GATEWAY COMMUNITY SERVICES ORGANIZATION,
INCORPORATED
Personnel Policies and Procedures Manual
Gateway Community Services Organization, Inc.
P.O. Box 367
West Liberty, KY. 41472
Dennis Gulley, Executive Director
Phone: (606)743-3133
FAX: (606)743-1130

Welcome!
Welcome to the Gateway Community Services Organization, Inc. family. We wish you every success as a new employee.
Your fellow employees look forward to working with you.
Our employees are expected to contribute directly to Gateway Community Services
Organization, Inc.'s continued growth, success, and services we provide. Take pride as a member of the Gateway Community Services team.
The agency's Personnel Policies and Procedures Manual describes employee expectations and outlines policies, procedures, guidelines, and available benefits for eligible employees. Please, familiarize yourself with this manual. It should answer your policy and benefits questions.
We hope that your Gateway Community Services employment will be challenging, enjoyable, and rewarding. Again, welcome!
If you have questions regarding this manual, please address them to the Personnel and
Orientation Director at your orientation or, at any time during your employment, to your supervisor or to me.
Cordially,
Dennis Gulley
Executive Director

Acknowledgment of Receipt of Gateway Community Services Organization (GCSO)
Personnel Policies and Procedures Manual
This certifies that I have, on the date written below, received for review a copy of the Personnel
Policies and Procedures of Gateway Community Services Organization, Inc., as approved by the
Board of Directors.
It is my understanding that I am to read or have read to me the Personnel Policies and Procedures
Manual within two weeks after receipt.
My signature below certifies that I received the Personnel Policies and Procedures Manual.
Upon completion of my review, I shall return the copy of the manual to my center/office supervisor. I understand that copies of the manual are on permanent file at my job site and that I may check out a copy for review as needed, but that the manual shall be returned to my supervisor after each removal of the manual from its permanent location at my job site.
I understand that I have the opportunity to ask questions and receive clarification or explanation on anything in this manual about which my understanding is uncertain or unclear. I further understand that it shall be my responsibility and obligation to initiate such inquiry and that I will contact either the Personnel and Orientation Director or the Executive Director (606/743-3133) if explanation or information is needed.
____________________________ _____________________________
Employee Signature Date
____________________________ ______________________________
Employee Name (Print) Position

Certification of Reading the Policies and Personnel Procedures
This is to certify that I have carefully read or had read to me the Personnel Policies and
Procedures Manual of Gateway Community Services Organization, Inc., (GCSO, Inc.) as approved by the Board of Directors.
I understand the rules, policies, terms, and conditions related to agency employment and agree to comply with them. I understand that failure to do so may require disciplinary action or termination.
I understand and agree that my employment with and compensation from the GCSO is terminable-at-will, so that both GCSO and I remain free to choose to end our work relationship with or without notice or with or without cause. I understand that no member of the GCSO management, except the Executive Director, may authorize binding agreements with me pursuant to the terms and conditions set forth in the agency's Personnel Policies and Procedures
Manual. I will not rely on any promises, statements, or representations to the contrary only if they are in writing and signed by the Executive Director.
I understand that nothing in this manual implies in any way a contracted term of employment, but it provides conditions and guidelines to enhance a quality work environment for me during my GCSO employment.
I further understand that the agency Board has the right, without prior notice, to modify, amend, or terminate policies, practices, benefit plans, and other agency programs within the limits and requirements imposed by law.
____________________________ ____________________________
Employee Signature Date
____________________________
Employee Name (Print)
______________________________
Employee Social Security Number
________________________
Position

PAGE
STATEMENT OF MISSION ........................................................................................................ i
INTRODUCTION ......................................................................................................................... ii
ORGANIZATIONAL CHART .................................................................................................. iii
SUMMARY OF MAIN TOPICS
SECTION
GENERAL STATEMENTS .........................................................................................................1
EMPLOYMENT ............................................................................................................................2
PAY PRACTICES .........................................................................................................................3
EMPLOYEE BENEFITS ..............................................................................................................4
ABSENCE FROM WORK ...........................................................................................................5
EMPLOYEE CONDUCT .............................................................................................................6
COMPLAINTS OF DISCRIMINATION ....................................................................................7
EMPLOYEE DEVELOPMENT ..................................................................................................8
EMPLOYEE TRAVEL .................................................................................................................9
REDUCTION-IN-WASTE ..........................................................................................................10
ADMINISTRATIVE PROCEDURES .......................................................................................11
PUBLIC INFORMATION POLICY .........................................................................................12
CHILD DEVELOPMENT POLICIES & PROCEDURES .....................................................13
NOTICE OF PRIVACY ACT…………...…………………………………………………….14
STATEMENT OF CONFIDENTIALITY……………………………………………………...i
PRINCIPLES OF ETHICAL CONDUCT……………………………………………………..ii

TABLE OF CONTENTS
Mission ............................................................................................................................................ i
Introduction ................................................................................................................................... ii
Organizational Chart................................................................................................................... iii
GENERAL STATEMENTS ..........................................................................................................1
Introduction and General Provisions ............................................................................1.1
Personnel Policies Amendment Procedures .................................................................1.2
GCSO Board of Directors' Role and Authority ...........................................................1.3
Board of Directors' Key Committees ............................................................................1.4
Executive Director's Role and Authority ......................................................................1.5
Personnel Manager's Role ..............................................................................................1.6
Employee Limitations .....................................................................................................1.7
Definitions and Acronyms ..............................................................................................1.8
Employment Disclaimer .................................................................................................1.9
EMPLOYMENT ..............................................................................................................................2
Equal Opportunity and ADA Policy .............................................................................2.1
Harassment ......................................................................................................................2.2
Advertising Employment Vacancies .............................................................................2.3
General Hiring Policies ..................................................................................................2.4
Disclosure of Criminal Records .....................................................................................2.5
Immigration Reform and Control Act of 1986 ............................................................2.6
Orientation ......................................................................................................................2.7
Work Schedule/After Hour Entry .................................................................................2.8
New Employee Period .....................................................................................................2.9
Employee Status and Categories .................................................................................2.10
Position Descriptions/and Amendments .....................................................................2.11
Transfers and Promotions ............................................................................................2.12
Multiple Family Members ............................................................................................2.13
COMPENSATION ..........................................................................................................................3
Salary Administration ....................................................................................................3.1
Salary Payment Procedures ...........................................................................................3.2
Overtime ..........................................................................................................................3.3
Salary Adjustments .........................................................................................................3.4
Payroll Corrections .........................................................................................................3.5
Program Funding Limitations .......................................................................................3.6
Payroll Deductions ..........................................................................................................3.7
Restrictions Regarding Board Members' Immediate Family.....................................3.8

EMPLOYEE BENEFITS ...............................................................................................................4
Disclosure of Benefits ......................................................................................................4.1
Group Benefits/Health and Wellness ............................................................................4.2
Retirement and Income Protection Benefits ................................................................4.3
Accrued Leave Time .......................................................................................................4.4
Severance Pay ..................................................................................................................4.5
COBRA Health Insurance Conversion Rights .............................................................4.6
ABSENCE FROM WORK ..............................................................................................................5
Holidays ...........................................................................................................................5.1
Family Medical Leave ....................................................................................................5.2
Military Leave .................................................................................................................5.3
Jury and Witness Leave .................................................................................................5.4
Excused Absence .............................................................................................................5.5
Family Bereavement Leave ............................................................................................5.6
Time Off to Vote ............................................................................................................5.7
Leave of Absence without pay .......................................................................................5.8
Emergency Closings ........................................................................................................5.9
EMPLOYEE CONDUCT ...............................................................................................................6
Non-Disclosure of Confidential Information ................................................................6.1
Standards of Employee Conduct ...................................................................................6.2
Client Relations ...............................................................................................................6.3
Outside Employment ......................................................................................................6.4
Conflict of Interest ..........................................................................................................6.5
Personal Telephone Calls and Postage Meter Use .......................................................6.6
Drug and Alcohol-free Workplace ................................................................................6.7
Hatch Act .........................................................................................................................6.8
Non-smoking Policy ........................................................................................................6.9
Dress Code (Appearance) .............................................................................................6.10
Security Inspections ......................................................................................................6.11
Computer Software (Unauthorized Use) ....................................................................6.12
Electronic Media Use ....................................................................................................6.13
COMPLAINTS OF DISCRIMINATION ......................................................................................7
Equal Opportunity Officer Responsibilities .................................................................7.1

EMPLOYEE DEVELOPMENT .....................................................................................................8
Employee Supervision Policy .........................................................................................8.1
Employee Performance Appraisal ................................................................................8.2
Employee Career Development .....................................................................................8.3
EMPLOYEE TRAVEL ...................................................................................................................9
General Travel Policies ..................................................................................................9.1
Allowable Transportation Expenses .............................................................................9.2
SAFETY AND REDUCTION-IN-WASTE ..................................................................................10
Safety Rules ...................................................................................................................10.1
Preventing Fraud, Waste, and Abuse .........................................................................10.2
ADMINISTRATIVE PROCEDURES..........................................................................................11
Personnel Records .........................................................................................................11.1
Debarment ...................................................................................................................11.1a
Disciplinary Procedures ...............................................................................................11.2
Disciplinary Procedures (Child Abuse and Neglect) ...............................................11.2a
Conflict Resolution Procedures ...................................................................................11.3
Terminations .................................................................................................................11.4
Visitor's Policy ...............................................................................................................11.5
Donations .......................................................................................................................11.6
Personal Mail .................................................................................................................11.7
PUBLIC INFORMATION POLICY ............................................................................................12
Public Availability of Records/News Releases ............................................................12.1
HEAD START/CHILD DEVELOPMENT POLICIES & PROCEDURES ...............................13
Head Start Director's Role ...........................................................................................13.1
Head Start Policy Council's Role ................................................................................13.2
Hiring Regulations Under the Head Start/Child Development Unit .......................13.4
Child Development Credentials for Head Start Teachers ........................................13.5
Internal Dispute Resolution .........................................................................................13.6
Standards of Conduct ...................................................................................................13.7
Notice of Privacy Act .......................................................................................................14
Statement of Confidentiality ............................................................................................. i
Principles of Ethical Code ................................................................................................ ii

Statement of Mission
It is the mission of Gateway Community Services Organization, Inc., to serve as a multi-county operations agency for the development and delivery of quality services focusing on human development and self-sufficiency. i

The Structure of the Agency:
Introduction
The Gateway Community Services Organization, Inc., (GCSO) is an "umbrella" agency. That is, it operates a number of sometimes disparate projects under its organizational structure.
The GCSO, Inc. is the legal entity which provides the "umbrella," or "foundation," if you prefer.
In effect, the agency operates like several "businesses" under the unified management of an executive director, a consolidated accounting/fiscal control and disbursement system, and the policy environment and oversight of the Board of Directors.
All agency contracts and grants belong to the Board of Directors, which is legally responsible for compliance with all laws, regulations, and grants/contracts compliance. Each grant or contract carries its own requirements; the GCSO Board may employ variations with respective grants/contracts.
Benefits and wages treatment may vary by project. For example, a congressionally-mandated increment may apply to one categorical fund source/project, but not another; or certain mandated personnel action reviews/concurrence may apply to employees of one project, as with Head
Start, but not another.
Each agency project has its own budget and "program account" by which funding and budget considerations are made. While every employee is an employee of the GCSO, Inc., he/she is budgetarily attached to one or more program account/funding stream, and all employee funding decisions are limited by that fact. ii

GENERAL STATEMENTS
SECTION (1)
General Provisions ........................................................................................................................1.1
Personnel Policies Amendment Procedures .................................................................................1.2
GCSO Board of Directors' Role and Authority ............................................................................1.3
Key Policy and Policy Advisory Committees ..............................................................................1.4
Executive Directors’ Role and Authority .....................................................................................1.5
Personnel Directors’ Role .............................................................................................................1.6
Employee Limitations ...................................................................................................................1.7
Definitions and Acronyms ............................................................................................................1.8
Employment Disclaimer ...............................................................................................................1.9

GENERAL PROVISIONS
Purpose of this Section:
SECTION: 1.1
Page: 1 of 1
The Gateway Community Services Organization, Incorporated (GCSO) Personnel Policies and Procedures Manual, adopted by the Board of Directors and Head Start Policy Council, communicates GCSO employment "at-will" guidelines, regulations, employee rights and responsibilities.
The GCSO assures to all its employees consistent, efficient, and fair personnel management.
The GCSO personnel department is responsible for distributing an adequate number of the
Personnel and Procedures Manual to each GCSO location for employees' reference and use.
Procedure:
(1) Each GCSO employee shall:
•
•
Read the manual or have the manual read to him/her
Review policy and procedure questions with a supervisor, the Personnel Manager, or
Executive Director
•
Sign a Personnel Policies and Procedures (PP&P) Manual acknowledgment form confirming his/her manual review, reading and understanding. The acknowledgment form is retained in the employee's permanent personnel file.
(2) These policies do not apply to enrollees or trainees of manpower development programs or similar programs, contractual employees, volunteers or consultants.
(3) Enforcement of Guidelines. The agency will include grantors' minimum requirements in agreements with delegate agencies with respect to the degree of supervision, control and evaluation to be maintained by the grantee of project funds. The agency will, in any event, be held responsible for the successful execution of the programs and must exercise the degree of supervision and control commensurate with that responsibility.

PERSONNEL POLICIES MANUAL AMENDMENT PROCEDURES SECTION: 1.2
Page: 1 of 2
Purpose of this Section:
The GCSO Board of Directors, with the Head Start Policy Council's concurrence, may amend, alter, change, and/or repeal employment policies and procedures.
Procedure:
(1) Personnel Policies and Procedures (PP&P) Manual changes require:
•
•
•
•
The Executive Director presenting proposed changes to the Board of Directors
Appropriate Board of Directors' action
The Board of Directors' majority vote of approval with a quorum present
The Executive Director communicating the Board's action to appropriate committees
— including the Head Start Policy Council — and all agency personnel.
(2) The GCSO shall provide its employees with written personnel policy and procedure amendment statements. Those means shall include: the distribution of new pages for insertion (replacement) in the personnel manual; or memorandums from the Executive
Director.
(3) GCSO supervisors responsible for maintaining PP&P Manuals in each respective location
• shall:
•
•
Assure that each employee reads or has read to him/her, and signs a policy change acknowledgment form for the replacement of policy/policies
Remove old policy page(s) and replace them with new PP&P Manual information
Direct policy change questions to appropriate supervisor or personnel department.
(4) GCSO Amendment Procedure Disclosure Statement.
No amendments are made without consideration of agency operation, programs, and employees. However, certain funding sources and regulations may supersede. These policies are adopted and endorsed by the
Board of Directors and Head Start Policy Council.
All amendments to this manual must be dated and the effective date of all new or amended policies must be stated.
(5) The Head Start Policy Council shall have authority to disapprove amendments to the GCSO personnel policy manual, which shall remain invalid until both bodies concur. The Board of
Directors usually initiates policy changes, but nothing shall prevent the Policy Council or management staff from initiating requested changes to the Board.

PERSONNEL POLICIES MANUAL AMENDMENT PROCEDURES
(6) The Board of Directors has ultimate authority over personnel policies, issues and matters within the agency.
SECTION 1.2
Page 2 of 2

•
•
•
•
•
•
•
•
•
GCSO BOARD OF DIRECTORS' ROLE AND AUTHORITY
Purpose of this Section:
SECTION: 1.3
Page: 1 of 1
The GCSO Board of Directors originates and oversees agency policy and is the ultimate governing authority. It comprises three equally divided groups, representing the consumer, private, and public sectors.
Other policy advisory committees and groups are mandated throughout the GCSO agency, including Head Start and their committees and council. These project-specific groups may function in an advisory capacity to the Board.
Procedure:
The Board of Directors:
Serves as the GCSO governing body
Approves agency operation — but does not implement or execute policies
Directly manages the Executive Director — his/her employment, termination, compensation, and authority for daily agency administration
Approves, by majority vote, agency programmatic and policy changes
Administers the functions by group action, not by individual board member authority
Supervises and assists program planning and assists the Executive Director with key personnel recruitment and selection
Formulates agency goals, community programming plans, and fiscal policies
Addresses the agency's mission responsibilities and community betterment obligations
Participates through committees (including Finance, Personnel, Executive, Human Rights, and others) as required.

KEY POLICY AND POLICY-ADVISORY COMMITTEES
EXECUTIVE COMMITTEE
SECTION: 1.4
Page: 1 of 1
Objective and Responsibilities:
The GCSO Executive Committee performs the Board of Directors' responsibilities between
Board meetings. The committee's membership shall be identical to the Board of Directors' membership guidelines (tripartite structure) and composition, according to GCSO bylaws.
Executive Committee actions require the Board of Directors' approval/ratification.
PERSONNEL COMMITTEE
Objectives and Responsibilities:
(1) The GCSO Personnel Committee meets periodically to assist, direct, review, and guide
Personnel Department requirements.
(2) The Personnel Committee:
•
•
•
•
May assist in the screening and selection of certain senior managerial candidates
Determines recruitment procedures
Monitors conflict resolution procedures
May supervise personnel functions upon a vacancy in the position of the Executive
•
Director
Screens, interviews, and reviews Executive Director candidates.
OTHER BOARD COMMITTEES
The GCSO Board of Directors may maintain other required, mandated, and/or needed committees. Information regarding these committees, their purposes, responsibilities, and membership guidelines is available in the Board's by-laws.
OTHER POLICY COMMITTEES (Program-level, project-specific)
(a) Head Start Policy Council
(b) Head Start Health Service Advisory Council

EXECUTIVE DIRECTOR'S ROLE AND AUTHORITY
Purpose of this Section:
SECTION: 1.5
Page: 1 of 1
The Gateway Community Services Organization Executive Director administers all agency programs and operations on a day-to-day basis. The Executive Director's primary goal is to assure that agency benefits and opportunities reach agency consumers, particularly the poor, and help alleviate barriers to self-sufficiency.
Responsibilities:
(1) The Executive Director's role and authority:
•
•
•
•
•
As chief executive assumes all responsibilities for day-to-day operations
Manages under the Board of Directors' delegation of authority; he/she has the authority to enforce the policies of the Board of Directors
Implements Board directives and coordinates GCSO programs assuring efficient agency operation
Supervises budget and finance requirements
•
Directs all other agency staff, directs and controls personnel hiring and termination requirements, and assigns and defines job requirement (hires, disciplines, and terminates all staff) assuring quality personnel performance
Supervises and orders personnel promotion, status changes, wage/salary adjustments,
•
• and other mandated employee-related responsibilities
Communicates the needs and status of agency programs to the Board of Directors
Defines agency systems, requirements, procedures, and needs to supervisors and employees; he/she confirms all position assignments, line authority, and
•
•
•
•
•
• responsibilities
Communicates agency goals and expectations to staff
Corrects any organizational faults which may be present
Authorizes and implements standards related to programs and guidelines, service areas, service center locations, community resource contributions, policy group composition, and complaint resolution
Approves for policy group action, all GCSO funding requests, needed budget program changes, and pre-reviews Board of Directors and Policy Council presentations
Recommends and implements all staff personnel policies, procedures, and guidelines and monitors career development programs
Administers additional federal/state/local and Board of Directors guidelines mandated by law or agency requirement.

PERSONNEL DIRECTOR'S ROLE
Purpose of this Section:
SECTION: 1.6
Page: 1 of 1
The GCSO Personnel Director or designee administers assigned personnel procedures, documentation, and orientation services of the agency's personnel policies and procedures. The personnel director also provides assistance to supervisors, program directors, and employees regarding all human resources/personnel related requirements.
RESPONSIBILITIES
•

EMPLOYEE LIMITATIONS
Objective and Procedure:
SECTION: 1.7
Page: 1 of 1
At no time shall an employee ignore prescribed procedures and go directly to the Board of
Directors, the Executive Committee or other policy/policy-advisory committees of the Board or agency projects with a grievance. This limitation also precludes a staff member going to a Board member, a member on any committee sponsored by the agency, a Federal Regional Office, State
Agency Office, or any other funding agency concerning a grievance or difference without first referring to related policies in the GCSO Personnel Policies and Procedures. If an employee violates this policy, he/she shall receive disciplinary action as prescribed by GCSO Personnel Policies and
Procedures.
If a staff member is approached by a member of the Board or a policy/policy-advisory committee concerning an employee's dissatisfaction and an administrative redress has not already been sought by the employee, the employee shall refer the policy member to the above-stated employee limitation policy.
Employees shall assure that only eligible applicants for service are enrolled or assisted.
Requests and/or pressure from policy-level persons to enroll or assist anyone not eligible for service shall promptly be reported to the Executive Director.

DEFINITIONS AND ACRONYMS SECTION: 1.8
Page: 1 of 4
Purpose of this Section:
The Gateway Community Services Organization Personnel policies and Procedures Manual uses specific words to communicate certain meanings and acronyms to identify certain agencies and terms frequently used.
Procedure:
(1) Key word definitions are:
•
•
"Shall," "will," and "must" mean mandatory; and "may" means optional
"Supervisor" is an authorized person assigning, directing, and reviewing employee
• work
"Immediate family" includes a spouse, parent (in-laws), child (in-laws), step-parents, step-children, (step-) siblings (in-laws), aunt, uncle, grandparents (in-laws), grandchildren (in-laws), and/or family member residing with the employee
•
"Serious crime" is any crime or crimes for which the Courts have imposed a term or terms of imprisonment for an offense classified as a felony.
•
"Protected class(es)" is/are those groups for which discrimination is prohibited by law. There are eight such prohibitions: race, color, creed, religion, national origin, sex, age, and disability.
(2) Frequently used GCSO terms and acronyms are:
• GCSO
Gateway Community Services Organization, Inc.
• GCSHS
Gateway Community Services Head Start
• ACF
Administration of Children and Families
• ACTION
ACTION (The Federal Volunteer Agency)
• ADA
• AIDS
• CAA
• CAK
Americans with Disabilities Act
Acquired Immune Deficiency Syndrome
Community Action Agency
• CAP
• CDA
• CDL
• CERS
Community Action in Kentucky
Community Action Program
Child Development Associate Credential
Commercial Driver's License
County Employees' Retirement System
• CHR
Cabinet for Human Resources (Kentucky)
• COBRA
Consolidated Omnibus Budget Reconciliation Act of 1985
• CSBG
• DC
• DES
• DHHS
Community Services Block Grant
Day Care
Department for Employment Service
U.S. Department of Health and Human Services

Definitions and Acronyms SECTION: 1.8
Page: 2 of 4
• DOE
• DOL
• DSS
Department of Energy (U.S.) or Department of Education (Kentucky)
Department of Labor (U.S.)
• DOT
Department of Transportation (U.S.)
• DSI
Department for Social Insurance (Kentucky)
Department for Social Services (Kentucky)
• EAP
• EEOC
• EFRA
Employee Assistance Program
Equal Employment Opportunity Commission
• EOE
• EOO
Employee Fund Raising Account
Equal Opportunity Employer
Equal Opportunity Officer
• ERISA
Employee Retirement Income Security Act
• FEMA
• FFY
• FGP
Foster Grandparent Program
• FMLA
Family and Medical Leave Act
• FPP
Family Preservation Program
• FY
• FYE
Federal Emergency Management Agency (U.S.)
Federal Fiscal Year
Fiscal Year
Fiscal Year End
• GADD
Gateway Area Development District
• HHS
• HRC
• HS
• HSPC
Department of Health and Human Services (alternative form)
Human Rights Commission (Kentucky, local)
Head Start
Head Start Policy Council
• IP
• IRCA
Introductory Period(new employee “ working test” period)
Immigration Reform and Control Act of 1986
• KACA
Kentucky Association of Community Action
• KERA
Kentucky Education Reform Act
• KHSA
Kentucky Head Start Association
• LIHEAP
Low Income Home Energy Assistance Program
• LOE
Letter of Employment

Definitions and Acronyms
• M/F/D
Male/Female/Disabled (used in job advertisements)
SECTION: 1.8
Page: 3 of 4
• NACAA
• NCAF
• NHSA
• OSHA
• OTC
• PA
• PC
• PR
• PP&P
PRISM
• PYE
National Association for Community Action Agencies
National Community Action Foundation
National Head Start Association
Occupational Safety & Health Administration (U.S.)
Over-the-Counter
Program Account
Policy Council (alternative form)
Purchase Requisition
Personnel Policies and Procedures Manual
Program Review Instruments for Systems Monitoring
Program Year End
• RIF
• RSVP
• SEACAA
• SFY
Reduction-In-Force
Retired Senior Volunteer Program
Southeast Association for Community Action Agencies
State Fiscal Year
• TDA
• T/TAS
Tax Deferred Annuity
Training/Technical Assistance Services (Head Start Regional
• Title III
• Title V
Training Center)
Older Americans Act— Social and nutrition services for seniors
Older Americans Act/Senior Community Service Employment
Program
• UI
• WA
• WC
•WIA
• WKU
• WX
Unemployment Insurance
Wrap-Around
Worker's Compensation
Workforce Investment Act
Western Kentucky University
Weatherization

Definitions and Acronyms
(3) Other definitions:
•
SECTION: 1.8
Page: 4 of 4
"Purpose" (as in the heading of each section of this manual) means the reason, premise, intent and so forth for which the respective policy/procedure is issued.
•
"Procedure" (under each "Purpose"[above]) means both or either policy and/or procedure set forth as a requirement of the Board for agency personnel.
•
"Program Account" means a budgetary account representing a funding source or program.
NOTE: All staff are hired and funded under one or more specified program accounts. Each staff person is attached to his/her program account and personnel actions, such as salary/wage decisions, are integral to their designated account(s).
Actions or benefits occurring in any other program account(s) have no bearing on an employee. His/her compensation and benefits— including equipment, travel and all other fund-oriented employee support— is limited to the availability of funding and budget in his/her designated account(s).
•
"Optional Benefits" are those fringe benefits which are be provided at the option of the agency. These may be limited by policy, budget or other administrative reasons.
not required by law but may
•
"Critical Incidents" means those significant events, products, and/or results— both good or bad, positive or negative— which a supervisor will record and review with an employee. The purpose shall be to: 1) instruct, 2) correct, 3) commend, and/or
4) document employee action(s). These will usually be retained by the supervisor and be used in conjunction with the employee's periodic performance appraisal.
Notations shall not be filed in the employee's personnel file, but are used for supervisors' own management files and reference only. This procedure does not infer that such incidents should not be recorded or referenced on employee's performance appraisals; they should, but supervisors should view these critical incidents — good and bad — over the term of the period evaluated to determine whether such incidents are significant.

EMPLOYMENT DISCLAIMER SECTION 1.9
Page 1 of 1
Employment with GCSO is voluntarily entered into, and the employee is free to resign at will at any time, with or without cause. Similarly, GCSO may terminate the employment relationship at will at any time, with or without notice or cause, so long as there is no violation of applicable federal or state law.
Policies set forth in this manual are not intended to create a contract, nor are they to be construed to constitute contractual obligations of any kind or a contract of employment between GCSO and any of its employees. The provisions of the GCSO Personnel Policies and Procedures have been developed at the discretion of management and, except for its policy of employment-at-will, may be amended or cancelled at any time, at GCSO’s sole discretion.
These provisions supersede all existing policies and practices and may not be amended or added to without the express written approval of the GCSO Board of Directors and concurrence of the
Head Start Policy Council.
Head Start Specific - Involuntary termination of a Head Start employee shall require Head Start
Policy Council approval.

EMPLOYMENT
SECTION (2)
Equal Opportunity & ADA Policy ................................................................................................2.1
Harassment ....................................................................................................................................2.2
Advertising Employment Vacancies.............................................................................................2.3
General Hiring & Selection Policies .............................................................................................2.4
Disclosure of Criminal Records ....................................................................................................2.5
Immigration Reform and Control Act of 1986 .............................................................................2.6
Orientation ....................................................................................................................................2.7
Work Schedule ..............................................................................................................................2.8
New Employee Period ..................................................................................................................2.9
Employment Status and Categories ............................................................................................2.10
Position Descriptions and Amendments .....................................................................................2.11
Transfers and Promotions ...........................................................................................................2.12
Multiple Family Members ..........................................................................................................2.13

EQUAL OPPORTUNITY AND ADA POLICY
Purpose of this Section:
SECTION: 2.1
Page: 1 of 1
Equal Opportunity Policy.
The GCSO, Inc., is an Equal Opportunity Employer.
Employment opportunities are extended regardless of race, color, creed, national origin, age, sex, religion, disability, or other classes, characteristics, or preferences protected by law.
Americans with Disabilities Act (ADA) Policy.
GCSO complies with the Americans with
Disability Act of 1990. The ADA assures the disabled equity in employment and treatment in all
GCSO programs or activities. The non-discrimination requirements are contained in Section 35-107 of the Department of Justice's ADA. Copies are available from the Equal Opportunity Employment
Officer.
All employees and applicants are treated equally under the law regarding compensation, advancement, promotion, up-grading, benefits changes, retirement, educational assistance, transfers, discipline, suspension, reduction-in-force or termination provisions and practices.
Procedure:
(1) The GCSO, Inc. Equal Opportunity Policies are mandated by:
•
•
•
TITLE VI of the Civil Rights Act of 1964 as amended
Section 504 of the Rehabilitation Act of 1973
Kentucky Cabinet for Human Resources Department for Social Services Manual
Transmittal Letter number 46 and number 55
•
Americans with Disabilities Act of 1990.
(2) Employees or applicants believing their protected civil rights were breached may:
•
•
Register a complaint with the GCSO Equal Opportunity Officer, or
Directly file a formal complaint with the Kentucky Human Rights Commission or the
United States Equal Employment Opportunity Commission.
(3) Civil rights or personal complaints are generally required within 180 days from the date of occurrence of a violation unless the filing time is extended by an applicable funding source or other responsible official.
(4) The GCSO will not adversely act against employees or applicants filing civil rights complaints, testifying, or participating in discrimination investigations, proceedings, or hearings.

HARASSMENT
Purpose of this Section:
SECTION: 2.2
Page: 1 of 1
The GCSO provides a workplace free of discrimination. Actions, words, jokes, or comments based on an individual's sex, race, age, ethnicity, religion, or any legally-protected characteristic are not tolerated. Overt and subtle harassment creates an offensive, hostile, and uncomfortable work environment and is strictly prohibited. Harassment, by any employee, requires investigation and is subject to disciplinary action, including possible discharge.
The GCSO prohibits sexual harassment. GCSO employees, volunteers, clients, and applicants have a right to work in a discrimination-free environment, including freedom from sexual harassment.
Procedure:
(1) Sexual harassment at GCSO is strictly prohibited and will not be tolerated. It is perceived to be, but not limited to:
•
Suggesting to an employee that submitting to sexual favors enhances employment opportunities and/or advancement
•
Threatening or insinuating that refusal to submit to sexual advances will adversely affect employment evaluation, wages, advancement, assigned duties, shifts, or any
•
•
• other condition of employment or career development
Making unwelcome sexual advances or flirting
Using sexually degrading words
Making sexually suggestive or erotic comments regarding a person's body or
• mannerisms
Displaying graphically sexual depictions and/or objects in the workplace.
(2) Supervisors shall maintain a workplace free of sexual harassment. Sexual harassment policies shall be discussed with employees assuring that insulting and/or degrading sexual harassment shall not be tolerated.
(3) Sexual Harassment Complaint Procedure. Sexual and impermissible harassment complaints should be reported immediately to an employee's supervisor. If it is inappropriate to notify the supervisor, contact the Executive Director or Personnel Director. Sexual harassment complaints will be investigated and are confidential. Investigation results require the
Executive Director's action and resolution. Should the Executive Director be the subject of complaint the Personnel Director shall notify the Board of Directors Chairperson .
(4) Sexual Harassment Complaint Action. Sexual harassment investigations confirming allegations require prompt corrective action and disciplinary measures or possible termination against the offending party.

ADVERTISING EMPLOYMENT VACANCIES
Purpose of this Section:
SECTION: 2.3
Page: 1 of 1
GCSO employment vacancies are advertised to promote excellent application response from the general community as well as target service areas.
Procedure:
(1) Employment vacancy advertisements are posted at various GCSO centers/offices, and other media sources as mandated by the program for which the candidate will be hired.
(2) In accordance with the Equal Opportunity Policy, Affirmative Action Plan, and the
American with Disabilities Act, all GCSO vacancy advertisement requirements will include the following reference: "An Equal Opportunity Employer M/F/D."
(3) All employment advertisements shall be placed only by the Program Director or designee with concurrence of the Executive Director and Equal Opportunity Employment Officer, who shall assure that advertisements meet equal opportunity requirements and appropriate standards per GCSO policy and procedure.

GENERAL HIRING & SELECTION POLICIES
Purpose of this Section:
SECTION: 2.4
Page: 1 of 4
The GCSO assures all persons equal employment opportunities. However, vacancies will be filled by persons showing the highest degree of potential and qualifications as determined by interviews, past experience, and testing measures , if applicable. These hiring measures enable
GCSO to continue providing quality services to its service area residents/clientele.
Procedure:
•
•
(1) For employment, GCSO minimum requirements are:
•
•
Completing an official GCSO Employment Application
Screening (and sometimes testing) by GCSO supervisory personnel/and the
• personnel department
Interviewing with a GCSO Program Director or designee with the Executive Director and/or designee having the authority to be present.
Approval (hiring) by the Executive Director in compliance with applicable program regulations and enrollment/processing by the personnel department.
Applicable program mandates on reference checks shall be followed .
(Reference information is confidential.)
(2) GCSO employment limitations include:
•
•
Not hiring individuals maintaining membership in an organization whose purpose includes the forceful or violent overthrow of the United States Government
Not hiring individuals convicted of child abuse, neglect, sexual abuse, violent crimes
• against children, a violent felony offense, or as an accessory to the listed charges.
(Child Care Center Regulation 905 KAR 2.010)
Re-advertising the positions if it is determined that no qualified applications were submitted
•
Not hiring individuals with "immediate" family members serving on the GCSO
Board of Directors or Head Start Policy Council (See Section 2.4A,
Page 3 of 3)
•
Not hiring or promoting employees with a criminal record to a sensitive position of childcare/preschool positions (see definitions in Number 6 below)
•
Not hiring applicants to drive a vehicle with a capacity of sixteen or more persons — or gross weight of 26,001 pounds or more — without proof of a Commercial Drivers
License (CDL). The GCSO will pay reasonable employee costs, e.g., the medical examination and license fee, for GCSO drivers who must newly acquire the CDL.

General Hiring and Selection Policies
(3) Formal Education
SECTION 2.4
Page 2 of 4
•
Persons without the minimum of a GED will not be considered for Head Start employment, Those staff who are already working for Head Start and who do not meet the minimum of a GED will be encouraged to try to obtain their GED.
Formal education requirements will be specified in each GCSO position description.
•
(4) Resident Employment Opportunities. The GCSO policy is to encourage employment of the residents of the areas and members of the groups served by this agency and its delegate agencies.
(5) Sensitive Position.
This is a professional or non-professional position requiring persons with a high degree of trust and integrity. Sample positions include:
Executive Director, Associate Director, Financial Administrator, bookkeeping positions and any other position which the agency so designates because of the nature of work in dealing with the general public.
Childcare/Preschool Sensitive Position.
A position requiring direct or indirect contact with children within a Child Development or Day Care center.
All other positions not meeting the above criteria are generally considered non-sensitive.
(6) Notification of non-selectees. Persons interviewed but not selected for GCSO positions will be notified that they have not been selected and may be encouraged to apply for future GCSO vacancies.
(7) Interview and Moving Expense. The GCSO does not reimburse applicants interview expenses or new employees for moving expenses unless specifically approved by the
Board of Directors.
(8) The Equal Opportunity Officer may serve in the capacity of advisor and/or observer in the screening process. The Equal Opportunity Officer shall have the authority and responsibility to call attention to the violation of civil rights provisions. This equal opportunity guideline is designed to prevent a discrimination controversy arising out of the method of selection after the fact.
GENERAL HIRING & SELECTION POLICIES SECTION 2.4
Page 3 of 4

(9) Consultations and Endorsements. In programs requiring the involvement of certain ancillary bodies or policy committees, such as Head Start the appropriate advisory bodies shall be
involved in the selection process consistent with all pertinent federal guidelines and
regulations.
(10) Selection of current GCSO employees. Employees desiring to apply for other vacated positions should do so in writing. Current employees are considered along with all other applicants. No preference is given unless the GCSO employee is better or equally qualified compared to other applicants for a given position.
(11) Recommendations. Individual members of the Board or Head Start Policy Council may express their opinions about applicants for any position to the Executive Director.
Recommendations in writing are preferred.
(12) Executing Employment Action. A conditional offer of employment shall be confirmed in writing by the Program Director in concurrence with the Executive Director. All offers shall be contingent upon conditions of employment being met.
(14) Recruitment, screening, interviewing and selection procedures will be in compliance with
GCSO Personnel Policies and Procedures and applicable program regulations.
(15) Rules Regarding Nepotism. The GCSO observes certain prohibitions in employment with respect to persons whose employment is supported by federal funds or by contributions to the non-federal share. Individuals within a specified degree of relationship are prohibited from GCSO employment. These are:
(a) Members of the immediate family of a person who serves on the GCSO Board of
Directors, Head Start Policy Council or any committee or council of a delegate agency, (if that committee or board has authority to order personnel action affecting the employee's job). Exclusions will be made for any employee who is already employed by GCSO since the definition of immediate family is more restrictive than current Policies up to the approval time of these new policies.
(b) Member of a person's family who exercises GCSO supervisory authority.
"Immediate family" members for this purpose are as described in Section 1.8, page 1, paragraph 1.
GENERAL HIRING & SELECTION POLICIES
[HEAD START SPECIFIC]
SECTION 2.4
Page 4 of 4

1.
In addition to the procedures above, when hiring employees working for the Head Start program 51% or more of the time, procedures below must be followed: a.
The Head Start Policy Council shall be consulted in the decision-making process.
This will be achieved by inviting a Policy Council member on the interview committee. The Policy Council can be called upon to give advice or information. b.
The Policy Council must approve decisions before the individual is hired and begins working. c.
Current and former Head Start parents must receive preference for employment vacancies for which they are qualified. d.
The appointment of the Head Start Program Director is subject to prior approval from the Executive Director, Board of Directors and the Policy Council/Committee.

DISCLOSURE OF CRIMINAL RECORDS
Purpose of this Section:
SECTION: 2.5
Page: 1 of 1
The GCSO requires applicants and employees to disclose all prior and/or current felony convictions.
Procedure:
(1) All GCSO applicants and employees shall:
•
Report any and all felony convictions and pending felony charges occurring after their eighteenth birthday
•
Upon a conditional job offer, sign a criminal records release form authorizing a records check to confirm and verify information.
(2) Hiring and retaining persons with criminal records. The GCSO requires all employees and applicants convicted of a felony to submit to a criminal conviction review, which:
•
•
•
Verifies the applicant's references
Evaluates the prospective employee's past work performance
Determines if the criminal record or conviction would likely diminish the applicant's or employee's work performance
•
•
Determines whether findings of prior convictions should disqualify the applicant.
Considers all circumstances relevant to the prospective work situation and job credential requirements.
The GCSO reserves the right and obligation to request and examine all reference or criminal information about any employee or applicant. Such a request or search for information is not limited to any jurisdiction and may utilize available federal or state record/file sources.

IMMIGRATION REFORM AND CONTROL ACT OF 1986
Purpose of this Section:
SECTION: 2.6
Page: 1 of 2
The GCSO reserves the right to verify all employees' and applicants' U. S. citizenships as required by the Immigration Reform and Control Act (IRCA) of 1986.
Procedure:
(1) All GCSO employees hired prior to November 6, 1986 are exempt from IRCA requirements.
(2) With all subsequent GCSO "new hires," the GCSO must verify citizenship within three days of employment. Employees unable to locate verifying documents must reapply for such listed acceptable documents, show proof of reapplication and must have the original documents submitted to and on file in the personnel office no later than thirty (30) days of their proof of reapplication. Failure to comply with this procedure will result in immediate termination from the agency.
(3) The GCSO and the new employee shall sign an "attestation" contained on the IRCA Form
I-9, under penalty of perjury.
(4) The GCSO will examine, review, and confirm or deny documents' validity. Document validation is attested by the Personnel Department.
(5) The IRCA law requires completed I-9 Forms and document copies be kept for two years after termination by the employing agency.

ORIENTATION
Purpose of this Section:
SECTION: 2.7
Page: 1 of 1
The GCSO Personnel Department and management shall conduct an employee orientation to help familiarize new employees with the agency's programs, policies, procedures, and Mission.
Procedure:
(1) The Personnel Director or designee shall conduct an orientation session with each employee.
The orientation shall include a review of:
•
•
•
•
•
The agency's Personnel Policies and Procedures Manual
Agency benefits and employee insurance programs/plans
Leave programs and policies
Reporting time and attendance
Pay periods and time sheet reporting requirements.
Each new employee shall also be oriented on the structure of the agency, its programs, its overall mission and purpose.
(2) GCSO Program Directors or designees will then train and communicate to new employees their specific work unit policies, procedures, guidelines, requirements, duties, obligations and schedules.
(3) New GCSO employees shall:
•
•
Attend scheduled orientation sessions
Sign and return required applicable employment and GCSO documents for placement in personnel file prior to receiving first paycheck

WORK SCHEDULE
Purpose of this Section:
SECTION: 2.8
Page: 1 of 2
GCSO provides workplace schedules to employees. Each employee shall have a designated schedule of work hours. Schedules and hours of work may be adjusted to meet agency operation requirements and/or client needs.
Procedure:
(1) The GCSO work schedule classifications include the normal workday, specified variations of the normal workday, and flex-time/flex-place employment. The agency also has a defined work week designated for wage-hour law purposes.
(2) Work Day
(a) Normal GCSO office hours are 8:00 A.M. to 4:30 p.m., Monday through Friday.
(b) Most regular full-time and non-exempt employees customarily work 8 hour workdays. They are entitled to one 15-minute break each morning and each afternoon. Supervisors schedule breaks accommodating department work requirements. Breaks are paid as work time. Employees must adhere to allotted break-time schedule. Regular Part-time Head Start employees must remain on their assigned premises during allotted breaks.
(c) The GCSO grants regular and non-exempt employees no less than a one half-hour unpaid meal period, except designated Head Start center-based education employees whose lunch period is included in their workday. GCSO responsibilities are prohibited during non-exempt employees' designated unpaid lunch periods.
(d) Head Start Centers operate on the same calendar as the school system in the jurisdiction in which the center is located. GCSO Head Start supervisors may schedule employees' hours to accommodate department work requirements.
(e) Other variations in employee work schedules may be initiated at the discretion of the
Program Director with concurrence of the Executive Director.
(f) The Executive Director may temporarily alter employees' work schedules in consideration of inclement weather or other hazardous conditions.
(3) Flex-time/flex-place employees:
(a) Upon Program Director recommendation the Executive Director may approve those
"flex" employees who perform agency and project service requirements on a "flextime/flex-place" basis.
WORK SCHEDULE SECTION: 2.8

(4) Work Week:
Page: 2 of 2
(a) The GCSO workweek begins at 12:01 a.m. Saturday and ends at 12:00 a.m.
(midnight) Friday. The "workweek" frames the designated period for which employees are to record their time and attendance.
(6) Entry to Agency Premises After Hours.
Employees may not enter agency offices/centers/property after normal working hours without the express prior approval of their supervisor or program director.
(7) Travel Time: Work Time.
Employees customarily travel on agency business during their normal working hours, usually that means 8:00 a.m. through 4:30 p.m. — although there may be designated exceptions. All agency business travel during the employee's normal
(specifically designated) working hours is working time and paid time for all non-exempt staff. This rule also holds true whether such agency-related business travel occurs on an agency holiday or the weekend (Saturday or Sunday).
(a) Travel outside the employee's officially-designated customary hours is not considered working time.
(b) If the agency management would have provided — and offered to provide — commercial transportation, e.g., by air, and the non-exempt employee refuses to fly but opts to use a more time-consuming mode of transportation, e.g., a personal automobile or agency vehicle for personal reasons, the agency will allow the employee only “working time” commensurate with the amount of “air time” he/she would have been entitled to had the agency-offered option been accepted.
No employee will presume permission to travel or attend conferences, meetings and such without written and approved travel authorizations as follows:
In the GCSO Area: The program director or his/her authorized designee
Out of GCSO Area: The GCSO executive director
(No one else can grant permission for staff to travel outside the GCSO fivecounty area)

NEW EMPLOYEE PERIOD
Purpose of this Section:
SECTION: 2.9
Page: 1 of 1
The GCSO requires new, re-hired, and demoted employees to be placed in "new employee" status for an introductory three (3) month training period. Formally, this is known as the
Introductory Period (IP). Employees who are promoted, transferred or re-assigned will complete the three (3) month period for evaluation purposes only and will maintain any agency benefits acquired in the previous position. Employee evaluations will determine whether the employee is successful in the new position and appropriate actions will be taken at the conclusion of the evaluation period.
Upon successful completion of the initial 90-day IP period, the Program Director with concurrence from the Executive Director may place the new employee on a “Extended IP” period not to exceed 90-days to further evaluate job proficiency and fitness. This extended IP will not affect the employee’s ability to receive regular status or their ability to be included in the agency’s benefit package applicable to their job classification. It will however, extend GCSO’s right to terminate with or without cause during the “Extended IP” period.
Procedure:
(1) "New" employees shall:
•
Have a three (3) month provisional employment period to demonstrate job proficiency and fitness.
•
Be evaluated by their supervisor to determine their job performance, suitability, and any needed training.
•
Attain regular status upon successful completion of the three (3) month introductory period, that is, demonstrated proficiency and performance on the job.
•
Understand that all GCSO employment whether during or after the three (3) month introductory period is strictly on an employment-at-will basis.
•
Upon request complete the necessary benefit papers following the successful completion of the three (3) month introductory period (Benefits, other than those
• required by law, are not provided until a new employee gains regular-employment status.)
Understand that a new employee may be terminated with or without cause at any point within the three (3 ) month period.
(2) Upon recommendation by the Program Director, the Executive Director may terminate an employee at any time during the introductory three (3) month period in compliance with program governance regulations.

EMPLOYMENT STATUS AND CATEGORIES
Purpose of this Section:
SECTION: 2.10
Pages: 1 of 3
GCSO employees are treated equally regarding employment. However, employees are categorized for job type, wage, benefits, leave time, and other specified reasons.
Procedure:
(1) This manual lists and defines all employment classifications and employee eligibility for benefits. All "new hires" are considered Introductory Employees.
(2) All employees within each designated class shall be equal in treatment, and employee benefits.
(3) To satisfy federal and state wage-hour laws, employees are categorized as either:
(a) Non-Exempt Employee.
These employees are entitled to overtime pay equivalent to time and one-half their normal rate of pay for any work exceeding forty (40) hours per official workweek, according to specific federal and state wage-hour law provisions; or
(b) Exempt Employee.
These employees are excluded from the foregoing pay provisions of federal and state wage-hour laws. Exempt employees are paid for the job, regardless how much time is required. All exempt employees must be so classified within the legal provisions for the wage-hour law exemption. Exempt employees are salaried.
(4) Within the above groupings, other GCSO employee categories are:
(a) Introductory Employees.
A full- or part-time "new hire" who has not successfully completed the 3 month introductory period is classified as "Introductory." .
(b) Regular Full-Time.
This category includes employees who work at least forty hours per week and whose employment is not specifically time limited. (As a general rule, regular employees are those who work an 8 hour workday, 40 hour workweek.) Generally, these employees are eligible for the full GCSO benefits package.

EMPLOYMENT STATUS AND CATEGORIES SECTION: 2.10
Page: 2 of 3
(c) Regular Part-Time.
This category includes employees who work less than 8 hours per day or less than thirty six (36) hours per week. This employment can/or cannot be specifically time limited. Such employees may be eligible for partial fringe benefits based on the percentage of time worked and based on funding availability.
(c)(1) Regular Part-Time Head Start. This category includes Head Start staff that work less than twelve months a year and are paid by Head Start funds.
(d) Temporary Full-Time.
This category consists of employees who work at least thirty (30) hours per week but whose employment is limited to a predetermined and specific time period. These employees are not normally eligible for benefits, but benefits— full or partial— may be authorized by the Executive Director on a program-by-program basis, based on a respective program's budget plan.
(e) Temporary Part-Time.
This category consists of employees who work less than 8 hours per days or less than thirty (30) hours per week, but whose employment is limited to a predetermined and specific time period. These employees are not eligible for benefits unless authorized by the Executive Director.
(f) Enrollees.
This category includes a variety of work-experience and on-the-jobtraining projects funded for the purpose of providing transitional employment, generally limited to no more than two years. These persons may work any number of hours as designated by the agency contract or grant under which their employment is subsidized. No benefits are provided for "enrollees" except those specifically designated in their contract or grant. This category shall not apply to those staff employed to direct and/or operate the program.
(g) Substitutes.
Employment on an on-call basis only. These employees are not eligible for fringe benefits. Whenever a position becomes vacant, due to an employee termination, voluntarily quitting employment, or any other sudden and/or unexpected vacancy, the Executive Director, at their discretion, may employ any suitable person for up to six (6) weeks at a salary appropriate with the job description and duties of the position. During this time the Executive Director will take the necessary steps to fill the position consistent with the provisions of this manual. Nothing in this provision prohibits the employee hired on a temporary basis from being considered for permanent employment nor does the hiring of an employee on an emergency basis confer any right, privilege, or special consideration for the eventual filling of this position.
(h) Contractual Positions.
This category consists of persons not employees of record by the GCSO, but who are compensated for specific work and/or expertise they may render by virtue of a contract for services.

Employment Status and Categories SECTION: 2.10
Page: 3 of 3
(i) Stipended Volunteers.
This category includes volunteers funded under any other program. These policies do not apply to these persons.
(4) These employee classifications do not imply any employment guarantees nor assure employment for any definite period of time. The GCSO and employee relationship remains employment-at-will.

POSITION DESCRIPTIONS AND AMENDMENTS
Purpose of this Section:
SECTION: 2.11
Page: 1 of 1
The GCSO shall maintain current position descriptions and employee classifications on all new, transferred, promoted, and demoted employees.
Procedure:
(1) Employees' personnel files shall contain current descriptions. Position descriptions provide:
•
•
•
•
•
•
•
Position duties, responsibilities, and procedures
Employee classification and job type
Minimum position educational/qualification requirements
Physical, mental, and other demands as directed by the ADA
Other job specifications, including whether "exempt" or "non-exempt"
The effective date of the last revision to the Position Description.
Salary range
(2) All position descriptions shall be approved by the Personnel Director, Program Director and
Executive Director. (When program mandates, must also be approved by the Board of
Directors and/or Policy Council.)
(3) The GCSO shall amend employee position descriptions as legal and programmatic needs dictate. Also, changes in agency needs or requirements and funding sources may be factors necessitating amendments in position descriptions.

TRANSFERS AND PROMOTIONS
Purpose of this Section:
SECTION: 2.12
Page: 1 of 1
The GCSO may transfer and/or promote employees to different positions or work locations.
Procedure:
(1) The Executive Director may transfer and/or promote employees at any time and for any reason with or without Board approval. Employee and Program Director concurrence is preferred for transfers and/or promotions out of any job in which he/she is currently performing acceptably.

MULTIPLE FAMILY MEMBERS
Purpose of this Section:
SECTION: 2.13
Page: 1 of 1
While there is no legal impediment or limitation to hiring more than one person from a single family discretion is advised.
Immediate family members as defined in Section 1.10 with an addition of first cousins of employees will be considered for employment by the agency on the same basis as any other applicant. An employee will not be permitted to work under the immediate supervision of a relative.
Procedure:
(1) Hiring multiple family members is allowable, but ordinarily done carefully, sparingly and judiciously so as to prevent concerns or problems from arising after the parties are hired.
(2) The Executive Director shall assure that neither immediate family member supervises the other or exercises any material input to the personnel management decisions regarding the other family member.
(3) Management or organizational concerns or difficulties arising out of conflict or other problems relating to multiple family members shall be a primary basis for terminating the employment of one, both or more multiple family members employed by the agency.
(4) In the event two employees marry thereby causing a conflict with this policy, an attempt will be made to transfer one to another job. If a transfer cannot be satisfactorily arranged within six months, one employee must resign. The affected employees may determine between themselves which one will resign; otherwise, the employee with the more seniority will be retained.

COMPENSATION
SECTION (3)
Salary Administration ...................................................................................................................3.1
Salary Payment Procedures ..........................................................................................................3.2
Overtime .......................................................................................................................................3.3
Salary Adjustments .......................................................................................................................3.4
Payroll Corrections .......................................................................................................................3.5
Program Fund Limitations ............................................................................................................3.6
Payroll Deductions ........................................................................................................................3.7
Restrictions — Board Members' Immediate Family ....................................................................3.8

SALARY ADMINISTRATION
Purpose of this Section:
SECTION: 3.1
Page: 1 of 2
The GCSO salary/wage scales may or may not be comparable to other local public and/or private non-profit agencies. Salaries/wages are restricted by approved budget limitations and available funding.
Procedure:
(1) GCSO salaries are determined by the Executive Director based on the Board of Directors' position and wage/salary classification charts. No GCSO employee shall be paid less than the Federal Minimum Wage.
(2) New employees are paid at "entry level" wage/salary rates deemed appropriate by the
Executive Director. Supervisors may recommend to the Executive Director a rate based on employee experience and/or education.
(3) The GCSO participates in periodic T/TAS wage comparability studies and strives to maintain competitive wage scales. When required by program mandate, a salary scale shall be maintained. When such a scale is necessary, it shall be approved by applicable governing bodies.
(4) Within the framework of the Board policy, the Executive Director makes all staff salary decisions, except for his own salary, which is set by the Board of Directors.
(5) Salaried and wages are limited within the constraints of the agency's respective project budgets/program accounts.
(6) The agency operates a wide variety of funded programs. Each has its own characteristics, standards, requirements and budget. These many projects are funded by several different sources. Certain projects may carry mandated salary enhancements— perhaps by
Congressional mandate— and apply only to that project and its funded staff. Accordingly, agency staff will not, of necessity, be treated the same in salary administration/actions.
(7) Anniversary Date.
An employee's anniversary date coincides with his/her respective project's fiscal/budget year beginning date. This is done for the purpose of timing staff increments to coincide with the funding source/project budget year and to organize the incremental due dates of the several GCSO projects on a more manageable basis.
New employees are not normally eligible for "annual" increments until they have successfully completed one full year of employment. Thus, the anniversary date would normally be fixed at the next project year beginning date following the employee's completion of one full year of employment in his/her current position. The Executive
Director shall have the discretion to alter the "one full year" rule, but only if the employee has completed his/her introductory (IP) period. The employee increment "anniversary" date may, in
SALARY ADMINISTRATION exceptional circumstances,
SECTION: 3.1

Page: 2 of 2 be altered at the discretion of the Executive Director due to fiscal/budgetary considerations.
If any employee is funded under more than one program account, the project year beginning date of the project, which pays the largest share of the employee’s salary/wage, will dictate his/her anniversary date.
SALARY PAYMENT PROCEDURES SECTION: 3.2
Page: 1 of 1

Purpose of this Section:
GCSO payrolls are issued every other Friday.
Procedure:
•
•
•
•
Pay periods begin at 12:01 a.m. Saturday and end fourteen (14) days later on Friday at 12:00 a.m. (midnight)
Payday is Friday, seven (7) days after the pay period ends
There are twenty-six (26) pay periods and paydays during the calendar year
Holidays celebrated on a payday Friday require that the paycheck issuance occur during the prior workday.
(2) Employee Time and Attendance Report requirements include:
•
•
A proper recording and reporting of pay period dates and hours worked
Time sheet endorsement by the employee and the supervisor confirming the hours worked, leave taken, any time associated or relating to GCSO work, and any time sheet adjustments or corrections
•
Approved reports received by the Payroll Department by 9:00 am, the Tuesday following the end of the pay period (deadlines may be adjusted periodically with
• written notification to employees)
Penalty of no check, a late check, or pay not issued until the next pay period in the event of an incomplete, late, or incorrectly prepared Time and Attendance Report
Disciplinary action or discharge for falsifying any Time and Attendance Report.
•
(3) Exempt Staff Activity Reports include:
•
•
A breakdown of categories in which an exempt employee utilizes each day
Properly reporting dates and hours worked during the pay period
•
Activity Report endorsed by the employee and supervisor confirming hours and amount of time spent on activities
•
Activity Report must be completed at least bi-monthly

OVERTIME
Purpose of this Section:
SECTION: 3.3
Page: 1 of 2
Overtime assignments are sometimes essential when operational and service requirements cannot be met within designated working hours. The GCSO attempts to equitably distribute overtime assignments when funding or requirements permit. Employees may request prior approval for overtime work, but they may work overtime only with prior approval. Circumstances, however, may dictate that employees work overtime. Any actual hours worked over 40 hours in a work week is considered overtime and prior approval must be obtained from the Executive Director.
Procedure:
(1) Overtime compensation is paid only to non-exempt employees at one and one- half times the normal hourly pay rate for all scheduled time worked beyond a forty (40) hour workweek beginning 12:01 am Saturday and ending 7 days later at 12:00 am.
(2) Overtime pay is based on the actual hours worked. Sick, vacation, holiday or any leave of absence is not considered actual hours worked when calculating overtime hours and pay.
(3) All overtime requires:
•
Prior to working overtime an employee shall complete an Overtime Request Form approved by the Program Director and Executive Director.
(4) For proper compensation, employees shall attach the approved Overtime Request Form to their Time and Attendance Report.
(5) Overtime, which does not follow the required procedures as set forth above, is not approved or allowed. Any employee not following the strict guidelines of these rules will be subject to disciplinary action.
(6) Employees altering or abusing their prescribed workday schedules (in most cases from 8:00 a.m. to 4:30 p.m., Monday through Friday) and/or attempting "overtime" without prior authorization are subject to disciplinary action.
OVERTIME SECTION: 3.3

Page: 2 of 2
(7) Even if non-exempt employees want to work overtime, federal/state laws and GCSO rules do not allow them without specific prior approval.
(8) With their supervisor's concurrence, GCSO non-exempt employees shall be required to terminate their workweek in order to prevent their exceeding the forty-hour workweek limitation. No employee may work— and no GCSO supervisor may permit an employee to work— over forty (40) hours without the Executive Director's prior approval.
(9) Travel Time. All travel time on agency business during normal working hours (8:00 a.m. -
4:30 p.m.) is working time — even if it occurs on a non-work day, i.e., holiday or weekend day. Travel time outside the normal working hours is not working time unless the traveler is working, i.e., driving the vehicle or performing other legitimate work while riding the vehicle/conveyance. All working time must be accounted for and reported on the employee's
Time and Attendance Report. Any compensated travel time that creates or will create working hours in excess of forty hours per week is subject to the provisions of the agency's overtime policy. [See also Section 2.8]

SALARY ADJUSTMENTS
Purpose of this Section:
SECTION:
P
AGE
1
3.4
OF
2
The GCSO considers periodic salary adjustments appropriate and desirable for all its employees.
Adjustment guidelines/limitations include available funding, employee performance, employee promotion, "cost-of-living" and other factors. All salary and wage adjustments require the Executive
Director's approval and are not automatic or guaranteed. Salary increments include four categories:
Annual, Merit, Promotion-Related Increment Adjustments, and Bonus.
Procedure:
SALARY INCREMENTS
(1) Regular Appointment Adjustment. The Executive Director may, upon supervisory recommendation, merit award increment to a new employee who successfully completes the
Introductory Period appointment in exemplary fashion, as evidenced by a highly positive
Performance Appraisals.
(2) Annual Increments may occur following:
•
Employees' employment anniversary dates and positive performance appraisals
•
•
Annual performance appraisals
Annual cost-of-living adjustments awarded program-wide.
(3) Merit Awards may be awarded to recognize superior employee performance. Award decisions depend on many factors including the Annual Performance Appraisal. Supervisors shall submit any merit pay recommendations to the Executive Director for approval prior to discussing them with the employee.
(4) Promotion-Related Increments. Increments may be granted when employees assume a position with increased duties and responsibilities.
(5) One-Time Salary/Wage Adjustment. The Executive Director may award a one-time salary/wage adjustment to employees demonstrating superior performance and quality service. This award in accordance with the provisions of OMB cost principles is awarded only for extraordinary work and performance and is subject to the availability of funds. The following stipulations shall apply:
•
One-Time Adjustments of $1500 or Less. These are given at the discretion of the
Executive Director, either upon his/her sole discretion or pursuant to recommendation by his/her senior management staff.

S
ALARY
A
DJUSTMENTS
SECTION: 3.4
•
Page 2 of 2
One-Time Adjustments of $1501 to $1,000. These adjustments are awarded upon the recommendation of the Board's personnel and/or Executive Committee. These shall originate with the recommendation of the senior management staff to the Executive
Director, who may recommend or deny the request to the Board committee.
•
•
•
•
Limitations on One-Time Salary/Wage Adjustments:
•
One adjustment of any amount within a single program year
One adjustment does not predict or guarantee additional adjustments
All one-time adjustments shall be accompanied by a citation for which the award was earned and the citation becomes a permanent part of the employee's personnel file
Any and all adjustments shall be included with the employee's regular check and listed as lump sum payment with the required taxes/withholdings deducted
•
The Executive Director does not have authority to order a one-time salary adjustment for himself/herself, nor recommend one to the board
•
The GCSO Board of Directors may recommend a one-time salary adjustment for the Executive Director.
(6) Salary adjustment (increment) requirements and guidelines include:
•
An increment award shall follow all relevant position classifications or reclassifications, salary schedules, personnel policies, and performance appraisal
•
• requirements
The Executive Director shall be permitted reasonable discretion in determining salary awards.
Any annual salary increase exceeding 20% within the respective pay grades shall require the Board of Directors' and Personnel Committee's approval (Exception: new employees or promotion wage-adjustment).
(7) Program anniversary dates are the time when salary adjustments would ordinarily occur.
This means the beginning date of each respective program's fiscal year.
[HEAD START SPECIFIC] Cost of Living Increase:
1.
Determined by funding agency guidelines.
2.
Cost-of-living increases, when given, are effective the first day of the program fiscal year.
3.
Cost-of-living allowances, if any, are determined annually, and are subject to the approval of the
Board of Directors and/or Head Start Policy Council. Cost-of-living allowances, including retroactive COLA’s, will only be paid to actively employed staff.

PAYROLL CORRECTIONS
Purpose and Procedure:
SECTION: 3.5
Page: 1 of 1
The GCSO strives to pay employees promptly and correctly. Underpayments and overpayments require immediate notification to the Payroll Department. Unless errors cause distress— based on the Executive Director's determination, discrepancies are corrected at the next pay period/payroll .

PAYROLL DISTRIBUTION SECTION: 3.5a
Page: 1 of 1
Purpose of this Section:
GCSO is committed to maintaining appropriate control regarding the security and distribution of employee paychecks.
Procedure:
1.
Electronic direct deposit is mandatory for all current and prospective employees.
2.
Payroll checks may be electronically deposited to an account at a financial institution that the employee designates. Employees are responsible for notifying the Payroll Department of any change in banks or bank accounts to ensure the proper direct deposit of payroll to the employee’s account.
3.
As a condition of employment, employees have 5 working days to provide financial institution information to permit electronic direct deposit.

PROGRAM FUNDING LIMITATIONS
Purpose of this Section:
SECTION: 3.6
Page: 1 of 1
The Executive Director shall communicate program funding limitations to employees.
Procedure:
(1) The Executive Director shall communicate:
•
•
•
Grantor funding requirements and budget/allowable cost limitations
Expected program completion date(s)
Possible reduction-in-force and/or termination date.
(2) Employees are hired pursuant to program funding and are advised in their "Letter of
Appointment" or Personnel Action Form of critical program limitations. The employee's
"Letter of Appointment" or Personnel Action Form remains permanently in the employee's personnel file.

PAYROLL DEDUCTIONS
Purpose of this Section:
SECTION: 3.7
Page: 1 of 1
GCSO payroll deductions include legally mandated federal, state, and local deductions and those benefits or deductions chosen and authorized by the employee.
Procedure:
(1) Payroll deductions from an employee's gross pay include:
•
Federal, state, and local tax withholdings. These are, except for local occupational license fees, confirmed by the employee's W-4 federal and K-4 (state) withholding certificates
•
Social Security taxes
•
Employee-authorized benefits/subscription expenses
•
Employee-authorized charitable contributions
•
Court orders, wage deduction summonses, tax levies or other similar orders
against an employee should be immediately forwarded to the Payroll
Bookkeeper.
(2) Employees desiring to change the amount withheld for taxes may submit a revised form to the Payroll Bookkeeper.
(3) An employee may not be terminated for having a garnishment served against him or her for filing a petition for bankruptcy.

RESTRICTIONS REGARDING BOARD MEMBERS'
IMMEDIATE FAMILY
SECTION: 3.8
Page: 1 of 1
Purpose of this Section:
Restrictions apply with regard to the hiring and compensation of immediate family members of Board members.
Procedure:
The following restrictions and guidelines shall apply:
(1) Board members and their immediate family members— as defined in Section 1.8 (1)— shall not be hired as GCSO staff members nor receive remuneration for services to the GCSO.
(See exclusion Section 2.4(15)(a), page 3 of 3)
(2) The same restrictions shall apply with regard to any other person or immediate family member, whether policy-level (e.g., Head Start Policy Council) or agency administrator if and whenever that person has authority or material input over the hiring of such person(s) in violation of the agency's conflict of interest/nepotism policy.

EMPLOYEE BENEFITS
SECTION (4)
Disclosure of Benefits ...................................................................................................................4.1
Group Insurance ............................................................................................................................4.2
Retirement and Income Protection Benefits .................................................................................4.3
Accrued Leave ..............................................................................................................................4.4
Severance Pay ...............................................................................................................................4.5
COBRA Health Insurance Rights .................................................................................................4.6

DISCLOSURE OF BENEFITS
Purpose of this Section:
SECTION: 4.1
Page: 1 of 1
It is the policy of GCSO to provide its eligible employees with certain employee benefits.
Information on the various benefits shall be explained in detail during the new employee orientation.
Procedure:
(1) All benefits provided by the GCSO are described in official documents which are kept on file for examination by any participating employee.
(2) Such documents relating to the respective benefit plans and contractual agreements are the only official and binding documents concerning GCSO fringe benefits.
(3) The GCSO reserves the right to modify, amend, or terminate the fringe benefits it provides.
(4) Employees qualify for the agency's optional benefits (as opposed to those legally required) based on their employee status as defined in Section 2.10, subject to the availability of the requisite budget authority in their respective program account.
(5) Current employees who are transferred or promoted retain their eligibility for paid optional benefits only so long as they remain in an employee classification and program account which provides for these benefits.

GROUP BENEFITS/HEALTH AND WELLNESS
Purpose of this Section:
SECTION: 4.2
Page: 1 of 1
The GCSO provides group wellness benefits through Health Insurance.
(1) Health Insurance guidelines:
• Single rate premiums are paid by the agency for Regular Full Time Personnel,
Regular
Part-time Personnel, and Regular Part-time Head Start Personnel as defined in
•
Section
2.10.
•
The agency may require that employee participation be on a cost sharing basis with
the agency, depending upon budget and contractual requirements.
•
Coverage is effective in accordance with requirements set forth in the health insurance policy contract between GCSO and the provider.
•
Changes in health insurance enrollment must be made during the enrollment period only; no other changes will be made after this time with the exception of a change of qualifying events of the subscriber.
The GCSO pays basic single rate health insurance premiums for employees only during paid "leave of absence" and paid or unpaid "family leave." The employee must pay such premiums on any other unpaid "leave of absence" including such time as accrued leave may be exhausted (NOTE: Under the Family and Medical Leave Act (FMLA) of 1993, employees who receive FMLA leave but do not return to work will be charged for those premiums paid by the agency during their FMLA leave of absence.).
•
GCSO pays health insurance premiums on behalf of Part-Time Head Start Employees when classrooms are closed for extended periods of time (fall, spring, Christmas, and summer breaks), with the expectation the employee will return to work. In the event an employee does not return to work or returns for a period of less than 45 days, the employee will be responsible for reimbursing GCSO for health insurance premiums paid on their behalf during the break.
Employee termination requires the cancellation of group health insurance.
•
•
Employees may convert their group coverage, within the insurance company's guidelines and grace period, according to the Consolidated Omnibus Budget Reconciliation Act of
1985 provisions for continuation coverage (COBRA.)
( 2) Flexible Health Care Spending Account (FSA):
•
FSA is designed to provide employees a way to pay for eligible uninsured health care expenses.
•
Employees must meet all of the following criteria to qualify: i.
ii.
Must be eligible for GCSO paid health insurance
Must be covered by another health insurance plan (spouse’s plan, private plan, Medicare, Medicaid, etc) iii.
Must waive GCSO health insurance coverage
•
GCSO will contribute 80% of the agencies single rate policy contribution which is determined on a calendar year basis.
•
Contributions are made on a program year basis and are not carried forward from program year to program year (use or lose basis)
•
Employees can request monthly reimbursement by completing all necessary forms for eligible expenses (which are defined in IRS Publication 502).
•
Any employee who falsifies reimbursement requests for expenses will no longer be permitted to use the flexible health care spending account and may be subject to IRS

penalties and GCSO disciplinary action.
RETIREMENT AND INCOME PROTECTION BENEFITS
Purpose of this Section:
SECTION: 4.3
Page: 1 of 1
The GCSO provides to qualified staff a range of benefit programs designed to help provide for reasonable retirement and income security.
(1) Kentucky/County Employment Retirement Systems (CERS).
As a condition of their employment with the GCSO, eligible employees must enroll in the CERS retirement system.
Enrollment conditions in the retirement plan are as follows:
•
•
Employees must work at least 1,200 hours per year (CERS requirement)
CERS Form 1 and Form 35 must be completed and returned to the Personnel
Manager.
The CERS is a "defined benefit" retirement program.
•
(2) Kentucky Worker's Compensation Insurance.
GCSO employees who are injured or disabled while performing GCSO duties are covered under Worker's Compensation.
Workplace accidents or injuries require immediate notification of the employee's supervisor and the Payroll Department, either by the employee or a co-worker if the employee is unable to do so.

ACCRUED LEAVE TIME
Purpose of this Section:
SECTION: 4.4
Page: 1of 3
The GCSO provides leave benefits to eligible employees— those specified as eligible in
Section 2.10. The GCSO does not "owe" employees time off. It owes them only for time worked.
Leave is not an employee's right. It is a benefit granted by a caring employer.
Procedure for Regular full-time employees:
(1) Vacation Leave.
Only regular full-time employees , as defined in Section 2.10, may accrue paid Vacation Leave according to the following limits based on employment tenure:
This scale is calculated based on an anniversary date of January 1 st
each year
Zero to Five Years
Five to Ten Years
Ten Years +
8 hrs. month ( 1 day per month)(12 days annual)
10 hrs. month (1.25 days per month)(15 days annual)
12 hrs. month (1.5 days per month)(18 days annual)
•
•
•
Vacation Leave definitions, procedures and conditions:
•
Requests require the prior approval of the immediate supervisor and the concurrence of the Program Manager or Director.
Employees must post Vacation Leave time taken on Time and Attendance Reports
Holidays occurring during an employee's approved leave do not require Vacation
Leave
Employees may accrue Vacation Leave exceeding 240 hours within a calendar year, but shall not carry more than 240 hours beyond a calendar year. Unused Vacation
•
•
•
Leave exceeding 240 hours at the end of any calendar year shall be forfeited. Those staff that have in excess of 240 hours of Vacation Leave effective January 1, 2003 shall retain the hours they currently have. These employees shall not accrue past their present amounts as of January 1, 2003 and at such time they fall below the 240hour cap, they will be subject to the same provisions and restrictions noted above and elsewhere in this manual.
Employees may request their Vacation Leave accumulation status from their
Cumulative Leave Record
Employees re-hired within the period covered by the "purchased" Vacation Leave must repay the agency for the remaining amount of time paid, but in effect, not used
Employees shall not receive Vacation Leave credits for time served in the employment of other agencies or organizations

ACCRUED LEAVE TIME SECTION 4.4
Page 2of 3
(2) Personal Leave Time.
The GCSO grants regular full-time employees three days (24 hours)
Personal Leave per calendar year. Personal Leave shall be converted from the employee's accrued Health Care Leave. Personal Leave days may not accrue and are not carried forward to one calendar year to the next. The Personal Leave allowed in any calendar year but not used before December 31st is forfeited. The GCSO does not define Personal Leave, but its suggested use is for personal business.
(3) Health Care Leave. The GCSO grants regular full-time employees Health Care Leave benefits to compensate employees unable to work during a personal illness or a spouse, parent, child, or family member residing in their home. Conditions and procedures are:
•
•
Only regular full-time employees, as defined in Section 2.10, may accrue paid Health
Care Leave. The accrual rate is 8 hours per month.
An employee shall notify his/her supervisor immediately upon being unable to work by reason of illness.
•
•
Health Care Leave exceeding three (3) consecutive scheduled working days requires a doctor's certification upon returning to work.
Holidays occurring during illness of an employee whose approved Health Care
Leave
•
•
•
• is in effect are not charged against an employee while on Health Care Leave.
Health Care Leave is posted on employee Time and Attendance Reports
Health Care Leave hours accrued, used, and retained are posted in the Cumulative
Leave Record
Employees may request reports on their accrued Health Care Leave balance
Employees may accrue Health Care Leave exceeding 592 hours within a calendar year, but shall not carry more than 592 hours beyond a calendar year. Unused Health
Care Leave exceeding 592 hours at the end of any calendar year shall be forfeited.
Those staff that have in excess of 592 hours of Health Care Leave effective January
1, 2003 shall retain the hours they currently have. These employees shall not accrue
• past their present amounts as of January 1, 2003 and at such time they fall below the
592-hour cap, they will be subject to the same provisions and restrictions noted above and elsewhere in this manual.
Unused Health Care Leave hours shall not be paid (or "purchased" by the agency) for employees who resign, are terminated, or otherwise leave the employee of GCSO.
(4) Regular full-time employees , as defined in Section 2.10
, exhausting Health Care Leave hours shall use other accrued leave time as may be available to remain in a paid status. After all
Health Care and Vacation Leave benefits are depleted and eligible unpaid Family Leave benefits are exhausted, the employee may be considered in an “employee of record” only for an additional three months. “Employee of record” status requires the Executive Director's approval. Such approval shall reflect agency needs and is not guaranteed.

ACCRUED LEAVE TIME
(5) Employees may apply for Leave of Absence without pay. Leave of Absence requests require the Executive Director's approval and are not guaranteed. This agency complies with the provisions of the Family and Medical Leave Act.
SECTION 4.4
Page 3 of 3
(6) The GCSO Board of Directors' leave of absence policy mandates the maximum leave allowable to include accrued Health Care and Vacation Leave hours, Family Leave Act allowed time off, and the three month "Employee of Record" consideration.
(7) After all benefits are exhausted, GCSO policy requires immediate employee termination
(8) GCSO employees who have resigned shall not be permitted to apply accrued Vacation
Leave, Personal Leave, or exempt staff administrative leave during their final ten working days of employment.
(9) Eligible GCSO employees may accrue/accumulate Vacation and/or Health Care Leave while serving in a pay-status. No employee may earn credit for such leave while on a non-pay status for any reason.
Procedure for Regular Part-time Head Start Employees:
Personal Leave:
(1) Regular Part-time Head Start employees, as defined in Section 2.10, will receive 9 personal days each program year (September through May). When eligible, employees will be allocated one day of personal leave on the first payday of each month from September through May. Personal Leave is based upon an employee’s attendance rate. Any employee on a leave without pay status for 2 or more days per month is not eligible for the following month’s personal leave. Personal Leave cannot be used during scheduled training days without prior approval from the Head Start Director, any other personal leave taken requires notification to immediate supervisor.
Regular Part-time Head Start employees shall be compensated for any unused balance after
May 31 st
or the last day of school in the county employed, whichever comes first.
Compensation for personal leave shall be made at a regular pay rate, subject to applicable taxes and withholdings.
Personal leave balances are not paid upon separation of employment.
Regular Part-time Head Start employees, as defined in Section 2.10, do not accrue Vacation or Health Care Leave as of July 1, 2002. However, those employees that have accrued
Vacation Leave and Health Care Leave prior to July 1, 2002 shall retain those hours.
Employees with accrued Vacation Leave earned prior to July 1, 2002 shall not receive personal leave as defined in the above paragraph until which time they exhaust all of their accrued Vacation Leave. These select employees are subject to the same conditions for the agency purchasing of annual and health care hours as noted elsewhere in this section of the
GCSO Personnel Policies and Procedures.

*Paid leave will not accrue during any unpaid period.

SEVERANCE PAY
Purpose and Procedure:
SECTION: 4.5
Page: 1 of 1
GCSO terminating or resigning employees are not offered or granted severance pay.

COBRA HEALTH INSURANCE CONVERSION RIGHTS
Purpose of this Section:
SECTION: 4.6
Page: 1 of 2
Enacted by Congress, the Consolidated Omnibus Budget Reconciliation Act of 1985
(COBRA) is an employee's legal protection against the individual's loss of employer sponsored group health insurance. Employers with twenty or more employees must allow departing employees to continue their identical coverage, i.e., single/two-person/or family, group coverage. These employees may continue to participate in the agency's health insurance plan for at least eighteen months (and under extenuating circumstances up to thirty-six months), but the former employees must pay the cost of the monthly premiums.
Procedure:
COBRA requires the plan's administrator to act within fourteen (14) days after termination— except those involving "gross or willful" misconduct, reduction in hours worked, or other qualifying events pertaining to other family members' discontinuance of coverage under the employee's policy.
The latter "qualifying events" include an employee's spouse or other family member's losing coverage due to death, divorce, legal separation, dependent child(ren) ceasing coverage under plan provisions, or an employee's entitlement to Medicare. A notice of continuation of health benefits
("Election Notice") is sent to all beneficiaries upon termination of employment only. Any other
"qualifying events" which would terminate the coverage of a person previously enrolled in the health insurance plan must be requested. Send such notification to the Personnel and Orientation Director.
(1) The Election Notice will be sent by certified mail to all beneficiaries of the plan and contains information such as:
•
•
Clarification that each insured member of family has the right to elect COBRA
Date of "qualifying event" (termination, resignation, etc.— and the purpose of
•
COBRA)
Length of Election Period: Qualified beneficiaries have up to a 60-day period to elect whether to continue coverage. However, for continuing coverage, the three month or 60-day election period must be paid.
•
•
•
•
•
•
•
Date existing coverage will end
Amount of employee's monthly premiums
Date premiums are due
Type of coverage offered (e.g., hospitalization)
Maximum period coverage and ending date
Name, address, and phone number of plan administrator
Reasons that would terminate coverage prior to the expiration of the maximum time period
•
Request of signatures of all beneficiaries of the insurance plan

COBRA HEALTH INSURANCE CONVERSATION RIGHTS SECTION: 4.6
Page: 2 of 2
For employees carrying the two-person and family plan, it is the responsibility of the employee to notify the employer of the changes if COBRA needs to be elected.
Failure to pay the cost of insurance and handling cost in a timely manner [a thirty (30) day grace period] of due date results in cancellation of COBRA rights, and re-entry in the plan is canceled.

ABSENCE FROM WORK
SECTION (5)
Holidays ........................................................................................................................................5.1
Family Leave ................................................................................................................................5.2
Military Leave ...............................................................................................................................5.3
Jury and Witness Leave ................................................................................................................5.4
Excused Absence ..........................................................................................................................5.5
Family Bereavement Leave ..........................................................................................................5.6
Time Off to Vote ...........................................................................................................................5.7
Unpaid Leave of Absence .............................................................................................................5.8
Emergency Closings .....................................................................................................................5.9

HOLIDAYS
Purpose of this Section:
SECTION: 5.1
Page: 1 of 1
The GCSO provides its employees holidays commensurate with local prevailing standards.
Procedure:
(1) HOLIDAYS. ( Regular Full-time employees as defined in Section 2.10
)
The GCSO celebrates and observes the following holidays:
•
•
•
•
•
•
•
•
•
•
•
New Year's Day (January 1)
The Day Before or After New Year's Day
Martin Luther King's Birthday (Observed the third Monday in January)
President's Day
Memorial Day (Last Monday in May)
Independence Day (July 4)
Labor Day (First Monday in September)
Thanksgiving Day (Fourth Thursday in November)
The Friday After Thanksgiving
Christmas Day (December 25)
The Day Before/After Christmas
** Regular Part-time employees receive holiday pay when the holiday falls on a
regular working day.
(a) Holidays occurring on Saturday are observed on the preceding Friday. Holidays occurring on Sunday are celebrated on the following Monday.
(b) Holiday time takes precedence for employees on Vacation, Health Care, and any
Exempt Staff Administrative, or other leave. That is, employees are not charged for accrued leave when a holiday applies.
(c) Employees taking religious or any other days not itemized above are charged for accrued leave or leave without pay.
(2) HOLIDAYS FOR REGULAR PART-TIME HEAD START (as defined in Section 2.10) .
Regular Part-time Head Start employees shall adhere to the school calendar and holiday schedule of the school district for the jurisdiction in which their center is located. The Head
Start administrative staff shall publish the calendar for each respective school district and the holidays, which each school district observes. School District calendars and holiday schedules are subject to change at the School Board’s discretion.

FAMILY MEDICAL LEAVE
Purpose of this Section:
SECTION 5.2
Page 1 of 2
GCSO complies with the Family and Medical Leave Act of 1993.
Procedure:
(1) Family Medical Leave. GCSO provides family leaves of absence with or without pay to eligible employees who wish to take time off from work duties to fulfill family obligations relating directly to childbirth, adoption, or placement of a foster child; or to care for a child, spouse, or parent with a serious health condition. A serious health condition means an illness, injury, impairment, or physical or mental condition that involves inpatient care in a hospital, hospice, or residential medical care facility; or continuing treatment by a health care provider. All GCSO employees are eligible to request family medical leave as described in this policy.
(A) Eligible employees should make requests for FML to their supervisors at least 30 days in advance of foreseeable events and as soon as possible for unforeseeable events. Upon written notification, GCSO shall place an employee on FML after 7 consecutive absences for a qualifying FML event.
(B) Employees requesting FML may be required to submit a health care provider’s statement verifying the need for FML, its beginning and expected ending dates, and the estimated time required. GCSO reserves the right to seek a “second opinion” from another qualified physician other that the employee’s.
(C) Employees may request up to 12 weeks of FML within a rolling 12 month period. If this initial period proves insufficient, employees may request a leave of absence without pay as defined in Section 5.8. All types of leave combined shall not exceed 180 consecutive days unless the GCSO Board of Directors grants a waiver.
(D) Employees will be required to first use any accrued paid leave time before taking unpaid family medical leave.
(E) Subject to the terms, conditions, and limitations of the applicable plans,
GCSO will continue to provide health insurance benefits for the full period of the approved FML. In the event that an employee does not return to work on the agreed upon return date, GCSO will assume that the employee has resigned. The employee will then be responsible for assuming costs of any health insurance costs already paid for by GCSO during the unpaid FML.

FAMILY MEDICAL
(F)
LEAVE SECTION 5.2
Page 2 of 2
A doctor’s statement is required when an employee is returning from a medical leave involving their own illness lasting 7 consecutive absences or longer and for which a FML was approved.
(G) Benefit accruals, such as vacation, sick leave or holiday benefits, will be suspended during unpaid leave and will resume upon return to active employment.
(H) So that an employee’s return to work can be properly scheduled, an employee must provide confirmation of return at least two weeks prior to expected return date as stated in request. When the FML ends, the employee will be reinstated to the same position, if it is available, or to an equivalent position for which the employee is qualified.

MILITARY LEAVE SECTION: 5.3
Page 1 of 1
Purpose of this Section:
The agency provides legally required support for its staff who actively serve in the nation's military.
Procedure:
MILITARY LEAVE.
GCSO employees who are members of the United States Armed
Forces, National Guard, and/or active military reservists may be granted up to two weeks paid time at their usual rate for annual military service. Military Leave exceeding two weeks requires the use of Vacation Leave or Leave of Absence without pay.
(a) Military Leave benefit payments shall be recorded on the Time and Attendance
Report. Required copies of Orders must be presented with the employee's request.
(b) Military Leave must be requested by the employee and approved by the Executive
Director prior to enactment.
(c) Paid Military Leave shall not be due to an employee if his/her military service should occur during any non-pay status.
(d) Continuation of health insurance benefits is available as required by USERRA based on the length of the leave and subject to the terms, conditions, and limitations of the applicable plans for which the employee is otherwise eligible.
(d) Benefit accruals, such as vacation, illness leave, and holiday benefits will be suspended during the USERRA leave and will resume upon the employee’s return to active employment.

JURY AND WITNESS LEAVE
Purpose of this Section:
SECTION: 5.4
Page: 1 of 1
The agency provides legally-required support for its staff who are called or subpoenaed to serve as jurors or witnesses in courts of law.
Procedure:
JURY AND WITNESS LEAVE.
GCSO employees are granted time off for jury and witness duty. Procedures and conditions include:
(a) The employee must present a court document or summons to their supervisor and file a request with the Executive Director for approval of their leave of absence
(b) Jury Duty or Witness Duty should not exceed thirty (30) calendar days; Jury Duty or
Witness Duty leave exceeding thirty (30) calendar days requires the Executive
Director's prior approval
(c) Other provisions include:
•
The employee shall receive continued salary payment, and Sick Leave and
Annual Leave benefits shall continue to accumulate during their Jury or
•
Witness Duty less jury compensation
Jury Duty and Witness Duty leave time shall be recorded on the employee's Time and Attendance Report.
•
Employees are expected to report for work whenever the court schedule permits.
•
Employees must attach a copy of all fees received for serving on the jury to their time and attendance reports. The employee will receive the difference between the fees received and the wages missed during the regular payroll cycle.
•
Jury duty pay is calculated based on the employee’s rate of pay at the time of the absence and the number of hours the employee would have been scheduled to work. If an employee was not scheduled to work, they will not be paid.

EXCUSED ABSENCE
Purpose of this Section:
SECTION: 5.5
Page: 1 of 1
There may be reasons for excused absences due to inclement weather, unsafe driving or working conditions, or other reasons deemed appropriate by the Executive Director.
Procedure:
Excused Absence.
The Executive Director or his/her designee(s) may excuse employees they supervise for reasons such as, but not limited to:
•
•
Unsafe working conditions
Hazardous road conditions
(a) An excused absence will normally not exceed two hours and will not be charged to
Vacation Leave.
(b) The Executive Director or designee must be consulted and must approve excused absences for employees for the reason cited or for any other as he/she may deem reasonable.

FAMILY BEREAVEMENT LEAVE
Purpose of this Section:
SECTION: 5.6
Page: 1 of 1
It is the policy of GCSO to grant employees up to 3 days of bereavement time without loss of pay when a death occurs in their immediate family as defined in Section 1.8.
Procedure:
(a) Employees shall notify their supervisors of the bereavement and shall indicate
Family Bereavement Leave on their Time and Attendance Reports.
(b) Employees exceeding the granted bereavement time shall communicate their absence and reason to their supervisor, and any additional time will be charged to Vacation or
Personal Leave, if available, or Leave Without Pay
(c) To qualify for this leave benefit, GCSO may require the employee to provide confirmation of the bereavement.
(d) The policy only confers up to three days leave for a bereavement in the immediate family.

TIME OFF TO VOTE
Purpose of this Section:
SECTION: 5.7
Page: 1 of 1
The agency encourages and supports its employees in the free exercise of their civic duty to vote.
Procedure:
TIME OFF TO VOTE
(a) Time-Off-To-Vote is not posted on Time and Attendance Reports. In order to assure adequate agency staffing at all times, GCSO supervisors may schedule up to two hours leave.
(b) Employees not registered to vote are ineligible for "Voting Leave."
(c) Employees who choose to vote before or after GCSO work hours are not entitled to receive additional time off under the "Voting Leave" provision.

LEAVE OF ABSENCE WITHOUT PAY
Purpose of this Section:
SECTION: 5.8
Page: 1 of 1
Occasions are likely to arise which do not fit any of the foregoing classes of leave or those subsequent to an employee's depletion of accrued leave. Unpaid leave may be offered on a limited basis.
Procedure:
LEAVE OF ABSENCE WITHOUT PAY .
Leave of Absence Without Pay requests may be granted to all employees. The Executive Director may grant Leave of Absence Without Pay not to exceed 90 calendar days upon the recommendation of the applicable Program
Director.
(a) The employee must complete a "Request For Leave Form" and provide a full explanation of need for the leave
(c) Other provisions include:
•
Benefits do not accrue during a Leave of Absence Without Pay
•
The employee's position will remain available for the employee's return to duty only if his/her return is no later than the approved date specified in the
•
“Request for Leave Form”
Any extension of a Leave of Absence Without Pay shall require the
Executive Director's and GCSO’s Board of Directors Personnel Committee's review and prior approval
•
•
The GCSO may temporarily fill the position of an employee while he/she is on an approved Leave of Absence
All types of leave, paid and unpaid, added together shall not exceed an employee's cumulative absence from work of more than 180 consecutive days, unless the Board grants a waiver of this limitation for the employee. In the absence of such waiver, the employee's employment with the GCSO would be terminated.

EMERGENCY CLOSINGS
Purpose and Procedure:
SECTION: 5.9
Page: 1 of 1
Emergencies such as severe weather, fires, earthquakes, epidemics, power failures, and other dire occurrences may disrupt agency work environments or schedules. These circumstances may require the GCSO to close and thus cancel operations for a specified period.
If such emergencies should occur during non-working hours, supervisors will communicate directly to staff the agency's plans and procedures. When appropriate, local media will be asked to broadcast pertinent information on GCSO closings or amended schedule of operations.
On emergency closings, Head Start will adhere to local school closing directives/provisions.

EMPLOYEE CONDUCT
SECTION (6)
Non-Disclosure of Confidential Information ................................................................................6.1
Standards of Employee Conduct ..................................................................................................6.2
Client Relations .............................................................................................................................6.3
Outside Employment ....................................................................................................................6.4
Conflict of Interest ........................................................................................................................6.5
Personal Telephone Calls and Postage .........................................................................................6.6
Drug and Alcohol-free Workplace................................................................................................6.7
Hatch Act/Political Activity ..........................................................................................................6.8
Non-smoking Policy .....................................................................................................................6.9
Appearance .................................................................................................................................6.10
Security Inspections ....................................................................................................................6.11
Computer Software .....................................................................................................................6.12

NON-DISCLOSURE OF CONFIDENTIAL INFORMATION
Purpose of this Section:
SECTION: 6.1
Page: 1 of 1
GCSO employees may have access to certain sensitive and confidential information. While some agency information is on the public record and open to public inspection, other information is confidential and may not/shall not be disclosed except to other agencies with which the GCSO has binding confidentiality agreements.
Procedure:
(1) All GCSO employees must sign a Statement of Confidentiality. A copy of the agreement is filed in the Appendix to this personnel manual. Employees disclosing bona fide confidential information are subject to disciplinary action, including dismissal and subsequent legal action, even if they do not benefit from the disclosure.
(2) Examples of information which must always be held in strict confidence are:
(a) Information on specific clients, their families, income, resources and virtually anything else concerning their personal circumstances, eligibility for benefits, and agency services rendered; and
(b) Personal and personnel information concerning the staff members and/or policy makers associated with the GCSO, Inc.
(3) Employees should consult their supervisors when uncertain about the confidentiality of any information.
(4) GCSO employees are also subject to the provisions of the Family Rights and Privacy Act
(Public Law 93-380), and specifically the "Buckley Amendment." This law deals with the confidentiality of student records over which, in general, parents exercise proprietary rights.

STANDARDS OF EMPLOYEE CONDUCT
Purpose of this Section:
SECTION: 6.2
Page: 1 of 1
To ensure orderly operations and provide the best possible work environment, GCSO expects employees to follow rules of conduct that will protect the interests and safety of all employees, clients and the organization.
Procedure:
It is not possible to list all the forms of behavior that are considered unacceptable in the workplace. The following are examples of infractions of rules of conduct that may result in progressive disciplinary action, up to and including termination of employment:
*Theft or inappropriate removal or possession of property
*Falsification of any agency documents
*Negligence or improper conduct leading to damage of employer-owned or
customer-owned property
*Insubordination or other disrespectful conduct
*Smoking in prohibited areas
*Sexual or other unlawful or unwelcome harassment
*Unauthorized absence from work station during the workday
*Unauthorized use of telephones, mail system, or other employer-owned equipment
*Unauthorized disclosure of confidential information
*Violation of the Appearance Policy Section 6.10
*Conflicts of interest
*Use of profanity or abusive language
*Criminal behavior or actions off the job which bring discredit to the agency
*Gambling on agency premises
*Discrimination due to sex, religion, age, sexual orientation, disabilities, race or
national origin
GCSO has a policy of zero tolerance for the following infractions which may result in immediate suspension and/or termination:
*Positive drug test
*Negligence while caring for children
*Fighting or threatening violence in the workplace
*Violation of safety or health rules
*Working under the influence of alcohol or illegal drugs
*Possession, distribution, sale, transfer, or use of alcohol or illegal drugs in the
workplace, while on duty, or while operating employer-owned vehicles or equipment
*Possession of dangerous or unauthorized materials, such as explosives or firearms, in
the workplace
Employment with GCSO is at the mutual consent of GCSO and the employee, and either party may terminate that relationship at any time, with or without cause, and with or without advance notice.

CLIENT RELATIONS
Purpose of this Section:
SECTION: 6.3
Page: 1 of 1
GCSO clients shall be provided with the best possible quality service. Employees shall treat clients, vendors, co-workers and the public with courtesy, appropriate distance, and respect.
Procedure:
(1) GCSO employees shall:
•
Respond to and treat clients, fellow staff members, vendors, volunteers, and the public in a polite manner, and maintain confidentiality when engaging clients in
•
•
• personal conversations
Remember that serving clients is their first and foremost duty
Seek to schedule clients so as to prevent waiting for unreasonable lengths of time
Grant complaining clients attention as soon as possible; assist them as needed in
•
• understanding formal grievance procedures, and assist them with their complaint filing— if they so desire
Avoid responding to clients with simply, "I don't know"
Locate proper information and/or refer clients to those persons who can resolve
• client's questions or problems
Refer argumentative or abusive clients/vendors or volunteers to supervisors.
(2) No employee may use his/her agency position to ingratiate himself/herself with a client in such a way, intentionally or otherwise, as to become a material beneficiary or exercise any control over the client's resources.

OUTSIDE EMPLOYMENT
Purpose of this Section:
SECTION: 6.4
Page: 1 of 1
Employees may hold outside jobs if they do not jeopardize their GCSO job related performance and the employment does not constitute a conflict of interest as defined in
Section 6.5.
Procedure:
(1) Outside employment requirements:
•
Employee notification to the GCSO Executive Director in writing about any outside employment they may desire, with a description of the job, their responsibilities and
•
• work schedules
Determination by the Executive Director whether a second job conflicts or interferes with their agency responsibilities
The Executive Director or supervisor will communicate in writing to the employee whether the second-job request is approved or disapproved. If the outside job
(2) Outside employment shall not be an excuse for: request is not approved, employees may jeopardize their GCSO position if they accept the supplementary employment.
•
•
•
Poor work performance
Consistent tardiness and/or absenteeism
Refusal to travel, work overtime, change work hours, or meet other required job responsibilities.

CONFLICT OF INTEREST
Purpose of this Section:
SECTION: 6.5
Page: 1 of 2
GCSO employees shall conduct agency business within guidelines prohibiting conflicts of interest. All new employees will be required to disclose any conflicts of interest via completion of a
‘conflict of interest form’. This form shall remain in the employee’s personnel file.
Procedure:
The following guidelines provide general direction:
(1) A conflict of interest occurs when an employee influences (or seeks to influence) a decision resulting in personal gain or advantage to himself/herself or for a relative or friend.
(2) No "presumption of guilt" is created by a given relationship. If, however, employees are in a position to influence purchases, contracts, or leases, they must immediately disclose a potential conflict of interest to their supervisor, the Personnel Department, and the Executive
Director to protect and safeguard the interests of all parties involved.
(3) Personal gain results when an employee, relative, or friend has a significant business interest/ownership in a firm doing business with GCSO. Kickbacks, bribes, gifts, or special considerations resulting from GCSO business constitute conflicts of interest, and all are illegal.
(4) All GCSO-acquired and developed materials, products, designs, plans, ideas, data, and computer programs are GCSO property. They shall not be shared with outside agencies or individuals without proper authorization. Improper transfer of any such material or information constitutes unallowable and prohibited behavior.
(5) Employees participating in such activities will be disciplined and subjected to legal action.
(6) Additional conflicts of interest include:
•
Hiring "immediate family" members of the GCSO Board of Directors or Head Start
Policy Council (See also: Section 3.9, "Restrictions Regarding Board Members'
•
•
Immediate Family")
Accepting gifts or services from vendors with a monetary value over $20.00. No gifts are to be taken from clients. Only gifts of a promotional nature such as t-shirts, pens, calendars, etc. may be accepted from vendors and at no time will the value of such items exceed $20.00; no gifts will be taken in return for a favor.
Accepting and approving applications for cash (or equivalent) assistance from relatives without specific approval from the management
(7) All potential conflict of interest issues cannot be addressed. Employees shall direct any questions they may have concerning this to their supervisor and/or the Executive Director for advice.

CONFLICT OF INTEREST SECTION: 6.5
Page: 2 of 2
Conflict of Interest and Decision Making
In the course of business, situations may arise in which an Organization decision-maker has a conflict of interest, or in which the process of a decision may create an appearance of the conflict of interest. A conflict of interest arises when all persons involved in making a decision is in the position to benefit, directly or indirectly, from his/her dealings with Gateway.
All persons (includes all governing bodies and directors) who are responsible for achieving the objectives for GCSO and who have the authority to establish policies and make decisions on
GCSO’s behalf, have an obligation to:
•
Avoid conflicts of interest, or the appearance of conflicts, between their personal interests and those of GCSO in dealing with outside entities or individuals
•
Disclose real and apparent conflicts of interest to the Executive Director
•
Refrain from participation in any decisions on matters that involve a real conflict of interest or the appearance of a conflict
On an annual basis all ‘decision-makers’ will receive a copy of the current vendor list. After review, a conflict of interest form must be completed and returned to GCSO. (All new ‘decision-makers’ will follow the same procedure upon assignment).

PERSONAL TELEPHONE CALLS AND POSTAGE
Purpose of this Section:
SECTION: 6.6
Page: 1 of 1
GCSO employees may use business telephones at their supervisor's discretion, but they should keep their personal conversations brief and to the necessary minimum.
Procedure:
(1) An employee's personal long distance calling— in an emergency only— shall require supervisory approval. Long distance call expenses shall then be reimbursed to the agency.
(2) Postage is agency property and is not available for personal use.
(3) Personal cellular phones shall be turned off during scheduled working time.
(4) (Head Start Specific) Use of cellular telephones is not permitted in the classroom during scheduled classroom activities.

DRUG AND ALCOHOL FREE WORKPLACE
Purpose of this Section:
SECTION: 6.7
Page: 1 of 3
Drug and alcohol use in the workplace is illegal and detrimental to employee safety and productivity. GCSO employees shall not use or be under the influence of alcohol or drugs in the workplace, during work hours, while attending agency related activities, or while operating a leased or agency-owned vehicle.
The following information summarized our Drug and alcohol testing. The complete policy and more details will be reviewed during new staff orientation.
Procedure:
(1) The Drug-Free Workplace Act of 1988 (P.L. 100-690) declares that the employer must maintain a drug-free and alcohol-free workplace for employees, clients, visitors, volunteers, vendors, and guests. Failure to comply jeopardizes the agency's government grants and project funding. Unlawful manufacture, possession, transfer, purchase, sale, use, or being under the influence of alcohol, controlled or illegal substance influence while on GCSO property is prohibited. Employees may be disciplined, suspended without pay, or discharged for violating this policy. Employees may also be referred for counseling or rehabilitation.
Businesses receiving government grants or funding must comply with the Drug-Free
Workplace Act.
(2) Likewise, agency employees must abide by the Drug-Free Workplace Act. Employees charged, indicted, or convicted of a drug or alcohol-related crime occurring at or away from the workplace shall notify their supervisor, Personnel Department, or the Executive Director within five (5) calendar days. Employees shall communicate to the agency all information relating to any drug/alcohol-related legal action. GCSO will immediately notify all appropriate agencies.
(3) All federal, state, and local illegal substance abuse and alcohol laws apply.
(4) GCSO employees and others working on behalf of the agency who are convicted of illegal drug activity may be terminated regardless of:
•
•
•
GCSO employment position
Local, state, or federal court jurisdiction
Other extenuating circumstances.
(5) Employees may use physician-prescribed controlled substance medications. However, these shall not impair the employees' performance or endanger other individuals' safety.

DRUG AND ALCOHOL FREE WORKPLACE SECTION: 6.7
Page: 2 of 3
(6) The Commonwealth of Kentucky Revised Statutes (218A.040-218A.160) of the Controlled
Substance Act, Schedules I through V (21 USC 812), defines a controlled substance as a
"legally prescribed medication from a physician licensed within the Commonwealth of
Kentucky, or an illegal drug."
(7) GCSO requires employees, volunteers, agents, and others acting on behalf of the agency to maintain their work areas free of drug and alcohol abuse. Federal, state, local, and GCSO policies concerning controlled substances and alcohol apply to all individuals associated with the agency.
(8) GCSO’s drug testing program uses recognized professionals and the services of a
“Medical Review Officer” or MRO (a licensed physician) and is focused on alcohol
and five drugs of abuse: marijuana, cocaine, opiates, (morphine and codeine), amphetamines, and phencyclidine (PCP). Drug testing will be done:
•
As part of pre-employment screening (job applicants cannot be hired if they test positive for illegal drug use or refuse to be tested)
•
Immediately after any accident during work time or in company vehicles
•
Based on reasonable suspicion or cause
•
On a random, “no-notice” basis
(9) No employee who tests positive for drug use has an automatic right to be offered an opportunity for rehabilitation nor reinstatement. In addition to disciplinary actions outlined in Section 11.2, the following applies:
Any employee who refuses to submit or does not pass a required alcohol or controlled substances test shall be suspended immediately. For an employee that is suspended due to testing positive for the use of a controlled substance and/or alcohol test, Gateway may give the option of reinstatement rather than immediate dismissal. If an employee is given the reinstatement option, then the employee must comply with all of the following conditions: i.
The employee must immediately enroll in a qualified program of evaluation and treatment from a Substance Abuse Professional. Any cost of rehabilitation and evaluation from a Substance Abuse Professional shall be borne by the employee.
Any and all additional test cost of Laboratory, Medical Review Officer, and collection Site shall be borne by the employee. The employee has two weeks from the date of notification to provide written proof of enrolling in a substance abuse rehabilitation program. Failure to provide such proof will result in immediate termination. ii.
A Substance Abuse Professional determines that the employee has successfully complied with any required rehabilitation; and iii.
The employee takes a return to duty test with a verified negative test result.

DRUG AND ALCOHOL FREE WORKPLACE SECTION: 6.7
Page: 3 of 3
Once all three conditions have been satisfied, an employee will be reinstated on a probationary period. During which time, the employee will be subject to a minimum of six unannounced, follow-up tests over the following twelve months. Following reinstatement, a positive drug test and/or refusal to take a drug test will result in immediate suspension and recommendation of termination.
(10) All drug test results shall be maintained in the employee’s permanent personnel folder.
(11) The “Drug & Alcohol Policy” provides more detailed information concerning the drug testing including but not limited to collection, use of prescribed medicine, split sample testing, handling, direct observation collections, shy bladder, chain of custody, and records management.

HATCH ACT/POLITICAL ACTIVITY
Purpose of this Section:
SECTION: 6.8
Page: 1 of 2
GCSO abides by the federal Hatch Act law [42 USC 9851(b)] which prohibits the use of federally-funded personnel, materials, and supplies from being used in partisan or non-partisan political activities.
Procedure:
(1) Prohibited political activities include agency-affiliated local, state, and federal partisan elections and affiliations with candidates, groups, associations, and factions or causes.
(a) "Partisan activities" relate to one's affiliation with a specific political party or organization (Examples include Republican, Democratic, and Libertarian Parties).
(b) "Non-partisan" includes any "political" activity not associated with a specific recognized group or party.
(2) During their work hours, the Hatch Act mandates that employees, agents, or other persons paid by the GCSO shall not:
•
•
•
•
•
•
•
Campaign for causes or candidates— or use any GCSO facilities, machinery, equipment, materials, or other agency property
Transport campaign and/or poll workers assisting in elections
Use agency property to enhance voter registration
Run for partisan elective office or make campaign speeches
Distribute political materials
Collect or solicit political contributions or services
Express partisan or non-partisan opinions concerning elections, candidates, causes, or referendums.
(3) During their non-working hours— and outside their role or representation as agency staff, the Hatch Act permits off-duty GCSO employees, agents, and other persons paid by the agency to:
•
•
•
•
Register and vote for any candidate, cause, or referendum
Assist in voter registration
Express opinions about candidates, causes, or referendums
Contribute money and/or time and campaign for or against candidates, causes,
• referendums, ordinances, and/or constitutional amendments, whether partisan or non-partisan.
Sign nominating petitions, wear political badges, buttons, or other articles, attend political rallies, join political clubs or organizations, or participate in or run for office in non-partisan elections only.

HATCH ACT/POLITICAL ACTIVITY SECTION: 6.8
Page: 2 of 2
(4) Employees shall not use agency funds or identify the agency as supporting their off-duty political activities.
(5) Employees desiring to run for a partisan office or participate in prohibited Hatch Act restrictions shall resign or apply for an unpaid leave of absence. Hatch Act restrictions apply to paid accrued leave as well as regular worked and paid time.
(6) Hatch Act violations require disciplinary action.
(7) Employees should consult their supervisors or the Executive Director regarding their questions on Hatch Act guidelines and restrictions.

NON-SMOKING POLICY
Purpose of this Section:
SECTION: 6.9
Page: 1 of 1
GCSO buildings, offices, vehicles, meeting facilities, and other areas are declared non-smoking.
Smoking is permitted at designated areas outside buildings.

APPEARANCE
Purpose of this Section:
SECTION: 6.10
Page: 1 of 1
It is important that all staff use good judgment in grooming habits and in choice of clothing that is appropriate for the work of GCSO. We are an agency that deals directly with the public. Therefore, we must be very concerned with our image.
Procedure:
(1) Employees must wear clean, well-fitting garments. A professional appearance means employees cannot wear clothing made from denim or sweat material. Field staff, maintenance staff, and other manual laborers may wear less formal clothing, including denim when required by work activities. Such attire should be neat and clean.
(a) Items never allowable are:
•
Sloganed T-Shirts
•
Shorts
•
Tank tops
•
Mini-skirts or skorts
•
Hip-huggers
•
Low-neck or Belly Shirts
(2) Impeccable grooming habits must be maintained. Body pierced jewelry, other than earrings,
is forbidden. Employees shall limit the number of earrings to no more than two pairs. Those who have a visible tattoo are asked to keep it covered if practical.
(3) If you appear for work inappropriately groomed or clothed, you can expect to be sent
home and asked to return appropriately dressed for work.

SECURITY INSPECTIONS
Purpose of this Section:
SECTION: 6.11
Page: 1 of 1
GCSO employees shall maintain their respective workplaces free of illegal drugs, alcohol, firearms, explosives, or other improper materials. The control, possession, transfer, sale, or use of such materials is prohibited. Desks, locked files, computers, e-mail, and storage areas are provided for employee and work convenience.
Procedure:
1.
Operations often require others to have access to work areas, desks, files, or computers.
There is no guarantee of privacy. Authorized individuals may have access and business needs to retrieve information on personal voicemail and e-mail.
2.
Keep all passwords confidential.
3.
All equipment and property are here for business purposes. Management has the right to access and inspect them.
4.
GCSO may conduct video surveillance of non-private workplace areas. Video monitoring is used to identify safety concerns, maintain quality control, detect theft and misconduct, and discourage or prevent acts of harassment and workplace violence.

COMPUTER SOFTWARE (Unauthorized Copying of)
Purpose of this Section:
SECTION: 6.12
Page: 1 of 1
The GCSO licenses the use of computer software from a variety of outside companies. The
Agency does not own this software or its related documentation and, unless authorized by the software manufacturer, does not have the right to reproduce it.
The law protects the exclusive rights of the copyright holder and does not give users the right to copy software unless a backup copy is not provided by the manufacturer. Unauthorized duplication of software is a federal crime. Penalties include fines of as much as $100,000 and jail terms of up to five (5) years.
Procedure:
The GCSO does not condone the illegal duplication of software. The copyright law is clear.
The copy right holder is given certain exclusive rights, including the right to make and distribute copies. Title 17 of the U. S. Code states that "it is illegal to make or distribute copies of copyrighted material without authorization" (Section 106). The only exception is the users' right to make a backup copy for archival purposes (Section 117).
(1) With regard to use on local area networks or on multiple machines, agency employees shall use the software only in accordance with the license agreement.
(2) GCSO employees learning of any misuse of software or related documentation within the company shall notify their project director or the Executive Director.
(3) According to the U.S. Copyright Law, illegal reproduction of software can be subject to civil damages and criminal penalties, including fines and imprisonment. GCSO employees who make, acquire or use unauthorized copies of computer software shall be disciplined as appropriate under the circumstances. Such discipline may include dismissal.

ELECTRONIC MEDIA USE
Purpose of this section:
SECTION: 6.13
Page: 1 of 1
All persons with access to internet, intranet and e-mail systems are responsible for seeing that they are used properly and in accordance with the following policy.
Procedure:
1.
The internet, intranet and e-mail system is for business purposes. Conducting personal business should be limited to lunch, breaks, before or after work.
2.
At no time should any subject matter of a sexual nature be viewed.
3.
There is no personal privacy in any matter created, received or sent from the internet or e-mail system. GCSO, in its discretion, reserves the right to monitor and access any matter created in, received through, or sent from the internet or e-mail system.
4.
Messages sent during working hours should be sent only with good business reason for doing so.
Copies should be forwarded only for good business reasons .
5.
Each employee is responsible for the messages that are sent from his or her computer.
Employees with e-mail passwords should not share their passwords with anyone.
6.
All e-mails must follow Organization policy banning solicitation and distribution. Chain letters, pyramid schemes, and other solicitations are prohibited.
7.
No e-mail that constitutes intimidating, hostile or offensive material on the basis of race, color, religion, sex, national origin, age, disability (physical or mental), veteran status, pregnancy, marital status, medical condition, sexual orientation or any other status protected by Federal, state or local law or regulation may be created, sent or received at any time. GCSO’s policy against harassment applies fully to the internet and e-mail system.
8.
The unauthorized use, installation, copying, or distribution of copyrighted, trademarked, or patented material on the internet is expressly prohibited. Employees are also responsible for ensuring that the person sending any material over the internet has the appropriate distribution] rights.
9.
To ensure a virus free environment, no files may be downloaded from the internet unless the origin of the message is known. E-mail messages and attachments should not be opened unless the sender is known to the receiver.
10.
GCSO purchases and licenses the use of various computer software for business purposes and does not own the copyright to this software or its related documentation. Unless authorized by the software developer, neither GCSO nor any of its employees may reproduce such software for use on more than one computer.
11.
Employees who become aware of misuse of the internet, intranet or e-mail system should promptly notify their immediate supervisor.

COMPLAINTS OF DISCRIMINATION
SECTION (7)
Equal Opportunity Officer Responsibilities .................................................................................7.1

EQUAL OPPORTUNITY OFFICER RESPONSIBILITIES
Purpose of this Section:
SECTION: 7.1
Page: 1 of 2
The GCSO designates an Equal Opportunity Officer(s) to handle internal discrimination complaints, based in federal or state human rights legislation and civil rights protection. When warranted, employees may file discrimination complaints. Before initiating formal complaints, employees are encouraged to communicate with an Equal Opportunity Officer, who may provide appropriate guidance and assistance or mediation of the complaint.
Procedure:
(1) The Equal Opportunity Officer shall:
•
•
•
•
Attempt to resolve the problem and assist with an equitable solution
Not identify the complainant without his/her written authorization
Attempt to resolve the complaint informally and within the agency
Communicate complaints to the appropriate supervisor, department head, the
Executive Director, and the respondent; and direct action toward resolving the
•
•
• discrimination problem
Access all needed information regarding the complaint
Not withdraw the complaint without written approval from the complainant
Be free of undue agency or departmental constraint or interference while performing his/her equal opportunity responsibilities.
(2) If the discrimination complaint is not resolved by the Equal Opportunity Officer, the employee may ask for an agency-level "conciliation panel" to review his/her complaint.
Conciliation panel members shall:
•
•
•
•
Not have a conflict of interest
Consider complainant and respondent information
Render a judgment within a reasonable time limit
If the judgment— within the scope and means of agency policy— is agreeable to all parties, incorporate their solution into a conciliation agreement which may be used for future reference of similar matters
•
Provide a copy of the settlement agreement to the complainant, respondent, Equal
Opportunity Officer, the Board's Human Rights Committee Chair, and the Executive
Director.
(3) Employees choosing to file formal discrimination complaints should address their charges to the Kentucky Human Rights Commission, the federal Equal Employment Opportunity
Commission or another human rights agency with legal authority to act on his/her behalf.

EQUAL OPPORTUNITY OFFICER RESPONSIBILITIES
The formal complaint shall include:
•
•
•
•
Name and address of the complainant
Name and address of the respondent
Pertinent facts confirming the complaint of discrimination
A copy of the Conciliation Panel's recommendations, if any.
SECTION: 7.1
Page: 2 of 2

EMPLOYEE DEVELOPMENT
SECTION (8)
Employee Supervision Policy .......................................................................................................8.1
Employee Performance Appraisal ................................................................................................8.2
Employee Career Development ....................................................................................................8.3

EMPLOYEE SUPERVISION POLICY
Purpose of this Section:
SECTION: 8.1
Page: 1 of 2
All staff shall receive regular supervision from their respective supervisor. Periodic contacts should occur between the employee and his/her supervisor to review:
•
•
•
•
•
•
•
•
Procedure:
Concerns about program participants
Questions about policies
Questions about specific incidents requiring action
Actions which have produced outcomes contrary to expectations
Questions about job duties
Clarification of staffer's professional role in relation to participants
Actions that have produced commendable outcomes
Concerns about job performance
(1) The supervisor is responsible for:
•
•
•
Setting the tone of the supervision
Informing the employee of the things he/she is doing particularly well and reinforcing good performance
Making the expectations of the job clear to the employee
•
Pointing out to the employee areas of concern in his/her performance and helping the employee to seek solutions that would make it easier for the employee to do the job
• as expected
Using the chain of command appropriately, bringing employee input to the next level of supervision, making decisions based on employee input and communicating the decisions back to the employee
(2) The employee is responsible for:
•
Performance of job description and adherence to guidelines and GCSO
Personnel Policies and Procedures

EMPLOYEE SUPERVISION POLICY
(3) Both the supervisor and employee are jointly responsible for:
SECTION: 8.1
Page: 2 of 2
•
•
•
•
Treating each other respectfully
Communicating honestly with each other
Not withholding information
Accepting responsibility for their own actions, feelings and behaviors
(4) Supervisors are cautioned and directed not to make "commitments," implied or otherwise, or demands on subordinate staff which are not clearly appropriate under the policies stated in the agency's Personnel Policies and Procedures Manual and the employee’s job description.
All employees, including supervisors, must understand that only the Executive Director can enter the agency into any binding agreement with the employee unless it is expressly stated in this personnel manual. No other "agreement" whether written, verbal, or implied can exist.
Within this limitation, supervisors are empowered to command their employee's performance of duty for which the employee is hired and compensated by the agency. Supervisors further have the authority and obligation to objectively evaluate their subordinates' performance and suitability in the job for which they are employed.
(5) Being a GCSO supervisor is a position of great authority and responsibility. While supervisors can — and should where warranted — recommend employee disciplinary action including termination, they should never attempt or threaten to discharge an employee other than though the procedures outlined in this manual. Supervisors shall avoid implied promises to employees concerning job security or tenure, positive performance appraisal outcomes, or salary. The Executive Director has sole authority for executing binding personnel actions.

EMPLOYEE PERFORMANCE APPRAISAL SECTION: 8.2
Page: 1 of 1
Purpose of this Section:
Supervisors and employees are strongly encouraged to discuss job performance and goals on an
Informal, day-to-day basis. Formal written performance evaluations are conducted at the end of an employee’s initial period in any new position. This period, known as the introductory period, allows the supervisor and the employee to discuss the job responsibilities, standards, and performance requirements of the new position. Additional written formal performance evaluations are conducted annually to provide both supervisors and employees the opportunity to discuss job tasks, identify and correct weaknesses, encourage and recognize strengths, and discuss positive, purposeful approaches for meeting goals.
Formal written performance evaluations become a permanent part of the employee’s personnel file.

EMPLOYEE CAREER DEVELOPMENT (GENERAL) & TRAINING SECTION: 8.3
Page: 1 of 1
Purpose of this Section:
The GCSO provides for and conducts training and workshops intended to enhance employees' career development. The agency may encourage or mandate program and workshop attendance (inside and outside agency's area), relating to employee improvement, upgrading, and/or career development and advancement.
Procedure:
(1) Career Development guidelines and procedures include:
•
•
Communicating to employees when program attendance is mandatory
Providing transportation or reimbursing employees for travel participation expenses
(within agency guidelines) when various training and staff development offerings are required
(2) The GCSO pledges to help employees raise their achievement levels by promoting their participation in relevant education and training programs.
(3) Most training and career development programs occur during agency work hours.
Employees may be paid at their usual pay rate while attending GCSO sanctioned training, classes, and workshops.
(4) GCSO training and workshop offerings are communicated to employees by the Executive
Director and/or Program Director or designee.
(Head Start Specific)
1.
Head Start staff must participate in ongoing, structured training to acquire knowledge and skills including: a.
Methods for identifying child abuse and neglect. b.
Methods for planning for successful child and family transitions to and from the Early
Head Start or Head Start program.
2.
Head Start staff may participate in ongoing, structured training to acquire knowledge and skills including: a.
Early education credit classes at a recognized accredited college. b.
Advanced degrees. c.
Methods for planning successful transitions.
3.
Orientation will be provided to all new staff that includes, at a minimum: a.
The goals and underlying philosophy of Head Start and; b.
The ways in which they are implemented by the program.

EMPLOYEE TRAVEL
SECTION (9)
Travel Regulations/General Policies ............................................................................................9.1
Allowable Transportation Expenses .............................................................................................9.2

TRAVEL REGULATIONS/GENERAL POLICIES
Purpose and Procedure:
SECTION: 9.1
Page: 1 of 1
The agency's travel policies apply to all GCSO employees.
(1) In-Area Travel .
All travel must be authorized or approved by the Program Director.
•
An authorization shall be issued before a traveler incurs travel expenses, and the
• travel to be performed must be specified, unless circumstances prevent such action
Odometer readings before and after travel, and destination and purpose of travel must
be recorded on the travel reimbursement request form
•
Meal allowances for intra-area travel are non-reimbursable
(2) Out-of-Area Travel.
An employee shall be reimbursed for travel outside the five county
Gateway area. Out-of-area travel and reimbursement requires the following:
•
A Request for Out-of-Area Travel form must be completed by the person who will travel and be approved by his/her supervisor and the Executive Director
•
Travel expenses claimed shall reflect lodging costs per diem (M&IE: meals, tips, etc.) and other allowable charges
•
Lodging mileage and other-than-per diem travel expenses are reimbursed at actual costs; per diem (“M&IE”) shall be reimbursed according to the agency's approved per diem standards (schedule).
Support documentation required for all per diem requests.
Travel advances may be initiated by the Program Director with the approval of the Executive Director.
•
•

ALLOWABLE TRANSPORTATION EXPENSES
Purpose of this Section:
SECTION: 9.2
Page: 1 of 1
GCSO per diem allowances for meals & incidental expenses are based on the federal
Governmental Travel Regulations and directives approved by the Board of Directors.
GCSO recognizes that lodging expense reimbursement may place a hardship on our employees. Therefore, lodging reservations will be made by use of direct billing or agency credit cards, whenever possible.
Employees utilizing personal vehicles for approved official business will be reimbursed in accordance with 200 KAR 2:006.
All travel expenses are subject to the limitations defined in Section 9.1, Travel
Regulations/General Policies.

SAFETY AND REDUCTION IN WASTE
SECTION (10)
Safety Rules ................................................................................................................................10.1
Preventing Fraud, Waste, and Abuse ..........................................................................................10.2

SAFETY RULES
Purpose of This Section:
SECTION: 10.1
Page: 1 of 2
Safety is everybody's business. Safety is to be given primary importance in every aspect of planning and performing all agency activities. The agency's safety measures are intended to protect the employee against injury and minimize the potential loss of production.
•
•
•
•
•
•
•
•
•
•
•
Procedures:
(1) Safety rules include:
•
Reporting accidents, whether due to personal injury and/or damage to agency equipment or vehicle
•
•
•
Wearing seat belts in all agency vehicles
Not wearing earphones at anytime while driving any agency vehicle
Keeping agency premises and vehicles inspected for:
•
•
•
First-aid kits in all locations and agency vehicles
Fire extinguishers in all agency vehicles and locations
Keeping all areas free of debris and trash
(2) Employees shall report all injuries (no matter how slight) to their supervisor immediately.
Employees should also report to their supervisors anything that needs repair or is a safety hazard. Below are some general safety rules. Your supervisor or project director may post other safety procedures in your office, center, or work area. Supervisors will ask employees to:
Avoid overloading electrical outlets with too many appliances or machines
Use flammable items, such as cleaning fluids, with caution
Walk— don't run
Use stairs one at a time
Report to your supervisor if you or a co-worker becomes ill or is injured
Ask for assistance when lifting heavy objects or moving heavy furniture
Keep cabinet doors and file and desk drawers closed when not in use
Sit firmly and squarely in chairs that roll or tilt
•
•
•
•
Wear or use appropriate safety equipment as required in your work
Avoid “ horseplay” or practical jokes
Start work on any machine only after safety procedures and requirements have been explained (and you understand them).
Wear appropriate personal protective equipment, like shoes, hats, gloves, goggles, spats, hearing protectors, etc., in designated areas or when working on an operation which requires their use.
Keep your work area clean and orderly
Stack materials only to safe heights
Watch out for the safety of fellow employees

SAFETY RULES
•
•
Use the right tool for the job, and use it correctly
SECTION: 10.1
Page: 2 of 2
Wear latex gloves whenever handling blood/body secretions, e.g, soiled diapers, oral
• care, open cuts, flaky skin/eczema or weeping lesions
Operate agency owned motorized equipment only if authorized by your immediate supervisor.
Remember, failure to adhere to these rules will be considered serious infractions of safety rules and will result in disciplinary actions.
(3) Safety rules when operating machines and equipment:
•
•
•
Machine guards must be in place while machines are in operation
Loose clothing, jewelry or rings must be removed before operating machinery
You must have steel toe shoes and (if necessary) prescription eye protection to start
• the job
Required personal protective equipment, except for prescription glasses and steel toe shoes, will be issued to you by your supervisor.
(4) The agency will continue to provide clean, safe and healthy place to work and will provide the best equipment possible. Employees are expected to work safely, to observe all safety rules and to keep the premises clean and neat. Carelessly endangering oneself or others may lead to disciplinary action, including possible dismissal.

PREVENTING FRAUD, WASTE, AND ABUSE
Purpose of this Section:
SECTION: 10.2
Page: 1 of 1
As a federal grantee, agency associates are required to report fraud, waste, abuse, and expose corruption under Federal Grants, Cooperative Agreements and Government Contracts.
Procedure:
(1) Allegations and reports of fraud, waste, and abuse are kept confidential, and those who report suspected or alleged misdeeds may decline to give their names if they choose to remain anonymous.
(2) GCSO staff and associates are encouraged to first report suspected fraud, waste, and abuse
(or corruption) within the agency to the Executive Director. Should the Executive Director by the subject of complaint the Personnel Director shall notify the Board of Directors
Chairperson.
(This is intended to permit the agency's administration to investigate, verify, and resolve the allegations, and take corrective/disciplinary action as needed.)
(3) Reports may also be submitted to the Inspector General of the Department of Health and
Human Service for federal grants/contracts or to the Kentucky Attorney General's Frankfort office for state-funded grants/contracts. The Kentucky Auditor of Public Accounts also maintains a toll-free fraud, waste, and abuse hotline.

ADMINISTRATIVE PROCEDURES
SECTION (11)
Personnel Records .......................................................................................................................11.1
Disciplinary Procedures ..............................................................................................................11.2
Conflict Resolution Procedures ..................................................................................................11.3
Types of Terminations ................................................................................................................11.4
Visitor's Policy ............................................................................................................................11.5
Donations ....................................................................................................................................11.6
Personal Mail ..............................................................................................................................11.7

PERSONNEL RECORDS
Purpose of this Section:
SECTION: 11.1
Page: 1 of 2
The GCSO maintains personnel files on current and past employees. Personnel records are confidential and may not leave the Personnel Department.
Procedure:
(1) Present or past GCSO employees may examine their personnel files in the presence of the
Executive Director or the Personnel Director.
(2) Employees may examine and request copies of information in their files by:
•
•
•
Scheduling an appointment with the Personnel Director
Paying the cost of copying the requested information
Signing a statement reflecting the review date/time, fees charged, and document(s) copied.
Generally speaking, the Courts have interpreted the information in one's personnel file to be the property of the employee, but the paper/files on/in which the information is recorded belongs to the agency. Thus, employees must have access to their information and must clear its release. The agency is permitted to restrict its viewing and charge an individual for copying his/her records.
(3) Employee personnel files contain information required by federal, state, and local laws.
(4) General personnel inquiries should be directed to the Personnel and Orientation Director.
(5) All reference checks— whether employment verification, credit check, or other— shall be referred to the Personnel Director for handling.
(6) Personnel files are GCSO property, and the employee's confidential information is restricted.
Organizations requesting employee reference information must inquire in writing.
Employees shall sign a release of information waiver enabling information to be released by mail, telephone, or fax. Otherwise, only dates of employment, wage information, position titles, and job descriptions are ordinarily confirmed on outside reference requests.
(7) Letters of warning shall be destroyed after serving their purpose for which they were intended (usually 6-12 months). Disciplinary notices and reprimand letters will be permanentl y retained in the personnel file. All other documentation resides permanently in the employee's personnel file.

PERSONNEL RECORDS
(8) Accurate employee information on a change in name due to marriage, divorce, or change in dependents requires completing new state and federal tax forms.
SECTION: 11.1
Page: 2 of 2
(9) Mailing addresses, telephone numbers, insurance status, retirement, number of dependents, individual(s) to contact in an emergency, educational accomplishments, and other personal information are required to be maintained in GCSO personnel files.
(10) Documents in the personnel records shall be separated in accordance with the Health
Insurance Portability and Accountability Act of 1996 (HIPAA). Two personnel files shall be maintained in separated locked cabinets. A “critical file” will be maintained for information declared to be protected health information in accordance with the guidelines set forth under
HIPAA. A “non-critical file” shall be maintained for all other information.

DEBARMENT SECTION: 11.1A
Page: 1 of 1
Purpose of this Section:
The purpose of this policy is to state GCSO’s position concerning new employees and applicable debarment regulations.
Procedure:
In accordance with applicable regulations, Gateway does not enter into any transaction(s) with any business or person who has been excluded or disqualified from doing business with the federal government. The Finance Officer, or designee, shall verify all new employees are not listed on the
Excluded Parties List System (EPLS).
Written documentation shall be maintained which supports such verification and shall be kept in the bookkeeping department.

EMPLOYEE DISCIPLINE
Purpose of this Section:
SECTION: 11.2
Page: 1 of 2
The purpose of this policy is to state GCSO’s position on administering equitable and consistent discipline for unsatisfactory conduct in the workplace.
GCSO’s own best interest lies in ensuring fair treatment of all employees and in making certain that disciplinary actions are prompt, uniform, and impartial. The major purpose of any disciplinary action is to correct the problem, prevent recurrence, and prepare the employee for satisfactory service in the future.
Although employment with GCSO is based on mutual consent and both the employee and
GCSO have the right to terminate employment at will, with or without cause or advance notice,
GCSO may use progressive discipline at its discretion.
Procedure:
Progressive Discipline means that, with respect to most disciplinary problems, these steps will normally be followed: a first offense may call for a verbal reminder; a next offense may be followed by a written warning; another offense may lead to a suspension; and, still another offense may then lead to termination of employment.
Disciplinary action may call for any of the following steps: a. Verbal Reminder-A discussion with the employee at the first initial indication of a lack of
satisfactory work performance or the first violation of an established policy. The meeting
will be documented and placed in a centralized area.
b. Written Warning-If an employee fails to correct his/her performance or has violated an
established policy, a formal meeting with the program director, upon concurrence with the executive director, will take place. Written documentation with signatures will be placed in the employee’s personnel file for a period up to 12 months. c. Reprimand- If an employee continues to fail to correct his/her performance or has violated an established policy, another formal meeting with the program director, upon concurrence with the executive director, will take place. Written documentation with signatures will be
permanently placed in the employee’s personnel file accompanied by the previous
documentation. Reprimands are issued in cases of more serious infractions or after a
written warning has not produced desired results.
d. Suspension-The executive director may also order a suspension pending investigation as a
preliminary step toward termination or as the next step in progressive discipline. The
employee shall be ineligible for pay during the suspension period if he/she is subsequently
terminated. If an employee is exonerated after an investigation back pay will be allowed.

EMPLOYEE DISCIPLINE SECTION: 11.2
Page: 2 of 2 e. Termination-An employees separation after continued policy violations or failure to
improve work performance or any other appropriate reason must be approved by the
Executive Director and appropriate governing bodies if applicable. The employee will
be notified by certified mail in writing of the termination. When possible an exit conference
will be scheduled with the employee.
GCSO recognized that there are certain types of employee problems that are serious enough to justify either a reprimand, a suspension, or ,in extreme situations, termination of employment, without going through the usual progressive discipline steps.
While it is impossible to list every type of behavior that may be deemed a serious offense, the
Employee Conduct policy in Section 6 includes examples of problems that may result in immediate suspension or termination of employment. However, the problems listed are not all necessarily serious offenses, but may be examples of unsatisfactory conduct that will trigger progressive discipline.
By using progressive discipline, we hope that most employee problems can be corrected at an early stage, benefiting both the employee and GCSO.

EMPLOYEE DISCIPLINE: Child Abuse and Neglect SECTION 11.2(a)
Page 1 of 2
All agency staff are responsible for reporting suspected or known child abuse or sexual abuse as defined in 45 CFR 1304.2 to the Department of Permanency and Protection under the Kentucky mandatory reporting law.
45 CFR 1304.2 Definition of Child Abuse and Neglect:
Child abuse and neglect means the physical or mental injury, sexual abuse or exploitation, negligent treatment, or maltreatment of a child under the age of eighteen, or the age specified by the child protection law of the State, by a person including any employee of a residential facility or any staff person providing out of home care who is responsible, for the child’s welfare under circumstances indicating harm or threatened harm to the child’s health or welfare. The term encompasses both acts and omissions on the part of the responsible person.
The term sexual abuse includes the following activities under circumstances which indicate the child’s health or welfare is harmed or threatened with harm: the employment, use, persuasion, inducement, enticement, or coercion of any child to engage in, or having a child assist any other person to engage in, any sexually explicit conduct (or any simulation of such conduct) for the purpose of producing visual depiction of such conduct; or the rape, molestation, prostitution, or other form of sexual exploitation of children, or incest with children. With respect to the definition of sexual abuse, the term “child” or “children” means any individual who has not attained the age of eighteen.
(i ) “Neglect treatment or maltreatment” includes failure to provide adequate food, clothing, shelter, or medical care.
(ii) Nothing in this part should be construed as requiring or prohibiting a finding of negligent treatment or maltreatment when a parent practicing his or her religious beliefs does not, for that reason alone, provide medical treatment for a child, provided, however, that if such a finding is prohibited, the prohibition shall not limit the administrative or judicial authority of the State to ensure that medical services are provided to the child when his health requires it.
Threatened harm to a child’s health or welfare means a substantial risk of harm to the child’s health or welfare.
A person responsible for a child’s welfare includes the child’s parent, guardian, foster parent, an employee of a public or private residential home or facility or other person legally responsible under
State law for the child’s welfare in a residential setting, or any staff person providing out of home care. For purposes of this definition, out-of-home care means child daycare, i.e., family day care, group day care, and center-based day care; and at State option any other settings in which children are provided care.

EMPLOYEE DISCIPLINE: Child Abuse and Neglect SECTION 11.2(a)
Page 2 of 2
PROCEDURE:
1. Any program staff who suspects abuse involving a child connected with any of the GCSO programs will follow these procedures for reporting the incident. a. Contact the Department of Permanency and Protection immediately reporting the
suspected incident or situation.
b. The report of the suspected child abuse should contain the following information, if
known:
•
Name and address of child and parents or persons responsible for child’s care.
•
Child’s age and birth date
•
Nature and extent of the suspected abuse including any physical evidence of abuse.
•
Explanation given for suspected abuse.
•
Any other information that might be helpful in establishing cause of the abuse and identity of the abuser. c. Complete the suspected child abuse report form providing the same information
provided to Permanency and Protection and submit a copy to the Family Service
Manager, placing the original in a designated confidential file located on site in a locked cabinet. d.
The Family Service Manager will file the documentation in a locked cabinet and notify the Head Start Director that a report has been made.
2. If the suspected incident of child abuse involves a staff member the following procedures will
be followed: a. Follow the same reporting procedures in #1 above. b. The Head Start Director will notify the Executive Director. c.
If the incident occurs in a licensed facility, a report will also be made by the Head Start
Director to the State Child Care Division. d.
Depending on the severity and nature of the suspected abuse incident, staff may be suspended from work or restrictions placed on the staff member preventing them from being alone with any children pending the outcome of the investigation by the
Department of Permanency and Protection or law enforcement. e.
Permanency and Protection of law enforcement will be asked to provide information necessary to assist the agencies’ administrative team in determining appropriate personnel actions. f.
Corrective action will be determined based on the outcome of the investigation. g.
The Head Start Director will notify the State Child Care Division of the outcome of the investigation and actions taken by the agency.

CONFLICT RESOLUTION PROCEDURES
Purpose of this Section:
SECTION: 11.3
Page: 1 of 2
While the GCSO employs staff only on an "at-will" basis, the agency does endeavor to be humane and professional in its relationships with staff. The GCSO recognizes the importance of individual employees to the organization and the prompt disposition of problems affecting their status and/or welfare. The GCSO has established procedures for the orderly hearing and handling of employee conflict and dissatisfaction.
Procedure:
(1) A senior management-level review may be based on:
•
•
•
•
•
Unsatisfiable salary/wages
Hours of work
Perceived unfair treatment in the administration of discipline
Perceived unfair or unpleasant conditions relating to employment
Any personnel action perceived to be unreasonable or unfair by the employee.
(a) Employee review requests shall be given prompt and fair consideration.
(b) Employee "dissatisfaction" under this policy shall not be construed to mean or relate to allegations or charges of discrimination involving protected classes; that is, those acts of prohibited discrimination based in federal or state law and complaints of discrimination are covered in Section 7 of this manual.
(2) Review Procedure.
(a) Employees should address their supervisors orally or in writing about any conflict or dissatisfaction regarding personnel action(s) or other problem/misunderstanding taken against or involving him/her.
(b) If the employee feels that the matter is still unresolved, then the same matter should be addressed to the Executive Director. (All GCSO employees have the opportunity to address concerns or problems related to their employment to the Executive
Director at any time).
(c) An employee may choose a designated representative to present his/her problem, but such designation should be in writing unless that representative is an attorney licensed to practice law in the Commonwealth of Kentucky.

CONFLICT RESOLUTION PROCEDURES SECTION: 11.3
Page: 2 of 2
(d) The employee should present his/her problem within thirty (30) calendar days of the event which caused the employee's concern, unless he/she can show that the 30-day time limit is prevented by circumstances beyond employee's control.
(3) A request for conflict resolution or review of dissatisfaction may be filed only by a "regular" employee, that is, one who has successfully completed his/her 90-day Introductory Period.
(Any employee, "regular" or "introductory," may only file complaints of discrimination, if applicable, based in federal/state law. See Section 7.)
(4) Formal Appeal and Procedures.
Regular employees whose problem is not substantially resolved through the informal review procedure may file a formal written appeal. The
Executive Director may opt to forward employee problems/dissatisfactions received via the formal appeal process for a policy-level hearing, but only in exceptional cases. An example would be those cases where the Executive Director or a Head Start employee is involved in the employee conflict or dissatisfaction.
To file a formal, written conflict resolution or employee dissatisfaction review:
(a) A written notice of request must be served to the Executive Director within thirty
(30) days of an adverse employee action/decision/situation.
(b) A date shall be set within ten (10) working days for a review of the employee's problem or dissatisfaction.
(c) The employee, his/her supervisor, and the policy-level review committee, if any, shall be notified of the review date.
(d) The Head Start Policy Council may designate a committee to participate in conflict resolution/employee dissatisfaction reviews or hear special appeals. The Policy
Council Committee shall be composed as required by Head Start Performance
Standards Appendix A.
(e) Decisions on employee conflict/dissatisfaction reviews shall be rendered within five
(5) days of the review meeting, and all parties shall be notified of the decision in writing by the supervisor— or the Executive Director for those reviews reaching his/her level or the policy level.

TERMINATIONS
Purpose of this Section:
SECTION: 11.4
Page: 1 of 3
The GCSO is strictly an "employment-at-will" agency. The agency's hiring/firing policy assures that management shall not illegally discriminate and that all employees shall be treated with fairness, honesty, and respect.
Procedure:
(1) Types of terminations :
(a) Voluntary Termination.
Employees may terminate their employment anytime with
GCSO. Exempt staff are requested to submit a written notice of resignation one month in advance from their date of departure. Non-exempt staff should give a minimum two (2) week written notice of resignation. A minimum two (2) week written notice shall be given by any employee to be paid for any accrued leave time.
The notice shall contain the effective date of termination and reason for leaving. The use of accrued compensatory and annual leave will not be permitted during the last ten (10) working days.
(b) Reduction-In-Force.
Involuntary terminations may arise due to cutbacks in agency funding and/or programs. Efforts will be made to offer the employee any vacant position for which he/she qualifies.
(i) Every effort will be made to keep staff on payroll as long as budgetarily possible and to provide the employee a thirty (30) day notice of termination.
(ii) Primary considerations in the event of staff reductions will be given to supervisory staff. Secondary consideration will be given to seniority.
(iii) Introductory staff will not be given priority over regular staff; regular staff on disciplinary status will be given lower standing for retention than all other regular staff not currently on disciplinary report.
(iv) Reduction-in-force termination decisions will also be based upon regular employee's Performance Appraisal scores; all other factors being equal,
Performance Appraisal scores will (in inverse order) determine the order of reduction/termination.
(c) Involuntary Termination.
All involuntary terminations are ordered by the
Executive Director upon the recommendation of supervisory staff.

TERMINATIONS SECTION: 11.4
Page: 2 of 3
(2) Summary Removal. The Executive Director may order the summary termination and/or removal of any employee who in his/her considered judgment represents a clear and present danger or threat to other employees, clients, or agency property.
(3) Typical Grounds for Involuntary Termination:
(a) Misconduct — Unacceptable conduct during working hours or off-duty. These may include a serious violation of the agency's Code of Conduct (see Section 6.2 and the
Principles of Ethical Conduct in the Appendix of this manual), a violation specifically prohibited under GCSO orders, insubordination, and other deviations from acceptable standards of employee behavior.
(b) Malfeasance in Office — Wrongfully using one's position with GCSO. This includes using one's position for unauthorized or illegal employee financial gain or using one's position to promote disorder or violence within the agency or community.
(c) Personal Unsuitability — Emotional instability, poor attitude, breach of confidentiality, falsification or misuse of records, or use of alcohol/drugs on premises/vehicles/agency time. (This list is limited and non-inclusive.) Generally, this would include any employee behavior which limits one's effectiveness and tends to discredit the employee and/or the agency.
(d) Unsatisfactory Performance of Duty — Deficiencies in job performance that may have been documented for a short-term or over an extended time. Failure to demonstrate one's proficiency and effectiveness in the job, as reflected on their
Performance Approval is material evidence of this provision. Other examples under this heading would include misrepresentation, falsifying or misusing records, violating employee/client confidentiality, violating the Drug-Free Workplace requirements (see the "Drug-Free Workplace" policy in the Appendix), inability to get along with fellow staff, pattern absenteeism/tardiness, or repeat violations of the dress code or basic standards of professionalism. (Once again, this list is presented only for the purpose of providing illustrations of unacceptable employee behavior and is not intended to be all-inclusive.)
Cross Reference: See Section 6.2, "Standards of Employee Conduct."
(4) Consultations and Concurrence.
Some projects require the involvement and/or concurrence of policy committees — in Head Start, for example — pertaining to the involuntary termination of project staff. GCSO shall adhere to all such regulatory requirements.

TERMINATIONS SECTION: 11.4
Page: 3 of 3
(5) Termination Explanation. The reasons for an employee's termination may or may not, at the Executive Director's discretion, be stated. There is no legal requirement regarding advising employees why they are being terminated. At the point of employee termination, the Executive Director's objective is quite clearly and simply to protect the interest of the agency in all respects.
(6) Exit Interview/Conference. Each employee shall, whenever possible, have an exit interview or conference. At that face-to-face conference with his/her supervisor, project director or other designee, any agency keys, PP&P Manuals, employee badges or other agency property in the possession of the employee shall be retrieved.
Whenever possible, the Executive Director (or personnel director or other designee) shall conduct an employee "Exit Interview." Its purpose is:
(1) to ascertain insights into how the agency's working environment, management, policies and procedures are perceived;
(2) to obtain terminating employee's assessment on agency strengths and needs— including training needs— and recommendations for agency improvement;
(3) to seek to resolve/prevent conflict, when present; and
(4) to seek to assure that all persons leaving the agency, whether voluntarily or not, leave with their best possible regards for the agency
(7) All terminations will be supported, at a minimum, by completion of a “Notice of Personnel
Action Form”, which must be initiated by the applicable Program Director and approved by the Executive Director. In the event the personnel is Head Start staff, the date of the Policy
Council approval will be noted on the termination notice. The written notice will be mailed to the terminated staff by” certified mail, return receipt requested” within five (5) days of the termination and/or Policy Council approval.
(8) It is the responsibility of the applicable Program Director to ensure all terminations/separations are reported to the Payroll Bookkeeper via completion of a “Notice of Personnel Action Form”.

VISITORS POLICY
Purpose of this Section:
SECTION: 11.5
Page: 1 of 1
It is in the interest of the agency to regulate access to agency premises and records. Staff generally have reasonably free access, while visitors do not.
Procedure:
(1) Visitors are required to "check in" with the supervisor, secretary or receptionist at each
GCSO location or place of business. Visitors are not permitted free access to agency premises nor any access to agency records except through formal, legally-mandated request procedures (see Section 12.1 regarding the public availability of records).
(2) A person who is not a current employee is a visitor. A former employee — one no longer employed by the agency — is a visitor. All non-staff persons are subject to the Visitors
Policy.

DONATIONS
Purpose of this Section:
SECTION: 11.6
Page: 1 of 2
The agency's IRS 501 (c) (3) tax-exempt status and designation is the legal basis for the taxdeductibility of all private donors' contributions to the agency, its Mission and plan(s) of work.
Therefore, any and all contributions for which donors seek, expect or desire supporting evidence of such contributions for tax purposes shall be made to the agency, not an/any agency program or subgroup. The agency is under no obligation to provide supporting evidence of its tax-exempt status or the receipt of donor/taxpayer — presumed tax-deductible gifts unless such gifts are appropriately presented by the donor/taxpayer and received on behalf of the agency by the executive director — who shall be responsible for providing donors' the IRS-required documentation for eligible gifts under this policy. This policy does not preclude donors from earmarking gifts for designated purposes so long as the executive director concurs in writing at the time such gifts are accepted.
(1) Donations, gifts, bequests, etc. shall be made to Gateway Community Services Organization,
Inc.
in all cases where the donor or benefactor intends, desires, or requests to claim the contribution as a tax deduction. The U.S. Internal Revenue Service (IRS) has strict requirements regarding the documentation and use of tax-deductible contributions to 501
(c)(3) tax exempt corporations.
(2) The GCSO, Inc executive director or his/her designee(s) shall be responsible for receiving eligible (for tax exemption) gifts, explaining the transaction and documentation requirements pursuant to this policy, and (where appropriate) providing the donor(s) appropriate verification of the agency's receipt and (if known or designated) the proposed use of the gift(s).
(3) Donors may earmark or designate gifts for specific purposes according to their desire, but such restrictions will only be binding if agreed in writing on behalf of the agency by the executive director. Donors will be encouraged to allow the agency Board of Directors flexibility in determining the usage of contributions and gifts.
(4) Donations of any kind made directly to any agency program but not through the central administration and accounting shall not be eligible for treatment as a legitimate taxdeductible gift received by the agency. Only the agency is tax-exempt, not its sponsored projects; therefore, only gifts made to and received by the agency qualify for tax deductibility.
(5) All funds, property, securities, or other tangible assets received by the agency shall be safeguarded, handled through and accounted for by the agency's financial and accounting systems in accordance with approved procedures and requirements.
(6) Non-Federal Share Contributions.
This policy is not intended to hamper or interfere with the acquisition, accounting and use of non-federal share “matching”

DONATIONS SECTION: 11.6
Page: 2 of 2 share contributions — including “in-kind” — which are required by most of the agency's federal and federal-state pass-through grants. The executive director shall take care to ensure that this policy does not deter the agency's ability to generate required matching share monies for its grants.
(7) Staff shall advise donors of the requirements and limitations of this policy and its potential impact on the treatment of their gift(s) with respect to federal-state tax consequences, that is, the potential deductibility of their contributions.

PERSONAL MAIL
Purpose of this Section
SECTION: 11.7
Page: 1 of 1
On occasion, certain pieces of so-called “personal” mail may arrive at the agency post office box(es) or address(es); sometimes it is labeled — such as “personal,” “confidential,” etc.; sometimes not. It is the agency intent to respect private communications; however, staff are advised that the agency address is not the place to receive such mail and all mail received at an agency address is deemed to be agency-related mail. Any mail received at an agency address may be opened and distributed accordingly to usual practice. In most cases, that means that a secretary or clerk will open and distribute all mail received. All staff should take prior care to see that “private” or
“personal” mail is sent to other than an agency address if they would object to its being opened, seen, or known by other co-workers.
(1) All mail — including E-Mail (electronic mail) received at an agency address is considered on face value to constitute agency and business mail.
(2) All staff shall give their agency address for the receipt of agency/business mail; if they should receive personal or private mail at the business address, it will be handled the same as any other piece of business mail.
(3) Staff shall provide correspondents their desired non-agency address should they wish to receive mail of a personal, private, or confidential nature.
(4) The agency staff will not blatantly disregard restrictive notations on mail addressed to its staff. If observed or noted, these will be respected, but the fact is that in practice most pieces of mail are opened before being reviewed, sorted, and distributed. The agency will assume no responsibility for such mail opened “by mistake” or for the unintentional disclosure or observation of the contents therein.
(5) The agency assumes no responsibility for forwarding mail sent to individuals at an agency address.
(6) It is our understanding that this general issue has been tested in the highest courts of the U.S. and that by case law decision, and thus by definition, all mail received at a business address is in fact always deemed to be “business mail.”
Therefore, any and all staff with concern over their “personal” mail being opened at the agency address should take prior care that their private correspondence be sent elsewhere.

PUBLIC INFORMATION POLICY
SECTION (12)
Public Information Policy ...........................................................................................................12.1

PUBLIC INFORMATION POLICY
Purpose and Procedure:
SECTION: 12.1
Page: 1 of 1
(1) Public Availability of Records.
The business of the agency will be enacted publicly and available to the public as soon as possible after its enactment. Communications, personnel information, and internal memoranda concerning operations are considered confidential.
GCSO is a private, non-profit agency operating federal/state government contracts. Thus, it is bound by its many public access/"sunshine law" regulations. Information concerning the use of public funds, including staff salaries/wages, will be made available to any bona fide member of the press upon request. Any private citizen wishing information, such as described above, must address his/her written Freedom of Information Act request to the
Executive Director stating the reason for such data.
(2) News Releases.
The agency will see that newsworthy (non-confidential) information is presented to the attention of the press. All news releases will meet the Executive Director's approval and shall be structured in such a way to create credibility. If a mass media entity fails to respect the release date of an article, this will be considered a violation of the agency's confidence. This may constitute a basis to cease voluntarily providing news releases to the offending entity.
(3) Agency Spokesperson.
The Executive Director is the designated official who shall speak authoritatively for the agency. No other staff person is authorized unless specifically delegated to do so by the Executive Director. Employees approached by the news media should inform the Executive Director and refer news media inquiries to him/her.

HEAD START/CHILD DEVELOPMENT POLICIES AND PROCEDURES
SECTION (13)
Head Start Directors Role ...........................................................................................................13.1
Head Start Policy Council ...........................................................................................................13.2
Head Start Policy Council Personnel Committee .......................................................................13.3
Head Start Child Development Hiring Procedures .....................................................................13.4
Child Development Credentials, Requirements for Head Start ..................................................13.5
Internal Dispute Resolution ........................................................................................................13.6
Standards of Conduct ..................................................................................................................13.7

HEAD START DIRECTOR’S ROLE
Purpose of this Section:
SECTION: 13.1
Page 1 of 1
The GCSO Head Start Director is responsible for the oversight of program operations in accordance with Head Start Performance Standards, applicable local, state and federal laws, and GCSO Personnel Policies and Procedures.
RESPONSIBILITIES:
The Head Start Director shall exhibit leadership ability, good interpersonal skills, the ability to manage a budget, effective human services management, and an understanding of the Head Start philosophy. The responsibilities are outlined in the job description. The Executive Director has supervisory authority of the Head Start Director

HEAD START POLICY COUNCIL
Purpose of this Section:
SECTION: 13.2
Page 1 of 1
The Head Start Policy Council is the primary vehicle for insuring that the parents of enrolled children, and the community at large, share in the governance of the Head Start program, participate in the planning and evaluation of the program, and provide for the delivery of high quality services to children and families. It is constituted and functions according to 45
CFR Part 1304.50 and Appendix A to Part 1305.50.
Procedure:
•
(1) The Policy Council responsibilities are outlined in Head Start Performance
Standards 1301-1310, approved local Written Plans and Procedures, and GCSO policies.

This section was deleted.
Section 13.3
Page 1 of 1

HEAD START CHILD DEVELOPMENT HIRING
PROCEDURES
Purpose of this Section:
SECTION 13.4
Page 1 of 1
The GCSO Head Start program hires employees consistent with state and federal child care laws and regulations including the Head Start Act and 45 CFR Part 1301 through 1308 and related parts, called the Performance Standards.
Procedure:
(1) GCSO Child Care/Head Start applicants and prospective employees must provide a completed agency employment application and additional information including:
•
Criminal Record Check (including the employee’s thumb print, Child
Abuse/Neglect Reporting Check and Nurses Registry)
•
A documented physical exam (a copy of the physical must be placed in their personnel file)
•
A TB skin test or assessment (a copy of the TB skin test must be in their personnel file)
(2) Personal and employment references are verified prior to and contribute toward the decision to employ the person. Head Start applicants must provide a thorough personal and employment history. The GCSO shall research applicant information, confirming references, the person’s work and personal history, and other mandated information including:
•
Child abuse and/or neglect convictions or complaints
•
Convictions for violent crimes
•
Authorizing the agency to perform a Kentucky Criminal Records Check and
Central Registry Check.
(3) The GCSO retains reference information separate from personnel file.
(4) Prospective employees in a sensitive position must have a negative pre-employment drug test on file in Central Office before beginning employment.
(5) Prior to beginning assigned duties, a satisfactory criminal background check must be in place.
(6) An employee cannot be alone with the children until satisfactory child abuse and neglect registry check information is received.

CHILD DEVELOPMENT CREDENTIALS, SECTION 13.5
REQUIREMENTS FOR HEAD START Page 1 of 1
Purpose of this Section:
The GCSO will employ only those persons in teaching positions who meet applicable minimum educational requirements and are capable of providing a high quality educational experience for children in a safe and healthy environment and who can promote the social and emotional development of children and encourage family involvement.
Procedures:
(1) The GCSO will, at a minimum, comply with the Head Start Act provisions for professional and degree requirements and Head Start memorandums and instructions related to credentialing.
(2) Staff will be fully informed of the requirements for professional credentials.
(3) Head Start staff are referred to the Head Start operational procedures for guidance in qualifications and credentials.

INTERNAL DISPUTE RESOLUTION
Purpose:
SECTION 13.6
Page 1 of 3
The GCSO embraces the principle of shared governance and values the participation of parents in the administration of a high quality Head Start program. In accordance with 45 CFR
1304.50(h), the Policy Council and Board of Directors jointly adopt a plan to resolve disputes or a possible impasse between the bodies.
Procedures:
(1) In the case of an impasse or serious dispute among the Policy Council, the Board of Directors, and/or the Executive Director and Head Start Director, the GCSO will attempt to resolve the issue by fair and open discussion and compromise
(2) If the dispute is not resolved in the above manner, then an Internal Dispute
Resolution procedure will be implemented
(3) The Internal Dispute Resolution procedure first uses a mediator to assist in the resolution.
(4) If mediation fails, the procedure then moves to binding arbitration.
(5) Please refer to the Head Start operational procedures for details on a step by step guidance for dispute resolution.
(6) An Internal Dispute exists any time when the Policy Council and the Governing
Board disagree on an item that requires joint action. The steps for resolving the dispute are as follows:
• Informal discussion
• Mediation
• Arbitration
(7) Informal Discussion will be conducted as follows:
• Attempts will be made to discuss the intentions of the groups prior to submission of materials to vote. Discussions will be held to determine any possible objection
• If the vote is split, one for one against
, it will be the responsibility of the Director from the last body that votes to notify the Director of the first body that an internal dispute exists .
This notification must take place in writing within five (5) working days.
(8) If the dispute cannot be resolved by informal discussion, the dispute will go into the mediation process and will be conducted as follows:
• The Head Start Director will be responsible for notifying the Policy Council
• The Executive Director will be responsible for notifying the Gateway Agency
Board.
• Upon impasse, the Head Start Director, Policy Cou ncil
Chairperson, Executive Director and Board Chairperson shall meet with a mediator to examine and work out the differences,
• The mediator will be the first person from the following list that would be
INTERNAL DISPUTE RESOLUTION SECTION 13.6

available at a time convenient for all parties
•
Mediator List
Page 2 of 3 a) Counselor b) Minister c) Professional business person d) Community leader e) Community member
• Mediation must take place within f i ve (5) working days of written notice o f impasse. If mediation does not provide a consensus from the two groups, they must move to binding arbitration.
(9) If the impasse moves from mediation to binding arbitration, the following procedure will be followed.
•
A panel of three (3) arbiters shall conduct the arbitration, one to be
Designated by the agency, one to be designated by the policy group, and the third, which will be the chairperson of the arbitration panel, to be designated by the other two members
•
When the agency decides to submit the impasse to arbitration, it shall notify all parties in writing the impasse is to be resolved by binding arbitration. The notice shall include:
•
A statement of the issue on which the agency and the policy group are at impasse,
•
The name and address of the persons the agency has designated as the arbitration panel,
•
A request that the policy group designate a member of the arbitration panel within seven (7) days of the receipt of the notice and instruct him/her to communicate immediately with the person designated by the agency for the purpose of selecting the third member of the panel.
(10) Failure by the policy group to designate an arbiter within seven (7) days of the receipt of the Notice of Arbitration shall be a default, and shall be considered to be approval of the agency's proposed action.
(11) The Arbitration Panel shall schedule an arbitration hearing within a reasonable time; not more than twenty (20) days after the designation of the third arbiter.
(12) The hearing shall be held in the locality of the Head Start agency, but not at the agency, at a place fixed by the Arbitration Panel with consideration for the convenience of the parties.
(13) The agency shall assume any expenses entailed by the arbitration and shall provide clerical and other support as needed.
(14) Oral presentation of the policy group's position, including minority views if there are any.
INTERNAL DISPUTE RESOLUTION SECTION 13.6
Page 3 of 3

(15) Response by both parties to such questions as the panel wishes to ask.
(16) Informal cross-examination of each party by the other, within the limits allowed by each panel.
(17) Such additional presentation or oral or written materials as the panel deems necessary to fully apprise it of relevant facts for an informed decision. The parties may suggest to the panel additional relevant witnesses or materials that would be helpful to the panel.
(18) If the panel needs additional material such as budget statements, Head Start regulations or other materials of that nature, the agency has the duty to provide the panel with such documents.
(19) Both parties are obligated to act in good f aith before and during the proceedings.
Neither party may communicate with arbitrators once the panel has been selected except at forma l meetings attended by all parties. Any attempts to intimidate an arbitrator shall be reported to the Regional Office and shall result in a default judgment against the party guilty of it
(20) Refusal to comply with directions, continued use of delaying tactics by any person at the hearing, or other obstructive tactics shall constitute grounds for immediate exclusion of such person from the hearing by the chairperson.
(21) The arbitration panel shall issue its decision in writing fifteen (15) days after the panel meeting. Copies shall be sent promptly to the grantee and the policy group.
(22) The final decision shall be binding on both parties and there shall be no appeal.
Failure to abide by the final decision by the agency is grounds for denial of the application for refunding, for suspension and termination of financial assistance or for denial of the application for amendment the budget or work program.
STANDARDS OF CONDUCT SECTION 13.7
Page 1 of 1

Purpose:
The GCSO maintains a high standard of conduct for all personnel, and in addition for
Child Development/Head Start personnel, requires appropriate professional conduct in relation to the children, parents and community. The standards of conduct comply with all applicable
Head Start Performance Standards, state and federal law as well as this organization’s policies.
Procedures:
(1) These standards apply to all Child Development/Head Start staff, consultants, and volunteers.
(2) This agency will respect and promote the unique identity of each child and family and refrain from stereotyping or discriminating in any manner.
(3) Equal opportunity will prevail in the classroom and respect and encouragement will be accorded to adult males and their involvement, to intergenerational and community involvement, and to boys and girls equally and be reflective of the diversity of all children.
(4) The program will maintain strict confidentiality of information concerning children, families, and personnel.
(5) Staff will read, sign, and abide by GCSO Principles of Ethical Conduct and Statement of Confidentiality. Those documents are attached and made a part of these Personnel
Policies.
(6) Classroom staff rations will be maintained and no child will be left alone or unsupervised.
(7) Corporal punishment-the use of physical force as a disciplinary measure-is unallowable.
(8) No child will be subjected to emotional or physical abuse or humiliation. Isolation of children, or the use of fold or basic needs as rewards or punishment, is not allowed.
(9) The GCSO will use positive, non-punitive methods of guidance and discipline.
(10) On-going and regular training of staff, consultants, volunteers, and families will be provided in the area of positive discipline
(11) Violation of the Standards of Conduct will not be tolerated.

NOTICE OF PRIVACY PRACTICES SECTION 14
Page 1 of 5
GCSO is strongly committed to protecting private information of its employees and dependents.
Safeguards are in place to assist in that protection. Only certain individuals will be granted access to Protected Health Information (PHI). GCSO will follow all of the requirements of the
HIPAA privacy policy. While GCSO is a fully insured health insurance provider, there are instances where limited protected health information must be gathered from employees to satisfy applicable Federal and State requirements. Situations that require obtaining PHI are as follows:
From the employees:
Family and Medical Leave (FML)
•
PHI under FML must be gathered to ensure compliance with FML.
•
Employees are required to submit a FML request, which details the nature of the request in order to determine eligibility.
•
FML requests require approval of the Personnel Director and Executive Director. The
Program Director, immediate Supervisor, and staff (only when necessary) shall be notified only of the leave status (not the reason for the leave) so that staffing arrangements may be made.
American Disabilities Act (ADA)
•
Employees with a health condition that qualifies under the American Disabilities Act may require reasonable accommodation.
•
PHI will be used to make reasonable accommodation, which will allow the employee to perform their job. It will also be used to help ensure the well being of the employee.
•
PHI under ADA will be disclosed to those employees responsible for or affected by the reasonable accommodation. It may also be disclosed to other employees if a situation arises that requires emergency assistance for the employee (a diabetic, for example).

NOTICE OF PRIVACY PRACTICES SECTION 14
Page 2 of 5
Worker’s Compensation
•
PHI must be gathered to comply with the Worker’s Compensation contract.
•
A claim must be submitted that details the nature of the incident.
•
The claim will be submitted to the Worker’s Compensation Insurance
Provider to ensure payment, the immediate supervisor will be notified so that
staffing arrangements can be made, and the Executive Director will be
notified to ensure the location of the incident is not in violation of safety
precautions and/or hazardous to other employees.
Flexible Spending Account (FSA)
•
GCSO offers a FSA to eligible employees as a fringe benefit.
•
In order to provide payment under FSA, a request for reimbursement must be submitted.
The request must detail enough information to ensure the costs are allowable.
•
The request is submitted to the Personnel Director to verify eligibility and that only information necessary to complete the transaction is detailed. Details concerning diagnostic information not desired and are strongly discouraged. Once verified, the request is submitted to the bookkeeper for payment. The request then flows through the appropriate channels of disbursement procedures.
Personnel Files
•
Compliance of applicable contracts with funding source require gathering
certain PHI. (example: Head Start staff must have physicals to obtain a
commercial driver’s license, TB skin test and pre-employment and random
drug testing)
•
PHI will be used only to ensure compliance with applicable regulations.
•
The documentation (except for the drug test results) will be placed in the
employee’s “critical” personnel file. Drug test results are kept by the Head
Start Personnel Manager with the Program Director having access. Failure of
a drug test will requires notifying the Program Director and the Executive
Director immediately. No employee shall have access to the results of their
drug test.
NOTICE OF PRIVACY PRACTICES SECTION 14

Page 3 of 5
On-Site Personnel Files
•
Certain regulations require PHI to be maintained “on-site”.
•
The State of Kentucky Day Care Division must license each of GCSO’s Head Start
Centers. The department requires that Head Staff field staff’s personnel files shall be maintained in partial duplicate to satisfy requirements set forth by Day Care regulations
(TB skin test, drug testing, CDL physicals, etc.)
•
On-site personnel file information may viewed by day care licensing at any point they are on site and wish to see the information.
Health Insurance
•
GCSO is fully insured, therefore only information required to enroll/remove the employee and/or dependents in the group health insurance plan is gathered.
•
The information will only be used to provide the employee with health insurance under the group plan. Following enrollment, the personnel manager will not inquire about employee claims on their behalf. All claim questions will be directed to the insurance company’s benefit department.
•
The application for health insurance coverage will be submitted to the health insurance carrier.
Sick Leave
•
In accordance with GCSO Personnel Policies and Procedures, section 4.4, sick leave absences in excess of three days, may require a doctor’s excuse.
•
Sick Leave documentation will only be used to prevent abuse of sick leave. The excuse should not contain diagnostic information.
•
The doctor’s certification will be attached to the time sheet to signal the payroll bookkeeper to pay the employee for the sick leave.
NOTICE OF PRIVACY PRACTICES SECTION 14

Page 4 of 5
P ARTICIPANTS IN GCSO PROGRAMS
Adult Day Care (ADC)
•
The ADC center provides care for eligible senior citizens. PHI must be maintained in accordance with applicable regulations.
•
Staff must know of any health conditions and/or medications of the participants.
•
Each employee and/or monitoring teams at the ADC center will have access to the PHI.
Medical Services for Head Start children
•
PHI must be gathered to provide care for the children in accordance with Federal/State regulations.
•
The information will be used to provide medical care and/or emergency treatment for the children.
•
Head Start staff will have access to all PHI that is necessary to provide required services for the children.
Other Health related programs
•
PHI must be gathered to adequately assess the client’s needs.
•
The information will be used to determine the appropriate level of care and/or services.
•
GCSO staff will have access to all PHI that is necessary to secure services for the clients. Client’s PHI shall be stored and maintained in accordance with grant requirements.
GCSO does not accept PHI electronically. All employees are urged not to submit any PHI via Fax.
Employees who do send PHI by fax, do so at their own risk.
Employees have the right to access PHI as maintained in their ‘critical’ personnel file. They may do so by following GCSO P&P, Section 11.1. Any copies must be made by the personnel director or designee.
NOTICE OF PRIVACY PRACTICES SECTION 14

Page 5 of 5
Any employee who feels their privacy has been violated shall notify the Personnel Manager immediately. The Personnel Manager shall document and investigate all complaints. Warranted violations of privacy shall require disciplinary actions as defined in GCSO P&P, Section 11.4.
The Personnel Director and/or designee, the HS Personnel Director and/or designee, shall have access to the PHI. Program Directors and the Executive Director shall have access only when necessary to ensure compliance with applicable regulations and policies and procedures. Emergency rescue workers and other staff may be made aware of the PHI when the safety of the employee is in question. Funding sources, monitors and courts of law have access to PHI.
PHI shall be maintained in the central office (and on-site as previously noted) and shall be kept locked. No PHI shall be left unattended and will be removed from plain view when unauthorized employees enter the room. Any PHI that must be discussed between employees shall be discussed quietly behind closed doors.
Under no circumstances will PHI be used in making employment decisions.