Personnel Policies

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
Revised November 2015


The following employee handbook applies to all full time and part time regular employees. Temporary employees are subject to the terms of employment described in their letter of appointment.

The contents of this handbook are presented for your information. AALL reserves the right to change or revoke any provision of this handbook, permanently or temporarily, with or without notice, if it is in the best interest of AALL, at its sole discretion, to do so. No policy, benefit or procedure implies, or may be considered or construed to imply, that this handbook is an employee agreement or contract, expressed or implied, for any period of time, under any circumstances. Moreover, nothing in this handbook is to be construed to alter the at-will employment relationship. All employees of AALL are employed “at-will.” This means that both the employee and AALL are free to terminate the employment relationship at their discretion, at any time, with or without notice and with or without cause. No supervisor or other representative of AALL (except the Executive Director) has the authority to enter into any agreement for employment for any specified period of time, or to make any agreement contrary to the above. Any such agreement must be in writing and signed by the Executive Director.

All management and administrative functions, responsibilities and prerogatives entrusted to and conferred upon employers inherently and by law are retained and vested exclusively with AALL, including, but not limited to, the right to exercise our best judgment to establish and administer policies, practices, and procedures and to change them, to direct and discipline our work force and to take whatever action is necessary in our judgment to operate AALL.

In any situation where insurance is offered, the terms of the insurance policy are controlling, regardless of any statement contained in this handbook. In addition, if an employee works in a jurisdiction where state or local laws exist that apply to the terms of any of its policies, it is AALL’s intent that the policy will be applied to that employee in a manner consistent with that law.

The provisions of this handbook are intended to be interpreted in a manner that is consistent with all applicable federal, state, and local law.


The Association’s Offices are 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. No supervisor or other representative of AALL (except the Executive Director) has the authority to enter into any agreement for employment for any specified period of time, or to make any agreement contrary to the above. Any such agreement must be in writing and signed by the Executive Director.

AALL staff members 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.


Each new employee is required to undertake an evaluation period of at least six months. 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.


Non-Exempt employees are entitled to overtime pay as described in this handbook, must maintain time records, and may be required to work overtime as necessary. Only time actually worked will apply in calculating overtime pay and time off for jury duty, vacation or sick leave, or any leave of absence will not be considered as hours worked toward overtime calculation. All overtime work must be authorized by an employee’s direct supervisor in advance.

Exempt employees are paid a fixed salary and are not entitled to overtime pay. An exempt employee may be required to work before or after regular work hours during the regular workweek, on weekends and on holidays depending on the Association’s needs. In general, an exempt employee is employed to complete work assignments regardless of the number of hours needed to achieve those results.


AALL is committed to a policy of providing equal opportunity for all persons, without regard to race, color, age, sex, religion, ethnic or national origin, citizenship status, ancestry, marital status, gender identity, sexual orientation, disability, veteran status, genetic information, place of residence, or any other basis protected by law. It is our policy to make reasonable accommodations for employees and applicants with known disabilities.

All aspects of our employee relations and personnel management, including recruitment, selection, promotion, and administration of compensation and benefits, will be administered in accordance with this policy. Employment-related matters – including hiring, promotion, appraisal and discharge – are based upon individual merit, qualifications, competence and business needs.

In fulfilling this policy, AALL will not tolerate discrimination of any kind by its employees, vendors and/or customers. If an employee encounters discrimination, the employee is required to report the occurrence to the Executive Director immediately. No employee will be retaliated against or adversely affected in any way by reporting such conduct in good faith.


AALL will take reasonable steps to prevent unlawful harassment from occurring. In addition to prohibiting other forms of unlawful discrimination, AALL maintains a strict policy prohibiting harassment because of to race, color, age, sex, religion, ethnic or national origin, citizenship status, ancestry, marital status, gender identity, sexual orientation, disability, veteran status, genetic information, place of residence, or any other basis protected by law. AALL’s harassment policy applies to all employees involved in the operations of AALL and prohibits harassment by any AALL employee. AALL’s harassment policy also protects employees from harassment by members, vendors, or others doing business with AALL. If harassment occurs on the job by someone not employed by AALL, the procedures in this policy should be followed as if the harasser were an employee of AALL.

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, 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.

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.

AALL prohibits retaliation against any employee because of the employee’s opposition to a practice the employee reasonably and in good faith believes to constitute harassment or discrimination or because of the employee’s participation in a harassment or discrimination investigation, proceeding or hearing. However, any employee who makes a knowingly false claim of harassment will be subject to disciplinary action, up to and including termination.


AALL’s commitment to providing a work environment free of job-related discrimination includes a prohibition of discrimination against persons with disabilities or harassment based on an individual’s disability.

It is AALL’s policy to base selection criteria on job-related reasons and not to disqualify applicants or employees with disabilities because of their inability to perform nonessential or marginal job functions. Furthermore, it is AALL’s policy to make reasonable accommodations to assist disabled applicants or employees in meeting these legitimate criteria once AALL is made aware of these disabilities, provided that they do not cause undue hardship to AALL’s business.

Employees or applicants with disabilities who believe they need a reasonable accommodation to perform the essential functions of their job should contact the Executive Director. An employee who thinks he or she has been discriminated against or harassed based on disability should immediately follow the steps outlined above under the harassment policy.


AALL is committed to providing a workplace that is free from unlawful discrimination. As part of that commitment, it is the policy of AALL that women who are pregnant, who have recently given birth, or who are affected by medical or common conditions related to pregnancy or childbirth are treated the same for employment-related purposes as other employees who are not so affected but who are similar in their ability or inability to work, regardless of the source of the inability to work.

An employee may request a reasonable accommodation related to her pregnancy, childbirth, or medical or common conditions related to pregnancy or childbirth. Once an individual requests an accommodation, the employee and AALL will engage in a timely, good-faith, and meaningful exchange of information to determine an effective reasonable accommodation, absent undue hardship on the ordinary operation of the business. All such reasonable accommodation requests should be directed to the Executive Director.

If necessary to assist AALL in making a determination as to the request for reasonable accommodation, AALL may require the employee to provide a medical certification from her health care provider that includes the medical justification for the requested accommodation, a description of the accommodation that is medically advisable, the date the reasonable accommodation became medically advisable, and the probable duration of the reasonable accommodation or accommodations. It is the duty of the employee to provide the medical certification in a timely manner, and ideally within three business days of AALL’s request, if practicable.

AALL will not require an employee to take leave under any leave law or policy if another reasonable accommodation can be provided to the known medical or common conditions related to the pregnancy or childbirth of the employee. However, to the extent that an employee seeks a reduced schedule or a leave of absence as a reasonable accommodation for pregnancy, childbirth, or other medical or common conditions associated with pregnancy or childbirth, AALL expects that the employee will provide advance notice as soon as practicable of her request so that AALL can consider the request and make plans for such leave. In most instances, if an employee anticipates that she will be requesting a leave of absence associated with her normal pregnancy or childbirth then such a request should be provided at least 30 days in advance to assist AALL with planning for the employee’s reduced schedule or leave of absence.

An employee who requests a reduced schedule or a leave of absence as a reasonable accommodation for pregnancy, childbirth, or other medical or common conditions related to pregnancy or childbirth must use available vacation time, or short term disability. Leave will be unpaid if an employee has no paid time entitlement or once all available paid time entitlements are used if there is any remaining leave time supported by the medical certification.

An employee who takes leave due to her pregnancy, childbirth, or medical or other common condition related to pregnancy or childbirth and who signifies her intent to return to work (or when her need for reasonable accommodation ceases) will be reinstated to her job or to an equivalent position with equivalent pay and accumulated seniority, retirement, fringe benefits, and other applicable service credits, unless the accommodation would impose an undue hardship on the ordinary operation of the business.


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, with a one-hour lunch. The Executive Director will ensure that the offices are appropriately staffed at all times.


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.


Overtime will be paid to all non-exempt employees at the rate of one and one-half times the employee’s hourly rate for all hours worked over 40 hours in a work week. Vacation, sick days, holidays and other types of paid time off do not count as hours worked for the purpose of calculating eligibility for overtime. All non-exempt employees must receive advance approval from their supervisor to work overtime. Failure to obtain prior approval for working overtime may result in disciplinary action, up to and including termination.


Because absenteeism and tardiness place a burden on other employees and on AALL, AALL considers regular, predictable and on-time attendance to be an essential function of every position. The ability to be physically present in the office or at meetings also is an essential function of every position. Failure to do so may result in disciplinary action up to and including termination of employment.

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.

Problems with attendance, including the failure to report absences in a timely manner, may result in a negative performance appraisal and/or disciplinary action up to and including termination.


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


Correct and accurate employment records are essential for complying with various laws and insurance requirements. It is the employee’s responsibility to assure that AALL has current information regarding address, telephone numbers, marital status, number of dependents, any relevant information about emergency care needs, and a person to contact in instances of illness or accident.


Employees have an obligation to conduct business within guidelines that prohibit actual or potential conflicts of interest. The purpose of these guidelines is to provide general direction so that employees can seek further clarification on issues related to the subject of acceptable standards of operation. Contact the Executive Director for more information or questions about conflicts of interest.

Transactions with outside firms must be conducted within a framework established and controlled by the executive level of AALL. Business dealings with outside firms should not result in unusual gains for those firms. Unusual gain refers to bribes, product bonuses, special fringe benefits, unusual price breaks, and other windfalls designed to ultimately benefit the employer, the employee, or both. Promotional plans that could be interpreted to involve unusual gain require specific executive-level approval.

An actual or potential conflict of interest occurs when an employee is in a position to influence a decision that may result in a personal gain for that employee or for a relative as a result of AALL’s business dealings. For the purposes of this policy, a relative is any person who is related by blood, marriage, civil union, or whose relationship with the employee is similar to that of persons who are related by blood or marriage.

Employees are encouraged to report conduct that they reasonably believe violates the law or this Policy without fear of reprisal or reprimand by AALL. You should disclose actual or potential conflicts to the Executive Director as soon as you become aware of them.

Failure to make required disclosures or to resolve conflicts of interest satisfactorily will result in disciplinary action, up to and including termination of employment.


Read the full Whistleblower Policy.


At AALL’s discretion, an employee whose job performance or actions are unsatisfactory to AALL may be informed of the deficiencies either orally or in writing by his or her supervisor. The supervisor may give verbal warning and document their occurrence before preparing a formal written notice. These and related notices will be placed in the employee’s personnel file. Such notices may specify the shortcoming(s) and ask for corrective action by a certain date. On or before the date specified in the written notice, the employee, his or her supervisor, and the Executive Director may meet to discuss any progress made in correcting the deficiencies. Failure to correct such deficiencies by the date specified in the notice may result in termination of employment.

AALL remains free to determine in each particular situation whether a verbal warning or written notice is or is not appropriate. It is not necessary for an employee to have received a verbal warning and/or written notice prior to termination of employment. The warning process does not impact or change the nature of at-will employment. Further, there are performance outcomes which can warrant, in AALL’s sole discretion, disciplinary action up to and including immediate termination without warning. These include, but are not limited to:

  • Failure to follow AALL’s policies
  • Excessive absences or tardiness or any absence without notice
  • Violence or threats of violence
  • Boisterous or disruptive activity
  • Harassment or discrimination
  • Theft
  • Falsification of timekeeping records
  • Destruction, abuse or theft of AALL property
  • Failure to perform job duties
  • Insubordination
  • Falsification or misrepresentation of employment or other records
  • Unlawful possession or use of firearms or weapons or on the job
  • Working under the influence of alcohol or illegal drugs
  • Possession, distribution, sale, or transfer of alcohol or illegal drugs in the workplace or while on duty.
  • Unsatisfactory performance
  • Violation of safety or health rules
  • Smoking in prohibited areas
  • Inappropriate or unprofessional conduct
  • Any other conduct AALL deems to be problematic


Voluntary–Employees who voluntarily terminate employment are expected to give written notice to their supervisor. Employees will be required to give 10 working days notice in advance of resignation. Employees who fail to provide such notice will not be eligible for rehire. AALL reserves the right to move up the employee’s separation date following notification of the resignation. AALL will pay each resigning employee the wages due him or her, including pay for earned but unused vacation, upon the final working day or by the next scheduled pay period, as required by applicable law.

Involuntary–AALL may discharge an employee for any reason at its sole discretion. Employees who are discharged by AALL will be paid at the time of termination or by the next scheduled pay period following discharge. Final payment will include any amount due for earned but unused vacation days.

Employees who terminate employment, either voluntarily or involuntarily, may be asked to participate in an exit interview. Office keys and building identification cards must be turned in before the final paycheck is issued. Nothing contained in this section or elsewhere in this manual or other policies or practices alters the nature of “at-will” employment at AALL.


AALL strongly believes that all employees should be treated with dignity and respect. Acts of violence will not be tolerated. Any instances of violence must be reported to the employee’s supervisor and/or the Executive Director. All complaints will be fully investigated.

The Association will promptly respond to any incident or suggestion of violence. Violation of this policy will result in disciplinary action, up to and including immediate termination.


AALL currently observes the following twelve paid holidays and is not open for business (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)
New Year’s Eve

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 regular full-time 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.


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-rated 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.

Unless otherwise required by law, 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.

The Executive Director may authorize exceptions to this policy upon written request from an employee.


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

Yearly Vacation Accumulation

  • First five years of employment: fifteen days
  • After five years: twenty 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 10 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 office. 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.


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 30 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.


AALL will comply with all applicable laws regarding an employee’s need for a leave from work. 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 unless otherwise required by law.

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 (although a medical leave of absence may extend longer than twelve weeks if necessary as a reasonable accommodation to a disability). 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 – (Pregnant employees and new mothers who require accommodation for medical reasons should refer to the Reasonable Accommodations for Pregnant Employees and New Mothers Policy.) The usual and customary leave of absence for maternity or paternity is 12 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 days have been exhausted, a personal leave may be granted by the Executive Director. A personal leave may not exceed 30 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 12 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.


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


If an employee is unable to vote during non-working hours, he or she must notify his or her supervisor at least one day in advance of Election Day. The supervisor will grant the employee two hours of paid leave to vote at the time of the supervisor’s choosing.


Military leave, and reinstatement following military leave, will be granted in accordance with applicable law.


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


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, or a personal leave, approved by the Executive Director, may be used by an employee for such activities.


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


The Association currently 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 currently available on a contributory basis. The Association also currently 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 currently 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-CREF.

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.