Employee personnel files include the following: job application, job description, resume, records of participation in training events, salary history, records of disciplinary action and documents related to employee performance reviews, coaching, and mentoring.

Personnel files are the property of HPCH, and access to the information is restricted. Management personnel of HPCH who have a legitimate reason to review the file are allowed to do so.

Employees who wish to review their own file should contact their supervisor. An employee request for review of his/her personnel file should be made 48 hours in advance.

JOB DESCRIPTIONS

Each employee at HPCH shall have an approved job description. The employee will have a copy and a copy will be placed in the employee’s file by human resources.

PERSONNEL DATA CHANGES

It is the responsibility of each employee to promptly notify their supervisor or HPCH human resources of any changes in personnel data such as:

• Mailing address.
• Telephone numbers.
• Name and number of dependents.
• Individuals to be contacted in the event of an emergency.

An employee’s personnel data should be accurate and current at all times.

INCLEMENT WEATHER

It is the policy of HPCH to remain open for business unless severe weather conditions or impossible road conditions prevent employees from reaching their offices for duty. In situations where severe weather conditions arise, if Amarillo Independent School District and/or Canyon Independent School District closes, then HPCH offices will be closed as well. Employees should use common sense in determining if road conditions are too severe to prevent travel to work.

If the schools are not in session when severe weather arises, you will be contacted by your immediate supervisor.

EMPLOYEE PERFORMANCE REVIEW AND PERFORMANCE APPRAISAL

It is the responsibility of the immediate supervisor to evaluate new full-time and part-time employees after the first six months of employment and annually thereafter.

The purpose of the initial evaluation is to give the new employee an opportunity to determine if the work is suitable to him/her and to allow management to observe the new employee’s job performance, attendance and ability to get along with others. This early evaluation by both parties is to determine whether the needs of each are being met in the job and whether a change is indicated. Subsequent evaluations are also useful in serving these purposes. Copies of performance evaluations will be retained in the employee’s personnel file.

Temporary and contract employees will not necessarily receive written performance evaluations during the course of their employment with HPCH.

The immediate supervisor will schedule performance appraisals at least annually. These appraisals shall be reviewed and approved by HPCH Administration. Written records of all appraisals will become a part of the employee’s personnel file. Unacceptable or poor work performance is addressed in the Rules of Conduct and Discipline sections of these policies.

OUTSIDE EMPLOYMENT

In reference to Direct Care Staff: Direct Care Staff may not have an additional job, off campus, while employed as direct care staff.

A balance must be drawn between the reasonable interest of HPCH in the activities of an employee and the employee’s right to privacy, especially for hours when an employee is not regularly scheduled to work. During HPCH work hours, an employee is expected to devote himself/herself exclusively to assigned duties.

HPCH’s interests legitimately extend to those private activities that may create conflicts of interest or may impinge upon the person’s effective, efficient performance during HPCH work hours.

HPCH employees should be prepared to accept as conditions of employment the reasonable restrictions that are necessary to maintain public confidence in HPCH and to fulfill HPCH’s legal and ethical obligations.

EMPLOYMENT TERMINATION

Termination by the Employer

Abandonment – An employee who is absent for more than three (3) consecutive scheduled workdays without approval and notification to HPCH is considered to have abandoned his employment. This applies to an employee during the normal course of employment as well as the scheduled return from vacation or leaves of absence. On the fourth consecutive day of absence from scheduled work, HPCH will notify the employee by certified mail that employment has been terminated as of the first day of the unauthorized absence. An employee terminated due to employment abandonment is not entitled to severance pay.

Employees who are absent without approval but who make reasonable attempts to notify HPCH of their interest in retaining employment will not be terminated under the employment abandonment provisions. Rather, the unexcused absences may be the basis of disciplinary action, up to and including discharge.

Employment termination will not be retracted except for circumstances where the employee can substantiate that he/she could not notify HPCH as required.

Unsatisfactory Performance – Unsatisfactory performance, such as failure of an employee to meet performance standards, complete tasks in a timely manner, or maintain an adequate attendance record, can result in termination. An employee discharged for unsatisfactory performance will be paid earned salary and earned but unused vacation.

Misconduct – Misconduct involving misbehavior, refusal to work a reasonably expected amount, wrongful use or taking of HPCH property, or conviction of a felony are examples of grounds for termination. An employee discharged for misconduct will be paid earned salary and earned but unused vacation.

Reduction-in-Force – Termination of employment resulting from job elimination due to reorganization or financial considerations determined by HPCH management will be paid salary and earned but unused vacation pay. Employees terminated under these conditions may be eligible for severance pay at the discretion of their immediate supervisor and with approval of the Executive Director.

If the need to lay off or reduce the staff is caused by an emergency or by factors that could not be reasonably anticipated and planned for, HPCH will not be bound to give notice or pay in lieu of notice.

Retirement – A retiring employee is eligible to receive earned salary and earned but unused vacation. HPCH will assist in processing pension plan payments to the extent required by law. Tenure after age 65 is subject to the approval of the Board. If at the age of 65 the employee wishes to continue to work on either a full time or part time basis, he may so designate his wishes to the Executive Director who will review the matter with the Board of Directors.

Death – In the event of an employee’s death, earned salary and earned but unused vacation will be paid to the estate of the deceased. HPCH will assist the family of the deceased, executor or designated beneficiary to expedite the processing of provided life insurance benefits or pension plan payments, if any.

Voluntary Resignation

Employees who freely and voluntarily resign are expected to give at least two (2) weeks notice. Office/Campus Staff are expected to give at least one (1) month’s notice. Failure to do so may effect future consideration of re-employment with HPCH. This penalty can be waived if the employee can show reasonable cause for failure to give proper notice. If an employee resigns without notice, the supervisor should prepare a critical incident report.

Notice by the employee must be in writing, and the resignation should be forwarded to the employee’s supervisor immediately. Once an employee has entered a notice of resignation, its retraction should be permitted only by the mutual agreement of the employee and the supervisor.

An employee who resigns will be paid all salary to which he is entitled including earned but unused vacation pay. An employee who resigns is not entitled to severance pay.

Severance Pay

Employees terminated due to reduction-in-force, retirement or death may be eligible for severance pay. Severance pay eligibility is at the discretion of the immediate supervisor and with approval of the Executive Director.

To receive severance pay, the individual must have more than two years of continuous service with HPCH. The following schedule recommends an appropriate amount of severance pay:

• 2 - 5 years completed - 2 weeks salary
• 6 - 10 years completed - 3 weeks salary
• 11 - 15 years completed - 4 weeks salary

HPCH reserves the right to adjust this schedule based on the terminating employee’s specific situation and HPCH’s financial resources.

Departure Procedures

When employees leave employment, there shall be no removal of HPCH items, goods, or property from HPCH premises. For example, cottage household items and cottage decorations must remain in the cottage.

Exit Interviews – Supervisors and Administrators will schedule an exit interview for all employees leaving HPCH. The exit interview will be completed by the immediate supervisor to determine the following: stipulation of termination date, review of benefits at termination, if any, and calculation of final pay. The return of keys, credit cards, ID, group insurance cards, policy book, settlement of accounts, verification of address, and employee assessment of HPCH operations shall be turned in to the Human Resources Department.

Transmittal of final paycheck, if any:

• Voluntary resignation, will be at the next regularly scheduled payday following the effective date of resignation.
• Termination by employer, within six calendar days of discharge.

You are responsible for turning in all remaining petty cash, etc. that has been issued to you, or a report with receipts detailing the usage of funds. If this has not been turned in to the Business office, the funds may be withheld from your final paycheck.

In cases of termination due to death or abandonment when exit interviews are not possible, your supervisor will consult with the Controller and complete the termination form as fully as possible under the circumstances.

Wages & Salaries

WAGE OR SALARY INCREASES

Salaries and Wages Salary ranges are approved by the Board of Directors. The Director of Children’s Services or Director of Capital Planning specifies the hire rate of salary or hourly wages within these ranges approved by the Executive Director. Salaries are based on various factors including job requirements, expertise and experience. Hourly employees are paid on the basis of actual time worked. Salaried employees are generally paid on the basis that the workweek is 35 hours. As a rule, all HPCH employees are salaried.

Hourly employees will complete a time sheet that should be signed by the employee and their supervisor. The time sheet will be turned into the Business Office by noon each Monday (or the first work day of the week should there be a holiday). The time sheet should report hours worked through the immediate previous Sunday. You will be paid through the previous full week reported.

Reimbursement of Expenses

HPCH will reimburse all staff members for expenses incurred on behalf of the agency and/or it’s clients. Actual costs of meals, lodging and travel expense while traveling on agency business will also be paid. All expense receipts should be submitted to the immediate supervisor for approval and then forwarded to Accounts Payable for processing.

As a general rule, meals incurred outside of Amarillo are reasonably approved. Staff who are “entertaining” clients and/or donors in town need to be very conservative. In most cases, the employee’s portion of local “dining-out” meals are to be paid by the employee with few exceptions. Prudent judgment is expected in all instances.

“Comp-time” vs. “Flex-time”

In Child Care it is often difficult to have “set” schedules that are consistent from day to day. However, certain positions do allow for consistency. All employees are expected to accomplish their job responsibilities in the time frames allotted. Sometimes it is more, sometimes it is less. Compensation for “overtime” by means of pay or days is not an option.

Flextime is simply a way to adjust your schedule periodically to “even out” your workweek. Some days require more effort and time than others and may be re-cooped by “flexing” your schedule. Comp-time does not exist. For example: you may not come in and work on Saturdays so that you can take extra time off adjacent to a vacation. Do not abuse Flextime! Flex time must be taken within the same pay period as earned.

PAYDAYS

Employees are paid twice per month on the 15th and the last days of the month. If that day falls on a holiday or weekend, deposits will be made the preceding Friday or workday. Wages and salaries are automatically deposited to your personal checking account.

Vacation & Other Leave

HPCH offers a benefits program for its employees. However, the existence of these programs does not signify that an employee will necessarily be employed for the required time necessary to qualify for the benefits included in and administered through these programs.

VACATION

Statement of Policy

Full-time regular staff of HPCH are granted annual vacation leave in accordance with the below policy.

In addition, HPCH grants 3 personal days off each calendar year for office/campus support staff and 6 personal days for office/campus staff. The employee may determine when he/she will use a floating personal day subject to supervisor’s approval. Unused personal days may not be carried over to the New Year.

General Guidelines

Vacations are granted for the purpose of rest, recuperation and recreation and accordingly may not be accumulated for periods beyond those set forth below. Direct Care Staff please refer to section 6.5.5.

Vacation time accrues on the following basis (based on date of hire):

• After 12 months of consecutive employment: 10 paid working days of vacation.
• After 3 years of consecutive employment: 15 paid working days of vacation.
• After 10 years of consecutive employment: 20 paid working days of vacation.
• After 15 years of consecutive employment: 25 paid working days of vacation.

Vacation time must be scheduled and approved by each employee’s supervisor and filed with the Human Resources Department.

Earned vacation leave cannot be taken before it is accrued and approved.

Vacation may be taken in half-day increments of time. Each employee must complete his/her full year of employment to be eligible for vacation pay. An employee must be in good standing to qualify for any earned but unpaid vacation. This includes but not limited to the written resignation requirements as stated in the policy.

Unused Vacation

Annual vacation may be accumulated up to the maximum number of days allowed for a 1 year period. Unused vacation in excess of this amount is lost, unless otherwise approved by the Director of Capital Planning or the Executive Director. Professional staff are not to take vacation until their dictation is up-to-date.

Pay for earned unused vacation up to the prescribed maximum will be included in the final pay of only an employee who leaves in good standing (written resignation giving supervisor at least 2 weeks notice).

Scheduling of Vacation

Vacations are earned and accrued by the individual and therefore, due at some period during the year. Although every effort is made to grant vacations at the convenience of the employee, approved vacation periods are subject to change by the Administration whenever the needs of the organization require.

Should an occasion arise necessitating a change in scheduled vacation, application for change must be made to the supervisor 30 days prior to the date requested. All changes will be subject to approval by the supervisor. Changes made less than 30 days in advance must be approved by the supervisor and will be for emergencies only.

Direct Care Staff Schedule

House Parents and relief house parents do not have the typical 8:30-4:30 job. They are direct care staff for the children in care and HPCH structures their time off in a different manner. This schedule is to ensure they have adequate time off. Full time house parents and relief house parents are scheduled to have approximately 112 paid days off per calendar year. For employees that start work during the calendar year, their time off is prorated according to the number of days remaining in the calendar year. Those days will vary according to schedules and staffing. All days on and off are scheduled through the secretary of Social Services at the beginning of each calendar year. The schedule is approved by the Director of Children’s Services. Days on and off duty are subject to change according to schedule changes. At the end of the calendar year, reconciliation will be conducted to determine the total number of days on and off duty. If the reconciliation shows that the employee did not get a total of 112 days off, then financial compensation or additional days off may be considered.

SICK LEAVE

An employee who cannot come to work because of injury or illness is expected to notify his/her supervisor by 9:00 a.m. daily unless hospitalized. Employees accrue paid sick leave at the rate of 1/2 day per month worked up to 6 days per year. Temporary employees do not accrue sick leave.

Absences for medical, dental or optical examinations may be charged to sick leave. Supervisors will assure that a minimum amount of time is lost in such cases.

Unused sick leave at the end of the calendar year will be carried over into the next calendar year.

If an employee leaves HPCH’s employment having utilized more than his/her accrued sick leave, appropriate deductions will be made from their final check. At the time of separation, however, no payment is made for any unused sick leave.

RECORD KEEPING

It is the employee’s responsibility to turn in the appropriate paperwork for days off, whether they are vacation, sick or personal days, to their immediate supervisor to approve. The administrative assistant maintains vacation days, sick time and personal days accrued and used. Each employee is responsible for verifying his/her account to make sure the correct number of hours appears.

HOLIDAYS

HPCH designates the following days as official holidays, and the office will close in observance of them:

• New Year’s Day
• Independence Day
• Good Friday
• Labor Day
• Memorial Day
• Thanksgiving Day
• Christmas Day

Regular workdays that are adjacent to scheduled holidays may also be granted off for travel and convenience’s sake. These decisions are at the option of the Administration.

If personnel are on vacation during a holiday, the holiday will not count as vacation time and the employee may add that additional day to his vacation time.

Official holidays falling on Saturday will be observed on the preceding Friday; official holidays falling on Sunday will be observed on the following Monday. All full-time regular employees are eligible for paid holidays.

JURY DUTY

Jury service is considered to be an obligation and in the event a staff member is called for jury duty, HPCH will grant leave with pay for the term of jury service. Employees are entitled to retain all juror fees received for jury service.

A staff member who is dismissed early by the court is expected to report to work for the balance of the working day, if practical. If requested by the supervisor, staff called for jury duty must provide HPCH with a copy of the summons and notice of completion of jury service.

MILITARY LEAVE

Authorized leave is provided to employees who are required to fulfil their military obligations. Military Leave will be granted for inactive or active duty for training. Those on Military Leave will have reinstatement rights to their positions with HPCH as provided by law. Sick time may not be used for Military Leaves. No pay will be provided for Military Leave.

FAMILY AND MEDICAL LEAVES OF ABSENCE

General – Full time regular employees of HPCH are eligible to take up to 12 weeks of unpaid family or medical leave within any 12-month period, (as specified in this policy), and be restored to the same or an equivalent position upon return from leave provided the employee has worked for HPCH for at least 12 consecutive months. To determine the 12-month period in which leave entitlement occurs, HPCH will use a rolling 12-month period measured backward from the date an employee uses any leave under this policy. HPCH in its exclusive discretion may decide to pay the employee some, or all, of his/her salary during the period of leave time.

Absences on account of a brief health condition (generally, of 2 weeks duration or less) should be handled, to the extent possible in accordance with HPCH’s sick leave policy. However, if the employee is, or expects, to be unable to work over an extended period because of a serious heath condition, a leave of absence under this policy may be requested.

Reasons for Family or Medical Leave

Employees take family or medical leave for any of the following reasons:

• Birth of a son or daughter and in order to care of such son or daughter
• Placement of a son or daughter with the employee for adoption or foster care
• To care for a spouse, son, daughter, or parent with a serious health condition
• Because of the employee’s own serious health condition that renders the employee unable to perform the functions of his or her position

Leave because of reasons birth or adoption/foster care must be completed within the 12-week period beginning on the date of birth or placement. In addition, houseparents employed by HPCH who request leave because of reasons birth or adoption/foster care or to care for an ill parent may only take a combined total of 12 weeks leave during any 12-month period.

Once the reason for a family or medical leave ends (i.e., a serious health condition no longer exists), an employee is no longer eligible for leave under this policy and is expected to promptly return to work.

The definition of a “serious illness” is: An illness, injury, impairment, or physical or mental condition that involves–(A) inpatient care in a hospital, hospice, or residential medical care facility; or (B) continuing treatment by a health care provider.

COMPASSIONATE LEAVE

Compassionate Leave Policy

Death and illness happen in every family. HPCH wants to ensure that all employees have time to be with their family in the event of a death or serious illness in the immediate family.

Compassionate Leave Procedure

Full-time regular employees are eligible for paid compassionate leave. Family is defined as parents and stepparents, siblings and stepsiblings, current and former spouses, children and stepchildren, in-laws, uncles and aunts, nephews and nieces, grandparents and grandchildren.

Compassionate leave will be given as follows: Due to the death of a relative the employee is eligible for 1 day of leave for a relative living in the Amarillo area. If the deceased relative lives outside the Amarillo area the employee is eligible for 3 days of leave. Extended time off for compassionate leave will be covered by personal and vacation days.

Paid compassionate leave is to be documented on the time sheet as paid personal time away from work. Unpaid compassionate leave is to be documented on the time sheet as unpaid personal time away from work. No compassionate leave will be paid during periods of absence.

Employees not in full-time regular positions are eligible for unpaid compassionate leave, being a maximum of 3 days, with additional unpaid leave subject to approval by the supervisor.

LEAVE WITHOUT PAY

Leave without pay may be granted under exceptional conditions but only after earned vacation, personal days and sick leave have been exhausted. The purpose of granting leave without pay is to preserve the employee’s continuity of service with HPCH through an emergency or a planned, limited period of absence.

Requests for leave without pay must include definitely stated inclusive dates and the reason for making the request. All such leave must be requested through the employee’s supervisor and approved by Administration. This leave may be granted for periods of from 1/2 day to 90 days. Leave without pay in excess of one month does not carry assurance of reinstatement because positions cannot be held open indefinitely. It is seldom possible to fill regular positions satisfactorily with temporary appointments. If the leave is planned to exceed one month, the employee must explore future possibilities with his/her supervisor. Every effort will be made to find a suitable placement; however, if no suitable position is available employment will be terminated.

Any absence from work during the initial probationary period for new hires, regardless of cause or reason, will be charged to Leave without Pay, if other forms of leave have been exhausted.

Impact of Leave without Pay on Benefits

Annual and Sick Leave – While on periods of leave without pay, an employee does not earn vacation or accrue sick leave.

Insurance

1. If the leave without pay does not extend beyond two pay periods:

   1. The employee’s participation in group insurance is not discontinued during the leave period.
   2. On return from leave without pay, the employee will arrange with the Controller to repay HPCH the amount of the premiums normally paid.

2. If the leave without pay extends beyond two pay periods:

   1. The employee may elect to continue to make his/her payments through the period by prepaying the premium. In that case, HPCH will continue its payments and the employee’s existing insurance shall remain in effect during the leave period.
   2. If the employee does not elect to continue to make his/her payments through the leave without pay period the insurance will be cancelled as of that last day of the pay period in which the employee was on pay status or on the last day that the insurance was prepaid.

Retirement

Retirement planning is a personal matter. Depending on age, retirement may be years away or in the not-too-distant future.

The total retirement plan for HPCH staff consists of three components:

1. HPCH Retirement Plan
2. Social Security benefits
3. The employee’s individual retirement income plan, for example, IRA accounts.

More information on HPCH’s Retirement Plan can be found in HPCH’s Retirement Plan booklet. All employees are automatically qualified for the Plan and are vested 100% from the first day of employment and may assume ownership of the Plan immediately following termination.

Employees are encouraged to call the Social Security Administration at 1-800-772-1213 to obtain a copy of their social security earnings record (“Request for Earnings & Benefits Estimate Statement.”). This record should be reviewed to make sure it agrees with personal earnings records. If an employee has worked enough quarters to be covered, the Social Security Administration will provide an estimate of social security retirement benefits at age 65, if requested.

STATUTORY BENEFITS

All full-time employees are covered by statutory benefits, with the exception of COBRA, which applies only to those employees who are covered under HPCH’s group health plan. Coverage is provided for contract employees if specifically indicated in the employment contract.

Statutory benefits include:

1. Social Security. All HPCH employees are covered under current federal Social Security regulations.
2. Worker’s Compensation. HPCH carries worker’s compensation insurance which extends to any employee injured in the course and scope of his employment. Reports of on-the-job accidents should be forwarded immediately to the Controller and the employee’s supervisor for processing.
3. Unemployment Compensation. HPCH participates in the state’s Unemployment Insurance Program.
4. COBRA (Consolidated Omnibus Budget Reconciliation Act). HPCH complies with the extension of group health plan coverage which is required by the Act. (This benefit applies only to those employees who are covered by HPCH’s Group Health Plan.)

Insurance & Benefits

HEALTH INSURANCE

HPCH currently provides all full-time regular employees with Health insurance coverage.

Occasionally employees may have coverage not provided by HPCH. For example, if you have veteran benefits. If so, HPCH will not be required to reimburse for Health insurance.

Coverage becomes effective on the first day of the following month after hire and is paid fully by HPCH. If the plan requires the employee to pay a portion of the premium, it is handled through payroll deduction. Employees have the option of adding dependent care coverage to the plan. The employee pays for the dependent care coverage through payroll deduction.

Upon leaving HPCH, all HPCH provided health care coverage ceases. Coverage ends on the last day of the month after termination. Continuation of coverage may be provided at the individual’s expense in accordance with the Consolidated Omnibus Budget Reconciliation Act, (COBRA).

LIFE INSURANCE

HPCH currently provides all full-time regular employees with Life insurance coverage of $20,000. Upon leaving HPCH, coverage ceases.

DENTAL INSURANCE

HPCH currently provides all full-time regular employees with dental insurance.

Coverage becomes effective on the first day of the following month after hire and is paid fully by HPCH. If the plan requires the employee to pay a portion of the premium, it is handled through payroll deduction. Employees have the option of adding dependent care coverage to the plan. The employee pays for the dependent care coverage through payroll deduction.

Upon leaving HPCH, all HPCH provided dental care coverage ceases. Coverage ends on the last day of the month after termination. Continuation of coverage may be provided at the individual’s expense in accordance with the Consolidated Omnibus Budget Reconciliation Act, (COBRA).

VISION INSURANCE

HPCH currently offers employees the option to purchase vision insurance for the employee, spouse and any dependents.

The employee is responsible for 100% of the premium costs through payroll deductions. Coverage becomes effective on the first day of the following month after hire.

Upon leaving HPCH, coverage ceases. Coverage ends on the last day of the month after termination. Continuation of coverage may be provided at the individual’s expense in accordance with the Consolidated Omnibus Budget Reconciliation Act, (COBRA).

Statutory Benefits

All full-time employees are covered by statutory benefits, with the exception of COBRA, which applies only to those employees who are covered under HPCH’s group health plan. Coverage is provided for contract employees if specifically indicated in the employment contract.

Statutory benefits include:

1. Social Security. All HPCH employees are covered under current federal Social Security regulations.
2. Worker’s Compensation. HPCH carries worker’s compensation insurance which extends to any employee injured in the course and scope of his employment. Reports of on-the-job accidents should be forwarded immediately to the Controller and the employee’s supervisor for processing.
3. Unemployment Compensation. HPCH participates in the state’s Unemployment Insurance Program.
4. COBRA (Consolidated Omnibus Budget Reconciliation Act). HPCH complies with the extension of group health plan coverage which is required by the Act. (This benefit applies only to those employees who are covered by HPCH’s Group Health Plan.)

Animals On Campus

Houseparent Pet Policies

Employees living on campus wishing to keep a household pet within their personal living quarters must meet the following guidelines. These parameters are designed to protect pet owners, and non-pet owners alike, and to ensure that all animals receive responsible care.

Approval

• Pets will be approved on an individual basis by the Director of Children’s Services.
• No pet is allowed on campus until the pet policy guidelines have been met and final approval has been given by the Executive Director.
• HPCH reserves the right to deny any employee living in campus housing from having a pet kept on the HPCH campus. HPCH reserves the right to inform employees living in campus housing that a pet must be kept off campus if the pet does not meet HPCH policy guidelines, becomes a danger to others, makes excessive noise, initiates problems for our children or staff, destroys property or cottage furniture, creates detrimental health issues to children or staff due to allergies or related health issues or is a nuisance to guests visiting the campus.

Pet Privilege Fee

There will be a non-refundable pet privilege fee of $200 for each pet on campus. This fee is reduced to $50 per type for caged animals (see Requirements below). This fee may be transferred from one campus dwelling to another if the employee moves. The campus apartment or home must be inspected by the Director of Children’s Services or other designated personnel prior to vacancy.

Requirements

• An HPCH employee family may have a maximum of two cats, dogs, or combination thereof.
• Caged animals: These include hamsters, gerbils, fish, turtles, snakes, lizards, etc. The number of permitted caged animals is at the discretion of the Director of Children’s Services.
• Pet owners must ensure their pets are well behaved in the cottages. Immediate restitution will be made by pet owners for any damage to the cottage, furniture, carpets, doors or other employees’ personal belongings or property.
• Pets should be well-groomed, exercised according to needs, and maintained in accordance with applicable state and local laws.
• All animals are required to be vaccinated and will have rabies shots as required by a vet each year. A copy of rabies vaccination papers will be kept in the employee’s personnel file. The employee is required to deliver annual documentation of rabies vaccinations to the office each year. Failure to provide documentation to the office within 15 days of expiration will result in a $20 fine. After 30 days, the pet will be subject to removal from the HPCH campus.

Restrictions

• No animal that is aggressive or has problems with biting, scratching or attacking people or other pets will be allowed on campus.
• Ferrets, Dobermans, Pit Bulls, Rottweilers, Chows or anything venomous will not be allowed.
• No large breed dogs or dogs with large breed characteristics will be allowed.

Containment

Pets will not be allowed to roam the campus. They will be kept in the staff quarters or near the cottage in a small, fenced area approved by the Director of Children’s Services. Pets are not allowed in the common areas of cottages or in the children’s bedrooms. Pets will be trained not to bark at or jump on guests visiting the cottages. When guests, resident friends or HPCH donors are visiting and touring the cottages, pets will be kept in the staff quarters. If the pet is outdoors in their fenced area and makes excessive noise, the employee will be asked to move their pet into their private quarters.

Additional Guidelines

• All pets must meet any additional guidelines set for General Residential Operations by the Texas Department of Family and Protective Services.
• Pets are the responsibility of the owners or employees, not the children.
• Pet owners must agree to supervise the children and the pets.
• Children may play with and assist their houseparents or relief houseparents in caring for employee pets but must be taught by the pet owners how they are to relate to the pets.
• The residents of HPCH will not be allowed to own and maintain animals like cats and dogs.

Grievance Policy & Procedure

It is the policy of High Plains Children’s Home & Family Services, Inc. (hereafter referred to as the “HPCH”) to seek fair, just, and prompt solutions to grievances of employees and former employees arising from their employment relationship with the organization. The purpose of this policy is to establish procedure for filing and resolving employee grievances and supersedes all previously enacted polices regarding or governing employee grievances.

Definitions

Grievance – A formal expression of disagreement, complaint or concern regarding any one or more of the following matters:

1. Alleged Unlawful Discrimination (including Harassment)
2. Alleged Unlawful Retaliation
3. All Disputes Concerning An Employee’s Wages, Hours or Employee Benefits
4. Alleged Violation(s) of Local, State or Federal law or Regulations

Employee complaints that do not involve one of the topics listed above are not eligible for the formal grievance process. Further, the formal grievance is not appropriate for those personal situations, interactions, or conflicts an employee may encounter which are not related to management decisions or policies of the Organization. If the Director of Child Care Administration (“DCCA”) or his/her designee, determines that the employee’s complaint does not raise an issue subject to this grievance policy, the complaint will be returned to the employee with appropriate instructions and guidance on the appropriate procedure for addressing the complaint.

Grievance Process

Step 1

To institute a formal grievance, the employee must present his/her complaint in writing to the DCCA or his/her designee within fourteen (14) days of the incident, facts or circumstances giving rise to the grievance. A grievance can be submitted after the fourteen (14) day limitation period if the employee was unaware and could not have reasonably had knowledge of the incident, facts or circumstances giving rise to the grievance. In such cases, the employee must file the grievance within fourteen (14) days from the date he/she became aware of the actionable incident, facts or circumstances. The DCCA will decide whether a grievance filed out of time will be allowed to proceed. The employee may appeal an adverse finding to the Executive Director in accordance with Step 3 except that the only issue to be resolved is whether the grievance procedure will be allowed to proceed.

A formal grievance must be submitted in writing using the attached Form “A.” No other writing will be accepted. Further, all spaces of the grievance form must be completed in order for the grievance to be accepted. No grievance will be accepted unless it contains the following:

1. Summary of all Relevant Facts
2. Identification of the Specific Grievable Issue(s) (including the identification of all relevant Corporate policies.
3. Identification of All Witnesses (if any)
4. Identification of All Relevant Documents (if any)
5. A statement of the Employee’s Proposed Resolution
6. Employee’s Signature

Grievance forms that are incomplete will be returned to the employee without any further action being taken. The employee will have two (2) days from the date the grievance form is returned to correct any deficiencies. If the employee does not resubmit a revised grievance form within this prescribed time, the grievance process will be conclusively resolved.

Step 2

The DCCA will review the grievance form to determine whether the employee has raised an issue that is subject to the grievance process. If not, the employee will be notified of this determination and directed to the appropriate Corporate Policy for resolving the subject dispute. If the DCCA determines that the employee’s grievance form contains a complaint subject to the grievance process an investigation will be conducted. Investigations may be performed by a designee of the DCCA under his/her guidance. The scope of the investigation and the manner in which it is to proceed will be determined by the DCCA in light of the nature of the complaint and the purported facts and circumstances involved.

At the conclusion of the investigative process, the DCCA will prepare and submit a written report outlining the results of the investigation. The report will also contain one of the following recommendations for the Executive Director’s consideration:

1. Employee’s Proposed Resolution is Recommended
2. Employee’s Proposed Resolution is Rejected - Alternative Resolution Recommended
3. Employee’s Proposed Resolution is Rejected - No Alternative Resolution Recommended

During the investigative process, the employee is required to maintain strict confidentiality concerning all matters relating in any way to the subject grievance. All investigative steps will be taken by the DCCA or his/her designee. Any violation of this confidentiality requirement on the part the grieving employee will result in disciplinary action being taken which may include dismissal of the grievance, suspension and/or termination from employment.

Step 3

DCCA’s written report, along with a grievance file, will be submitted within ten (10) days of the date the grievance is filed to the Executive Director for final resolution and determination. The grievance file must contain, at minimum, the following documents:

1. A complete copy of the grievance form, including attached documentation.
2. A copy of all non-privileged documents generated by the DCCA or his/her designee during the investigation process.
3. A copy of the DCCA’s written report (including recommendations).

The Executive Director’s review is limited to documents contained in the grievance file. If the Executive Director determines that additional investigation should be conducted, he/she will return the grievance file to the DCCA with appropriate instructions. After completing his/her review of the grievance file, the Executive Director will prepare a written decision within seven (7) days that contain one of the following resolutions:

1. The DCCA’s recommendation is Accepted.
2. The DCCA’s written recommendation is Accepted with Modification.
3. The DCCA’s Officer’s written recommendation is not Accepted and alternative action will be taken pursuant to the Executive Director’s directive.

In conducting the review, the Executive Director is authorized to take any action to resolve the grievance including, but not limited to, the acceptance, with or without modification, of the employee’s proposed resolution. The Executive Director’s response is non-appealable and will conclude the grievance process at which time the grievance will be resolved. A copy of the Executive Director’s written response will be provided to the employee and the DCCA.

Step 3a

Within two (2) days of the employee’s receipt of the Executive Director’s decision, any affected party may ask the Executive Director to reconsider his/her conclusions respecting a grievance, as well as, any action taken as a resolution to any grievance. A request for reconsideration must be submitted in writing to the Executive Director who will determine, in his/her sole discretion, whether reconsideration is appropriate and necessary. No request for reconsideration will be granted unless the petitioning party identifies, in writing, information that was not available to the Executive Director before his/her decision at Step 3 was made.

General Guidelines

1. Employees and former employees shall not be subjected to retaliation, in any form, for presenting a grievance pursuant to this policy. Abuse of the grievance process will not be tolerated. Employees who are found to have abused this policy will be subject to disciplinary action.
2. In the event the DCCA is unable to perform the duties prescribed in this policy, for any reason, the Executive Director will designate someone else to perform the duties prescribed herein.
3. Once an employee files a grievance, all involved parties (complainants, witnesses, etc.) shall observe the strictest rules of confidentiality throughout the grievance process. Failure to maintain confidentiality may affect the outcome of the grievance and may result in disciplinary action.
4. Once a grievance has been submitted, it shall not be changed or amended without the mutual consent of the aggrieved employee and the duly appointed representative of the HPCH.
5. The grievance process shall end upon resolution of the grievance. The DCCA shall design a Report of Resolution. The aggrieved employee, the applicable supervisor, and the DCCA shall recognize this report in writing.
6. If the aggrieved employee does not initiate a particular step within the prescribed time limits and sequence, the grievance shall be considered resolved. If the aggrieved employee cannot adhere to the schedule prescribed in the grievance process above, he/she may request a modification from the DCCA. Failure to adhere to the schedule and failure to submit a request for modification shall void the grievance.
7. As necessary, the DCCA shall add, delete, or modify Steps in the Grievance Process to response to scheduling conflicts or to appropriately respond to the employee’s particular supervisory relationship.
8. The term “day” as used in this policy means calendar day. If a deadline falls on a weekend or holiday during which the Organization’s business offices are closed, the applicable deadline shall extend to the next regular business day.

Computer & Internet Usage / Monitoring Policy

Activity Monitoring

As a part of company computer/network maintenance and troubleshooting, it is sometimes necessary for HPCH IT Administration Staff to record and review computer/network activity. Some of this monitoring is done at the DATA PACKET LEVEL, meaning that any and all of your network activity may potentially be viewable by HPCH IT Administration Staff, including network traffic utilizing SSL encryption.

This does not mean that you are under constant surveillance, however, it is important that you understand and acknowledge that HPCH does reserve the right to monitor and inspect all actions and traffic taking place on company devices and networks, therefore, there should be no expectation of privacy while using these company resources.

The campus network is a shared resource, therefore HPCH may take corrective action by blocking, throttling or otherwise controlling actions and traffic deemed to be in interference with business operation/productivity.

1. HPCH reserves the right to monitor, log and inspect all activity at any time, including but not limited to:

   a) Websites visited b) Web searches performed c) Emails sent/received d) Applications used e) Files downloaded/sent/received/accessed

   That takes place on any of, but not limited to, the following:

   a) Any company-owned computer, tablet, phone or other electronic device. b) Any company-owned network/Internet connection. (Including network traffic utilizing SSL encryption.)

2. HPCH reserves the right to take corrective action, including but not limited to:

   a) Blocking b) Throttling c) Bandwidth Shaping/Prioritization.

3. HPCH reserves the right to access all files stored on any of the following, but not limited to:

   a) Company computers, tablets, phones or other electronic device’s internal storage. b) Removable Storage Media connected to any company device. (Flash Drive, Hard Drive, CD, etc.) c) Cloud Storage Services connected to any company device. (Dropbox, OneDrive, Google Drive, etc.)

Personal Activities

Company-owned computers, tablets, phones or other electronic devices are provided first and foremost for business use only. Personal use is only permitted if and when it does not interfere with business productivity.

As a non-profit organization, funded by our generous donors, it is important that each staff member fulfills his/her duty in contributing to the good stewardship of the funds (specifically, salaries) that have been given with the intention to help carry out the Home’s mission.

As such, Social Media, News Websites, Online Shopping, Games and other personal activities should be limited to personal time only (lunch or other breaks). Excessive personal browsing during working hours may result in disciplinary action including time restrictions being applied to specific websites/services as deemed appropriate by a supervisor.

It is also important that you understand and acknowledge that due to the monitoring methods employed, personal web activity such as checking personal email accounts and personal banking accounts may potentially be viewable by HPCH IT Administration Staff. Such activities should be avoided on company devices and networks.

Personal Files

Personal files should not be stored on company computers, tablets, phones or other electronic devices. This includes personal photos, music, videos and documents. HPCH cannot be held responsible for personal files and such files may be subject to deletion without notice during routine maintenance procedures.

Unacceptable Use

Unacceptable use of company computers and networks include but are not limited to:

1. Installing unauthorized software. This includes browser add-ons/extensions/toolbars, “coupon printers”, etc.
2. Downloading or streaming pirated music, movies or software.
3. Sending, receiving or accessing pornographic material.
4. Defeating or attempting to defeat security restrictions on company systems, applications and networks.
5. Causing congestion, disruption, disablement, alteration or impairment of company systems or networks.
6. Deliberately propagating any virus, worm, Trojan horse, key logger, or other code or file designed to disrupt, disable, impair or otherwise harm company networks or systems or to copy or steal any individual’s or company’s information.
7. Making unauthorized copies of and/or distributing company files, emails or other company data.