Personnel Policies

Personnel Policies

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Adopted by the Executive Board, April 30, 1994
Revised July 13, 1995
Revised November 5, 1995
Revised March 1, 1996
Revised November 4, 2000
Revised March 23, 2003
Revised October 28, 2008

The following personnel policies apply to all full time and part time regular employees. Temporary employees are subject to the terms of employment described in their letter of appointment.

AALL provides equal employment opportunity to all applicants and employees without regard to race, color, religion, gender, national origin, physical or mental disabilities, marital status, sexual orientation, age, or veteran status, in full accordance with state and federal laws. This policy pertains to recruitment, employment and compensation, promotion, and termination.

The purpose of this Policy is to inform employees of the Association's policies and practices. Policy will be interpreted and applied by the Association in its sole discretion, it may be changed by the Association at any time without notice to employees, and the Association's decisions in this regard will be final. This Policy may be changed only by written changes approved by the AALL Board and its Executive Director, and no other persons are empowered to make any changes.

Employees understand that their employment relationship may be terminated at either party's discretion, for any reason not prohibited by law. This Policy is neither a contract, nor does it create, express or imply contractual rights. Rather, it is intended to provide guidance to employees in their day to day business relationship with the Association.

HEADQUARTERS ADMINISTRATION

The Association's Chicago Headquarters Office is under the supervision of the Executive Director, who has been appointed by the Executive Board to implement established policies related to employment and personnel. AALL employees are hired for an indefinite period of time, and are terminable at will by the Association, at any time, for good cause or even no cause, without restrictions except those, if any, imposed by law. Employees are correspondingly free to resign at any time but, when possible, advance notice to the Association is requested.

AALL staff are considered employees-at-will and they serve at the discretion of the Executive Director, who has full and exclusive authority to hire, compensate and terminate association staff within the approved budget of the association and to establish the job descriptions, duties and responsibilities of all staff in accordance with policies as may be established by the Executive Board

CONDITIONS OF EMPLOYMENT

Non-exempt employees are those who are eligible for overtime payment as outlined in the Wage and Hour provisions of the Fair Labor Standards Act.

Exempt employees are those who are not eligible for overtime payment. Professional, executive and administrative employees are categorized as exempt when their responsibilities customarily require: a prolonged course of study or academic training, or an academic degree, or consistent exercise of independent judgement and discretion, or management as a primary duty and supervision of two or more employees.

Each new employee is required to undertake an evaluation period. It may be extended or shortened by the Executive Director. The purpose of this evaluation period is to provide the new employee with a reasonable opportunity to learn the content of the job, to become adjusted to it, and to give the supervisor an opportunity to evaluate performance.

For non-exempt employees, the first six months of employment are considered an evaluation period, and for exempt employees the first twelve months are considered an evaluation period. Unsatisfactory performance during this period may result in termination. Continued employment is subject to satisfactory performance, and the continuance of the program or activity for which the employee was hired by the association. In the event that any employee is unable to carry out his/her responsibilities, or that a program or activity is discontinued by the association, an employee may be terminated upon two weeks notice or salary in lieu of notice.

The Job Description, provided to all employees at the time of employment, and the annual performance objectives serve as the guide for performance and the annual performance evaluation.

SEXUAL HARASSMENT POLICY

AALL believes that each employee has the right to be free from sexual harassment. Sexual harassment is defined as:

  • Unwelcome physical contact;
  • Sexually explicit language or gestures;
  • Uninvited or unwanted sexual advances; or
  • An offensive overall environment, including the use of vulgar language, the presence of sexually explicit photographs or other materials, and the telling of sexual stories.

AALL is committed to providing a work environment free of harassment, offensive conduct or use of job status to inappropriately influence an employee's behavior. Sexual harassment is embarrassing, demeaning, intimidating, has a detrimental effect on employees, their job performance and opportunities for advancement and is illegal under federal and state law. Such behavior is inconsistent with AALL's goals and policies, and will not be tolerated.

Specifically, no Executive Director, supervisor, or member shall threaten or insinuate, either explicitly or implicitly, that an employee's refusal to submit to sexual advances will adversely affect the employee's employment, evaluation, wages, advancement, assigned duties or any other condition of employment or career development.

Other sexually harassing conduct in the workplace, whether committed by supervisors or by non-supervisory personnel is also prohibited. This includes offensive sexual flirtations, advances, propositions, verbal abuse of a sexual nature, graphic verbal commentaries about an individual's body, sexually degrading words used to describe an individual; and the display in the workplace of sexually suggestive objects or pictures.

Any employee who believes he or she has been subjected to sexual harassment by another employee, Executive Director, member, or vendor, or who believes that their employment is being adversely affected by such conduct should report the incident (preferably but not necessarily in writing) to the employee's supervisor, who shall in turn present the report to the Executive Director. If the supervisor is the party alleged to have committed the harassing act or conduct, or is otherwise believed by the employee to have been involved in the activity, the employee should present the report directly to the Executive Director. If the Executive Director is believed, by the employee, to be or have been involved in the act(s), the employee should present their report directly to the AALL President.

Upon receipt of a report alleging sexual harassment, the Executive Director shall appoint an individual or committee of three, in the Executive Director's discretion, to promptly conduct a full, fair and, to the extent possible, confidential investigation of the allegation. Where necessary and appropriate, the investigation shall include confrontation of the employee or employees alleged to have committed the offensive acts, in which case those accused shall have an opportunity to respond, in writing or in person, to the allegations.

The results of the investigation, after review by the Executive Director, shall be communicated in writing to the complaining employee and to the employee(s) accused. If the results of the investigation are that the charged employee(s) did engage in sexual harassment, those employee(s) will be subject to disciplinary action including, where appropriate, termination of employment by AALL. A copy of the investigation report and its conclusions will be permanently maintained by AALL, and, where discipline has been imposed on an employee or employees, a copy of the report and its conclusions will also be placed in the personnel file of those employees.

OFFICE HOURS

The hours of work are an eight-hour day, from 8:00 a.m. to 4 p.m. or 8:30 a.m. to 4:30 p.m. Monday through Friday. Employees work a 35 hour work week. The supervisor determines the lunch hour for each employee, using a schedule which insures that an adequate number of employees are in the Headquarters office during normal working hours. The Executive Director will ensure that the headquarters is appropriately staffed at all times.

PAY DAYS

The pay periods of the Association are bi-weekly, every other Friday. As required by law, Federal Withholding Tax and the employee's portion of the Social Security Tax payment are withheld from all paychecks. Any local taxes established by law are also withheld from paychecks.

Advance paychecks will only be issued to employees who will be absent on a regular payday due to a s vacation, personal day or an assigned Association business-related commitment. Employees may choose to have their pay checks direct-deposited to a bank of their choice.

REPORTING ABSENCES

If illness or some other situation makes it impossible for an employee to report to work at the normally scheduled time, the supervisor should be notified as soon as possible, but no later than at least one-half hour after normal reporting time.

ABANDONMENT OF JOB

In the event that an employee is absent for any three days without notification or prior approval, termination is automatic.

HOLIDAYS
(Revised, November, 1995 Board Meeting - Tab # 3,
Page 2159, March, 1996 Board Meeting - Tab # 3, Page 2202
April 2003, Board Meeting - Tab #31A, Page 3267)

The Chicago Headquarters will be closed to observe the following eleven paid holidays (LH = legal holidays):

New Year's Day (LH)
Martin Luther King Day (LH)
President's Day (LH)
Memorial Day (LH)
Independence Day (LH)
Labor Day (LH)
Columbus Day
Thanksgiving Day (LH)
Day After Thanksgiving
Christmas Eve
Christmas Day (LH)

When a holiday falls on a Saturday, it is observed on the preceding Friday. When a holiday falls on a Sunday, it is observed on the following Monday. All employees are paid for all scheduled holidays. Regular part-time employees are paid if the scheduled holiday falls on a day on which they normally work.

EXCUSED ABSENCES

All full time regular employees are eligible for a maximum of three paid excused absences after one full year of employment. Employees with less than one full year of employment are entitled to a pro rate share of this benefit based upon .25 personal day for each month of service. Excused absences may only be taken at the time they occur and cannot be carried over into the succeeding year.

Excused absences may be used for:

Observance of religious holidays other than those in the established holiday schedule. Bereavement on death of family member or friend. Court Proceedings (except for jury duty that is covered elsewhere in this policy). Inability to come to work due to inclement weather or disruption of public transportation when the office is open.

Excused absences are to be scheduled in advance with the supervisor, if at all possible. There is no payment for unused Excused absences at the time of termination of employment or retirement.

At his sole discretion, the Executive Director may authorize exceptions to this policy upon written request from an employee.

VACATION DAYS
(Revised November, 1995 Board Meeting
Revised March, 1996 Board Meeting
Revised October, 2008 Board Meeting)

Employees of the Association accrue (earn) paid vacation days, based upon their length of service, in accordance with the following schedule:

Non-exempt:

Continuous Service Annual Rate Monthly Accumulation
Two years from date of hire Up to ten days .83 days
After two years to five years Up to fifteen days 1.25 days
After five years Up to twenty days 1.66 days

Exempt:

Continuous Service Annual Rate Monthly Accumulation
Five years from date of hire Up to fifteen days 1.25 days
After five years Up to twenty days 1.66 days

Employees begin to accumulate vacation days immediately when they begin service in the Association. Vacation days cannot be taken until after six months of full time service. Vacation days are earned on the basis of one-twelfth of the annual rate. The vacation accrual is based on a January calendar year. Up to ten vacation days may be carried forward from one calendar year to another.

Compensation in lieu of unused vacation days is not provided, except at the time of termination of employment or retirement.

A vacation schedule is approved by the Executive Director, based upon requests from all employees that have been reviewed and approved by the immediate supervisor, providing that individual requests do not impair the smooth functioning of the Chicago Headquarters. In order to minimize disruptions in planning for the Annual Meeting and Conference, no more than two consecutive days of vacation may be granted after June 1st until the conclusion of the Meeting. Vacations may be "split" if this does not conflict with the work schedule, but employees are encouraged to take vacation days in units of full weeks.

The Executive Director, the Director of Finance and Administration and the Accounting Assistant are required to take five consecutive days of vacation on an annual basis. Exceptions to this policy are at the discretion of the Executive Director. In the case of the Executive Director, exceptions can be made by the AALL President.

Changes in the vacation schedule must be requested and approved by the supervisor and the Executive Director at least two weeks in advance of the effective date.

SICK DAYS

Sick days may apply to absence from work due to personal, family member or domestic partner illness or injury. They are based upon the calendar year.

The Executive Director may request verification of illness from a physician.

No paid sick days are provided during the first three months of employment. During the fourth through the twelfth months of employment, up to four sick days are provided and accumulated at .5 days per month. During the second and subsequent years of employment, ten sick days are provided and accumulated at .8 days per month. Sick days may accumulate up to a maximum of thirty days.

Sick days may be applied for complications of pregnancy or other approved medical leaves of absence. Sick days cannot be applied as personal days or as additional vacation days.

Salary in lieu of unused sick days at the time of termination of employment or retirement is not provided.

UNPAID LEAVE OF ABSENCE AFTER ONE FULL YEAR OF SERVICE

If an employee requires an unpaid leave of absence, the reason and length of time must be discussed with and approved by the Executive Director. If a leave of absence is granted, the employee does not receive any regular pay during the period of the approved leave.

Leaves of absence must be confirmed in writing, starting dates and conditions, and signed by both the Executive Director and the employee.

Leaves of absence may be granted for the following reasons:

Medical Leave of Absence - An employee who requires additional time for medical treatment or care of a family member or domestic partner after sick day benefits have been exhausted may request an unpaid medical leave of absence of up to twelve weeks. A statement from a physician is required to verify the need and duration for the leave. If an employee is unable to return to active employment at the end of the approved leave, an extension may be granted by the Executive Director upon written confirmation by a physician. Seniority will be retained during a Medical Leave of Absence.

Maternity/Paternity Leave of Absence - The usual and customary leave of absence for maternity or paternity is twelve weeks. If an employee is unable to return to active employment at the end of the approved leave, an extension may be granted by the Executive Director upon written confirmation by a physician. Seniority will be retained during an approved maternity or paternity leave of absence.

Personal Leave - In the event an employee requires a leave of absence for reasons other than medically related, and after Vacation and Personal Days have been exhausted, a personal leave may be granted by the Executive Director. A personal leave may not exceed thirty days, and seniority will be maintained during the period approved. In all cases, an employee will be terminated unless he/she returns to full-time employment by the date specified as the conclusion of a leave of absence.

While an employee is on medical or maternity unpaid leave, AALL will continue providing, for up to twelve weeks, health insurance coverage, disability and life insurance at the same level as prior to the leave of absence. Whenever an unpaid leave is extended beyond the 12 weeks, the employee will be responsible for these payments.

When an employee is on unpaid leave for other than medical or maternity reasons, the individual must pay for all health insurance coverage, disability and life insurance.

Accrual of sick and vacation days stop during an unpaid leave of absence. AALL employer contributions to the retirement fund cease during all unpaid leaves of absence.

OVERTIME

Non-exempt employees may not work overtime without the prior approval of the supervisor. When overtime is authorized, payment is made at the normal hourly rate between 35 and 40 hours worked in the same week and at the rate of 1.5 times the normal hourly rate after 40 hours worked within the same week. Exempt employees are not paid overtime, but exempt employees are granted compensatory time that must be taken within two weeks of the overtime worked.

JURY DUTY

If an employee receives an official notice for jury duty, the supervisor must be notified. During the period of jury service, an employee's regular salary is paid. Upon completion of jury duty, an employee must present the appropriate certificate of jury service to the supervisor.

WEATHER/DISRUPTION OF TRANSPORTATION

When inclement weather makes it impossible for the Chicago Headquarters to open and function, determined by the Executive Director, employees will be paid. On days when inclement weather makes travel to and from the Headquarters office difficult, employees who are unable to come to work may request to work from home, if possible, or apply apply unused personal or vacation days at the Executive Director's discretion.

In the event of a strike or disruption of public transportation, employees who are unable to come to work may request to work from home, if possible, or apply apply unused personal or vacation days at the Executive Director's discretion.

NON-JOB RELATED ACTIVITIES

Employees of the Association should not become involved in any non-job related activity, which will require time away from the office. If an employee wishes to engage in outside activities that require time away from work, written approval of the Executive Director must be obtained. Vacation days, personal days or a personal leave, approved by the Executive Director, may be used by an employee for such activities.

USE OF EQUIPMENT AND FACILITIES

Employees may not use the Chicago Headquarters office or any of the equipment for personal use or for the benefit of any other organization or firm. Individuals or organizations wishing to make use of Headquarters facilities need to make arrangements directly with the Executive Director and a charge may be established for any service agreed upon.

EMPLOYEE BENEFIT PROGRAMS
(Revised July, 1995 Board Meeting - Tab #7, Page #2125)

The Association provides all full-time regular employees who are scheduled to work at least 35 hours per week with coverage for medical and dental benefits through a local  healthcare provider network. Coverage is effective on the first day of the month after 30 days of full-time employment.  Dependent coverage is available on a contributory basis. The Association also provides Life Insurance in the amount of $50,000 on the life of the employee, and Short Term and Long Term Disability Insurance. Coverage for Life and Disability is also effective on the first day of the month following 30 days of full-time employment.

The Association offers a defined contribution retirement plan. (The employee's retirement benefit is based on the total contributions made to the employee's account and the return on investments of the contributions.) Full time regular employees are eligible after one full year of employment through Teachers Insurance and Annuity Association - College Retirement Equities Fund. If an eligible employee elects to participate in the Pension Plan program, he/she contributes a minimum of one percent of the annual salary by payroll deduction, with the Association contributing twice the amount up to a maximum of 5% contribution by the employee and 10% by the Association. Employees may contribute additional amounts, not matched by the Association, to a Supplemental Retirement Annuity available from TIAA.

The Executive Director assigns the responsibility of Administrator of the Association's benefits programs. That person has the responsibility to discuss these programs with all employees at the time of employment, process required enrollment forms and to handle all questions and problems related to claims and procedures.