Employee Handbook: Difference between revisions

== Employer Handbook (Jason’s work... not Jim’s) ==

Upon receipt of written acceptance from applicant, EBC will respond either by phone or in writing to all unsuccessful applicants who were interviewed.

# Brief the new employee on the role, purpose, history and organization of EBC.

# Give the new employee a tour of the BikeWorks shop, ensuring that the new employee can locate first aid materials and fire extinguishers, and is familiar with fire exits.

# Review the "EBC Employee Handbook" with the new employee, making sure to point out EBC policies and procedure relating to: Occupational Health and Safety, Fire and Safety, Harassment.

# Conduct orientation of EBC's administrative and financial procedures as related to their position.

The purpose of the probationary period is to provide orientation, guidance, on-the-job training, and coaching to the new employee, allowing them the opportunity to learn and fulfill the requirements of their new position. This period is also the final and critical phase of the selection process that will provide the supervisor or the Board with the opportunity to evaluate the hiring decision. To do this effectively, the supervisor will be required to regularly monitor, measure and review the new employee’s level of performance during the probationary period. During this time, the new employee will be evaluating and adjusting to his/her new position and work environment to determine if expectations are being met and assessing his/her overall fit to EBC and its mission and values.

If an employee is promoted or transferred to a new position, the appropriate probationary period and review is once again required . An employee does not have the option of returning to his/her former job if the new position does not work out satisfactorily nor can EBC guarantee another position.   The Board may choose to waive the probationary period at its discretion.

The probationary review must be conducted prior to the end of the probationary period that applies. The form shall be completed, signed and forwarded to the Board of Directors. The assessment of the employee is reviewed, the appropriate administrative steps followed and the document becomes part of the employee’s personnel file. The form allows for periodic evaluations of the new employee throughout the probationary period. The supervisor must provide ongoing supervision and keep the new employee informed on his/her performance relative to EBC’s expectations.

An employee cannot change from a probationary status to employment status unless his/her probationary review form shows an acceptable assessment.

An employee may terminate their employment with EBC by providing a minimum of two (2) weeks notice to their supervisor. Although not mandatory, employees are requested to provide as much notice of termination as possible.

Should there be a need to reduce the number of staff currently employed by EBC, a minimum of two (2) weeks notice of termination of employment shall be given to those employees affected.

Employees who consistently fail to conform to the specifics of their position description or exhibit inappropriate behavior or poor performance shall be required to meet with their supervisor and one other impartial supervisor. This meeting will attempt to identify the problems, find ways to improve the situation and suggest adequate solutions, concluding with a recommended course of action and an appropriate time frame in which the employee will be expected to improve to the satisfaction of EBC. Details of the meeting will be documented, signed by all parties as a correct representation of points discussed and placed in the employee’s personal file.  A copy of this documentation will be submitted to the Board.

# Misappropriation of EBC funds

# Abuse of EBC equipment or materials

# Falsification of EBC records

On an employee's final day with EBC, arrangements must be made for the removal of personal effects from the office and the return of any office effects from home.

EBC's recruitment and selection policies shall apply.

Because BikeWorks and EBC events are primarily evenings and weekends, with the potential for early mornings and other odd hours, a regular schedule is difficult to implement. Expected hours of work will vary by position and be expressed in the “Offer of Employment” letter.

Vacation time will be banked at 4% of time worked, and can be paid out at any time when the employee works less than his or her standard hours of employment, or upon leaving EBC.

Employees and volunteers who have access to any of EBC's computers are expected to respect the Computer Usage Guidelines, which includes use of the EBC computer network, use of software, and use of the Internet.  Accordingly, all employees will understand, and abide by the EBC's Rules of Conduct Regarding Computer Use policy.

<u>Use of the EBC computer network</u>

EBC respects the proprietary rights of a computer software developer. As a user, employees and volunteers are required to comply with the license agreements associated with the computer software products.

EBC recognizes that the Internet is a useful tool to aid employees and volunteers in accomplishing their duties. As such, its primary use is for education, research, communication and administration as applicable to EBC business. Understanding that all activities on the Internet may be traced back to the Society, work on the Internet shall be conducted in such a manner that public confidence and trust in the integrity, objectivity and professionalism of the Society are conserved and enhanced. Employees and volunteers are expected to follow the guidelines related to the use of the Internet listed in the Rules of Conduct Regarding Computer Use policy.

An employee <s>or volunteer</s> who produces a document, tool or any other work for EBC cannot take ownership of the product. A task that has been performed for EBC becomes the property of EBC.

Use of EBC equipment shall be for EBC purposes only. The equipment is purchased to support reaching the objectives of the organization. Private use of EBC property will be permitted only when authorized and according to a specific fee when it applies. Personal usage of EBC property is acceptable only with the supervisor’s permission.</s>

Use of EBC equipment for personal purposes is permitted, provided the following conditions are met:

# EBC equipment must remain inside the facility, unless it is normally available for rent.  Rental equipment may be removed, provided it has been signed out in accordance with the standard rental procedure.

# Personal use of EBC equipment must not interfere with EBC business.

# Any damage to EBC equipment during personal use, will be repaired at the expense of the employee or volunteer who damaged it.

The employee or volunteer is expected to properly use and maintain EBC equipment. Misuse or damage caused to EBC equipment or property could result in disciplinary actions and/or other sanctions.

During non-business hours, only authorized EBC employees and volunteers are permitted to access EBC's facilities.

EBC property, equipment and documents, are not to be removed from BikeWorks without approval from the supervisor. The employee or volunteer will be held responsible for such property until it is returned to EBC.

Where EBC property is available to be borrowed, the local sign-out procedures must be followed before the item(s) leaves the premises.

Any regular full-time or regular part-time employee who is required to perform jury duty on a regular working day will be released to serve. The employee will be reimbursed by EBC for the difference between the pay received for jury duty and the employee’s regular salary for the same period of time. The employee will be required to furnish proof of jury duty service and Jury Pay received.

EBC is committed to assisting employees during the very exciting time of welcoming a new child into their family. To that end, EBC follows all legislated requirements around maternity and parental leave.

Every employee who has completed six consecutive months of continuous employment with EBC, and is pregnant or is required to care for:

Every employee who intends to take a leave of absence from employment shall give at least four weeks notice in writing to EBC before the leave is to begin, shall inform EBC in writing of the length of leave intended to be taken and give at least four weeks written notice of any changes in length of the leave period.

Every employee who takes or is required to take a leave of absence from employment is entitled to be reinstated in the position that the employee occupied when the leave of absence began. Where for any valid reason EBC cannot reinstate an employee in the position they previously held, EBC shall employ the employee in a comparable position with the same wages and benefits.

Where an employee takes leave and, during the period of that leave, the wages and benefits of the group of employees of which that employee is a member are changed as part of a plan to reorganize the department in which that group is employed, that employee is entitled, on being reinstated, to receive the wages and benefits in respect of that employment that that employee would have been entitled to receive had that employee been working when the reorganization took place. EBC shall notify the employee in writing of that change as soon as possible.

EBC strongly encourages all employees to participate in the electoral process, including voting in all municipal, provincial, and federal elections. To ensure that employees have adequate time to exercise their franchise to vote, EBC will not prevent employees from having four consecutive hours free to vote during the hours the polls are open. EBC reserves the right to schedule this leave and will endeavour to minimize the time away from work (e.g. if the polls are open from 9 a.m. to 8 p.m. and the employee works until 4 p.m. no time from work will be given, as there are four free hours to vote between 4 p.m. and 8 p.m.)

This letter is to confirm our offer of ''[fulltime/parttime]'' employment at the Edmonton Bicycle Commuters' Society (EBC) as ''[position title]'' for a ''[length of contract]'' period, starting ''[start date]''. The ''[position title]'' position and the terms of your employment will be reviewed at the completion of this agreement, with the possibility of renewal or extension. The following sets out the terms of your employment.

Holidays:  Vacation time will be banked at 4% of time worked, and can be paid out at any time when the employee works less than his or her standard hours of employment, or upon leaving EBC.  <s>It is expected that you will use all of your holiday time before December 31; however, at the discretion of the Board, you may carry over a maximum of 5 days of holiday time, to be used by January 31 of the following year.</s>

You will be expected to carry out the duties and responsibilities of the [position title] description with EBC. A detailed job description is attached ''[make sure you attach the description!]''. It is a term of your employment with EBC that all monies that you receive or are entitled to by virtue of carrying out [position title] activities are property of EBC (other than salary, other benefits described above, expenses incurred by you on behalf of EBC and reimbursed by EBC, or bonuses). ''[This cryptic sentence means, "if you make money on the side by doing what we're paying you to do, that money belongs to us".]''

You convey and assign to EBC all right, title and interest to any and all intellectual property created as part of your employment with EBC, including and not limited to copyright for such intellectual property, and waive all moral rights in and to any works created by you as part of your employment with EBC in which copyright exists.

Employment under this agreement is for a ''[length of contract, e.g. "one year"]'' term subject to the right of you and EBC to terminate the employment as described below.

You and EBC agree that employment under this agreement may be terminated as follows in the specified circumstances:

# by EBC without notice or payment in lieu of notice, for cause. For the purposes of this agreement, "cause" means any breach of this agreement and any omissions, commissions or conduct which would constitute just cause at law; or

# by EBC at its sole discretion for any reason, without cause, upon providing you notice of termination calculated on the basis of one (1) month's notice of termination for each completed year of service (or at EBC's option the equivalent pay in lieu of notice) inclusive of all payments or entitlements to which you are entitled under the Alberta Employment Standards Code or, if applicable, the Canadian Labour Code, including notice of termination and severance (or at EBC's option, the equivalent pay in lieu of notice) and employee benefits.

You and EBC agree that the provision of notice or pay in lieu of notice to you by EBC on termination shall not prevent EBC from alleging just cause for termination.

You agree to accept the pay in lieu of notice and benefits as set out above in full and final payment of all amounts owing to you by EBC on termination, including any payment in lieu of termination, entitlement by you under any applicable statute and any right that you may have at common law and you waive any claim to any other payments or benefits from EBC. ''[In other words, if we fire you and pay you out like we say we will, you can't ask for anything else from us.]''

You authorize EBC to deduct from any payment due to you at any time, including from pay in lieu of notice or severance pay, any amounts owed to EBC by reason of advances, loans or in recompense for damages to or loss of EBC's property and equipment save only that this provision shall be applied so as not to conflict with any applicable legislation. ''[in other words, if you owe us money, either from loans or from stuff you broke or stole, we can take it from your pay.)]''