SCIENCENTER
Staff Handbook
Rev. 2-21-2013
The Sciencenter Staff Handbook includes policies and procedures related to the staff
issues listed below:
1. Philosophy of staff member relations
2. Statement of professional standards
3. Staff positions
4. Employment procedures
5. Staff benefits
6. Working hours
7. Time away from work
8. Staff development
9. Performance appraisal
10. Communications, grievance, and appeals procedures
11. Discipline
12. Probationary status
13. Ending employment
14. Sexual harassment
15. Official spokespersons, media visits, and surveys
Appendixes
A.
Benefits Summary
B.
Problem Statement Form
C.
Performance Evaluation Form
D.
Code for Staff
E.
Code of Ethics
F.
Whistleblower Policy
G.
Official Spokesperson Policy
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Please read the handbook so that you will know what it contains
and can to refer to it when you have a question. These policies
undergo periodic evaluation and revision, and if at any time you
have suggestions for how they might be improved, please feel
free to talk with your manager.
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1. PHILOSOPHY OF STAFF RELATIONS
The Sciencenter’s mission is:
“To inspire excitement for science through interactive exhibits and programs that
engage, educate, and empower.”
We recognize that good human resource administration is founded on principles
designed to protect the dignity and rights of all staff members.
Therefore, we commit ourselves to the following:
1. Establishing, within practicable limits, working conditions and benefits that
are conducive to both individual well-being and program achievements.
2. Striving for working conditions that permit staff members to fulfill their roles
as family and community members.
3. Employing and promoting solely on the basis of qualifications for a specific
position. There shall be no discrimination in employment because of race, sex, religion,
marital status, national origin, age, physical disability, sexual preference or orientation.
4. Providing fair salary and benefit levels comparable to museums of similar
type and size in the region and similar not-for-profit educational organizations in the
local area.
5. Encouraging career development by providing time and funding for staff
development and by encouraging internal promotions whenever feasible.
6. Maintaining an open-door policy and open channels of communication for
staff to bring their reactions and suggestions on personnel matters to the attention of
those empowered to determine human resource policies and practices.
7. Abiding by New York State’s “Employment at Will” law, which, in the absence
of an employment contract, gives staff members the right to leave employment at any
time without giving a reason and gives the Sciencenter the right to terminate
employment at any time without giving a reason.
8. Reviewing established Sciencenter human resource policies periodically. The
board of trustees or the executive director may request a review in the interim.
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2. STATEMENT OF PROFESSIONAL STANDARDS
As a member of the staff, the Sciencenter expects you to observe the following
(described further in Appendices D and E):
1. Support the goals and programs of the Sciencenter.
2. Take pride in your work.
3. Treat Sciencenter guests, staff, and volunteers, with respect and caring
without prejudice of any kind.
4. Be committed to serving community needs within the mission of the
Sciencenter.
5. Express candidly and constructively your thoughts and feelings related to the
Sciencenter, your work, and your work relationships.
6. Be flexible, constructive, and open to change.
7. Dress neatly and in a professional manner. Employees in the Exhibits,
Education, and Guest Relations departments must wear official staff shirts
when engaged in Sciencenter activities both on and off site, except when
onsite and the Sciencenter is closed to the public. Exhibits, Education and
Guest Relations department heads can wear business attire instead of staff
shirts when circumstances deem it necessary.
8. Represent the Sciencenter to the best of your ability at all times.
9. Refuse acceptance of any personal fee or honorarium in any of the following
situations: when acting as a representative of the Sciencenter, when
providing normal programs and services of the Sciencenter, and/or when
working time has been approved for such service.
10. Observe the Sciencenter’s “No Smoking” policy. The Sciencenter is a nonsmoking facility, and smoking is not permitted by staff, volunteers, or guests
at any place on the museum’s grounds.
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3. STAFF POSITIONS
New positions on the staff must be authorized by the board of trustees, after careful
assessment to determine the necessity and feasibility of the position(s).
Submitting Requests for New Positions
The executive director will consult with the director of finance and human
resources and treasurer when a new position is first under consideration.
The executive director shall submit a request for the position to the executive
committee and the finance committee simultaneously. If time is of the essence, the
two chairs may call a special joint committee meeting to consider the request and
expedite the committee approval prior to the presentation to the entire Board at a
regular Board meeting. Any new position shall require approval of the Board of
Trustees, regardless of whether it falls within the approved budget at the time the
request is made.
Position Descriptions
A written position description shall be maintained for each regular staff position.
The format of the position description shall be standard throughout the Sciencenter
organization (see Sciencenter Hiring Manual). As a minimum, all position descriptions
shall include job title, identification of immediate manager, general statement of
functions and responsibilities, a list of specific tasks in approximate order of priority, a
list of qualifications for the position, and identification of the position's classification
and salary range. Position descriptions shall be drafted in consultation with the director
of finance & HR, and appropriate manager(s), and reviewed by the executive
committee. They shall be approved by the executive director. All position descriptions
shall be reviewed with appropriate staff members at least annually and evaluated for
completeness, accuracy, and relevance to the organization.
Position Classification
Positions shall be designated as “non-exempt” if they fall under the provisions of
the Fair Labor Standards Act, otherwise, positions will be classified as “exempt.”
Changes in Position Content and Description
A request for change in title, compensation, or recognition of increased or
decreased duties may be initiated by the manager, the staff member, or the executive
director. Such requests shall be submitted in writing to the executive director and the
director of finance and human resources. Response to the request must be made within
a maximum of 60 days from the date of receipt by any of the above parties.
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Volunteers
The Sciencenter relies on volunteers for a variety of tasks. It is expected that most paid
staff members will work with volunteers periodically or regularly to leverage their own
efforts in support of the mission of the Sciencenter.
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4. EMPLOYMENT PROCEDURES
A. Equal Employment Opportunity Policy
The Sciencenter affirms the principle of equal employment opportunity for all
and the importance of affirmative action programs to ensure equality in hiring. The
Sciencenter does not discriminate in its recruitment, selection, employment policies or
practices on the basis of race, color, creed, religion, ethnic origin, sex, age, marital
status, sexual orientation, or physical disability, where candidates are qualified for and
able to perform a given job description. The Sciencenter affirms the obligation to
provide reasonable accommodation to individuals with legally recognized disabilities,
regardless of type.
B. Employment Status and Definitions
Sciencenter staff members may be appointed on a full-time, part-time, hourly,
or temporary basis.
1. Full-time staff members work 40 hours per week and are eligible for all staff
member benefits established by the Sciencenter and are subject to all personnel
policies established by the Sciencenter.
2. Part-time staff members are appointed for a set number of hours per week,
with a minimum of 20 hours. Part-time staff members are eligible for staff member
benefits in proportion to the number of hours that the position bears to a full-time
position and are subject to all personnel policies established by the Sciencenter.
3. Hourly staff members work on an as-needed basis, with a weekly average of
less than 20 hours. Hourly staff members are not eligible for staff member benefits but
are subject to all other personnel policies except where specifically excluded in the Staff
Handbook.
4. Temporary staff members may be hired for a specified period of time, not to
exceed six months. The executive director may extend the period of temporary
employment up to an additional six months. A temporary staff member is not eligible
to receive vacation or other paid leave and is not eligible for other staff member
benefits for the first six months of temporary employment. If the period of temporary
employment is extended, staff member benefits will accrue from the date of the
extension on a proportionate basis. If a temporary staff member's status is changed to
that of a non-temporary staff member, with no lapse in employment, then vacation,
personal leave, and seniority shall accrue from the date of original employment as a
temporary staff member.
Persons paid by an outside agency and placed at the Sciencenter are not
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considered staff members of the Sciencenter. Such individuals are therefore not
eligible for staff member benefits as established by the Sciencenter nor are they subject
to the personnel policies established by the Sciencenter. If such a person is
subsequently hired as a staff member of the Sciencenter, staff member benefits and
seniority shall accrue from the date of hire.
The classification of a staff member's position as exempt or non-exempt shall
conform to the definitions outlined in the Fair Labor Standards Act.
Individuals hired as independent contractors are not considered to be staff
members of the Sciencenter and are therefore not eligible for staff member benefits
nor are they subject to the personnel policies of the Sciencenter. An independent
contractor is defined as an individual or member of a firm, independently engaged in a
trade or business, retained by the Sciencenter to perform a specific service not
otherwise being performed by a Sciencenter staff member. Examples of independent
contractors include certified public accountants, attorneys, architects, and temporary
staff hired through an agency such as Manpower or Staffkings. An individual will be
considered an independent contractor only if, based on the facts and circumstances, it
appears that such a classification would be upheld by the Internal Revenue Service. If
there is a question as to status as an independent contractor or staff member, the
executive committee shall make the final determination, in consultation with the
Sciencenter's independent auditors.
C.
Hiring Decisions
All decisions regarding the hiring of regular non-exempt staff members and of
temporary staff members shall be the responsibility of the executive director, within
the parameters set in the Staff Handbook section on Staffing. Hiring decisions for
regular exempt staff members shall be made by the executive director in consultation
with a search committee. Employment and termination of the executive director shall
be the responsibility of the board of trustees.
The procedure for conducting the search for a staff member is outlined in the
Sciencenter Hiring Manual.
The executive director and/or designated representatives will make available to
candidates for employment a written job description and will provide other information
as needed to clarify the requirements of the position advertised and the qualifications
sought. Candidates for employment will be offered an opportunity to read the Staff
Handbook.
Candidates for employment with the Sciencenter will make available a resume
of their education, training, and employment history and will provide a minimum of
three references where applicable. Transcripts or other verification of higher education
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may also be required. Acceptance or refusal of a job offer will be confirmed by the
candidate signing and returning the written offer.
D.
Internal Promotion
Internal promotion will be encouraged whenever possible. Notice of vacant
positions shall be posted, giving staff members a stated time in which to notify the
executive director or staff manager of interest in the position.
Three months after a staff member is promoted, his/her performance in the
new position will be reviewed. If a promoted staff member's rating is unsatisfactory
and if his/her previous position is still vacant, the staff member may reapply for it. If
the previous position is not vacant, then employment ends.
E.
Re-employment
When a staff member resigns from regular employment with the Sciencenter,
and he/she is re-employed within two year(s) of termination, his/her length of service
and benefits will be calculated from the date of first regular employment, omitting the
period(s) during which he/she was not a regular staff member. Any staff member who
is re-employed more than two years after termination shall be considered a new staff
member. The rules for participation in benefits programs will follow current plan
guidelines and federal regulations.
F.
Appointment and Orientation
When a new staff member begins work with the Sciencenter, he/she shall be
advised in writing of the terms of employment including position, responsibilities,
starting date, salary, expected hours, and any special provisions of employment. The
new staff member shall receive a copy of the current Staff Handbook and benefits.
Written acceptance of the offer is required of the staff member prior to
commencement of work.
Beginning with the first day of employment, the new staff member will start an
orientation program as outlined in the Sciencenter Hiring Manual.
During the first three months of employment, new employees will be assigned a
mentor to help them get established into the Sciencenter’s culture, and Ithaca if
relocating from another area.
G.
Provisional Employment Period (PEP)
1. The first three months of employment shall be a provisional employment
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period. Upon completion of the PEP, the staff member's performance shall be
evaluated by his/her manager. After a positive performance review, an employee
becomes eligible for vacation, personal leave, and bonuses as described below.
Employment continues to be at-will, in accordance with New York State law.
2. Paid vacation and personal leave time shall be computed from the date of
employment, but it may not be taken during a staff member's PEP, except under special
circumstances. The executive director’s approval is required for all such exceptions.
3. Employment may be terminated during PEP by either the staff member or the
Sciencenter with one week's notice. The Sciencenter is not required to give advance
notice in cases of dismissal for malfeasance, gross misconduct, or willful neglect of duty.
If employment is terminated during PEP, no pay for accrued vacation time will be
granted.
4. If the staff member's performance is evaluated as unsatisfactory, the manager
may recommend dismissal or may suggest PEP be extended up to 60 calendar days, but
a definite ending date must be specified. If performance is still unsatisfactory after the
extension, employment may be ended. The Sciencenter's usual termination policy will
apply.
5. Staff members in PEP are eligible for paid holidays on Thanksgiving,
Christmas, and New Year's Day.
6. Staff members are not eligible for year-end bonuses during their PEP;
however, any accrued personal leave time not taken in the preceding year is payable
once the PEP has been successfully completed.
H.
Payment of Salaries and Hourly Wages
1. All staff are paid twice monthly, on or before the 15th and the last day of the
month. Time sheets must be filled out for all staff, whether salaried or hourly.
2. If an hourly staff member does not submit a time sheet by the deadline, no
payment will be issued, and payment for time worked will be issued the
following pay period.
J.
Working Permits, Licenses, and Certificates
1. Every new staff member who is below the age of 18 must have a working
permit issued by the State of New York.
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2. In accordance with the Immigration Reform and Control Act of 1986, you
must complete Form I-9 and provide the Sciencenter with the required documents
within three days of your date of hire.
K.
Personnel Records
1. Personnel records will be maintained to insure their confidentiality. Access to
these files is limited to the executive director, deputy director, director of finance and
human resources, your manager (and the executive committee, in the case of the
executive director's file), and duly authorized agencies. Information contained in the
file shall not be released to anyone other than those named above without the staff
member's authorization.
2. A personnel file will be maintained for you and will contain only information
directly pertinent to your employment with the Sciencenter, including:

resume

application

written confirmation of employment

date of employment

salary, dates and amount of changes in salary

position description

W-4

signed confirmation of choice of benefits

performance appraisal reports

special commendations

all other documents required to be filed under these policies
Records of special disciplinary actions will be kept on file for three years and thereafter
removed.
3. Upon request, you may examine your file. You may submit a statement to be
entered in your file.
4. You must notify the director of finance and human resources of any change in
your employment status, such as new home address, phone number, or information
pertaining to insurance or payroll tax deductions.
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5. STAFF BENEFITS
As a regular full-time (40 hr/wk) or part-time (20-39 hr/wk) staff member, you
are eligible for the staff member benefits listed below. All benefits become effective
January 1 for the calendar year and are subject to annual review for the following year
by the board of trustees each fall.
MANDATORY BENEFITS (Required for all staff members working in New York State).

Social Security: Federal Insurance Contributions Act (FICA)

Workers' Compensation Insurance

New York State Disability Insurance (Short-Term Disability)

New York State Unemployment Insurance
ADDITIONAL BENEFITS (Benefits that are not required by law but are provided by the
Sciencenter to its staff)

Discretionary Benefits Fund

Professional Travel and Training Allowance

Travel Reimbursement

Time Off
Please see Appendix A for a description of these benefits.
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6. WORKING HOURS
A. Regular Hours
The work week is defined as Monday through Sunday. Full-time employment
consists of 40 hours per week (excluding lunch) that shall, in most instances, be worked
between 8 a.m. and 5 p.m. Monday through Friday.
Part-time employment is
defined as 20-39 hours per week. Any staff member, whether full-time or part-time,
may be asked to work weekends and holidays when it is necessary to staff the
Sciencenter during guest hours.
Your work schedule is determined by your manager, with executive director
approval, when you are hired. The schedule is confirmed in writing in the letter offering
employment, with a copy placed in your personnel file. By signing your letter of
employment, you confirm your acceptance of your hours of employment.
If changes in hours and/or days of work are necessary for full- or part-time staff
members, these changes will be made in consultation with you, your manager, and the
executive director. Such changes will be provided to you in writing with a copy of the
notification placed in your personnel file.
B. Overtime
1. Exempt Staff Members:
The Sciencenter recognizes that work in excess of the hours contracted is implicit in the
job descriptions of exempt staff members. Exempt employees are not eligible to
receive overtime pay, but may adjust their monthly schedules so that they do not work
more than an average of 8 hours/day for the each work day of month.
2. Non-exempt Staff Members:
a. Full-time, non-exempt staff must adjust their daily work schedule within each single
work week (Sunday through Saturday) to avoid exceeding 40 hours, unless they have
pre-approval for overtime
b. If you are a non-exempt staff member (either full- and part-time), the Sciencenter
will pay you for all pre-approved work in excess of the hours contracted based on the
rate of pay as described below. Excess hours must be authorized in advance by your
manager, and the associate director for program or the executive director using the
overtime pay preapproval form. A given block of excess time can be claimed only if it
exceeds one-half hour in a given day.
c. Part time non-exempt employees must not exceed 40 hours per week (Sunday
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through Saturday), and must adjust during the month so that they do not exceed their
contracted allotment of monthly hours.
d. The rate of pay for overtime hours is regular pay for up to a total of 40 hours per
week and 1.5 times regular pay for any overtime beyond 40 hours in any week.
D. Attendance:
The Sciencenter expects that you will be punctual and comply with the agreed
upon work schedule. It is your responsibility to maintain a written record of hours
worked and of all time away from work, using the Sciencenter’s electronic time log
system. Staff in managerial positions are responsible for overseeing the work schedules
of those under their direct supervision.
In the event that you will be unavoidably detained and unable to arrive at work
on time, please call the Sciencenter and leave word with both your manager and/or
another staff member of your department before your expected arrival (or as soon
thereafter as possible).
E. Meals and Breaks
In accordance with the New York labor laws, all non-exempt staff members are
required to take at least a 30-minute unpaid meal break if working greater than 6 hours
in a day. This meal break must be recorded daily on your monthly time log.
In accordance with the New York labor laws, exempt employees are entitled, but
not required, to take at least a 30-minute unpaid meal break during the day.
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7. TIME AWAY FROM WORK
Holidays
You are entitled to nine (9) holidays, which include:




January 1
Thanksgiving Day
Christmas Day
six (6) other holidays of your choice.
The three specific holidays above are days the Sciencenter is closed. The Sciencenter
must be adequately staffed on other holidays, so determination of allowable holiday
leave time must be made with the consent of the executive director or associate
director.
Vacation
Regular full-time staff members receive ten (10) paid vacation days per year for
the first three years of employment and one (1) additional day per year with each
succeeding year to a maximum of 15 days total vacation per year at the end of eight (8)
years of full-time equivalent employment. No vacation time may be taken during the
first six months of employment, except with specific advance approval of the executive
director.
Vacation days are prorated on the basis of the number of months employed
during the first calendar year. In each year thereafter, you are eligible for ten (10)
vacation days on January 1. Five vacation days may be carried over into succeeding
calendar years. Upon termination of employment, you will be paid for any unused
vacation days for which you are eligible. You must pay the Sciencenter for any days of
vacation taken during that calendar year beyond the prorated number of days
allowable for the number of months of employment during that year.
(See Ending
Employment).
Regular part-time staff members are eligible for vacation days prorated on the
basis of percent of time worked. (Example: If you work 20 hours per week or 50
percent time, you are eligible for five paid vacation days per year for the first three
years of employment.)
Personal Leave
Twelve (12) paid personal leave days are provided each year beginning January
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1. You may use this leave for illness, family health care, personal business, funerals,
days you do not feel it safe to drive to work, even though the Sciencenter is open for
staff, or for any other pressing personal reason. Personal leave days may not be carried
over into the next calendar year. At the end of the year, you will be paid for all unused
personal leave days as a bonus. On January 1, you will again have 12 days to use at
your discretion throughout the year. If you terminate employment during the year, you
will not be paid for unused personal leave time and will be required to pay the
Sciencenter for any personal days taken over the prorated limit. For example, if you
leave employment July 1 and have taken eight (8) days of personal leave time, you
would have to repay the Sciencenter for two (2) days over the six (6) allowable for the
six months worked. During the first months of employment prior to January 1 (of the
first full calendar year of employment), you will receive a prorated number of personal
leave days.
Except in the case of illness or family emergencies, personal leave days are
subject to review and approval by the executive director. If there is evidence that you
are abusing personal leave time at the expense of the staffing needs of the Sciencenter,
you may be asked to explain and defend your use of paid leave time, including, where
appropriate, a statement from your physician.
Short-term disability leave is available for non-work related illness or injury
when your physician certifies that you are unable to work. Payments will be made to
you in accordance with the paragraph on New York State Disability Insurance in the
section on Staff Benefits.
Your disability benefit can be supplemented with accrued personal leave until
you return to work or until your personal leave is exhausted. If you have used all of
your personal leave and vacation during an extended illness, you will be paid only the
disability benefit.
If you will be on personal leave, you should notify your manager as soon as
possible. If you cannot personally call, you should have someone call for you.
Pregnancy-Related Disability Leave
Pregnancy is considered a normal disability, and leave related to pregnancy will
be granted under the rules and regulations outlined in the section on personal leave.
Except for casual and occasional absences due to pregnancy, leave will begin when your
doctor indicates you are no longer able to perform the duties of your position and will
end when your doctor indicates you are physically able to return to work. A written
physician's statement is required.
If you wish additional leave that is not supported by a doctor's statement
indicating you are physically unable to work, you may use accrued vacation and/or
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personal leave days. After accrued time is exhausted, you may request leave without
pay as explained below in the section on Leave without Pay. Each request will be
considered individually and is subject to the approval of the executive director in
consultation with your manager.
Child Care Leave
Accrued vacation and personal leave may be taken as child care leave if (a) you
have a baby, (b) your spouse or same-sex domestic partner has a baby, (c) you adopt a
child or (d) you become a foster parent to a child. After accrued time is exhausted, you
may request leave without pay as explained below in the section on Leave without Pay.
Leave without Pay
All regular full- and part-time staff members are normally eligible for leave
without pay after the conclusion of their first year of employment; requests for leave
before conclusion of one year of employment may be granted under special
circumstances.
Leave without pay up to one year may be authorized by the executive director
and approved by the board of trustees. A leave of 30 days or fewer may be approved by
the executive director.
The Sciencenter retains the right to deny a leave if its own needs will not permit,
and deny an extension of a leave beyond the ending date originally agreed upon.
Requests for leave without pay must be in writing to the Executive Director and
must specify a reason and a definite start and return date. This request must be
accompanied by a statement from your manager addressing the impact the absence
would have on the organization.
Time during leave without pay in excess of one month will not be included in the
calculation of seniority or in the calculation of vacation or personal leave allowances.
Your discretionary benefit fund will not be available for unpaid leave beyond
one month.
Failure to return to work on the date specified may result in immediate
termination.
Required Absence
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Upon submitting evidence that such an absence is required, you will be paid
during an absence in the following circumstances:
1. If required to go to court as a witness,
2. If serving as a juror,
3. If required to fulfill a military training obligation for a period of 15 days or
fewer.
In the above circumstances, you will receive the difference between
compensation for such duty and your regular salary.
Attendance at Conferences
Your attendance at conferences may be recommended by your manager and
must be approved by the executive director. Time for conference attendance will
generally be considered the same as time worked, up to eight hours per day.
Forced Closing
In the event of snow or other weather-related emergency, the following
guidelines apply for closing the facility and for accounting for any lost work time.
Closing the museum has two possibilities: 1) closing the museum to guests only, and 2)
closing the museum to guests and staff. If the radio announces that the museum will
not open or that it will open later in the day, staff should still report for work unless
otherwise notified.
1) Museum Closing – Guests Only
Closing the museum to guests or delaying opening is at the discretion of the
executive director and the director of guest relations and operations. If the
executive director is not available, then the director of finance and human
resources will decide with the director of guest relations and operations. The
director of guest relations and operations will notify radio stations for public
announcement that “the museum is closed to guests”, and call the operations
staff and volunteers scheduled to be on duty if they do not need to report for
work.
If you feel that the weather conditions are unsafe for travel even though the
museum is open for staff, you should notify your manager that you will not be in
to work that day. Missed time can be either made up or charged to personal
leave.
2) Museum Closing – Guests and Staff
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The museum will be closed to both guests and staff if a state of emergency is
declared and roads are officially closed. The director of guest relations and
operations will notify radio stations to announce that “the museum is closed to
guests and staff.” Time off in this case will not be charged against personal
leave.
If the weather turns bad with no improvement anticipated, and there are few or
no guests, the executive director or director of finance & HR, together with the
Manager of guest services and operations may decide to close the museum and
send staff home early. In this case, time off will not be charged against personal
leave.
Personal Leave
If you feel it is unsafe to travel into work because of weather conditions, or if
weather-related conditions warrant leaving early even though the museum
remains open, you may stay home or leave early, respectively. Personal leave
time is intended to cover these types of situations and should be used.
You and your manager may decide for you to work at home, make up the time
on another nonscheduled workday, or charge the time to personal leave. Only
the executive director, deputy director, and the manager of guest services and
operations have the authority to grant paid snow emergency leave.
Travel
Travel must be pre-approved by your manager to be reimbursable. All expenses
must be document by receipts; missing receipts for incidentals such as meals
must be replaced by an explanation.
No more than three (3) paid Sciencenter staff members may ride in the same
car, airplane, or boat simultaneously. This policy is to ensure that in the unlikely
event of a serious accident, the operation of the Sciencenter would not be
compromised. This policy does not apply to taxis, busses, or trains; nor does it
apply to tour groups or short trips by ground transportation at conferences.
In general, please exercise good judgment in arranging travel plans, using costeffective means of transportation, meals, lodging, and ground transportation.
Travel expenses for family members or other non-Sciencenter personnel are not
eligible for reimbursement.
Mileage Reimbursement
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Normally, the cost of incidental travel using a personal vehicle for Sciencenter
business is reimbursable only if you travel outside of Tompkins County.
However, you may apply to your department head, the Director of finance and
human resources, or the Executive Director for reimbursement for types of
certain in-county travel if it includes:

Regular, repeated trips to conduct Sciencenter business (e.g., for
program delivery or delivering promotional materials)

Tasks for which your particular vehicle is desirable (e.g., using your truck
to move exhibits or transport large materials).
To obtain reimbursement for such travel, submit your request with
documentation of the mileage on a regular expense form. Alternatively, you
may estimate your anticipated travel and request an advance, in which case you
must document your mileage before additional funds will be advanced.
If approved, advances will generally be issued quarterly, with additional
payments as needed. If requesting an advance, please see the Director of
finance and human resources at least two weeks beforehand to ensure that a
check can be written during our normal check-writing cycle.
All approved travel using your personal vehicle normally will be reimbursed at
the standard rate established each year by the IRS. Exceptions may be made for
low-mileage trucks or other special cases.
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8. STAFF DEVELOPMENT
The Sciencenter is committed to providing the highest quality programs and
services. This commitment to excellence requires an investment in ongoing staff
development and training. The Sciencenter also expects staff to be interested in their
own professional development and will make every effort to stay abreast of
information and skills in their profession. Since professional development is of personal
as well as organizational benefit, the Sciencenter expects staff will also, at times, share
in the cost of their own professional development.
Program
The Sciencenter will provide its staff with the following opportunities for staff
development:

an orientation program and mentor for new staff during the first three months
of employment,

periodic in-service programs and speakers at staff meetings and retreats,

job-related conferences and workshops with expenses fully paid or subsidized to
the extent possible,

organizational subscriptions to periodicals related to the work of the
Sciencenter,

a library with articles, files, and books on science education.
It is the goal of the Sciencenter to distribute staff development funds equitably
according to an annual plan of organizational priorities. These priorities are developed
through the following process:
a. Managers will discuss with staff their career and education goals and training
needed to enhance performance in their current position. This discussion will occur
annually as part of the performance appraisal process.
b. Managers will outline their staff training priorities and recommend an
amount for staff training as they develop their budget for each fiscal year. Final
allocations will be determined according to overall Sciencenter priorities and the
resources available as the executive and finance committees review the overall budget.
c. Notices of programs and training events will be regularly posted and
circulated. Managers will also review training event notices and will encourage their
staff to attend relevant programs.
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d. You may submit a request in writing to your manager indicating the event
you wish to attend and the estimated cost. If your manager approves the request, the
executive director will evaluate the request in light of budget and program training
priorities.
e. After attending a conference or workshop, you must complete a conference
report and submit it to your manager and provide a copy to the executive director.
f. The Sciencenter encourages you to share new information with other staff
members through presentations at staff meetings.
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9. STAFF COMMUNICATION, GRIEVANCE PROCEDURE,
AND WHISTLEBLOWER POLICY
The Sciencenter maintains an open-door policy regarding questions and concerns
related to employment. If you have questions and/or dissatisfaction concerning your
employment, you are encouraged to present your concerns to the appropriate person
at the Sciencenter, using the following procedure:
A. Manager
Your Position Description identifies your manager. If you have a job-related
problem, question, concern, or complaint, you should first discuss it with your manager.
B. Associate Director for Program
If the discussion with your manager does not resolve the matter to your
satisfaction, or if the nature of the matter is not appropriate for discussion with your
manager, you should present the matter to the person your manager reports to. The
Director of Finance and Human Resources is available to all staff members, regardless of
channels of authority, and can help to clarify issues and possible solutions.
C. Executive director
The executive director is available to all staff members, regardless of channels of
authority, and will make every effort to maintain open communication and resolve the
issue.
D. Formally Pursuing a Grievance
If you wish to formally pursue the matter further, you should present the matter
to the executive director in writing, using the Problem Statement Form provided in
Appendix B of the Sciencenter’s Staff Handbook. The executive director will then meet
with you within 10 working days of the date of your request. The executive director will
summarize the meeting and its outcome in writing, and both parties will sign the
summary. You may express any disagreement you have with the summary in writing.
The decision of the executive director is final. If you and the executive director cannot
reach a mutually satisfactory solution, you may wish to seek outside advocacy
resources.
The board of trustees is not involved in the Sciencenter’s grievance procedure, and it
would be inappropriate for a staff member to air a personal grievance with a member
of the board of trustees under any circumstances. However, if the issue properly falls
under the provisions of the Whistleblower policy, then it is appropriate to discuss the
matter with a member of the executive committee of the board of trustees.
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E. Whistleblower Policy
If you observe a gross violation of policy, such as theft of money or property,
and are unable to resolve the issue using the procedures in A-D above, then in
accordance with federal law, the Sciencenter protects you from retribution, should you
bring your concern to the executive committee of the board of trustees in accordance
with the Sciencenter’s official Whistleblower Policy (Appendix F of this handbook,
available on the Sciencenter’s server).
This policy is intended to protect the Sciencenter from serious breeches of policy by
staff or volunteers by providing a direct pathway for reporting serious incidents to the
board of trustees.
NOTE: This policy does not protect you from disciplinary action, should you bring a
personal grievance or an inappropriate or unsubstantiated complaint to the board of
trustees.
F. Violence Prevention
The Sciencenter does not tolerate violence of any kind including, but not limited
to, physical abuse, bullying, verbal abuse, inappropriate silence, or other actions that
reduce the capacity of staff and volunteers to perform their best on behalf of the
Sciencenter.
Any evidence of workplace violence should be immediately reported to your manager,
the director of finance and human resources, or senior management.
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10. PERFORMANCE APPRAISAL
The performance appraisal process is designed to promote communication
between managers and the staff, improve job understanding, promote more effective
job performance and on-the-job staff member development, and provide a basis for
salary decisions.
Each evaluation will include, as a minimum, a review of the staff member's
position description and assigned responsibilities and an assessment of the staff
member's performance in the job, including strengths and areas where improvement is
needed. Individuals will be evaluated only for job responsibilities specified in advance
at the time the interview is scheduled and mutually understood by both manager and
staff member.
Applicability
The performance appraisal process applies to all regular full-time and regular
part-time staff.
Responsibility
The deputy director is responsible for initiating the appraisal process. The
deputy director will review performance of all department heads and other staff he/she
supervises. Department heads will conduct performance appraisals of staff members
whom they supervise.
The executive committee of the board of trustees will conduct the performance
appraisal for the executive director.
Frequency
Each staff member's performance is formally evaluated at the end of the
Provisional Employment Period (PEP) and every year in the fall thereafter. In addition,
managers should routinely and regularly discuss performance with all staff they
supervise throughout the year.
Preparation for the Appraisal
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The form used for performance appraisals, in Appendix C, contains instructions
for use. In general, the steps used include the following:
The deputy director will distribute the forms to all managers on or around
September 1. Managers will distribute the forms to all staff they manage and set a date
to meet for the performance review. You should return self-evaluation portion of the
form to your manager at least one week before the review date (generally in October).
You must review your position description (available on the server) as part of
your self-evaluation. If you feel that any changes are required, please print out a copy,
mark your suggested changes, and bring it with you to the review meeting for
discussion.
The Appraisal Interview
During the review meeting, your manager will discuss specific steps to improve
job performance and/or promote your professional development. The interview will be
structured to encourage discussion of the appraisal and clarification of the areas under
review. The goal of the review is to look for ways to build better performance on the
job, using the past year’s performance as a starting point.
It is important to note the scale that is used in the performance appraisal
process. The scale is described on the form, and a rating of “competent” should be
taken as satisfactory. Ratings of “Outstanding” (the highest rating) are rare and are
reserved for truly exceptional performance.
The Appraisal Report
At the end of the review meeting, your manager will write a brief
summary of your performance for the past year and a summary rating. Both you and
your manager will sign the review form, which will then be reviewed by the executive
director.
In the event that you disagree with any part of the performance appraisal, you
may attach supplementary explanatory materials, which will become a permanent part
of that review. The record shall be considered complete 10 calendar days after the
appraisal report has been signed and filed. Your signature on the appraisal report
acknowledges receipt of the appraisal and does not necessarily constitute agreement
with its content.
The Appeal Process
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If you feel that the appraisal is not accurate, you may request a review by the
deputy director. If the deputy director performed the review, you may continue the
grievance procedure as described elsewhere in this Handbook.
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11. DISCIPLINE
The Excutive director is responsible for disciplining staff. Reasons for disciplinary
action may include, but are not restricted to:
a. Unsatisfactory job performance,
b. Deliberate and unwarranted refusal to obey instructions,
c. Absences or tardiness without acceptable cause,
d. Falsification of time records,
e. Adverse effects on staff member's performance caused by the use of
chemical substances,
f. Use of violence on the job,
g. Breach of confidentiality,
h. Failure to adhere to the human resources policies,
i. Conviction of any crime,
j. Misuse of Sciencenter property.
In the event of misconduct on the part of a staff member, the deputy director
may:
a. Issue a verbal reprimand,
b. Issue a written warning, or
c. Suspend without pay for no more than one work week.
Upon further review, the deputy director may:
a. Reduce salary to not lower than the lowest amount authorized for the
position,
b. Demote to the next lower position,
c. Terminate employment.
Should disciplinary action be needed, the deputy director will issue a written
and dated account of the disciplinary action and will place a copy in the staff member’s
personnel file. The staff member has the right to append the record with a personal
signed and dated statement.
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12. PROBATIONARY STATUS*
If your manager and/or the executive director determines that you are not
satisfactorily meeting the requirements of your position or the quality standards
expected, you will be notified in writing and may be placed on probationary status for a
period not to exceed six months. You must sign this warning notice (including a
compliance date), which will also be signed by your manager, and the executive director
and will be included in your personnel file.
If you refuse to sign, your refusal will be recorded on the notice.
During this period, every effort will be made to clarify deficiencies or needs for
improvement and to provide any assistance requested. A monthly review of progress
will be made, and any placement on probationary status must have the approval of the
executive director.
All conditions and requirements of probationary status must be clearly stated in
writing to you. Monthly reviews shall be documented in writing, with your comments
and signature. At the end of the probationary status period, you will be notified in
writing by the executive director that:
a. Substantial improvement has been noted; consequently employment is
continuing as previously and the probationary status is removed; or
b. Insufficient or no improvement has been accomplished, and consequently
employment is terminated.
During this probationary period, you may not take vacation or personal leave
without advance approval from the executive director. However, your vacation will
continue to accrue during the probationary period. No salary increases may be granted
to a staff member on probationary status.
*NOTE: This policy shall apply to matters of job performance and not to personal
conduct. The policy is not intended to circumvent, override, or in any way modify the
provisions of the policies on Discipline and Ending Employment. Nothing in this section
shall preclude immediate dismissal where warranted under the dismissal procedures.
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13. ENDING EMPLOYMENT
A.
Resignation
If you decide to resign from the Sciencenter, you must give written notice of
resignation to your manager and to the executive director. If you are an exempt staff
member, please provide at least 30 days notice. If you are a non-exempt staff member,
please provide at least two weeks notice. The notice period cannot overlap with
vacation time.
If you resign, you are entitled to be paid for unused but accrued vacation time if
you have completed the provisional employment period (PEP) and given the requested
notice. You may claim accrued compensatory time only if convenient to the
Sciencenter and with prior approval of your manager.
If resigning, you cannot be paid for unused personal leave or accumulated
compensatory time off.
B. Dismissal
If required, dismissal for cause from Sciencenter employment will be made in
writing, signed by the executive director.
Reasons for dismissal may include, but are not limited to, unsatisfactory
performance, neglect of duty, malfeasance, misconduct, excessive absence or tardiness,
disclosure of confidential information, or failure to comply with the policies of the
Sciencenter.
If notified in writing of the need for corrective measures and if the necessary
corrective measures have not been taken to a satisfactory degree by the compliance
date, a staff member may be given a two-week notice of dismissal. The Sciencenter
reserves the right to terminate a staff member immediately and pay two weeks wages
in lieu of the two weeks notice. The executive director must approve all dismissal
decisions.
Exceptions: The above procedure need not be followed if a staff member is
guilty of malfeasance, gross misconduct, or willful neglect of duty. In such cases, the
executive director may elect to dismiss immediately or to suspend the staff member
without pay pending legal counsel.
Employment during the PEP may be terminated by either the new staff member
or the Sciencenter at any time. Since new staff members are not eligible for vacation
during PEP, and no payment for unused vacation time can be granted. All other
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provisions of this section apply to staff members in their PEP.
C. Termination Due to Retrenchment or Reorganization
Where program or staffing patterns are reorganized, or where funding for a
program or project is insufficient to operate at adequate levels resulting in termination
of employment for Sciencenter staff, the Sciencenter will:
a. Provide a minimum of 60 days notice for staff members with service over 10
years and 30 days notice for staff members with service under 10 years;
b. Offer a new position provided such a position is available and that the staff
member qualifies for the new position;
c. Provide terminating staff members with reference materials stating the
reasons for termination and other such materials as may allow potential employers to
make a fair assessment of the staff member;
d. Allow staff members to use a reasonable amount of accrued compensatory,
discretionary personal, and vacation time to seek employment while still employed by
the Sciencenter;
e. Provide payment for accrued vacation in the form of continuance on the
payroll to maintain benefits status, or lump sum payment at the staff member’s option.
D.
Retirement
There is no mandatory retirement age. Staff members are eligible to receive
retirement benefits through the Sciencenter’s 403(b) plan, according to the provisions
and requirements of the plan.
All staff members shall give at least 30 days written notice of retirement.
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14. SEXUAL HARASSMENT
All staff members of the Sciencenter are entitled to be treated with respect and
sensitivity. Sexual harassment in the workplace will not be tolerated by the
Sciencenter.
Generally speaking, sexual harassment usually falls into two categories. A) The
first type is where employment advancement or benefits are conditioned upon
submitting to unwelcome sexual advances. B) The second type of sexual harassment is
conduct that creates an offensive or hostile work environment and includes unwelcome
sexual advances or verbal or physical conduct of a sexual nature or that is based upon
the gender of the staff member and that unreasonably interferes with the individual's
work performance.
If an staff member believes that he or she or any other staff member of the
Sciencenter is being sexually harassed on the premises of the Sciencenter or otherwise in
connection with employment by the Sciencenter, whether or not such harassment is
conducted by an staff member of the Sciencenter, the staff member must report such
incident(s) to the executive director or deputy director so that the claim can be
investigated and appropriate action taken, where warranted.
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15. OFFICIAL SPOKESPERSONS, MEDIA VISITS, AND SURVEYS
Speaking to the Media (Please see Appendix G).
The following four individuals are the official spokespersons for the Sciencenter to the
media, government officials, and other external entities:




Executive Director
Associate Director for Program
Public Relations & Media Manager
Chair, Board of Trustees
All other staff should refer external requests for information to one of the above.
Exceptions include specific events coordinated by others or situations where another
person has been specifically authorized to make public statements.
To ensure consistency and correctness of information, all staff, trustees, advisors, and
volunteers should use good judgment in making any public or private statements on
behalf of the Sciencenter.
Media Visits to the Sciencenter and Off-Site Events

Media representatives must check in at the front desk (or other pre-designated
check-in area) upon arrival at the museum or an event.

Media representatives should first contact a member of the Advancement Team
for approval before scheduling to photograph, videograph, record, or interview
Sciencenter members or guests on-site.

Before any image or recording of a Sciencenter guest may be published, aired,
or otherwise made public, a consensual release form signed by the guest (or
parent/guardian, if the guest is a child) must be obtained. A copy of this form
must be filed with the Sciencenter PR manager.
Surveys

To conduct a survey at the Sciencenter, the surveyor must first obtain approval
(written or email) from the Advancement Team.

The Operations Dept. must review the survey prior to approval being granted.

The survey must not be overly intrusive, long, or in any other way decrease the
positive experience of Sciencenter guests.

Permission to conduct surveys may be declined if the Sciencenter is in the
process of conducting its own guest or member survey.
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History of document:
Created
1992
Revised
5-26-07
Revised
7-19-09
Revised
8-4-10
Revised
10-5-11
Revised
7-23-12
Revised
1/3/13
(LBP)
(CHT)
(CHT)
(CHT)
(CHT)
(CHT)
(TWS)
34