EMPLOYEE
HANDBOOK:
A ready reference during your career with
Boys & Girls Clubs of Garden Grove
Rev. 08/2021
Contents
SECTION 1: INTRODUCTION AND GENERAL STATEMENTS ......................................................................................................... 6
01.01 WELCOME ..................................................................................................................................................................... 6
01.02 MISSION AND VISION .................................................................................................................................................... 6
01.03 HANDBOOK DISCLAIMER .............................................................................................................................................. 6
SECTION 2: GOVERNING PRINCIPLES OF EMPLOYMENT .......................................................................................................... 24
02.01 EQUAL EMPLOYMENT OPPORTUNITY......................................................................................................................... 24
02.02 DIVERSITY, EQUITY, AND INCLUSION POLICY ............................................................................................................. 24
02.03 PREVENTING DISCRIMINATION, HARASSMENT, BULLYING, AND RETALIATION ......................................................... 25
02.04 DRUG-FREE AND ALCOHOL-FREE WORKPLACE ........................................................................................................... 26
02.05 WORKPLACE VIOLENCE PREVENTION......................................................................................................................... 30
02.06 CHILD ABUSE NOTIFICATION POLICY .......................................................................................................................... 31
02.07 CODE OF ETHICS .......................................................................................................................................................... 32
02.08 INJURY AND ILLNESS PREVENTION PROGRAM............................................................................................................ 36
02.09 SEARCH AND INSPECTION POLICY ............................................................................................................................... 40
02.10 TECHNOLOGY AND SOCIAL MEDIA POLICY ................................................................................................................. 41
SECTION 3: OPERATIONAL POLICIES ......................................................................................................................................... 25
03.01 AT-WILL EMPLOYMENT RELATIONSHIP ...................................................................................................................... 25
03.02 ACCOMODATING EMPLOYEES WITH DISABILITIES ...................................................................................................... 25
03.03 VERIFICATION OF ELIGIBILITY TO WORK IN THE UNITED STATES ............................................................................... 25
03.04 EMPLOYMENT APPLICATIONS..................................................................................................................................... 28
03.05 EMPLOYMENT REFERENCE CHECKS ............................................................................................................................ 28
03.06 EMPLOYMENT BACKGROUND CHECK POLICY ............................................................................................................. 28
03.07 POST-OFFER MEDICAL EXAMS .................................................................................................................................... 28
03.08 INTRODUCTORY PERIOD ............................................................................................................................................. 29
03.09 NEW EMPLOYEE ORIENTATION .................................................................................................................................. 29
03.10 ID BADGES ................................................................................................................................................................... 29
03.11 HIRING AND EMPLOYMENT OF RELATIVES AND THOSE IN CLOSE PERSONAL RELATIONSHIPS.................................. 30
03.12 EMPLOYEE CLASSIFICATIONS AND CATEGORIES OF EMPLOYMENT ........................................................................... 30
03.13 LACTATION ACCOMODATION ..................................................................................................................................... 29
03.14 EMPLOYEE LITERACY ................................................................................................................................................... 29
03.15 JOB DESCRIPTIONS ...................................................................................................................................................... 29
03.16 PERSONNEL RECORDS ................................................................................................................................................. 29
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03.17 PERFORMANCE REVIEWS ............................................................................................................................................ 30
03.18 JOB POSTINGS AND PROMOTIONS ............................................................................................................................. 30
03.19 CORRECTIVE ACTION ................................................................................................................................................... 31
03.20 EMPLOYMENT REFERENCES AND VERIFICATIONS ...................................................................................................... 33
03.21 EXIT INTERVIEW PROCESS........................................................................................................................................... 34
SECTION 4: HOURS OF WORK, OVERTIME, PAY DAYS, AND TIMEKEEPING .............................................................................. 35
04.01 HOURS OF WORK ........................................................................................................................................................ 35
04.02 DAY OF REST ................................................................................................................................................................ 35
04.03 MEAL AND REST PERIODS ........................................................................................................................................... 35
04.04 COOL DOWN RECOVERY PERIODS .............................................................................................................................. 36
04.05 OVERTIME PAY ............................................................................................................................................................ 36
04.06 OTHER TYPES OF PAY .................................................................................................................................................. 36
04.07 PLACE AND TIME FOR PAYMENT OF WAGES .............................................................................................................. 36
04.08 CLOCKING IN AND OUT AND TIME RECORDING ......................................................................................................... 37
04.09 FAILURE TO COMPLY ................................................................................................................................................... 37
SECTION 5: WORKPLACE STANDARDS ...................................................................................................................................... 39
05.01 COMPANY PROPERTY AND CONFIDENTIAL AND PERSONAL INFORMATION .............................................................. 39
05.02 EXTERNAL COMMUNICATION..................................................................................................................................... 39
05.03 OUTSIDE ATTORNEYS AND INVESTIGATORS ............................................................................................................... 40
05.04 APPEARANCE GUIDELINES .......................................................................................................................................... 40
05.05 ATTENDANCE .............................................................................................................................................................. 42
05.06 TIME OFF NOTIFICATION............................................................................................................................................. 42
05.07 WHISTLEBLOWER POLICY ............................................................................................................................................ 42
05.08 OPEN COMMUNICATION POLICY ................................................................................................................................ 43
05.09 CONFLICTS OF INTEREST AND OUTSIDE EMPLOYMENT.............................................................................................. 43
05.10 PERSONAL CONDUCT POLICY ...................................................................................................................................... 46
05.11 TELECOMMUTING AND REMOTE WORK .................................................................................................................... 48
05.12 USE OF WORK TIME .................................................................................................................................................... 50
05.13 SOLICITATIONS AND DISTRIBUTION............................................................................................................................ 50
05.14 WORKPLACE CLEANLINESS .......................................................................................................................................... 50
05.15 USE OF EQUIPMENT .................................................................................................................................................... 47
05.16 VISITORS IN THE WORKPLACE ..................................................................................................................................... 47
05.17 TRAVEL ON AGENCY BUSINESS ................................................................................................................................... 48
05.18 BUSINESS EXPENSES .................................................................................................................................................... 48
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05.19 SAFETY ISSUES ............................................................................................................................................................. 48
05.20 ELECTRONIC SURVEILLANCE ....................................................................................................................................... 49
05.21 SMOKING .................................................................................................................................................................... 49
SECTION 6: TRANSPORTATION POLICIES .................................................................................................................................. 51
06.01 DRIVING BGCGG VEHICLES .......................................................................................................................................... 51
06.02 DRIVING A PERSONAL VEHICLE WHILE ON DUTY ........................................................................................................ 51
SECTION 7: BENEFITS ................................................................................................................................................................ 53
07.01 DISABILITY INSURANCE ............................................................................................................................................... 53
07.02 MEDICAL, DENTAL, AND VISION INSURANCE .............................................................................................................. 53
07.03 LIFE INSURANCE .......................................................................................................................................................... 53
07.04 VOLUNTARY PLANS ..................................................................................................................................................... 53
07.05 PREMIUM PAYMENTS FOR EMPLOYEES ON LEAVE..................................................................................................... 53
07.06 CONVERSION AND POST-EMPLOYMENT INSURANCE OPTIONS ................................................................................. 54
07.07 INSURANCE COVERAGE INFORMATION ...................................................................................................................... 54
07.08 EMPLOYEE ASSISTANCE PROGRAM (EAP) ................................................................................................................... 54
07.09 401(K) PLAN ................................................................................................................................................................ 54
07.10 PERSONAL TIME OFF (PTO) ......................................................................................................................................... 56
07.11 BENEFITS CONTINUATION (COBRA) ............................................................................................................................ 57
07.12 BGCGG OBSERVED HOLIDAYS ..................................................................................................................................... 57
07.13 TIME OFF FOR RELIGIOUS REASONS ........................................................................................................................... 58
07.14 BEREAVEMENT PAY ..................................................................................................................................................... 58
07.15 JURY DUTY OR WITNESS PAY....................................................................................................................................... 58
SECTION 8: LEAVES OF ABSENCE .............................................................................................................................................. 57
08.01 GENERAL PROVISIONS APPLICABLE TO ALL LEAVES OF ABSENCE ............................................................................... 57
08.02 FAMILY AND MEDICAL LEAVES.................................................................................................................................... 57
08.03 PREGNANCY DISABILITY LEAVE ................................................................................................................................... 64
08.04 MILITARY LEAVE .......................................................................................................................................................... 65
08.05 WORKERS COMPENSATION LEAVE ............................................................................................................................. 67
08.06 DISCRETIONARY MEDICAL LEAVE ................................................................................................................................ 67
08.07 PERSONAL LEAVE ........................................................................................................................................................ 68
08.08 LEAVE FOR VICTIMS OF CRIME OR ABUSE (INCLUDING DOMESTIC VIOLENCE, SEXUAL ASSAULT, OR STALKING).... 68
08.09 CRIME VICTIM’S LEAVE ............................................................................................................................................... 68
08.10 SCHOOL ACTIVITY LEAVE ............................................................................................................................................. 69
08.11 DRUG AND ALCOHOL REHABILITATION LEAVE ........................................................................................................... 69
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08.12 MILITARY SPOUSE AND DOMESTIC PARTNER LEAVE .................................................................................................. 70
08.13 VOLUNTEER FIREFIGHTER, RESERVE PEACE OFFICER, AND EMERGENCY RESCUE PERSONNEL LEAVE ....................... 70
08.14 CIVIC AIR PATROL LEAVE ............................................................................................................................................. 70
08.15 TIME OFF FOR VOTING LEAVE ..................................................................................................................................... 71
08.16 CATASTROPHIC LEAVE................................................................................................................................................. 71
08.17 ORGAN DONOR OR BONE MARROW TRANSPLANT LEAVE ......................................................................................... 71
08.18 CALIFORNIA PAID SICK LEAVE (CSL) ............................................................................................................................ 71
08.19 STATE DISABILITY INSURANCE (SDI) ............................................................................................................................ 72
08.20 PAID FAMILY LEAVE (PFL) ............................................................................................................................................ 73
08.21 UNEMPLOYMENT INSURANCE .................................................................................................................................... 73
08.22 FAILURE TO RETURN FROM LEAVE.............................................................................................................................. 73
SECTION 9: ACKNOWLEDGMENTS OF RECEIPT ........................................................................................................................ 74
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SECTION 1: INTRODUCTION AND GENERAL STATEMENTS
01.01 WELCOME
Boys & Girls Clubs of Garden Grove’s (BGCGG) primary goal is to exemplify our mission statement, support our vision, and
be leaders in youth development and family strengthening through the dedicated hard work and commitment of our
employees. BGCGG wants all of our team members to succeed in their jobs while actively participating together toward
achieving our organization’s mission and goals.
Employees are expected to read this handbook carefully, and to know and understand its contents. Please use this
handbook as a ready reference during your career with us. It is essential that our employees make sound decisions using
ethical standards, good judgment, and common sense. This handbook contains key policies, goals, benefits,
expectations, and other necessary information about your employment.
BGCGG reserves the right to make changes to this handbook. Employees are responsible for knowing about and
understanding those changes once they have been disseminated. BGCGG also reserves the right to interpret the
provisions of this handbook. For this reason, employees should check with Human Resources to obtain information
regarding specific employment guidelines, practices, policies or procedures.
Employees should not interpret anything in this handbook as creating a contract or guarantee of continued
employment. In addition, this handbook is not intended to cover all possible situations that may arise in your
employment relationship with BGCGG.
01.02 MISSION AND VISION
BGCGG’s mission is to enable all young people, especially those who need us most, to reach their full potential as
productive, caring, responsible citizens.
Our vision is to be a national leader in connecting youth and their families to opportunities and resources that allow
them to reach their full potential.
In support of these, we value:
• Children and families we serve
• Staff as a vital asset
• Academic support, character building, and life enhancing programs
• Diversity, equity, and inclusion
• Collaboration, cooperation, evaluation and fiscal responsibility
01.03 HANDBOOK DISCLAIMER
BGCGG reserves the right to make changes to this handbook and to any employment policy, practice, work rule or
benefit, at any time without prior notice. Any other change to this handbook or any employment policy, practice, work
rule, or benefit is effective only if it is in writing, and is signed or authorized by the Vice President of Operations. Except as
otherwise provided in this handbook, no one has the authority to make any promise or commitment contrary to what is
in this handbook.
This handbook replaces all earlier handbooks and supersedes all prior inconsistent policies, practices, and procedures.
Employees must acknowledge this handbook either in writing and/or electronically.
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SECTION 2: GOVERNING PRINCIPLES OF EMPLOYMENT
02.01 EQUAL EMPLOYMENT OPPORTUNITY
Boys & Girls Clubs of Garden Grove is an Equal Opportunity Employer that does not discriminate on the basis of actual or
perceived race, color, national origin, ancestry, sex, gender, gender identity, pregnancy, childbirth or related medical
condition, religious creed, physical disability, mental disability, age, medical condition, marital status, veteran status,
sexual orientation, genetic information, or any other characteristic protected by federal, state or local law. We are
dedicated to this policy with respect to recruitment, hiring, placement, promotion, transfer, training, compensation,
benefits, employee activities, and general treatment during employment.
We will endeavor to make a reasonable accommodation to the known physical or mental limitations of qualified
employees with disabilities unless the accommodation would impose an undue hardship on the operation of our
business. If you need assistance to perform your job duties because of a physical or mental condition, please let Human
Resources know.
We will endeavor to accommodate the sincere religious beliefs of employees to the extent such accommodation does not
pose an undue hardship on the organization's operations. If you wish to request such an accommodation, please speak to
Human Resources.
Any employees with questions or concerns about equal employment opportunities in the workplace are encouraged to
bring these issues to the attention of Human Resources. The organization will not allow any form of retaliation against
individuals who raise issues of equal employment opportunity. If an employee feels they have been subjected to any such
retaliation, they should bring it to the attention of Human Resources. To ensure our workplace is free of artificial barriers,
violation of this policy including any improper retaliatory conduct will lead to corrective action. All employees must
cooperate with all investigations.
02.02 DIVERSITY, EQUITY, AND INCLUSION POLICY
BGCGG respects and values diverse life experiences and heritages, and we work to ensure that all voices are valued and
heard. We are committed to modeling diversity and inclusion in all of our programs, and we strive to maintain an inclusive
environment with equitable treatment for all.
We embrace and empower all individuals regardless of race, age, ethnicity, religion, color, gender, gender expression and
identification, sexual orientation, disability, national origin, physical or mental ability, marital or veteran status,
immigration status, political affiliation, socio-economic status or any other characteristics that make staff unique.
We know that bringing about equity and inclusion will require reflection and persistence, and we will continuously work to
review our programs, practices, and policies through collective engagement, commitment, expertise and input from staff,
volunteers, youth, families and our Board of Directors. In doing so, the following is required:
•
•
•
•
Respectful communication and cooperation between all individuals
Exhibiting conduct that reflects inclusion during work, at work functions on or off the work site, and at all other
employer-sponsored events
Teamwork and participation, permitting the representation of all groups and perspectives
Contributions to the communities we serve to promote a greater understanding and respect for diversity
Any employee found to have exhibited any inappropriate conduct or behavior against others may be subject to corrective
action, up to and including termination.
Employees who believe they have been subjected to any kind of discrimination that conflicts with this policy and initiatives
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should immediately report it to their supervisor, a member of Human Resources or to the chair of the Board Personnel
Committee at boardpersonnel@bgcgg.org
02.03 PREVENTING DISCRIMINATION, HARASSMENT, BULLYING, AND RETALIATION
BGCGG is committed to providing a workplace free of unlawful harassment, discrimination, bullying, terrorism and
retaliation. This includes sexual harassment (which includes harassment based on pregnancy, perceived pregnancy,
childbirth, breastfeeding, or related medical conditions) and harassment based on gender, gender identity (including
transgender identity, transitioning, and gender non-conforming individuals), gender expression and sex stereotyping, as
well as harassment based on such factors as race, color, religion, religious creed (including religious dress and religious
grooming), national origin, ancestry, citizenship, age, physical or mental disability, legally-protected medical condition or
information (including genetic information), family care or medical leave status, military caregiver status, military status,
veteran status, marital status, domestic partner status, sexual orientation, status as a victim of domestic violence, sexual
assault or stalking, enrollment in a public assistance program, engaging in protected communications regarding employee
wages, requesting a reasonable accommodation on the basis of disability or bona fide religious belief or practice, or any
other basis protected by federal, state, or local laws. BGCGG strongly disapproves of and will not tolerate harassment of
or discrimination against applicants, employees, interns, volunteers or Board Members by managers, supervisors, coworkers or third parties with whom employees come into contact. Similarly, BGCGG will not tolerate harassment by its
employees of non-employees with whom employees have a business, service, or professional relationship.
Harassment includes verbal, physical, and visual conduct that creates an intimidating, offensive, or hostile working
environment or that interferes with an employee's work performance. Such conduct constitutes harassment when (1)
submission to the conduct is made either an explicit or an implicit condition of employment; (2) submission or rejection
of the conduct is used as the basis for an employment decision; or (3) the harassment interferes with an employee's work
performance or creates an intimidating, hostile, or offensive work environment.
Harassing conduct can take many forms and may include, but is not limited to, the following (when based upon an
employee's protected status as noted above): slurs, jokes, statements, gestures, assault, impeding or blocking another's
movement or otherwise physically interfering with normal work, pictures, drawings, or cartoons, violating someone's
"personal space," foul or obscene language, leering, stalking, staring, unwanted or offensive letters or poems, offensive
text, email or voicemail messages.
Sexually harassing conduct that violates this policy include:
• Unwelcome sexual advances, flirtations, advances, leering, whistling, touching, pinching, assault, blocking
normal movement
• Requests for sexual favors or demands for sexual favors in exchange for favorable treatment
• Obscene or vulgar gestures, posters or comments
• Sexual jokes or comments about a person’s body, sexual prowess or sexual deficiencies
• Propositions or suggestive or insulting comments of a sexual nature
• Derogatory cartoons, posters or drawings
• Sexually explicit emails or voicemails
• Uninvited touching of a sexual nature
• Unwelcome sexually related comments
• Conversations about one’s own or someone else’s sex life
• Conduct or comments consistently targeted at only one gender, even if the content is not sexual
• Teasing or other conduct directed toward a person because of the person’s gender
Sexually harassing conduct can be by a person of either the same or opposite sex. Sexually harassing conduct need not
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be motivated by sexual desire to be in violation of this policy.
BGCGG understands that victims of harassment are often reluctant to report acts of harassment for fear of being blamed,
concern about being retaliated against, or because it is difficult to discuss sexual matters openly with others. However, no
employee should have to endure harassing conduct, and the organization therefore encourages employees to promptly
report any incidents of harassment so that corrective action may be taken. Any incidents of harassment, including workrelated harassment by any BGCGG personnel or any other person, should be reported immediately to the Vice President of
Operations, who is responsible for investigating harassment complaints. An employee is not required to complain to the
Vice President of Operations if that person is the individual who is harassing the employee, but may instead report the
harassment to the CEO or Board President. Supervisors and managers who receive complaints or who observe harassing
conduct must immediately inform the Vice President of Operations so that an investigation may be initiated.
Every reported complaint of harassment will be investigated thoroughly and promptly by impartial and qualified
personnel. Typically, the investigation will include the following steps: an interview of the employee who lodged the
harassment complaint to obtain complete details regarding the alleged harassment; interviews of anyone who is alleged to
have committed the acts of harassment to respond to the claims; and interview of any employees who may have
witnessed, or who may have knowledge of, the alleged harassment. The Vice President of Operations, or other official
responsible for the investigation, will notify the employee who lodged the harassment complaint of progress during the
investigation, including documentation where applicable, and timely notification of the results of the investigation. The
investigation will be handled in as confidential a manner as possible consistent with a fair, timely, and thorough
investigation in a manner that provides all parties appropriate due process and reaches reasonable conclusions based on
the evidence collected.
BGCGG will not tolerate retaliation against any employee for making a good faith complaint of harassment or for
cooperating in an investigation. If harassment or retaliation in violation of this policy is established, BGCGG will take
appropriate corrective action. Corrective action may include, for example: training, referral to counseling, or corrective
action ranging from a verbal or written warning to termination of employment, depending on the circumstances. With
regard to acts of harassment by customers or vendors, corrective action will be taken after consultation with the
appropriate management personnel. Employees will not experience retaliation as a result of lodging a complaint or
participating in any workplace investigation.
Employees undergo regular sexual harassment training upon hire. In addition, all employees hired as or promoted to a
supervisory or management position must undergo at least two hours of interactive sexual harassment training. More
information on the California Department of Fair Employment and Housing’s training resources can be found at
https://www.dfeh.ca.gov/shpt/.
All discrimination, harassment and retaliation is unacceptable in the workplace and in any work-related settings such as
business trips and business-related social functions, regardless of whether the conduct is engaged in by a supervisor,
coworker, client, customer, vendor or other third party.
Employees must complete training within the first six months of assuming a new supervisory or management position.
Additionally, all supervisors and managers must complete at least two hours of interactive sexual harassment training at
least once every two years thereafter. An employee who fails to comply with this section may be subject to corrective
action, up to and including termination of employment.
02.04 DRUG-FREE AND ALCOHOL-FREE WORKPLACE
It is the intent of the organization to maintain a workplace that is free of drugs and alcohol and to discourage drug and
alcohol abuse by its employees. Employees who are under the influence of a drug or alcohol on the job compromise the
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organization’s interests and endanger their own health and safety and the health and safety of others. Substance abuse in
the workplace can also cause a number of other work-related problems, including absenteeism and tardiness, substandard
job performance, increased workloads for co-workers, behavior that disrupts other employees, and inferior quality in
service.
To further its interest in avoiding accidents, to promote and maintain safe and efficient working conditions for its
employees, BGCGG has established this guideline concerning the use of alcohol and drugs. As a condition of continued
employment with BGCGG, each employee must abide by this guideline.
For purposes of this guideline:
• "Illegal drugs or other controlled substances" means any drug or substance that (a) is not legally obtainable; or
(b) is legally obtainable but has not been legally obtained; or (c) has been legally obtained but is being sold or
distributed unlawfully.
• "Legal drug" means any drug, including any prescription drug or over-the-counter drug, that has been legally
obtained and that is not unlawfully sold or distributed.
• "Abuse of any legal drug" means the use of any legal drug (a) for any purpose other than the purpose for which it
was prescribed or manufactured; or (b) in a quantity, frequency, or manner that is contrary to the instructions or
recommendations of the prescribing physician or manufacturer.
• "Reasonable suspicion" includes a suspicion that is based on specific personal observations such as an
employee's manner, disposition, muscular movement, appearance, behavior, speech or breath odor;
information provided to management by an employee, by law enforcement officials, or by other persons
believed to be reliable; or a suspicion that is based on other surrounding circumstances.
• "Possession" means that an employee has the substance on their person or otherwise under their control.
The prohibitions of this section apply whenever the interests of BGCGG may be adversely affected, including any time an
employee is:
1.
2.
3.
4.
On company premises;
Conducting or performing company business, regardless of location;
Operating or responsible for the operation, custody, or care of company equipment or other property; or
Responsible for the safety of others in connection with, or while performing, company-related business.
Alcohol
The following acts are prohibited and will subject an employee to corrective action:
1. The unauthorized use, possession, purchase, sale, manufacture, distribution, transportation, or dispensation of
alcohol; or
2. Being under the influence of alcohol from unauthorized consumptio
Illegal Drugs
The following acts are prohibited and will subject an employee to discharge:
1. The use, possession, purchase, sale, manufacture, distribution, transportation, or dispensation of any illegal drug
or other controlled substance; or
2. Being under the influence of any illegal drug or other controlled substance.
Despite California’s recent legalization of recreational and medical marijuana, the organization’s zero tolerance policy
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prohibits any employee from having marijuana in their system while working and also prohibits any employee from
possessing marijuana while on company property.
Legal Drugs
The following acts are prohibited and will subject an employee to discharge:
1. The abuse of any legal drug;
2. The purchase, sale, manufacture, distribution, transportation, dispensation, or possession of any legal
prescription drug in a manner inconsistent with law; or
3. Working while impaired by the use of a legal drug, including whenever such impairment might:
a. Endanger the safety of the employee or some other person;
b. Pose a risk of significant damage to company property or equipment; or
c. Substantially interfere with the employee's job performance or the efficient operation of BGCGG’s
business or equipment.
Discharge for Violation
A first violation of this policy will result in immediate discharge whenever the prohibited conduct:
1. Caused injury to the employee or any other person, or, in the sole opinion of management, endangered the
safety of the employee or any other person;
2. Resulted in significant damage to company property or equipment, or, in the sole opinion of management,
posed a risk of significant damage;
3. Involved the sale or manufacture of illegal drugs or other controlled substances;
4. Involved the possession, distribution, or dispensation of illegal drugs or other controlled substances or alcohol in
a quantity greater than for personal use;
5. Involved the failure of an employee to report a criminal conviction.
Discretion Not to Discharge
In circumstances other than those described in the paragraph above, BGCGG, in the discretion of management, may
choose not to discharge an employee for a first violation of this guideline if the employee satisfactorily participates in
and completes an approved drug or alcohol abuse assistance or rehabilitation program when recommended by the
organization.
Effect of Criminal Conviction
An employee who is convicted under a criminal drug statute for a violation occurring in the workplace or during any
company-related activity or event will be deemed to have violated this policy.
Management Awareness
Managers and supervisors should be attentive to the performance and conduct of those who work with them and
should not permit an employee to work in an impaired condition or to otherwise engage in conduct that violates this
guideline. When management has reasonable suspicion to believe that an employee or employees are working in
violation of this guideline, prompt action will be taken. If the employee occupies a designated safety-sensitive position,
such action may include drug testing in accordance with the procedures outlined in this policy.
Use of Legal Drugs
BGCGG recognizes that employees may be prescribed legal drugs that, when taken as prescribed or according to the
manufacturer's instructions, may result in impairment. Employees may not work while impaired by the use of legal drugs
if the impairment might endanger the employee or someone else, pose a risk of significant damage to company
property, or substantially interfere with the employee's job performance. If an employee is so impaired by the
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appropriate use of legal drugs, they may not report to work. To accommodate the absence, the employee may use
accrued sick leave or PTO. The employee may also contact the Vice President of Operations to determine whether or
not they qualify for an unpaid leave of absence, such as family care or medical leave. Nothing in this guideline is
intended to sanction the use of accrued sick leave, personal leave, or vacation time to accommodate absences due to
the abuse of legal drugs. Further, nothing in this guideline is intended to diminish the organization’s commitment to
employ and reasonably accommodate qualified disabled individuals. The organization will reasonably accommodate
qualified disabled employees who must take legal drugs because of their disability.
Customary Use of Over-the-Counter Drugs
Nothing in this policy is intended to prohibit the customary and ordinary purchase, sale, use, possession, or dispensation
of over-the-counter drugs, as long as that activity does not violate any law or result in an employee being impaired by
the use of such drugs.
Off-the-Job Conduct
Unless an employee is in a designated safety-sensitive position, this policy is not intended to regulate off-the-job
conduct, as long as the employee's off-the-job use of alcohol or drugs does not result in the employee being under the
influence of or impaired by the use of alcohol or drugs in violation of this guideline. If an employee is in a designated
safety-sensitive position, they will be subject to drug testing.
Confidentiality
Disclosures made by employees to the Vice President of Operations concerning their use of legal drugs will be treated
confidentially and will not be revealed to managers or supervisors unless there is an important work-related reason to
do so in order to determine whether it is advisable for the employee to continue working. Disclosures made by
employees to the Vice President of Operations concerning their participation in any drug or alcohol rehabilitation
program will be treated confidentially.
Counseling/Employee Assistance
BGCGG maintains an Employee Assistance Program which provides help to employees who seek assistance for drug or
alcohol abuse, as well as for other personal or emotional problems. Employees who suspect that they may have alcohol
or drug problems, even in the early stages, are encouraged to voluntarily seek diagnosis and to follow through with the
treatment as prescribed by qualified professionals. Employees should be aware that participation in the Employee
Assistance Program will not necessarily shield them from disciplinary action for a violation of this guideline, particularly
if corrective action is imposed for policy violations.
Testing of Applicants for Designated Safety-Sensitive Positions
As part of BGCGG’s employment screening process, any applicant for safety-sensitive positions, to whom an offer of
employment is made must pass a test for controlled substances, under the procedures described below. The offer of
employment is conditioned on a negative test result. Applicants will be informed of the organization’s drug testing policy
in the employment application.
1. Employees in safety-sensitive positions will be required to submit to annual drug testing, under the procedures
described below. The testing occurs by entering a pool of random testing through the Department of
Transportation. If an employee refuses to cooperate with the administration of the drug test, the refusal will be
handled in the same manner as a positive test result.
2. If a supervisor or manager has a reasonable suspicion that the employee is working in an impaired condition or
otherwise engaging in conduct that violates this guideline, the employee will be asked about any observed
behavior and offered an opportunity to give a reasonable explanation. If the employee is unable to explain the
behavior, they will be asked to take a drug test in accordance with the procedures outlined below.
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If the employee refuses to cooperate with the administration of the drug test, the refusal will be handled in the same
manner as a positive test result.
Procedures for Drug Testing
BGCGG will refer the applicant or employee to an independent medical clinic or laboratory, which will administer the
test. The organization will pay the cost of the test and reasonable transportation costs to the testing facility. The
employee will have the opportunity to alert the clinic or laboratory personnel to any prescription or non-prescription
drugs that they have taken that may affect the outcome of the test. All drug testing will be performed by urinalysis.
The clinic or laboratory will inform the organization as to whether the applicant passed or failed the drug test. If an
employee fails the test, they will be considered to be in violation of this Guideline and will be subject to discipline
accordingly.
Acknowledgment and Consent
Any employee subject to testing under this policy will be asked to sign a form acknowledging the procedures governing
testing, and consenting to (1) the collection of a urine sample for the purpose of determining the presence of alcohol or
drugs, and (2) the release to the organization of medical information regarding the test results. Refusal to sign the
agreement and consent form, or to submit to the drug test, will result in the revocation of an applicant's job offer, or will
subject an employee to discipline up to and including termination.
Confidentiality
All drug testing-records will be treated as confidential.
02.05 WORKPLACE VIOLENCE PREVENTION
BGCGG is committed to providing a safe, violence-free workplace. In this regard, the organization strictly prohibits
employees, volunteers, consultants, customers, visitors, or anyone else on company premises or engaging in a companyrelated activity from behaving in a violent or threatening manner. Moreover, the organization seeks to prevent workplace
violence before it begins and reserves the right to address certain behaviors, even in the absence of violent behavior.
BGCGG believes that prevention of workplace violence begins with recognition and awareness of potential early warning
signs and has established procedures within Human Resources for responding to any situation that presents the
possibility of violence.
Workplace violence includes, but is not limited to, the following:
1. Threats of any kind;
2. Threatening, physically aggressive, or violent behavior, such as intimidation of or attempts to instill fear in others;
3. Other behavior that suggests a propensity towards violence, which can include belligerent speech, excessive
arguing or swearing, sabotage, or threats of sabotage of company property, or a demonstrated pattern of
refusal to follow company policies and procedures;
4. Defacing company property or causing physical damage to the facilities.
Reporting
If an employee becomes aware of a pattern of behavior or statements implying violent intent, an imminent act of
violence, a threat of imminent violence, or actual violence, emergency assistance must be sought immediately by
contacting their supervisor or Vice President of Operations. In a life-threatening emergency, dial 911 first and take
measures to protect members and staff until help arrives. If the Vice President of Operations cannot be reached, attempt
to contact the following people in this order:
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1. Immediate supervisor
2. The Executive Leader of your Department or Division
3. Mark Surmanian, Chief Executive Officer
Employees should notify Human Resources if any restraining order is in effect, or if a potentially violent nonwork-related
situation exists that could result in violence in the workplace.
If an employee injury occurs, employees must notify their supervisor to begin the Workers Compensation process.
Investigation
All reports of workplace violence will be taken seriously and will be investigated promptly and thoroughly. In
appropriate circumstances, BGCGG will inform the reporting individual of the results of the investigation. To the extent
possible, BGCGG will maintain the confidentiality of the reporting employee and of the investigation. BGCGG may,
however, need to disclose results in appropriate circumstances, for example, in order to protect individual safety. The
organization will not tolerate retaliation against any employee who reports workplace violence.
Corrective Action and Discipline
If BGCGG determines that workplace violence in violation of this policy has occurred, BGCGG will take appropriate
corrective action and will impose discipline on offending employees. The appropriate discipline will depend on the
particular facts but may include written or verbal warnings, reassignment of responsibilities, or termination. If the
violent behavior is that of a non-employee, BGCGG will take appropriate corrective action in an attempt to ensure that
such behavior is not repeated.
Under certain circumstances, BGCGG may forego disciplinary action on the condition that the employee takes a medical
leave of absence. In addition, the organization may request that the employee participate in counseling, either
voluntarily or as a condition of continued employment.
Employee Assistance Program
Any employee who believes that they have a problem that could lead to violent behavior is encouraged to use the
Employee Assistance Program. The EAP is a professional, confidential counseling service that is available to all personnel
to assist in resolving emotional difficulties, marital and family conflict, stress, chemical dependency, conflicts at work,
and other concerns. The EAP counselor can help to clarify a problem and to develop an action plan during the counseling
session. EAP services are prepaid by BGCGG.
Further information regarding the Employee Assistance Program may be obtained from your supervisor or from Human
Resources.
02.06 CHILD ABUSE NOTIFICATION POLICY
Penal Code Sections 11165 - 11174 requires that known and suspected cases of child abuse be reported “when one
acquires knowledge or observes facts that give rise to reasonable suspicion.” “Reasonable suspicion” occurs
when “it is objectively reasonable for a person to entertain such a suspicion, based upon facts that could cause a
reasonable person in a like position, drawing when appropriate on their training experience, to suspect child
abuse.” In other words, all legally mandated reporters are required to report when:
1. They observe abuse or neglect or its consequences, and/or
2. They suspect or gain knowledge that abuse or neglect has occurred.
Child abuse is defined by Penal Code Section 11165 as any act of omission that endangers or impairs a child’s physical or
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emotional health and development (A child is defined by California law as anyone under the age of 18). The following
types of abuse must be reported by legally mandated reporters [(P.C. 1165 (b) - (g)]:
Child abuse is defined as:
1. Physical abuse
2. Emotional abuse
3. Sexual abuse: Sexual assault and sexual exploitation
4. Severe and general neglect
5. Cruelty and unjustifiable punishment
6. Corporal punishment and injury
7. Abuse in out-of-home care
California Penal Code 11172, subdivision (e) gives mandated reporters who report suspected cases of child abuse
absolute immunity, both civilly and criminally, for making such reports. All BGCGG staff members are considered
mandated reporters and are required to report any incident of abuse. Staff shall be sensitive to the need for
confidentiality. Mandated reporters are required to make their child abuse reports (CAR) by telephone immediately and
fax or electronically submit a written follow-up report within 36 hours. The contact information for reporting child
abuse is below. Employees must notify their supervisor immediately when they suspect child abuse may have occurred.
In some instances, employees may be required to contact law enforcement to report child abuse. All BGCGG
employees are considered mandated reporters. Under Penal Code 11165, employees must understand and abide by all
mandated reporting requirements. Employees who do not abide by these laws may be disciplined up to and including
termination.
Child Abuse Reporting – Orange County
Call first: 714-940-1000 or 800-207-4464 (24-hour hotline)
Fax: The follow-up written report should be faxed to 714-938-0289, mailed, or submitted electronically via the mandated
reporter webpage.
02.07 CODE OF ETHICS
BGCGG expects all staff members to conduct themselves in a manner that exemplifies the highest standards of ethics
and propriety in any endeavor or activity that could impact or reflect upon BGCGG’s mission, purpose, integrity,
reputation, and professional and business relationships.
Compliance with the Code of Ethics is a condition of employment for each employee. Upon receipt of the Code of Ethics,
each staff member will agree in writing to comply with the Code of Ethics. While the “Pledge” outlines general principles
guiding ethical conduct, the following points illustrate important applications that are relevant to everyday work. The
points enclosed are not intended to be all-inclusive. Employees are expected to use good judgment in maintaining the
highest standards of ethics.
Recognizing that it is not possible to address all ways in which ethical issues may arise, the following principles are
intended as a guide in making sound judgments and decisions on behalf of BGCGG and its mission, not as a
comprehensive list of potential concerns.
BGCGG expects all employees to abide by the Pledge of Personal and Professional Conduct:
1. Integrity - I will demonstrate the highest standards of individual conduct, personal accountability, integrity,
trustworthiness, fair dealings, considerations of the rights of others, and the highest principles of good business
relationships.
2. Excellence - I will strive to meet the highest standards of performance, quality, service, and achievement.
3. Honesty - I will communicate directly, respectfully, honestly and openly, and avoid misrepresentation.
4. Diversity - I will support diversity and encourage representation of different individuals in our organization.
5. Inclusivity – I will ensure that others have an equal opportunity to influence and provide contributions in our
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6.
7.
8.
9.
workplace and programs.
Respect - I will respect and act fairly toward all those with whom I come into contact and refuse to engage in or
tolerate any form of discrimination, harassment, bullying, or retaliation.
Responsibility - I will take responsibility for my actions and decisions and remain a careful steward of the
members, funds, and resources entrusted to me.
Accountability - I will recognize my role as a member of the BGCGG team to assure that all staff members support
this Code, and appropriately report any incident that is not aligned with our core values and policies.
Compliance - I will comply with BGCGG’s Code of Ethics, Employee Handbook, policies, procedures, and all
laws and regulations affecting BGCGG.
Professional Conduct
All BGCGG employees are expected to comply with the following statements:
1. Refrain from exceeding their limits of authority.
2. Treat fellow staff, volunteers, donors, vendors, the public BGCGG serves, and other stakeholders with fairness,
honesty and respect. This includes refraining from gender, racial or other bias, or harassment of any kind.
Employees will adhere to all BGCGG policies related to behavior, conduct, and contact with the youth served by
BGCGG.
3. Conduct themselves in a professional manner at any BGCGG related function where they might
be considered a representative of BGCGG.
4. Always uphold the law while working at BGCGG, including abiding by all state and local laws governing nonprofits.
Employees understand that drug use, fraud, theft, embezzlement, price- fixing, bid rigging, or any other illicit
activities are grounds for immediate termination and possible prosecution by public authorities.
5. Be alert for and report any conduct described above or any other conduct unbecoming to BGCGG by other staff
members.
6. Refrain from displaying rudeness or unprofessional behavior toward a customer or anyone in contact with BGCGG.
7. Refrain from being discourteous or disrespectful to a customer or any member of the public
while in the course and scope of BGCGG’s business.
8. Work in a cooperative manner with management, supervisor, coworkers, customers, and vendors.
9. Being insubordinate, threatening, intimidating, disrespectful, or assaulting a manager or supervisor, coworker,
customer or vendor will result in disciplinary action.
10. Refrain from making inappropriate gestures, including visual staring and eye rolling.
11. Any logos or graphics worn by employees must not reflect any form of violent, discriminatory, abusive, offensive,
demeaning or otherwise unprofessional message.
12. Threatening, intimidating, coercing or otherwise interfering with the job performance of fellow employees or
visitors is not allowed.
13. Harassment of employees, members, volunteers, other stakeholders, or facility visitors is not tolerated.
14. Racial slurs, derogatory comments, and insults are not tolerated.
Conflicts of Interest
1. Refrain from placing their personal interests in conflict with the mission, vision, or interests of BGCGG and will
avoid any conduct that may impair their judgment with respect to BGCGG.
2. Refrain from exploiting or personally benefit from any donor or funding relationship, volunteer relationship,
vendor relationship, or organizational relationship.
3. Reveal to the appropriate person, any perceived, potential or actual conflicts of interest.
4. Refrain from any activity or having any financial interest that is inconsistent with BGCGG’s best interest and also
must refrain from activities, investments or associations that compete with BGCGG, interfere with one’s judgment
concerning BGCGG’s best interests, or exploit one’s position with BGCGG for personal gains.
5. Refrain from engaging in the selection, awarding, or administration of a grant/contract if a conflict of interest
exists.
6. Refrain from accepting any gratuities, favors, or anything of monetary value from contractors, potential
contractors or any other concerned party. Furthermore, employees will report any potential gift and/or gratuities
of nominal value where no conflict exists.
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7. Refrain from using BGCGG’s assets or land for personal use.
8. Advise BGCGG if they currently work or enter into a working relationship with a BGCGG competitor, client, or
supplier.
9. Refrain from engaging in self-employment in competition with BGCGG.
10. Refrain from committing BGCGG’s financial or other support to any outside activity or organization.
11. Refrain from developing personal relationships (at any level) with a subordinate employee of BGCGG that might
interfere with exercising impartial judgment in decisions affecting BGCGG.
12. Refrain from performing services for a fee or benefit, or act as an agent, officer, employee, director,
consultant, partner or shareholder for any member of BGCGG.
13. Refrain from soliciting BGCGG employees regarding products or services of a personal business, or soliciting clients
for any purpose.
14. Refrain from conducting activities relating to an employment search or soliciting BGCGG clients for employment
on BGCGG premises or during work hours.
Confidential and Proprietary Information
1. Abide by the organization’s records policies.
2. Refrain from releasing business information that has not been made public to private individuals, organizations, or
government bodies unless demanded by legal process.
3. Refrain from using confidential information obtained in the course of employment or affiliation with BGCGG for
the purpose of advancing any private interest or otherwise for personal gain, including research for any
educational projects, without prior permission.
4. Respect copyright and other intellectual property laws. For all BGCGG stakeholders’ protection (including
members, employees, Board members, families, and donors), proper respect must be shown for the laws
governing copyright, fair use of copyrighted material owned by others, trademarks and other intellectual
property, including BGCGG’s own copyrights, trademarks and brands.
5. Respect the confidentiality of program members and their families, BGCGG staff members, Board members, and
other BGCGG stakeholders by refraining f rom giving personal information about one to another without
permission.
6. All rules regarding confidential and proprietary business information apply in full to blogs, web pages and social
networking platforms. Any information that cannot be disclosed through a conversation, a note or an e- mail also
cannot be disclosed in a blog, web page or social networking site.
Assets, Financial Reporting and Transactions
1. Do their parts to ensure that BGCGG complies with prescribed accounting policies and procedures at all times.
2. Do their parts to ensure that organizational assets and transactions are handled with the strictest integrity and
that each transaction is executed in accordance with applicable procedures, authorization and documentation.
3. Do not make false or misleading entries in any books, records or reports, invoices, timesheets, expense reports or
aid others in doing so.
4. Do not use, directly or indirectly, BGCGG’s name or logo, organizational funds, property, computer connectivity,
equipment, assets, copyrighted material or other organizational resources for any unlawful, unethical, or
inappropriate purpose.
5. Report to management and/or administration any fiscal wrongdoing they witness and understand that such
efforts will be protected under the organization’s whistle blower policy.
6. Refrain from asking for, accept from or give any payment, service, gift, or favor valued over $100 or that amount
allowed by law to any past, current or potential supplier, advisor, vendors, speaker, customer, competitor, or
donor unless explicitly approved by the Board.
7. Be expeditious when submitting any monies collected on behalf of BGCGG for deposit and will not hold such funds
in their possession for any sustained periods without prior approval from the Finance Department.
8. Refrain from having a direct or indirect financial interest in or relationship with a
competitor, client, or supplier, except for ownership of less than one percent (1%) of the publicly traded stock of
those will not be considered a conflict.
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9. Refrain from acquiring any interest in property or assets of any kind for the purpose of selling or leasing it to
BGCGG.
10. Fundraising:
a. Follow the guidelines of BGCGG’s Fundraising Policy (found in BGCGG’s SOP).
b. Be accurate and truthful in fundraising activities.
c. Respect the informed choices of BGCGG donors by reporting fundraising costs and overhead fairly and
truthfully.
d. Be clear about how donated resources will be utilized.
e. Honor promises by using donated resources in the manner in which they were intended
or transparently informing donors of any important alterations in the planned use of the funds.
f. Adhere to the fundraising policy and seek approval prior to conducting any fundraiser on behalf of the
organization.
Political Activities
1. Refrain from using any organizational financial resources to improperly influence any political figure or candidate.
2. Refrain from making or create the appearance of contributing to any candidate for public office or
political committee on behalf of BGCGG.
3. Refrain from using or create the appearance of using any organizational financial resources to endorse or oppose a
candidate for public office.
4. Clearly communicate that they are not acting on behalf of the organization, if identified as an official of BGCGG,
while engaging in political activities in an individual capacity.
5. Engage in personal political activities on their own time and at their own expense.
6. If an employee mentions BGCGG when posting on social media and also expresses either a political opinion or an
opinion regarding BGCGG's actions that could pose an actual or potential conflict of interest with BGCGG, the
poster must include a disclaimer, specifically stating that the opinion expressed is their personal opinion and not
BGCGG's position.
7. Refrain from making any payment or provide anything of value to any public official in exchange for any official act
performed or to be performed (that is, provide any bribe or unlawful gratuity to anyone).
Dual Relationships
Staff members are not to engage in dual relationships with clients to whom BGCGG provides services. In order to provide
effective and fair services, BGCGG establishes appropriate boundaries between its relationship as a service provider and
the client’s personal life. (A client is any individual who, they themselves or members of their immediate family or
household, are currently receiving services from BGCGG or have received services within the past year.) A dual
relationship is defined as anything other than a professional relationship. This includes, but is not limited to, romantic or
sexual relationships, business dealings, buying or selling items, borrowing or lending money, and home sharing. Also
prohibited by this policy is connecting with a client through a social media platform (such as “friending” a client on social
media). Exceptions to this policy can be approved by a member of Executive Leadership to whom the employee
reports. If employees are uncertain about whether they are entering into a dual relationship situation, they should ask
their supervisor or Human Resources for clarification.
If an employee or someone with whom an employee has a close relationship (a family member or close companion) has
a financial or employment relationship with a competitor, client, supplier, or potential supplier, the employee must
disclose this fact in writing to the Vice President of Operations. Employees should be aware that if they enter into a
personal relationship with a subordinate employee or with an employee of a competitor, supplier, or client, a conflict of
interest may exist that requires full disclosure to BGCGG.
Questions and Reporting
If a staff member knows of a violation of the Code of Ethics, they must immediately report it to an appropriate
supervisor or access BGCGG’s reporting feature via the BGCGG website at www.bgcgg.org/reporting or on their BGCGG
mobile application, and should not engage in any fact-finding related to the violation. Any supervisor receiving such a
report must immediately advise one of the organization’s Executive Leadership or a member of Human Resources.
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There will be no retaliation or intimidation for reporting actual or possible violations of the Code of Ethics. Such
reporting may be anonymous. If not anonymous, the identity of the reporting staff member will be kept confidential,
unless it must be revealed in order to fully enforce this Code of Ethics or comply with legal obligations.
If a staff member is concerned that they may not comply with the Code of Ethics, they will complete the appropriate
disclosure statement, and the appropriate supervisor will provide a written response. BGCGG will promptly investigate
all alleged Code of Ethics violations in a professional manner, report as necessary on the results of the investigation, and
take whatever corrective action is required. Staff members are expected to cooperate in any investigations honestly
and accurately; refusing to do so may lead to termination.
Disciplinary action may be taken for the following violations, up to, and including, termination, when appropriate:
1. Authorizing or directly participating in actions that violate the Code of Ethics.
2. Concealing a violation of the Code of Ethics.
3. Failing to detect or report a violation of the Code of Ethics, if such failure reflects inadequate supervision or lack of
oversight.
5. Refusing to cooperate in the investigation of a violation of the Code of Ethics.
6. Retaliating, directly or indirectly, against an individual for reporting a violation of the Code of Ethics.
7. Other violations of law not outlined in this Code of Ethics that may affect a staff member’s job performance.
8. Any allegations proved unsubstantiated, malicious and/or knowingly false will be viewed as a serious
disciplinary offense.
An employee will be subject to immediate termination if they are convicted of a felony consisting of:
1. Murder
2. Child abuse
3. A crime against children, including child pornography
4. Spousal abuse
5. A crime involving rape or sexual assault
6. Arson
7. Physical assault battery
02.08 INJURY AND ILLNESS PREVENTION PROGRAM
BGCGG believes that everyone benefits from working in a safe environment. Accordingly, BGCGG is committed to
maintaining a safe workplace and to complying with applicable laws and regulations governing safety.
To achieve this goal, BGCGG has adopted the following Injury & Illness Prevention Program (IIPP). This IIPP details
employee responsibilities as we work together to identify and eliminate conditions, practices, policies and procedures
that compromise safety.
To this end, each and every manager, supervisor and employee has the authority to take action to prevent workplace
injuries.
It takes positive and genuine effort to assure that BGCGG employees work in a safe environment. Our expectation is
that BGCGG employees will:
1.
2.
3.
4.
5.
Do the right thing the first time when faced with workplace safety issues.
Seek to integrate safety into all work-related tasks.
Avoid taking short cuts that create hazards in the workplace.
Take time to assure that we work in a safe workplace.
Have a safe work experience at BGCGG.
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Responsibilities
1. Managers and supervisors are responsible for training the employees that they supervise to perform their jobs
properly and safely and shall teach, demonstrate, observe and enforce compliance with established safety
standards.
2. The IIPP Administrator has the responsibility for the implementation and maintenance of this policy.
3. It is the responsibility of each employee to fully comply with the IIPP and to perform their work duties in a safe
manner at all times. Employees should ask for additional training or assistance when they feel there is a gap in
their ability, knowledge, or training with respect to safely performing their duties.
Compliance
1. Management is responsible for ensuring that organizational safety and health policies are clearly communicated
and understood by employees. Managers and supervisors are also expected to enforce these rules fairly and
uniformly.
2. All employees are responsible for using safe work practices, assisting in the maintenance of a safe work
environment and for following directives, policies and procedures regarding health and safety.
3. Employee performance evaluations will include an evaluation of compliance with safe work practices and
procedures.
4. Employees who make a significant contribution to the maintenance of a safe workplace, as determined by their
supervisors, will receive written acknowledgment of such contributions which will be maintained in the
employees’ personnel files.
5. Employees who fail to follow safe work practices and/or procedures, or who violate organizational rules or
directives, will be subject to disciplinary action, up to and including termination.
Communication
1. Management recognizes that open, two-way communication between management and staff on health and
safety issues is essential to maintaining an injury-free, productive workplace.
2. The following system of communication is designed to facilitate a continuous flow of safety and health
information between management and staff in a readily understandable manner.
a. An orientation program will be provided to all new employees that includes a review of
the IIPP and a discussion of safety policies and procedures that the employee is expected
to follow.
b. BGCGG will have meetings where safety will be freely and openly discussed at least
every quarter. Employees are expected to attend and are encouraged to participate in
such meetings.
c. From time to time, written safety notifications will be included with employee
paychecks or will be posted on organization bulletin boards.
d. Other appropriate methods of communicating pertinent health and safety information
will be implemented as such methods are identified.
3. Safety Suggestions and Hazard Reporting
a. All employees are encouraged to inform their supervisors or other management
personnel of any matter which they perceive to be an actual or potential workplace
hazard. Employees are also encouraged to bring forward suggestions for safety
improvement to BGCGG.
b. If an employee wishes to report a hazard, safety suggestion, or other safety problem
anonymously, they can complete a Safety Suggestion Form which does not include a
reference to employee’s name or job title. Employees may also report safety and health
hazards or violations through the BGCGG App.
c. No employee shall be retaliated against for reporting potential or actual hazards or for
making safety suggestions.
d. Management will review all safety suggestions and hazard reports.
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e. If an employee’s name is included with a hazard report or safety suggestion, the reporting
employee will be notified about any non-confidential corrective action that is taken with
respect to the hazard report or safety suggestion.
f. The resolution of safety issues will be communicated to employees in a manner
consistent with this program.
Hazard Identification and Evaluation
Inspection of the workplace is the primary tool used to identify unsafe working conditions and practices. While BGCGG
encourages all employees to continuously identify and correct workplace hazards and poor safety practices, certain
situations require formal evaluation and documentation.
1. Internal safety inspections will be conducted on an annual basis. Hazards found during these inspections will
generally be corrected on the spot. Any recommendations for future corrective action will be timely filed with
the Human Resources Department or assigned safety representative for that specific area.
Annual internal safety inspections will generally include a manager and/or supervisor and at least one
non-supervisory employee. BGCGG strives to allow each employee at least one opportunity to
participate in an annual inspection.
2. Inspections will also be conducted in accordance with Cal-OSHA requirements:
a. Whenever new substances, processes, procedures or equipment present a new safety or
health hazard.
b. Whenever management becomes aware of a new or previously unrecognized hazard,
either independently or by receipt of information from an employee.
c. Whenever it is appropriate to conduct an unannounced inspection.
Injury and Illness Investigation
1. All accidents resulting in injury or property damage, however slight, including “near-hits,” will be subject to
inquiry to determine the primary and contributing causes. The primary and contributing causes for workplace
accidents will be documented and analyzed to assist BGCGG in taking corrective action to prevent similar
accidents from occurring in the future. The Safety Coordinator is responsible for insuring that workplace
accidents are properly investigated.
2. All facts, findings and recommendations uncovered during workplace investigations will be documented on an
accident investigation report. Management will review all accident investigation reports with a view towards
determining adequacy of corrective action.
3. The following incidents must be directly reported to the closest Area office of Cal-OSHA within 8 hours of
occurrence:
a. Accidents causing fatalities.
b. Illnesses causing in-patient hospitalization of three or more employees.
c. Accidents causing in-patient hospitalization for more than 24-hour other than
observation.
d. Amputation of any body part.
Corrections of Hazards
Unsafe or unhealthy working conditions, practices or procedures shall be corrected in a timely manner depending upon
the severity of the hazards. Hazards shall be corrected according to the following procedures:
1. When observed or discovered.
2. When an imminent hazard exists that cannot be immediately abated without endangering employees and/or
property, BGCGG will insure that all exposed workers are removed from the area except the personnel
necessary to correct the hazard who have been provided with the necessary safeguards and training to correct
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the hazard.
3. All correction actions taken shall be documented on the appropriate BGCGG Incident/Accident Forms.
Training
1. Orientation – Human Resources or a designee will conduct the initial orientation with new employees on
general safety. New employees will sign acknowledgement forms for all safety materials that they receive
during such an orientation. The safety orientation for new employees shall include a review of:
2. Initial On-The-Job Training – Shortly after an employee begins their employment with BGCGG, a manager or
supervisor will train the employee in all aspects of safety for the purpose of educating the new employee on the
hazards of the work environment and the required safety procedures that are designed to mitigate those
hazards.
This training will be documented on the New Employee Training Checklist. The manager or supervisor
conducting the training and the new employee will both sign the Checklist when the training is
completed. The Checklist will become a permanent part of the employee’s personnel file.
3. Specific BGCGG Training Programs
The following training describes training programs applicable to certain BGCGG employees:
a. Emergency Action Plan
This training includes a discussion of BGCGG’s disaster preparedness structure and how the employee fits
within the structure (i.e., what the employee is to do under specific circumstances, such as fire,
earthquake, medical emergency, or bomb threat).
Refresher training will take place annually.
b. First Aid, CPR/AED and Bloodborne Pathogen Training
Designated employees will receive training in First Aid, CPR and AED and/or bloodborne
pathogen training in accordance with the American Red Cross, American Heart Association
requirements and/or the National Safety Council.
c. Defensive Driver Training (if applicable)
All employees who are required to drive pursuant to their duties for BGCGG will receive
defensive driver training at least once every four years. Additional safe driving subjects will
be covered in safety meetings on an as-needed basis.
4. Retraining – Retraining will be conducted by managers, supervisors and/or the IIPP Administrator when an
existing employee changes job functions and at least annually as a refresher training. Retraining shall cover
general workplace safety, job-specific hazards, and/or hazardous materials, as applicable.
5. Specialized Training
a. Supervisors will be trained to understand their responsibilities with respect to the safety and
health of the employees that they supervise. Such training will include both safety management and
technical subjects. Supervisors will also receive training in the hazards and risks faced by the
employees under their immediate direction if their general safety training does not include such
hazards and risks.
b. Managers/Supervisors/IIPP Administrator:
i. Determine safety-training needs.
ii. Implement new training programs.
iii. Evaluate the effectiveness of these programs.
c. In addition, training is provided whenever:
i. New substances, processes, procedures or equipment pose a new hazard and there is a lack of
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adequate skill or knowledge to deal with the new hazard.
ii. Management and/or the IIPP Administrator become aware of a previously unrecognized
hazard and there is a lack of adequate skill or knowledge to deal with the hazard.
Recordkeeping
BGCGG maintains records for the purpose of:
1. Tracking and evaluating BGCGG’s loss experience and loss exposures.
2. Tracking and evaluating the safety activities that have been accomplished.
3. Providing a documentation of the safety activities.
All such documentation will be maintained on site for two years after the year that the safety activity was completed.
After that time, BGCGG will determine how long the records will be kept consistent with Federal, State, and local
requirements.
02.09 SEARCH AND INSPECTION POLICY
BGCGG believes that maintaining a workplace that is free of drugs, alcohol, and other harmful materials is vital to the
health and safety of its employees and to the success of the business. BGCGG also intends to protect against the
unauthorized use and removal of company property. In addition, BGCGG intends to assure its access at all times to
company premises and company property, equipment, information, records, documents, and files. At times, it may be
necessary for the organization to provide records, information or assistance to a government entity in accordance with
the terms of a warrant, court order, or other order issued by law. Accordingly, BGCGG has established this guideline
concerning inspections and searches on company premises. This guideline applies to all employees.
For purposes of this policy:
1. "Prohibited materials" means firearms or other weapons; explosives and/or hazardous materials or articles;
illegal drugs or other controlled substances as defined in the Drug-Free Workplace Guideline; drug-related
paraphernalia; the unauthorized use or consumption of alcoholic beverages on company property; or company
property and/or proprietary and confidential information belonging to a third party that an employee is not
authorized to have in their possession.
2. "Company property" includes all documents, records, software, electronic codes, data, and files, in both hard
copy and electronic form, relating to the organization’s business; and all equipment, hardware, and other
property of any kind, whether owned, leased, rented, or used by BGCGG.
3. "Company premises" includes all premises and locations owned or leased by BGCGG or under the control of
BGCGG, including parking lots, lockers, and storage areas.
4. "Reasonable suspicion" includes a suspicion that is based on specific personal observations such as an
employee's manner, disposition, muscular movement, appearance, behavior, speech or breath odor; information
provided to management by an employee, by law enforcement officials, by a security service, or by other
persons believed to be reliable; or a suspicion that is based on other surrounding circumstances.
5. "Possession" means that an employee has the prohibited material or company property on their person or
otherwise under their control.
In order to ensure access at all times to company property, and because employees properly in possession of company
property or information related to BGCGG business may not always be available to produce the property or information
when needed in the ordinary course of the organization’s business, BGCGG reserves the right to conduct a routine
inspection or search at any time for company property on company premises. In addition, BGCGG reserves the right to
access at all times information and communications stored in computer files, on mobile devices and in employee
voicemail boxes and electronic-mail systems.
Routine searches or inspections for company property may include an employee's office, desk, file cabinet, closet,
computer files, voice mail, electronic mail, company-issued mobile device or similar places where employees may store
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company property or company-related information, whether or not the places are locked or protected by access codes
and/or passwords.
Because even a routine search for company property might result in the discovery of an employee's personal
possessions, all employees are encouraged to refrain from bringing into the workplace any item of personal property
that they do not wish to reveal to BGCGG.
Inspections or searches for prohibited materials in or on company premises also will be conducted whenever the
organization has reasonable suspicion to believe that a particular employee or group of employees may be in possession
of materials in violation of this guideline. Inspections or searches for prohibited materials may be conducted by an
independent security service or by company personnel. Inspections or searches for prohibited materials may be
conducted on a random basis at locations where employees enter or exit company premises, without regard to whether
there is reasonable suspicion that any employee may be in possession of prohibited materials in violation of this
guideline. Inspections or searches for prohibited materials may be conducted from time to time even when there is no
immediate reason to suspect the presence of the materials.
In cases involving an inspection or search of an employee's pockets, purse, briefcase, or other item of personal property
that is being worn or carried by the employee, the employee will be requested to conduct a self-search (i.e., by turning
out or emptying pockets, purses, etc.) in the presence of an observer.
Employees who refuse to cooperate during an inspection or search will not be forcibly detained or searched. They will be
informed, however, that the organization will base any disciplinary decision on the information that is available, including
their refusal to consent to the search as well as the information that gave rise to a reasonable suspicion that the
employees were in possession of prohibited materials, if applicable, and that their failure or refusal to cooperate could
deprive the organization of information that may clear them of suspicion. In addition, BGCGG reserves the right to take
appropriate action to prevent the unauthorized removal from company premises of company property.
All inspections or searches that are conducted as part of BGCGG’s program of periodic (and unannounced) inspections
will be approved in advance by Human Resources, who will inform the highest ranking member of the Division of the
impending inspection prior to its occurrence.
Managers and supervisors will make their best effort to restrict communications concerning a violation or possible
violation of this guideline to persons who have an important work-related reason to know.
02.10 TECHNOLOGY AND SOCIAL MEDIA POLICY
At BGCGG, we understand that social media can be a fun and rewarding way to share one's life and opinions with family,
friends and co-workers around the world. BGCGG respects the right of employees to use them as a medium of selfexpression. However, use of social media also presents certain risks and carries with it certain responsibilities. To assist
employees in making responsible decisions about their use of social media, BGCGG has established these guidelines for
appropriate use of social media. All employees need to follow these requirements when posting on social media.
In the rapidly expanding world of electronic communication, social media can mean many things. Social media includes
all means of communicating or posting information or content of any sort on the Internet, including to an employee's
own or someone else's web log or blog, journal or diary, personal web site, social networking or affinity web site, web
bulletin board or a chat room, whether or not associated or affiliated with BGCGG, as well as any other form of
electronic communication, including 3rd party social media platforms.
The same principles and guidelines found in BGCGG’s policies apply to employees' activities online. Ultimately,
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employees are solely responsible for what they post online. Before creating online content, employees should consider
some of the risks and rewards that are involved. Employee conduct that adversely affects job performance, the
performance of fellow employees or otherwise adversely affects customers, suppliers, people who work on behalf of
BGCGG or BGCGG's legitimate business interests may result in disciplinary action up to and including termination.
Employees should carefully read these guidelines and BGCGG’s employment policies that address social media and
ensure their postings are consistent with these policies. Inappropriate postings that may include discriminatory remarks,
harassment, and threats of violence or similar inappropriate or unlawful conduct will not be tolerated and may subject
employees to disciplinary action up to and including termination. Employees should not have an expectation of privacy
with respect to information or communications that they post using BGCGG’s computers or networks. BGCGG has the
right to monitor all activity on its equipment and system.
Employees should keep in mind that they are more likely to resolve work-related complaints by speaking directly with
co-workers or by utilizing any of BGCGG’s procedures for raising concerns or complaints. Nevertheless, if employees
decide to post complaints or criticism, they should avoid using statements, photographs, video or audio that reasonably
could be viewed as malicious, obscene, threatening, or intimidating, that might constitute harassment or bullying.
Employees should strive to remain honest and accurate when posting information or news, and if they make a mistake,
they should be open about it and correct it quickly. This includes being open about any previous posts they have altered.
The Internet archives almost everything; therefore, even removed or deleted postings can be searched. Employees should
never post any information or rumors that they know to be maliciously false about BGCGG, fellow employees, volunteers,
youth or clients. When using social media, employees should comply with the site's terms of service, acceptable use policy
and any other posted guidelines.
1. Employees must not upload, post or share images or videos of BGCGG staff or at any BGCGG-sponsored event
without mutual consent.
2. Employees must not post images or videos of members or clients. Employees also may not friend or link with
any members or clients on any social media platform or engage in any kind of personal relationship via social
media outlets. Any exception to this policy must be pre-approved by an Executive Leader.
3. Employees must maintain the privacy of BGCGG’s non-public, proprietary information.
4. Employees must not create a link from their blog, website or other social networking site to BGCGG’s website
without identifying themselves as a BGCGG employee. In addition, they must use their best judgment and
exercise discretion when linking to people on social media sites. Co-workers and members of the public may see
employee connections and make judgments about them or their work.
5. Employees must not violate copyright, trade secret, fair use, privacy, libel and defamation, federal securities and
financial disclosure laws.
6. Employees must only express only their personal opinions. They should never represent themselves as a
spokesperson for the organization. Employees are not authorized to speak on behalf of the organization unless
given specific prior written approval from BGCGG. If BGCGG is a subject of the content employees are creating,
employees should be clear and open about the fact that they are an employee and make it clear that their views
do not represent those of BGCGG, fellow employees or people working on behalf of BGCGG. If employees do
publish a blog or post online related to the work they do or subjects associated with the organization, they should
make it clear that they are not speaking on behalf of the organization. It is best to include a disclaimer such as
"The postings on this site are my own and do not necessarily reflect the views of Boys & Girls Clubs of Garden
Grove."
7. Employees must respect others in the online community. They should not use ethnic or racial slurs, or obscenity,
and avoid personal attacks or threats.
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Employees should refrain from using social media while on work time, unless it is work-related as authorized by their
supervisor or consistent with BGCGG’s policies. Also, employees may not use BGCGG email addresses to register on
social networks, blogs or other online tools utilized for personal use.
BGCGG prohibits taking negative action against any employee for reporting a possible deviation from this policy or for
cooperating in an investigation. Any employee who retaliates against another employee for reporting a possible
deviation from this policy or for cooperating in an investigation will be subject to disciplinary action, up to and including
termination. Nothing in this policy is intended to discourage or prohibit employees from discussing wages or terms and
conditions of employment with other employees or third parties. This policy will be administered in compliance with
applicable laws and regulations.
Employees who are contacted by the media should not speak on the organization’s behalf without contacting the
Director of Resource Development & Marketing. All media inquiries should be directed to them.
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SECTION 3: OPERATIONAL POLICIES
03.01 AT-WILL EMPLOYMENT RELATIONSHIP
All employment at BGCGG is "at-will." This means that both employees and BGCGG have the right to terminate
employment at any time, with or without advance notice, and with or without cause. Employees also may be demoted
or disciplined and the terms of their employment may be altered at any time, with or without cause, at the discretion of
the organization. No one other than the CEO or Vice President of Operations has the authority to alter this arrangement,
to enter into an agreement for employment for a specified period of time, or to make any agreement contrary to this atwill status. Any such agreement must be in writing, must be signed by the CEO or Vice President of Operations, and must
express a clear and unambiguous intent to alter the at-will nature of the employment relationship.
03.02 ACCOMODATING EMPLOYEES WITH DISABILITIES
BGCGG is committed to providing equal employment opportunities for all qualified individuals with disabilities in
accordance with the federal Americans with Disabilities Act and applicable State disability laws. In accordance with these
laws, BGCGG strictly forbids all forms of unlawful discrimination, harassment or retaliation against qualified applicants or
employees with disabilities, and for pregnant employees for pregnancy, childbirth, or related medical conditions, and
requires reasonable accommodation for such individuals to perform the essential functions of their jobs safely and
efficiently without undue hardship to BGCGG and without serious risk to the health and safety of others.
Applicants and employees who require accommodation of any disability should inform Human Resources of their needs.
BGCGG may have no way of knowing whether an individual requires an accommodation unless they bring it to the
attention of Human Resources. BGCGG will engage in an interactive conversation to determine if there is a reasonable
accommodation that can be provided that will not cause BGCGG undue hardship and will treat all such information as
confidential to protect privacy rights under laws such as HIPAA, but some disclosure will be necessary to fulfill the
purposes of this policy.
Employees who are made aware that an applicant or employee has a disability should presume that the information is
confidential and discuss it only with an Executive Leader and Human Resources, unless the employee has disclosed or
consented to further disclosure.
Discrimination, harassment or retaliation against an individual because they are considered disabled or has been given
accommodation for a disability is absolutely forbidden and grounds for immediate termination. Employees who
believe they have been harassed in violation of this policy may file a complaint.
03.03 VERIFICATION OF ELIGIBILITY TO WORK IN THE UNITED STATES
Under federal law, all new hires must produce original documentation establishing their identity and right to work in the
United States, and complete INS Form I-9, swearing that they have a right to work in the United States. New hires may
establish their identity and right to work in the United States by (1) providing documentation that establishes both their
identity and employment authorization ("List A" documents) or (2) providing documentation that separately establishes
their identity ("List B" documents) and their employment authorization ("List C" documents), which can be found on INS
Form I-9. All documents must be unexpired. Documentation must be produced within three business days of hire, or on
the first day of any employment that is less than three business days. Required documentation must be presented to
Human Resources, which will be responsible for processing the documents.
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03.04 EMPLOYMENT APPLICATIONS
BGCGG relies upon the accuracy of information provided by an applicant in the employment application, as well as the
accuracy of other data presented throughout the hiring process and employment. Any misrepresentation, falsification,
or material omission by an applicant in any of this information or data may result in revocation of any offer or
immediate termination of employment, regardless of when it is discovered.
03.05 EMPLOYMENT REFERENCE CHECKS
To ensure individuals who join BGCGG are well qualified and exhibit strong potential to be productive and successful,
BGCGG obtains professional references before applicants are onboarded. BGCGG verifies employment for any
applicant that has worked at another Boys & Girls Club.
03.06 EMPLOYMENT BACKGROUND CHECK POLICY
BGCGG conducts background checks on all job candidates post-offer (contingency offer). BGCGG may also use a third
party administrator to conduct background checks. The type of information collected can include, but is not limited to, a
national sexual offender search, a criminal background check, education, employment history, credit check, and
professional and personal references. This process is conducted to verify the accuracy of the information provided by the
candidate and determine their suitability for employment.
BGCGG ensures that all background checks are held in compliance with applicable federal and state statutes, such as the
Fair Credit Reporting Act. All criminal background screens are conducted post-offer (contingency offer). As part of Title
VII of the Civil Rights Act, this information cannot be used as a basis for denying employment, unless it is determined to
be job-related. BGCGG reserves the right to make the sole determination concerning information or any employment
decision arising out of the background check.
BGCGG uses Live Scan and First Advantage to conduct background checks. Live Scan will notify BGCGG when current
employees or volunteers are arrested, charged or convicted of a crime. BGCGG requires employees and volunteers to
notify Human Resources if they are arrested, charged or convicted of a crime during employment or service with the
organization. Upon subsequent arrest notification, Human Resources will provide a copy of the notification to the
identified employee and begin an interactive process to determine the employee’s eligibility for employment.
All background check findings shall be considered when making employment decisions. BGCGG will not consider an
applicant eligible for employment if such individual:
1.
2.
3.
4.
5.
6.
refuses to consent to a criminal background check,
makes a false statement in connection with such criminal background check,
is registered on a State or National sex offender registry,
has ever been convicted of a drug-related offense committed within the last five years, or
has been convicted of a drug-related offense committed within the five years.
has been convicted of a felony consisting of:
a. Murder
b. Child abuse
c. A crime against children, including child pornography
d. Spousal abuse
e. A crime involving rape or sexual assault
f. Arson
g. Physical assault battery
03.07 POST-OFFER MEDICAL EXAMS
All employees are required to provide BGCGG with current tuberculosis (TB) test results and continue to maintain
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updated tuberculosis records. Employees who work in BGCGG licensed daycare facilities are required to undergo postoffer health screenings to ensure each employee is physically qualified to perform the duties of the job. Good physical
health must be verified by a health screening performed by or under the supervision of a physician not more than one
year prior to or seven days after employment.
Per California Highway Patrol guidelines, all bus drivers must carry medical certification upon hire and must be reexamined every two years thereafter. If a driver does not have a medical certification card required by the CHP, then
they must obtain one and proof of medical screening prior to transporting BGCGG members and staff. If a bus driver’s
medical certification card expires while working for BGCGG, the bus driver will be suspended from driving until they
provide a valid certification. Bus Drivers will have 7 days from the date their medical cards expire to provide BGCGG with
valid medical certification cards. Failure to provide a valid medical certification card within 7 days may lead to corrective
action, up to and including termination.
03.08 INTRODUCTORY PERIOD
BGCGG attempts to hire the most-qualified employees for each position. To ensure this, BGCGG provides for an
introductory period of employment for the employee to assess BGCGG and the job content, and for BGCGG to evaluate
the new employee and their job performance. All new employees must complete to BGCGG’s satisfaction a 90-day
introductory period beginning with the date of initial employment. During the introductory period, an employee may be
discharged for any reason and without advance notice. Similarly, the employee may resign from employment for any
reason without advance notice during this period. Typically, a review will be conducted by the employee's supervisor
before the introductory period is completed.
An employee's introductory period may be extended one or more times. On successful completion of the introductory
period, an employee will become a regular employee. Successful completion of the introductory period does not,
however, guarantee employment for any specific duration or change the at-will status of regular employment.
03.09 NEW EMPLOYEE ORIENTATION
All newly hired employees are required to attend an orientation where they are given an overview of BGCGG’s
organizational policies. After reviewing all topics, employees certify that they have read and understood everything
covered by signing and dating acknowledgement paperwork for their employee personnel files. Signing the Employee
Handbook is a condition of employment at BGCGG. Refusal to sign is grounds for immediate termination.
03.10 ID BADGES
As part of BGCGG’s commitment to ensuring the safety and security of staff, volunteers and youth, employees and some
volunteers are required to carry a company-issued ID badge. Employees or volunteers may be asked to show their
badges to other staff, parents and other stakeholders to verify their affiliation and purpose for being on site.
The following applies to all employees and volunteers required to wear badges. For a comprehensive list of departments
for which this policies applies or for further information, refer to the ID Badge Policy and ID Badge FAQ Form.
1. Employees and volunteers are required to wear an ID badge in plain view while on the clock except as
noted in this policy.
2. Employees and volunteers must wear their ID badge when hosting or appearing at BGCGG functions or
events. Employees and volunteers may wear their ID badge when conducting official business in the
community, at their discretion. A name badge may be substituted if business professional.
3. The ID badge may be used only by the individual to whom it was issued. Employees and volunteers may
not “loan” their ID badge to anyone for any reason.
4. A lost, stolen or misplaced ID badge is to be immediately reported to the employee’s supervisor. A
replacement badge will be issued as necessary. Individuals who lose multiple ID badges may be subject
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to corrective action.
5. ID badges provide a visible means of identification for BGCGG employees and volunteers and help others know
who belongs in the work area. BGCGG employees and volunteers observing others in the work areas without ID
may:
a. Approach the person to determine their status.
b. Immediately report the person to their supervisor.
c. If an emergency, call 911.
6. ID badge will be collected upon end of service with BGCGG.
The following applies to all employees regarding displaying the ID badge.
1. The ID badge may be worn attached to a clip, in a clear plastic card holder, on a lanyard or other device
that is clearly visible.
2. A personal lanyard may be worn, but must follow all BGCGG appearance guidelines.
3. The ID badge must be free of decoration. The ID badge may display small items such as recognition pins
or professional affiliation pins, but may not obstruct the view of the ID badge.
4. Repeated failure to wear the ID badge clearly may result in corrective action.
03.11 HIRING AND EMPLOYMENT OF RELATIVES AND THOSE IN CLOSE PERSONAL RELATIONSHIPS
BGCGG promotes positive working relationships between all employees. Whenever possible, BGCGG avoids actual or
potential conflicts of interest in work assignments involving relatives or individuals with close personal relationships to
minimize potential complaints of bias, unprofessional, or harassing behavior. For the purposes of this policy, a relative is
any person who is related by blood or marriage, or whose relationship with the employee is similar to that of persons
who are related by blood or marriage.
While BGCGG does not have a strict rule prohibiting the employment of relatives or significant others, there are
circumstances when BGCGG makes decisions based on facts identifying a potential conflict. Relatives of persons
currently employed by BGCGG may be hired only if they will not directly work for or supervise a relative, and BGCGG
employees cannot be transferred into such a reporting relationship. Management level employees may not directly
supervise relatives or those with whom they have a close personal relationship.
Any employee who enters into a close personal relationship with or becomes related to a coworker must report the
relationship to their supervisor, who will determine whether a conflict of interest exists. While efforts are made to reassign employees when a potential conflict exists, immediate reassignment cannot be guaranteed. Management will
decide which employee will be transferred. In other cases where a conflict or the potential for conflict arises, even if
there is no supervisory relationship involved, the parties may be separated by reassignment or terminated from
employment.
03.12 EMPLOYEE CLASSIFICATIONS AND CATEGORIES OF EMPLOYMENT
Introductory employees are those employees who are within their introductory period, i.e., the first 90 days of
employment. The introductory period may be extended for an additional period.
A regular full time employee is an employee who successfully completes the introductory period (including any
extension), and is regularly scheduled to work an average of 30 or more hours per week for a period of indefinite
duration.
A regular part time employee is an employee who successfully completes the introductory period (including any
extension), and is regularly scheduled to work less than an average of 30 hours per week for a period of indefinite
duration.
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Temporary employees are persons hired to work on special assignment with the understanding that such work will be
completed within a specified period of time, usually not to exceed three (3) months.
Casual employees are employees who are hired on a sporadic basis to work for a few hours or days at a time, resulting in
less than 20 hours of work per week.
On-call employees work infrequently on an as-needed basis. They will be contacted as work and the need for their
specialty becomes available.
Exempt employees, by definition, are exempt from earning overtime compensation. Nonexempt employees are
employees who are eligible to be paid for overtime work in accordance with the provisions of applicable wage and hour
laws.
BGCGG may change the employment classification of any employee at any time based on the nature of the employment
assignment.
03.13 LACTATION ACCOMODATION
Lactation accommodations, as required by law, shall provide a reasonable break time to accommodate an employee
desiring to express breast milk for the employee’s infant. Such break time shall if possible, run concurrently with any
break time already provided to the employee. BGCGG will make reasonable efforts to provide the employee with the
use of a remote location, other than a restroom stall, in close proximity to the employee’s work area for the purpose of
expressing breast milk in a private, locked room. The room or location may include a place where the employee
normally works. Should you require lactation accommodations following a return from pregnancy leave, please advise
Human Resources so that accommodations may be made.
03.14 EMPLOYEE LITERACY
Employees desiring assistance in enrolling in an adult literacy education program should contact Human Resources for
assistance with locating and enrolling in such a program. Requests will be kept confidential, and employees will not be
retaliated against for seeking literacy assistance.
03.15 JOB DESCRIPTIONS
BGCGG continuously updates job descriptions. Job descriptions are distributed to employees at the time of their
performance reviews for review and acknowledgement of receipt. BGCGG employees also receive new job descriptions
when they experience a job change or when job duties are updated.
03.16 PERSONNEL RECORDS
The personnel file is the basic record of each employee’s work history with BGCGG. It is intended for the sole use of
BGCGG and is considered confidential. The personnel file includes such information as the employee’s job application,
resume, records of training, documentation of performance appraisals, salary increases, and other employment records.
Any confidential medical information regarding employees is maintained in a separate, confidential medical file. Every
reasonable effort is made to protect the employee’s privacy. The Human Resources Department maintains the personnel
file. It is the employee’s responsibility to inform the Human Resources Department of any change in their personal
information promptly and accurately, such as mailing and email addresses, telephone number, marital status,
domestic partnership, number of dependents, and emergency contacts by updating the information in the Employee Self
Service (ESS) in Paycom.
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Personnel files are the property of BGCGG, and access to the information they contain is restricted. Generally, only
BGCGG supervisors and management personnel with a legitimate reason are allowed to review information in a file. If a
supervisor or manager wishes to review their employees’ personnel files, they must contact the Vice President of
Operations for an appointment.
Employees, former employees, or a representative designated in writing by the employee or former employee may
request to inspect or receive a copy of personnel or payroll records BGCGG maintains relating to the employee’s
performance or to any grievance concerning the employee. If an employee wishes to review their personnel file, they
must complete and submit a Personnel File Request Form to Human Resources for an appointment. Appointments are
usually granted within two business days of the request but no later than 30 days. Inspections must occur during Human
Resource’s normal operating hours in the presence of a Human Resources representative. An employee may not alter
any existing information in their file.
The following are not available for inspection:
1. Documents related to Workers Compensation claims
2. Documents possibly related to criminal investigations
3. Pre-employment records and other privileged documents
03.17 PERFORMANCE REVIEWS
Depending on the employee's position, BGCGG reviews employee performance periodically from their date of hire.
BGCGG utilizes a system of performance reviews as an interactive tool to ensure consistent satisfactory performance and to
aid in decisions regarding promotions, compensation, training, and corrective action. The appraisal system is designed to
focus on employee job performance as it relates to the individual’s job description, to assess progress, set goals, and
identify improvements needed. However, a positive performance evaluation does not guarantee an increase in salary, a
promotion or continued employment. Compensation increases and the terms and conditions of employment, including
job assignments, transfers, promotions, and demotions, are determined by and at the discretion of management. In
addition to formal performance evaluations, BGCGG encourages employees and supervisors to discuss job performance
on a frequent and ongoing basis.
In order to prepare for a timely review, a self-assessment will be sent to the employee prior to the performance review
date. The employee’s supervisor completes a performance summary, resulting in an interactive discussion between the
employee and the supervisor. Should an employee experience a job change due to promotion or demotion, the
employee’s performance review date is reset to occur one year from the promotion or demotion date. For those who
choose to take personal leave, the annual review date will be extended to include the amount of time taken for personal
leave.
In the event that an employee’s pay rate change (due to promotion, demotion, or salary administrative change)
follows their performance review date by 30 days or less, the employee’s pay rate change will be adjusted to reflect any
dollar amount increase that may have been received with the performance review.
03.18 JOB POSTINGS AND PROMOTIONS
BGCGG prides itself on developing its employees and empowering them to grow within the organization. Whenever
possible and practical, internal job opportunities will be posted on Paycom. Depending on the position and number of
applicants, there may be multiple interview steps and/or special projects. However, there are also times when Executive
Leadership may fill positions without posting. Employees may simultaneously submit applications for multiple positions
for which they qualify. Not all positions are guaranteed to be posted. BGCGG reserves the right to seek applicants solely
from outside sources or to post positions internally and externally simultaneously. Applications submitted that do not
adhere to the submission rules will be disqualified.
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03.19 CORRECTIVE ACTION
BGCGG seeks to establish and maintain standards of employee conduct and supervisory practices, which will, in the
interest of BGCGG and its employees, support and promote teamwork and effective business operations. Such
supervisory practices include administering corrective action when employee conduct or performance problems arise.
Major elements of this policy generally include:
1. Constructive, interactive supervisory support to help employees achieve full satisfactory standards of conduct
and job performance.
2. Correcting employee shortcomings or negative behavior to the extent required.
3. Employee notification through communication of this policy that termination will result from violation of
employee standards of conduct or unsatisfactory job performance.
4. Written documentation of disciplinary warnings given and corrective measures taken
Documentation of corrective action will become part of the employees’ personnel records.
Depending on the facts and circumstances involved in each situation, management may choose to begin corrective
action at any step, up to and including immediate termination, given that employment with BGCGG is “at-will.” An
employee’s refusal to acknowledge written coaching or disciplinary documentation by signing the documentation is
considered insubordination and may result in termination.
The following methods may be followed at BGCGG’s discretion:
Verbal Coaching: For infractions BGCGG deems to be minor, the employee may be coached verbally. If the situation
does not improve within a reasonable time, the supervisor may repeat the measure or implement another option. A
Guidance Form or Memo to File may be used to document verbal coaching. The supervisor will document the
conversation, and both supervisor and employee will acknowledge the coaching documentation’s content.
Employee Warning Notice: For repeated minor infractions, or a more substantial infraction, the employee may be issued
a written warning notice. If the situation does not improve within a reasonable time, the supervisor may repeat the
measure or take steps to terminate the employee. The written warning notice is prepared following a corrective action
discussion with the employee. The employee will be given an opportunity to comment in writing and is asked to sign the
notice acknowledging receipt. Two copies of the notice will be distributed as follows: (1) Employee, and (2) Personnel
File.
Performance Improvement Plan (PIP)/Action Plan: These plans give struggling employees the opportunity to succeed
while still holding them accountable for past and future performance. They set clear expectations, describe which areas of
the performance requiring improvement, set clear timeframes for improvement, and establish consequences that will
occur performance does not improve. The supervisor and staff member interactively discuss the expectations and
determine scheduled meetings to review progress or shortcomings occurring during the plans in an effort to support the
staff member’s success.
Investigatory Leave: While out on investigatory leave, BGCGG requests employees to refrain from communicating with
other staff members to avoid compromising witness statements from all witnesses involved.
1. Paid Administrative Leave: At times when an employee must be placed on paid administrative leave in order to
pursue investigation of a suspected allegation of wrongdoing, the employee is expected to be on-call to report
for duty during their regularly scheduled working hours. Employees will be compensated for days off
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during the leave when they would normally work. The employee is required to leave the premises
immediately. The suspension/investigation period generally lasts until the investigation is complete.
2. Suspension: If events compel immediate action regarding employee conduct, the Vice President of
Operations may immediately suspend the employee for a specified period, pending an investigation. The
employee is required to leave the premises immediately. The suspension/investigation period generally
lasts until the investigation is complete. In no event will an exempt employee be suspended without pay in
increments less than one workweek (Tuesday through Monday) for reasons other than violations of major
safety rules. At the time of suspension, the employee must forfeit any organizational property, including
keys, cell phone, laptop, etc.
Last Chance Agreement: In lieu of terminating an employee’s employment for serious company policy,
procedure, or rule violation, or other inappropriate behavior or conduct, BGCGG may give the employee a
final opportunity to continue employment via a last chance agreement.
Termination: Termination of employment may occur for infractions BGCGG deems to be sufficiently serious,
continued failure to respond appropriately to prior corrective action, or if such action is deemed in the best interest
of BGCGG.
The above corrective action process is simply an operating guideline. It does not create any contractual rights and
should not be construed as a guarantee of employment for any specific period of time, for any specific work, or for
any specific term. All employees are employed “at- will,” and employment may be terminated at any time by BGCGG
or the employee, with or without cause.
Return of Property: Separating employees must return all company property at the time of suspension and/or
separation including, but not limited to BGCGG-issued uniforms, cell phones, keys, laptops, credit cards, and
identification cards. Please also remember that any confidential information received while employed at BGCGG
belongs solely to BGCGG and must be kept confidential even after the employment has ended.
Paid Time Off (PTO): Accrued PTO will be paid in the final paycheck.
Rehire: Former employees who left BGCGG in good standing and were classified as eligible for rehire may be
considered for re-employment. An application must be submitted to the Human Resources Department, and the
applicant must meet all minimum qualifications and requirements of the position, including any required qualifying
exam.
Rehired employees begin benefits just as any other new employee. Previous tenure will be considered when
calculating years of service in the Boys & Girls Club movement, 401K vesting, and medical benefits (on a case-by-case
basis) but will not be considered in calculating leave accruals or any other benefits.
Bar from Employment: An applicant or employee who is terminated for violating policy or who resigned in lieu
of termination from employment due to a policy violation will be ineligible for rehire.
03.20 EMPLOYMENT REFERENCES AND VERIFICATIONS
Employees contacted by outside sources requesting an employment reference or employment verification for a
current or former employee should not provide any information to the requesting individual or organization. Instead,
employees should refer the requesting individual or organization to the Payroll Manager. No employee, other than a
Director or Manager in Human Resources, is authorized to provide employment references or employment
verifications for any current or former employee. The authorized representative(s) may verify dates of employment
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and last position held at discharge but will not disclose any other information. In order to release the information, the
inquiry must be submitted with a written release from the former or current employee to relinquish such
information, unless requested by another Boys & Girls Club. Current employees may request that their supervisor
complete a Letter of Reference on their behalf. Completing the letter is at the discretion of the supervisor and must
be approved by an Executive Leader
03.21 EXIT INTERVIEW PROCESS
BGCGG provides separating employees the opportunity to give their opinions of the organization’s operations and
recognizes that by providing this informal process, BGCGG gains important information on how to improve as well as
identifying organizational strengths and weaknesses. Employees will be given the opportunity to complete an exit
survey prior to their last day of employment.
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SECTION 4: HOURS OF WORK, OVERTIME, PAY DAYS, AND TIMEKEEPING
04.01 HOURS OF WORK
The normal scheduled hours for full time employees are 30-40 hours per week, Monday through Friday, as dictated by
the position. Hours of work are generally weekdays between 7:00 a.m. and 6:30 p.m. but may differ, depending on the
needs of BGCGG. All work schedules must be approved by each employee’s supervisor.
BGCGG reserves the right to modify employees' starting and ending times and the number of hours worked.
04.02 DAY OF REST
All nonexempt employees are entitled to one day of rest per workweek. Employees are not permitted to work more
than six days within one workweek.
Employees who feel they were not provided a day of rest as required by this policy should inform their supervisor or
manager, and if not corrected Human Resources immediately.
04.03 MEAL AND REST PERIODS
Rest Periods – BGCGG authorizes and permits nonexempt employees working at least three and one-half hours in a day
to take a ten-minute, off-duty, uninterrupted paid rest period for each four hours worked or major fraction thereof.
Employees who work more than seven and one-half hours in a day may take a second off-duty, uninterrupted rest
period. Employees who work more than 10 hours in a day may take a third off-duty, uninterrupted rest period.
Employees should take their rest periods in the middle of each work period to the extent it is practicable to do so, and
not combine them with meal periods or skip them to leave work early. BGCGG’s general practice is to offer rest periods
in the amount of fifteen minutes. At times, this may not be possible and the rest period will be the legal minimum of ten
minutes.
Employees who feel they were not provided the opportunity to take all rest periods authorized and permitted under this
policy must inform their supervisor or manager, and if not corrected Human Resources immediately.
Meal Periods – BGCGG provides employees who work more than five hours in a day with an unpaid, uninterrupted meal
period starting no later than the end of the 4.9th hour of work. BGCGG provides employees who work more than 10
hours in a day with a second unpaid, uninterrupted meal period starting no later than the end of the 10th hour of work.
Employees who work no more than six hours in a day may waive the first meal period. Employees who work no more
than 12 hours in a day may waive the second meal period if they took their first meal period. Meal periods must be at
least thirty minutes in length. The actual time of the meal period will be scheduled by the employee’s supervisor.
Hours Worked
Less than 3.5
3.5-4.9
5-6
6.1-7.5
7.6-8
Meal & Rest Periods Allowed
None
1 rest period
1 rest period
1 meal period (may be waived)
1 rest period
1 meal period
2 rest periods
1 meal period
Employees are entitled, encouraged, and expected to take all meal periods provided under this policy and not waived,
and all rest periods provided under this policy. During meal periods and rest periods, BGCGG will relieve employees of all
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duty and will not exercise control over employees' activities. Employees are free to spend their meal period and rest
period time as they choose, and are not required to remain on-premises or "on-call" during off-duty meal periods and rest
periods. Employees who have work-issued phones should turn those devices off while taking meal periods and rest
periods.
No BGCGG manager or supervisor may impede or discourage employees from taking meal periods and rest periods
provided under this policy.
04.04 COOL DOWN RECOVERY PERIODS
During periods of hot weather and when excessive heat warnings are in place, employees are encouraged to take
measures to prevent heat-related injuries. Those who work outdoors are encouraged to move activities indoors, move to
shaded areas, stay hydrated and take cool-down rest breaks in fixed, shaded areas whenever needed to prevent heat
illness.
Employees who feel they were not provided a recovery period that complies with this policy should inform their
supervisor or Human Resources.
04.05 OVERTIME PAY
All nonexempt employees who work more than eight hours in one workday or more than forty hours in one workweek
will receive overtime pay computed as follows:
1. Overtime at the rate of 1 ½ times the employee's regular rate of pay for all hours worked in excess of forty in
any one workweek.
2. Overtime at the rate of 1 ½ times the employee's regular rate of pay for the hours worked in excess of eight
hours in any one workday up to twelve hours, and for the first eight hours worked on the seventh day of work in
any one workweek.
3. Overtime at the rate of double the employee's regular rate of pay for all hours worked in excess of twelve in one
workday, and for all hours worked in excess of eight on the seventh day of work in one workweek.
Overtime will be computed on actual minutes worked, adjusted to the nearest 6-minute increment.
Only those hours that are actually worked are counted to determine an employee's overtime pay. Compensated
holidays, for example, are not hours worked and therefore are not counted in making overtime calculations unless the
employee actually worked on the holiday.
Workweek and Workday
Unless otherwise provided, for purposes of calculating overtime, each workweek begins on Tuesday and each workday
begins at 12:00 a.m.
Pre-Authorization
Nonexempt employees who anticipate the need for overtime to complete the week’s work must notify their supervisors
in advance and obtain approval prior to working hours that extend beyond their normal schedule. During busy periods,
the employer may require employees to work extended hours. Nonexempt employees who fail to obtain approval prior
to working hours that extend beyond their normal 8-hour workday or 40-hour workweek will be subject to disciplinary
action. Overtime offenses may result in termination.
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04.06 OTHER TYPES OF PAY
Reporting Pay
Nonexempt employees who report to work at BGCGG’s request, but are furnished less than half of their usual or
scheduled day's work, will be paid for half the usual or scheduled day's work, but not less than two hours' pay or more
than four hours' pay at their regular rate, without regard to the number of hours they actually worked, unless the
reasons for the lack of work are beyond the BGCGG’s control. Reporting time pay will not be paid to an employee on
paid standby status who is called to perform assigned work at a time other than the employee's scheduled reporting
time. Reporting time hours are not counted as hours worked for overtime purposes beyond the time in which work
actually is performed. For example, if an employee who is scheduled to work an eight-hour shift is sent home after three
hours, the employee will receive four hours' pay for that day, but the fourth hour of reporting time pay will not be
treated as time worked for overtime purposes.
Holiday Pay
Eligible employees are paid their regular straight-time wages for paid holidays. To receive holiday pay, the employee
generally must work the regularly-scheduled workdays preceding and following the holiday, or receive prior approval
from their supervisor to take the time off. In order to receive hours for a paid holiday, non-exempt employees must
accumulate a total of 60 hours (hours worked, PTO and holidays). Exceptions to this policy may be made by BGCGG.
04.07 PLACE AND TIME FOR PAYMENT OF WAGES
Employees are paid biweekly, every other Friday. Employees must complete their time cards in a timely manner in order
to ensure that they are paid for all hours worked. For employees who are not on direct deposit, checks are distributed to
their work site on the date assigned for payment. If the employee is absent when the paycheck is distributed, the
employee may claim the paycheck from their immediate supervisor when the employee returns.
Payment on Resignation, Termination, or Completion of Assignment or Term
If an employee resigns, their paycheck will be available on the final day of work, provided the employee has given at least
72 hours' prior notice. If an employee resigns without giving 72 hours' notice, their paycheck will be made available within
72 hours after the employee gives notice of the resignation, unless the employee requests in writing
that their final paycheck be mailed, in which case BGCGG will mail the final paycheck within three days after the
employee gives notice. Employees who are terminated involuntarily will be paid on the day of the discharge. If an
employee is hired for a specific assignment or otherwise has a defined term of employment, their paycheck will be
available upon the completion of the assignment or employment term. In all cases, employees' final paychecks will
include payment for all wages owed and any accrued but unused PTO.
Garnishments
BGCGG complies with applicable state and federal laws regarding the garnishment and assignment of wages. Repeated
garnishments for multiple debts can be grounds for discharge or other discipline as provided by applicable laws.
Payroll Deductions
Deductions for federal Income Tax, Social Security Tax, and Medicare are required by federal law. State Income Tax and
State Disability Insurance deductions vary according to the state in which your work is performed. Other deductions for
insurance or other benefits may be specifically authorized by the employee in writing or by electronic signature. Each
paycheck stub itemizes amounts that have been withheld. It is the employee’s responsibility to confirm the accuracy of
payroll deductions and personal information and to notify their manager or Human Resources immediately of any
changes. It is important that employees keep this information for tax purposes. Questions about deductions should be
directed to the Payroll Manager.
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04.08 CLOCKING IN AND OUT AND TIME RECORDING
It is BGCGG’s policy and practice to accurately compensate employees, complying with all applicable state and federal
laws. To ensure that employees are paid properly for all time worked and that no improper deductions are made, they
must record correctly all work time and review their paychecks promptly to identify and report all errors.
Employees must track their time using the established payroll system when they come into work, leave and return
from lunch (if applicable), and leave at the end of their shift. BGCGG expects its employees to arrive at their sites on
time. BGCGG’s time recording system will document and detect for tardiness.
Non-exempt employees should not work any hours outside of their scheduled work shifts day unless their supervisor has
authorized the unscheduled work in advance. Do not start work early, finish work late, work during a meal or rest break
or perform any other extra or overtime work unless authorized to do so and that time is recorded on a time sheet.
Employees are prohibited from performing any “off-the-clock” work. “Off-the-clock” work means work performed but
not reported on a time card. Any employee who fails to report or inaccurately reports any hours worked will be subject to
disciplinary action, up to and including termination.
If an employee fails to clock in and/or out, resulting in a shortage on the employee’s paycheck, the monetary
adjustment will be processed on the next applicable pay cycle. The supervising Director must send a written
explanation to the Payroll Manager indicating the date(s) and hour(s) missing. BGCGG will not issue a separate check to
an employee whose check is short due to not clocking in or out appropriately. It is each employee's responsibility to
make sure their time is recorded accurately. The hours recorded on a time card are the legal record of hours
worked. Paychecks are based upon the time recorded.
BGCGG makes every effort to ensure employees are paid correctly. Occasionally, however, inadvertent mistakes can
happen. When mistakes occur and are called to BGCGG’s attention, BGCGG promptly will make any necessary
correction. Time cards must accurately reflect all regular and overtime hours worked, any absences, early or late
arrivals, early or late departures, and meal breaks (and that there is no unrecorded or “off-the-clock” work). Upon
receiving their biweekly pay, employees should review their paystubs carefully for accuracy, especially regarding
personal time off balances, deductions, and any other hours or earnings. Any correction must be brought to the
attention of the employee’s Director, Supervisor, and the Payroll Manager within one week of the receipt of the
paycheck.
04.09 FAILURE TO COMPLY
It is a violation of BGCGG’s policy for any employee to falsify a time card, or to alter another employee’s time card. It is
also a serious violation of BGCGG policy for any employee or manager to instruct another employee to incorrectly or
falsely report hours worked or alter another employee’s time card to under- or over-report hours worked. If any
manager or employee instructs an employee to (1) incorrectly or falsely under- or over-report your hours worked, (2)
alter another employee’s time records to inaccurately or falsely report that employee’s hours worked, or (3) conceal
any falsification of time records or to violate this policy, do not do so. Instead, report it immediately to Human
Resources. Employees who continually fail to comply with the timekeeping policy will be subject to appropriate
discipline up to and including termination of employment.
In addition, BGCGG will not allow any form of retaliation against individuals who report alleged violations of this policy
or who cooperate in BGCGG’s investigation of such reports. Retaliation is unacceptable. Any form of retaliation in
violation of this policy will result in disciplinary action, up to and including termination.
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SECTION 5: WORKPLACE STANDARDS
05.01 COMPANY PROPERTY AND CONFIDENTIAL AND PERSONAL INFORMATION
The security of BGCGG property is of vital importance to the organization. Company property includes not only tangible
property, like desks and computers, but also intangible property such as confidential information. It is critical for BGCGG
to preserve and protect its confidential information, as well as the confidential information of customers, suppliers and
third parties. All employees are responsible for ensuring that proper security is maintained at all times.
Nothing in this policy or in related policies is intended to interfere with an employee’s right to discuss working
conditions within the organization or with members of the public nor is there any restriction on an employee’s right to
labor organize.
Confidential information means all information, not generally known, belonging to, or otherwise relating to the business
of BGCGG or its clients, customers, suppliers, vendors, affiliates or partners, regardless of the media or manner in which it
is stored or conveyed, that BGCGG has taken reasonable steps to protect from unauthorized use or disclosure.
Personal identification information includes individually identifiable information about employees, customers,
consultants or other individuals, such as social security numbers, background information, credit card or banking
information, health information, or other non-public information entrusted to BGCGG regarding an individual's personal
identity. There are laws in the United States that protect certain types of personal identification information, and
employees should not disclose such protected personal identification Information about other individuals to any third
party without prior managerial approval.
While employed by BGCGG, employees must not use or disclose any confidential information or personal identification
information that they produce or obtain during employment with the organization, except to the extent such use or
disclosure is required in connection with performing their jobs. Employees may not use or disclose confidential
information or personal identification information for any reason after the employment relationship with the
organization ends. Misuse or unauthorized disclosure of confidential information or personal identification information
may result in immediate termination, as well as potential personal and criminal liability. Nothing in this guideline
restricts an employee from discussing their wages or other terms and conditions of employment with coworkers or
others, to the extent protected by law.
Obligations on Termination
On termination of employment, whether voluntary or involuntary, all BGCGG documents, computer records, and other
tangible company property in the employee's possession or control must be returned to BGCGG immediately. The
organization considers refusal to return company property to be theft and reserves the right to contact local law
enforcement if company property is not returned at the time of termination.
05.02 EXTERNAL COMMUNICATION
Occasionally employees may be contacted by outside sources requesting information about BGCGG matters, including
information regarding current or former employees, projects, or other workplace issues. In order to avoid providing
inaccurate or incomplete information to outside sources, and the possible negative exposure that may result from
providing information about BGCGG to outside sources, any employee asked to speak for or on behalf of BGCGG by any
outside source should immediately contact Rachelle Gillerman, Director of Resource Development & Marketing at 714315-5172.
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Employees violating this policy may be subject to discipline, up to and including termination of employment.
This policy is in no way intended to prohibit an employee from documenting and speaking with outside third parties
regarding perceived or alleged unacceptable or illegal working conditions. The policy is also in no way intended to deter
any employee from speaking with any individual regarding labor organizing.
05.03 OUTSIDE ATTORNEYS AND INVESTIGATORS
If an employee is contacted by an outside attorney or investigator regarding BGCGG business, including information
regarding current or former employees, projects, or other workplace issues, the employee should inform the inquiring
party that they are not authorized to speak on behalf of the organization and immediately obtain the individual's name
and telephone number. The individual's name and telephone number should then be provided to the Vice President of
Operations. Nothing in this policy restricts an employee from discussing their wages or other terms and conditions of
employment with coworkers or others, to the extent protected by law.
05.04 APPEARANCE GUIDELINES
BGCGG employees are expected to report to work well-groomed, clean, and dressed according to the requirements of
their positions. Appearance guidelines are effective whenever BGCGG employees are on BGCGG property, their
worksite premises, or while they are representing BGCGG, including in-person and virtual trainings and meetings.
Employees should always check with their supervisor regarding appearance guidelines for their program area. Anyone
violating the guideline will be sent home to change and will have an unexcused absence during that time. Keep in mind
that all BGCGG employees act as organization representatives and role models for our members.
All BGCGG Staff
Clothing
1. All employees may wear ONLY walking shorts or pants (slacks), jeans, or Capri pants, unless otherwise noted
in a specific section below. Program staff members may not wear dresses, skirts, skorts, or kilts.
a. Clothing may not have or appear to have holes, rips, tears, or patches.
b. Pants must be clean, in good repair, and must conform to size of the individual - not baggy, excessively
over-sized, or sloppy in appearance, nor immodest, revealing, or excessively tight
c. Uncovered leggings and “jeggings” (jean-leggings) are not permitted. Leggings, jeggings and tights are
only allowed when worn under dresses, skirts or shorts.
d. Spandex shorts, board shorts, gym shorts or swim trunks are not permitted.
e. Printed messages on the backside of shorts or pants are not permitted.
f. Shorts must be no shorter than 4” above the knee.
g. No sweatpants, including yoga pants, sag pants
2. Undergarments may not be exposed or visible through clothing.
3. Clothing must conceal cleavage, sides, back, and midriff. Employees must wear camisoles or tank tops beneath
clothes that are sheer, low cut, or short in length.
4. No halter tops, or tube tops
5. Spikes or excessive rivets on any articles of clothing are not permitted.
6. Clothing may not reference alcohol, tobacco, drugs, or gangs or promote any band, vocalist, concert group, or
record label or any message, saying, or slogan that is contrary to BGCGG’s core values.
7. Flip flops and footwear with pivoting heal straps are not permitted.
8. One-piece bathing suit only when participating in a swimming activity (pool, beach, etc.) A t-shirt must be worn
over bathing suits, unless employees are in the water.
9. Staff must wear an ID badge or name tag in accordance with the ID Badge Policy.
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Accessories
1. Piercings:
a. Earrings are allowed with no more than three earrings per ear. Small ear gauges (less than 25 mm in
diameter - 1 inch ga) are allowed. No cuffs, bars, spirals, or chain earring cuffs.
b. One small nose stud is allowed (no rings, bull rings, or septum piercings).
c. No other pierced body jewelry or adornments, including tongue studs are allowed.
d. All unacceptable jewelry (spikes, oversized plugs, etc.) must be removed before entering the workplace.
2. Hats may be worn with the lid facing forward; hoods may not obstruct faces, and beanies may be worn when
needed due to weather.
3. Chains of any kind, attached or unattached to clothing are not permitted.
4. Spikes and/or rivets on any jewelry or accessories are not permitted.
5. Accessories may not reference alcohol, tobacco, drugs, or gangs or promote any band, vocalist, concert group,
or record label or any message, saying, or slogan that is contrary to BGCGG’s core values.
6. Sunglasses only when outside, non-prescription sunglasses must be removed when talking directly with an adult.
Grooming
1. All hair must be neatly groomed and brushed away from the face. Long hair must be tied back when
near operating machinery, conducting cooking activities, woodshop activities, or ceramic classes.
2. Facial hair must be clean and neatly trimmed.
3. Visible tattoos on face, neck, back and on top of knuckles are not allowed. Other visible tattoos are allowed
except for those that are obscene or are contrary to BGCGG values including but not limited to references to
alcohol, drugs, gangs, nudity, violence and profanity. Non-allowed tattoos must be covered by clothing such as
long sleeved shirts, athletic sleeves, pants or turtlenecks. BCGGG can request that employees cover all tattoos at
certain events, which will be communicated to the employee ahead of time. If you are unsure whether a tattoo
should be covered, please consult with Human Resources.
4. Because BGCGG employees work close to one another and model healthy lifestyle habits for BGCGG members,
personal hygiene, such as regular bathing, tooth brushing, deodorant use, clean fingernails, and good grooming,
is important to everyone’s health and to the comfort of those around them. Strong and overpowering scents are
not allowed.
Nothing in this dress code is intended or should be construed to violate, restrict or discriminate against any employee's
sex, gender, gender identity, gender expression, nursing mothers, or religious dress practices. If any employee believes
that their protected rights based upon sex, gender, gender identity, gender expression, nursing mothers, or religious
dress practices are being restricted or violated in some manner by the dress code, please contact Human Resources so
that these concerns can be addressed.
Administrative Staff, Including Community Health Services Staff
In addition to the ALL BGCGG staff guidelines above,
1. Standard business casual attire preferred.
2. Sandals or heels must be no taller than 5”. Shoes must be business casual appropriate.
3. While at program sites, close-toed shoes with heel coverage and good support.
4. Sleeveless tops must have shoulder straps at least 2” wide; undershirt-style tank tops are not permitted.
5. The length of dresses and skirts must be no more than 4” above the top of the kneecap. Mini-skirts and shirts or
dresses with spaghetti straps are not permitted.
6. BGCGG polo, t-shirt and sweatshirt.
7. Earrings up to 2” in length and/or diameter.
8. No hats or beanies indoors.
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Club Directors and Program Coordinators
In addition to the ALL BGCGG staff guidelines above, the guidelines are the same as Administrative Staff, and
1. Closed-toed shoes with heel coverage while at programming site during programming hours.
2. BGCGG nametag must be worn if in professional dress.
Site Supervisors
In addition to the ALL BGCGG staff guidelines above,
1. When working at the administrative office, Site Supervisors may follow the Administrative Staff guidelines.
2. Flat, close-toed shoes with heel coverage while at programming site.
3. Only BGCGG polo and BGCGG sweatshirt while at programming site.
4. Only stud earrings while at programming site.
YDS Program Staff
In addition to the ALL BGCGG staff guidelines above,
1. Only BGCGG Staff t-shirt and BGCGG sweatshirt. The outer layer worn must be a BGCGG issued item unless
extreme weather requires a heavy jacket.
2. Staff coaching sports and referees may wear properly fitting long athletic pants on days they are instructing
sports. Athletic shorts are allowed as long as they are presentable, in good condition and are worn with proper
compression shorts when necessary. No yoga pants.
3. Flat, close-toed shoes with heel coverage and good support.
4. Only stud earrings while at programming site.
5. Program staff may not wear dresses, skirts, skorts, or kilts.
6. Drivers may also wear BGCGG polos and BGCGG transportation jackets.
Early Learning Site Staff
In addition to the ALL BGCGG staff guidelines above,
1. BGCGG polo, staff shirt and sweatshirt.
2. BGCGG apron must be worn when wearing business casual attire.
3. The length of dresses and skirts must be no more than 4” above the top of the kneecap and must be worn with
leggings underneath. Mini-skirts and shirts or dresses with spaghetti straps are not permitted.
4. Flat, close-toed shoes with heel coverage and good support.
5. No nose piercings of any kind.
CPR Instructors
In addition to the ALL BGCGG staff guidelines above,
1. Only BGCGG CPR Polo and BGCGG sweatshirt.
2. Flat, close-toed shoes with heel coverage and good support.
3. Long hair must be tied back or in a ponytail.
4. Fingernails must be neatly groomed without decoration to avoid distraction.
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05.05 ATTENDANCE
Employees are hired to perform important functions at BGCGG. As with any group effort, operating effectively takes
cooperation and commitment from everyone. Therefore, attendance and punctuality are very important. Unnecessary
absences and lateness are expensive, disruptive and place an unfair burden on fellow employees and supervisors.
All employees are expected to be ready to begin and end work according to their established work schedule. Arriving
late or leaving early for scheduled work time, breaks, or meal periods without prior approval is not allowed. Repeated
instances of tardiness, leaving work early, or excessive unapproved/non-legally mandated absences are grounds for
discipline, up to and including termination. Employees are never to leave program areas without their supervisor’s
approval. BGCGG expects timely attendance from all employees. Excessive absenteeism or tardiness will result in
disciplinary action up to and including discharge. Unreported absences of three (3) consecutive workdays generally will
be considered a voluntary resignation of employment with BGCGG.
05.06 TIME OFF NOTIFICATION
Employees who would like to schedule time off must obtain approval from their supervisor at least 10 business
days in advance of the requested time off.
Employees who will be unexpectedly absent or tardy for work due to illness of either themselves or a family member
(parent, child, spouse, domestic partner, grandchild, grandparent, or sibling) or due to an emergency, must phone or
text their supervisor as soon as possible, but no later than 2 hours before their start time. Employees must indicate the
reason and probable duration of the absence. (Employees using their California Paid Leave for their absence are not
required to indicate their absence reason but must follow BGCGG time off notification procedures below.
If employees call their supervisors, they must have a verbal conversation without simply leaving a voicemail.
1. Voicemail messages alone regarding unscheduled absences are not acceptable. If the supervisor is not available,
the employee must contact another designated supervisor or Human Resources to ensure that the absence
message is received by a member of Management.
2. Employees must notify the BGCGG supervisor or Human Resources during the phone call regarding their wish to
use available CA Paid Sick Leave for an absence.
If employees text their supervisors, they must take the following steps:
1. Text supervisor, advising reason for unexpected absence or illness .
2. Wait for a response from their supervisor, confirming the supervisor has received and either excused or
denied the request. If the employee has sufficient California paid sick leave to cover the absence on a
scheduled workday, the request will not be denied.
3. Respond back to the supervisor, confirming the receipt of the supervisor’s text response.
4. Employees must notify the BGCGG supervisor or HR representative on the text regarding their wish to use
available CA Paid Sick Leave for an absence.
Employees who have unscheduled absences lasting longer than one workday are required to call or text, per the
instructions above every day of the absence, unless otherwise approved by the supervisor. Unreported absences of
three (3) consecutive workdays generally will be considered a voluntary resignation of employment with BGCGG.
05.07 WHISTLEBLOWER POLICY
A whistleblower as defined by this policy is an employee of BGCGG who reports an activity that they consider illegal or
dishonest. The whistleblower is not responsible for investigating the activity or for determining fault or corrective
measures; appropriate management officials are responsible for investigating.
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Examples of illegal or dishonest activities are violations of federal, state or local laws; billing for services not performed
or for goods not delivered; and other fraudulent financial reporting.
If an employee suspects illegal, dishonest, or fraudulent activity, the employee is to contact their immediate
supervisor or the Vice President of Operations. An employee may also submit complaints and report an unethical
activity anonymously with a third party hotline via the BGCGG website at www.bgcgg.org/reporting or on the BGCGG
mobile application. The mobile application can be downloaded for free to an Android or Apple phone by searching
“BGCGG” in the App Store. The employee must exercise sound judgment to avoid baseless allegations. The
whistleblower protection laws do not entitle employees to violate a confidential privilege of BGCGG (such as the
attorney-client privilege) or improperly disclose trade-secret information. An employee who intentionally files a false
report of wrongdoing will be subject to discipline up to and including termination.
Whistleblower protections are provided in two important areas – maintaining confidentiality and preventing retaliation;
the confidentiality of the whistleblower will be maintained as much as possible. However, identity may be disclosed to
conduct a thorough investigation, to comply with the law, or to provide accused individuals their legal rights of defense.
BGCGG will not retaliate against a whistleblower. This includes, but is not limited to, protection from retaliation in the
form of an adverse employment action such as termination, compensation decreases, or poor work assignments and
threats of physical harm. Any whistleblower who believes they are being retaliated against must contact the Vice
President of Operations immediately. The right of a whistleblower for protection against retaliation does not include
immunity for any personal wrongdoing that is alleged and investigated.
All reports of illegal and dishonest activities will be promptly submitted to the Vice President of Operations, who is
responsible for investigating and coordinating corrective action. Employees with any questions regarding this policy
should contact the Vice President of Operations.
05.08 OPEN COMMUNICATION POLICY
BGCGG encourages employees to discuss any issue they may have with a co-worker directly with that person. If a
resolution is not reached, they should arrange a meeting with their supervisor to discuss any concern, problem, or issue
that arises during the course of employment. Retaliation against any employee for appropriate usage of open
communication channels is unacceptable. Please remember it is counterproductive to a harmonious workplace for staff
to create or repeat rumors or office gossip.
Open Communication Channel: If an employee’s immediate supervisor is not able to answer a question or resolve the
problem adequately, or if the employee does not feel comfortable utilizing their supervisor as a resource, BGCGG
encourages the employee to meet with their supervisor’s supervisor regarding their concern. If the CEO is the
employee’s supervisor, the employee is encouraged to meet with the President of the Board of Directors. An employee
may, at any time, consult with Human Resources regarding a concern.
05.09 CONFLICTS OF INTEREST AND OUTSIDE EMPLOYMENT
Employees are expected to devote their best efforts and attention to the full-time performance of their jobs. Moreover,
employees are expected to use good judgment, to adhere to high ethical standards, and to avoid situations that create
an actual or potential conflict between their personal interests and the legitimate business interests of BGCGG. A conflict
of interest exists when the employee's loyalties or actions are divided between the organization’s interests and those of
another, such as a competitor, supplier, or customer. Both the fact and the appearance of a conflict of interest should be
avoided. Employees unsure as to whether a certain transaction, activity, or relationship constitutes a conflict
of interest should discuss it with their immediate supervisor or Human Resources for clarification. Any exceptions to this
guideline must be approved in writing by the CEO.
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While it is not feasible to describe all possible conflicts of interest that could develop, some of the more common
conflicts that employees should avoid include the following:
1.
2.
3.
4.
5.
6.
7.
8.
9.
Accepting personal gifts or entertainment from competitors, customers, suppliers, or potential suppliers;
Working for a competitor, supplier, or customer;
Engaging in self-employment in competition with the organization;
Using proprietary or confidential company information, such as company trade secrets, for personal gain or
to the company's detriment;
Having a direct or indirect financial interest in or relationship with a competitor, customer, or supplier;
Using company property or labor for personal use that is not previously authorized;
Acquiring any interest in property or assets of any kind for the purpose of selling or leasing it to the
organization;
Committing the organization to give its financial or other support to any outside activity or organization; or
Developing a personal relationship with a subordinate employee of the organization or with an employee of a
competitor, supplier, or customer that might interfere with the exercise of impartial judgment in decisions
affecting the organization or any employees of the organization.
If an employee or someone with whom an employee has a close relationship (i.e., a family member or close companion)
has a financial or employment relationship with a competitor, customer, supplier, or potential supplier, the employee
must disclose this fact in writing to Human Resources. Employees should be aware that if they enter into a personal
relationship with a subordinate employee or with an employee of a competitor, supplier, or customer, a conflict of
interest may exist, which requires full disclosure to BGCGG.
Failure to adhere to this guideline, including failure to disclose any conflicts or to seek an exception, may result in
discipline, up to and including termination of employment.
05.10 PERSONAL CONDUCT POLICY
BGCGG’s orderly and efficient operation requires employees to maintain proper standards of personal conduct.
These rules are necessary for BGCGG to provide high quality service and to protect BGCGG and its employees.
Because everyone may not have the same idea about proper workplace conduct, it is helpful to adopt and enforce
rules all can follow. Unacceptable conduct may subject the offender to disciplinary action, up to and including
termination, in BGCGG’s sole discretion. In all instances, management will determine the appropriate discipline to be
imposed, including notifying law enforcement when necessary. Commission of any of the following or similar acts is
considered serious and provides grounds for disciplinary action, up to and including termination.
For the purposes of this policy, Junior Volunteers are included when referring to children or members. Although
Junior Volunteers are interviewed and onboarded through the Volunteer Program, policies that apply to members
also apply to Junior Volunteers when it comes to staff and member interactions.
Without limiting the “at-will” status, BGCGG’s right to terminate an employee at any time, with or without cause or
advance notice, following are examples of some, but not all, conduct which must be upheld. If not, it is considered
unacceptable:
1. Causing harm to children, including the following. Any type of abuse will not be tolerated and may be cause for
immediate dismissal.
o physical injury: strike, spank, shake, slap, throw objects at;
o verbal abuse: yell,, humiliate, degrade, threaten;
o sexual abuse: inappropriate touching (including undergarments) or verbal exchange;
o unjustifiable punishment: shaming, cruelty; neglect-withholding food, water, basic care, etc.
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2. Failing to respect children’s rights not to be touched in ways that make them feel uncomfortable, and their right
to say no. Other than diapering, children are not to be touched on areas of their bodies that would be covered by a
bathing suit (i.e. the area between an imaginary line going across the body from one armpit to the other and
another line across the mid-thigh). Exceptions are in critical safety situations in which such contact is necessary
(e.g. a member running into traffic).
3. Failing to supervise children actively (actively supervise, observe, and account for those in their care at all times
during their scheduled shift).
4. Failing to communicate with members or clients in a professional manner.
5. Failing to supervise or interact with staff members’ own children or relatives in programs in the same manner as
they would with other program members.
6. Failing to follow BGCGG’s Restroom Policy, which states that Staff members shall not use the member
restrooms when children are present.
Visiting
BGCGG members’ homes or non-organizational activities, transporting members in personal
8.
vehicles and babysitting, inviting members to their homes, or any other outside contact with members including through
social media platforms without approval of the member’s parent or guardian AND permission from an Executive Leader.
8. Failure to respond to children with respect and consideration and treat all children equally, regardless of
gender, race, religion, or culture.
9. Supplying false or misleading information when applying for employment, or at any time during BGCGG
employment.
10. Altering, destroying, willfully misplacing, discarding or falsifying BGCGG records.
11. Failure to maintain any privilege and the confidentiality of information of BGCGG, its staff, and members,
including but not limited to, documents, reports, records, files, correspondence and communications.
12. Theft or unlawful possession of stolen, lost or mislaid property of BGCGG or its employees.
13. Theft or unauthorized removal of machinery, tools, equipment, records, or other BGCGG property or the
property of employees, customers, or visitors.
14. The possession of weapons of any kind BGCGG property, worksites or while acting as a representative of BGCGG.
15. Failure to follow safety rules and policies.
16. Engaging in any unethical conduct.
17. Committing illegal, immoral or indecent conduct, soliciting persons for these purposes, or aiding and/or
abetting any of these.
18. Violation of BGCGG’s Drug-free and Alcohol-free Workplace policy.
19. Refusal or failure to perform assigned duties or to follow a supervisor’s lawful instructions.
20. Violation of BGCGG's Harassment or Equal Employment Opportunity policies.
21. Engaging in any act of discourteous conduct, using abusive language, rudeness, or similar acts, to BGCGG
clients or fellow employees.
22. Personally engaging in or allowing program members to engage in horseplay, tickling, poking, throwing objects,
wrestling or scuffling during BGCGG activities.
23. Causing injury to another person deliberately or through gross negligence.
24. Failing to give a high degree of service / unsatisfactory job performance.
25. Gross negligence or carelessness.
26. Soliciting or receiving cash, gifts, special accommodations, favors or other gratuities related to employment.
27. Misusing leave of absence programs.
28. Excessive tardiness, failure to report to the employee’s supervisor, or absence from work without proper
permission or notification.
29. Uttering, publishing, or distributing false statements concerning BGCGG or any of its employees.
30. Unauthorized use of telephones, computers, mail system, or other employer-owned equipment and excessive
personal telephone calls and cell phone use is prohibited.
31. Fighting, threatening or disrupting the work of others or other violations of BGCGG's Workplace Violence Policy.
32. Defacing, damaging or unauthorized removal of BGCGG’s property or property belonging to a guest or
another employee.
33. Sleeping on the job, loitering, wasting time while on the job, or handling personal matters while working.
34. Leaving the workstation or entering another workstation without permission.
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35. Smoking, including the use of e-cigarettes, in an unauthorized area.
36. Unauthorized adjusting or tampering with mechanical devices or records used by BGCGG in determining wages,
costs, efficiency, and waste.
37. Completing another employee’s time records.
38. Violation of the Attendance and Time Off Notification policies, including but not limited to irregular attendance,
habitual lateness, or unexcused absences.
39. Failure to immediately communicate pertinent program information or information relating to the health and
safety of members or clients to a supervisor.
40. Any other violation of BGCGG policy.
05.11 TELECOMMUTING AND REMOTE WORK
Telecommuting is a mutually agreed upon approved arrangement in which employees work remotely from the office on a
regular basis but is in contact with the office through computer, phone and e-mail and is available for phone and video
meetings. Telecommuting arrangements may include regularly scheduled days away from the office each week or several
days each month. These guidelines are not meant to apply to occasional time spent working outside the office, or to
situations where an employee takes work home from the office in the evening or on the weekends.
Boys & Girls Clubs of Garden Grove (BGCGG) considers telecommuting to be an available work option for certain
employees that, when properly implemented and administered, benefits both BGCGG and the employee. It does not
change the basic terms and conditions of employment. Telecommuters (hereafter referred to as telecommuting
employees or employees) remain subject to BGCGG’s policies and procedures while at the telecommuting worksite and
BGCGG should be notified immediately of any policy violations. Entering into a telecommuting arrangement does not
guarantee continued employment and does not change the at-will nature of the employment relationship.
Through employee education and policy enforcement, BGCGG will seek to prevent, correct, and discipline behavior that
violates this policy. All employees, regardless of their position, are protected by and are expected to comply with this
policy, ensuring that prohibited conduct does not occur.
Procedure
Employees must receive approval to telecommute from their supervisor. Approval and conditions surrounding the
telecommuting arrangement are at the discretion of the Executive Leadership Team and can be altered as needed.
Employees must meet minimum qualifications in order to enter a telecommuting arrangement with BGCGG. These
include but are not limited to the following or may be instituted in the case of an organizational crisis.
•
•
•
No corrective action that involves attendance, unsatisfactory work performance or theft in the last two years
Must be in good standing with BGCGG
The scope of work and duties must allow for working remotely
Scheduled Workweek and Accessibility
A telecommuting employee must be accessible during regular work hours while working from a home or remote office.
Telecommuters who are not exempt employees must maintain an up to date timesheet via Paycom and comply with all
meal and rest period requirements. This includes clocking in and out daily at the beginning and ending of each work shift.
A non-exempt employee must also obtain pre-approval to work any overtime.
Each employee must ensure that they are physically present at a BGCGG location for a sufficient number of days or hours
each week to ensure adequate time for meetings, face-to-face contact and other in-office responsibilities. This set inoffice work time will be determined by a supervisor, and it may be waived during out of the ordinary circumstances.
Employees are expected to observe the same business hours while telecommuting unless otherwise approved.
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Telecommuting should not be used as a substitute for childcare. Employees are expected to maintain adequate childcare
during the times that they will be working from home.
Accessibility while telecommuting is critical to a successful telecommuting arrangement. The employee must ensure that
they are accessible to clients, colleagues and their supervisor via phone and e-mail during the regular work hours.
The employee must communicate with their supervisor and is responsible for ensuring that absence from the office will
not lead to workflow inequities, including:
•
•
•
Scheduling telecommuting and office days in advance and having the schedule readily available to peers via
electronic calendars
Coordinating that undue burdens are not placed on other employees in the office
Ensuring that there is sufficient coverage in the office to handle matters requiring face-to-face attention
Workplace Safety
Telecommuting employees are responsible for designating and maintaining a workplace that is free from recognized
hazards and that complies with all occupational safety and health standards, rules and regulations. This includes setting
up and maintaining an ergonomically correct work station. Employees requiring assistance in this regard should
communicate with their supervisor. To ensure that safe work conditions exist and that other policies are met, employees
must allow BGCGG representatives to inspect their designated workplace at any time during normal working hours on a
regularly scheduled workday.
Equipment
BGCGG will provide employees with the equipment necessary to perform essential work duties to be used in their
workplace. Telecommuters must use all equipment in its intended purpose, in accordance with manufacturer’s
instructions and in a safe manner. BGCGG is responsible for the installation and routine maintenance of all BGCGGowned or leased property. These items may only be used by authorized employees for business purposes.
Confidential Materials
In order to safeguard confidential BGCGG information, every employee should take the following protective measures:
• File all business records in a lockable cabinet or file holder at the end of each work day
• Mark all documents containing confidential information as “CONFIDENTIAL”
• Take all other steps necessary to protect the confidentiality of information
Quality
The employee is responsible for ensuring that telecommuting is done in a manner that does not compromise:
• The quality of work performed
• Productivity
• Relationship with peers, supervisors and clients
Business Meetings
Business meetings should not take place at the employee’s home. Meetings should be held at BGCGG locations or at a
public meeting space. Clients should not be invited to an employee’s home for business purposes.
Ending a Telecommuting Arrangement
Telecommuting privileges may be terminated or narrowed if the employee’s current telecommuting practices fail to
comply with these principles or if the situation arises that a telecommuting arrangement can no longer be
accommodated.
Upon termination of employment or an end to the telecommuting arrangement, a telecommuter must return all BGCGG
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equipment to their Executive Leader or Human Resources at the earliest mutually agreed upon time.
05.12 USE OF WORK TIME
BGCGG wants its employees to enjoy their jobs while actively focusing and attending to their job responsibilities.
Following are guidelines regarding the best use of employees’ work time:
1. Employees must notify their supervisors immediately if they find themselves without any work to do.
2. Employees may be asked to perform duties outside their job descriptions.
3. Conducting personal business at work is generally prohibited. Reading books, magazines or newspapers,
balancing checkbooks, writing letters and conducting other personal business should be conducted on
employees’ personal time away from work. Work-related reading may be permitted.
4. Disrupting the work of other employees is prohibited. Employees should try to keep personal
discussions at a minimum to avoid disturbing co-workers’ productivity.
5. Staff members who supervise children are not to use their cell phones during programming time.
05.13 SOLICITATIONS AND DISTRIBUTION
Employees may engage in solicitation on the premises only during their nonworking time. Nonworking time means time
during meals or breaks and before or after work.
Employees may distribute or circulate non-company written materials only during nonworking time and only in non- work
areas. If an employee is not certain whether an area is a work or non-work area, they should consult their immediate
supervisor for clarification.
Solicitation or distribution in any way connected with the sale of any goods or services for profit is strictly prohibited
anywhere on company property at any time. Similarly, solicitation or distribution of literature for any purpose by nonemployees is strictly prohibited on company property at any time.
05.14 WORKPLACE CLEANLINESS
BGCGG expects all employees to maintain the orderly storage and movement of materials from point of entry to exit.
Work areas are to be clean, clutter free, and may not be used as storage areas. Employees may request extra garbage
bins and more frequent disposal.
A clean workplace is maintained, not achieved. Cleaning and organization must be done regularly, not just at the end of
the shift. Integrating cleaning into daily tasks can help ensure this is done. As applicable, employees will be assigned
responsibilities for the following:
1.
2.
3.
4.
5.
Clean up during the shift.
Day to day cleanup.
Waste disposal.
Removal of unused materials.
Inspection to ensure cleanup is complete.
Employees are reminded to not forget out of the way places such as shelves, closets and sheds that would otherwise be
overlooked. The orderly arrangement of operations, tools, equipment, and supplies is an important part of workplace
cleanliness.
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05.15 USE OF EQUIPMENT
Equipment essential for accomplishing job duties is often expensive and may be difficult to replace. When using BGCGG
property, employees are expected to exercise care, perform required maintenance, and follow all operating instructions,
safety standards and guidelines. Employees must avoid lifting objects that may be too heavy for them and practice
team-lifting when lifting or transporting heavy objects.
Employees must notify their supervisor immediately if any equipment, machines, or tools appear to be damaged,
defective or in need of repair. Prompt reporting of damages, defects, and need for repair could prevent deterioration
of equipment and possible injury. A supervisor can answer an employee’s questions regarding maintenance and care
of equipment used on the job. Improper, careless, destructive or unsafe use or operation of equipment can result in
disciplinary action, up to and including termination of employment.
BGCGG highly discourages employees from bringing any personal items to their worksites. BGCGG is not responsible
for any damage to employees' personal belongings and cannot guarantee secure storage, return, or replacement of
any employee’s personal items at any time.
05.16 VISITORS IN THE WORKPLACE
To ensure the safety and security of BGCGG members, employees and facilities, only authorized visitors are allowed in
the workplace. Restricting unauthorized visitors helps safeguard member and employee welfare, maintain safety
standards, protect against theft, ensure security of equipment, protects confidential information and avoid potential
distractions and disturbances.
BGCGG visitors, including former employees, must pre-arrange site visits with the site’s Club, Area or Program Director
and follow all other visitor policies. Current administrators and supervisors are considered visitors but do not need
prearranged clearance to visit sites. All visitors should enter BGCGG sites either at the Administrative Office lobby or
through the doors into the site’s reception room or front counter. Authorized visitors will be issued name badges and
asked to sign in. They will receive directions or be escorted to their destination. Employees are responsible for the
conduct and safety of their visitors. BGCGG understands that current employees who no longer work at their former
program sites may wish to return to visit. Should an active employee wish to visit their previous site, they must call the
supervisor of the site in advance in order to avoid disruption to the program.
Upon departure from BGCGG, former staff members who are on rehire status will no longer be able to visit BGCGG sites
without prior director/HR approval. Site visits from former staff are welcomed. BGCGG values the relationships and
impact its staff members make during their tenures with the organization and would like those relationships to remain
positive and productive. Any former employee who visits a site without prior approval will be asked to leave the
premises and reschedule their visit. Employees on no-rehire status must contact Human Resources prior to planning a
visit to their former worksite.
Because of safety and security reasons, employees’ families and friends are discouraged from visiting. In cases of
emergency, employees will be called to meet any visitor outside their work area.
If an unauthorized individual is observed on BGCGG or BGCGG-occupied premises, employees should immediately
notify their supervisor.
BGCGG’s restrooms are not for public use, and visitors are not permitted in member restrooms.
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05.17 TRAVEL ON AGENCY BUSINESS
Employees may be required to travel or incur other expenses to conduct business on behalf of the organization. The
purpose of this policy and its contents is to ensure (a) accurate compensation for employee’s time (b) adequate cost
controls are in place, (c) travel and other expenditures are appropriate, and (d) to provide a uniform and consistent
approach for the timely reimbursement of authorized expenses incurred by employees. BGCGG reimburses only
reasonable and necessary expenses actually incurred by employees. The Employee Travel Compensation and Expense
Reimbursement Policy can be found in the Standard Operation Procedures. Employees must review this policy prior to
traveling for the organization. California non-exempt employees are paid for travel time in accordance with state law.
05.18 BUSINESS EXPENSES
BGCGG provides certain employees credit cards to purchase products and services for BGCGG business. In the event
employees are unable to use their BGCGG credit cards, they will be reimbursed for reasonable approved expenses
incurred in the course of business. These expenses must be approved by the employee's supervisor, and may include air
travel, hotels, motels, meals, cab fare, rental vehicles, or gas and car mileage for personal vehicles. All expenses incurred
should be submitted to the employee's supervisor along with the receipts in a timely manner.
Employees are expected to exercise restraint and good judgment when incurring expenses. Employees should contact
their supervisor in advance if they have any questions about whether an expense will be reimbursed.
05.19 SAFETY ISSUES
The health and safety of employees and others on BGCGG property are of critical concern to BGCGG. To provide a safe
and healthy work environment for employees, customers, and visitors, BGCGG has established a workplace safety
program. Its success depends on each employee’s alertness and personal commitment to safety. BGCGG provides
information to employees about workplace safety and health issues through regular internal communication channels
such as staff meetings, bulletin boards, workplace postings on the employee portal 24/7, e-mail, memos, and other
written communications.
Some of the best safety improvement ideas come from employees. Those with ideas, concerns, or suggestions for
improved safety in the workplace are encouraged to share them with their supervisor or with another supervisor or
manager, or bring them to the attention of the Safety Team. Concerns about workplace safety issues may be reported
anonymously via the BGCGG website at www.bgcgg.org/reporting or on the BGCGG mobile application. All reports can
be made without fear of retaliation.
Please help all members, employees, clients, and visitors to observe the following common-sense rules:
1. Learn BGCGG’s posted fire rules, the location of fire alarm boxes, and how to react in case of fire.
2. Promptly report all unsafe or potentially hazardous conditions, such as the following, to a supervisor:
a. Wet or slippery floors
b. Equipment left in halls or in walkways
c. Exposed wiring
d. Careless handling of equipment
e. Defective equipment
3. Always be on the alert for safety hazards.
4. Help to avoid all accidents by eliminating fire hazards wherever found. Keep aisles, doorways, storage space
and work/program areas neat and clean. Employees are responsible for their own work space/area.
5. Immediately report all accidents to a supervisor.
6. Do not operate electrical equipment with wet hands.
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In case of an accident involving a personal injury, regardless of how serious, please notify a supervisor or the Vice President
of Operations immediately. BGCGG carries workers’ compensation insurance and will assist all employees to obtain all
benefits to which they are legally entitled.
As a safety precaution to secure a building properly, two employees must be present at closing. Closing employees will
properly secure the building by conducting a walkthrough and document their findings on the Daily Management Log.
The supervisor will review the log the following day.
05.20 ELECTRONIC SURVEILLANCE
BGCGG reserves the right to install security cameras in work areas for specific business reasons, such as security, theft
protection or protection of proprietary information. The organization may find it necessary to monitor work areas with
security cameras when there is a specific job or business-related reason to do so. BGCGG will do so only after first
ensuring that such action is in compliance with state and federal laws. Employees should not expect privacy in workrelated areas. Employee privacy in non-work areas will be respected to the extent possible. BGCGG’s reasonable
suspicion of an onsite drug use, physical abuse, theft or similar circumstances would be possible exceptions. Employees
should contact their supervisor or Human Resources if they have questions about this policy.
05.21 SMOKING
The organization maintains a smoke- and tobacco-free environment. No smoking or other use of tobacco products
(including, but not limited to, cigarettes including electronic smoking devices or e-cigarettes, pipes, hookahs, cigars,
snuff, or chewing tobacco) is permitted in any part of the building or in vehicles owned, leased, or rented by BGCGG. In
any place, except in restricted smoking area(s), right of no-smokers to breathe clean air prevails over the right of the
smokers to smoke.
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SECTION 6: TRANSPORTATION POLICIES
06.01 DRIVING BGCGG VEHICLES
Certain BGCGG employees are authorized to drive BGCGG vehicles. The following guidelines apply to the use of BGCGG
vehicles:
3. Only authorized personnel with expressed permission may drive BGCGG vehicles. Only
authorized passengers may ride in BGCGG vehicles.
4. An employee must have a valid driver's license in their possession while operating a BGCGG vehicle off or on
BGCGG property and must meet BGCGG’s safe driver guidelines in order to drive for work purposes.
5. It is the responsibility of every employee to drive safely and obey all traffic, vehicle safety, and parking
laws or regulations. Drivers must demonstrate safe driving habits at all times. Any change in license
status or driving record must be reported to Human Resources immediately.
6. An employee may not use a cell phone or similar electronic communication device while holding it in
your hand.
7. BGCGG vehicles are to be used for business-related purposes only. Personal use of BGCGG vehicles is strictly
prohibited.
8. It is the employee’s responsibility to notify BGCGG of any real or suspected mechanical problems with a
BGCGG vehicle.
9. Employees must receive approval of the Transportation Coordinator before having any work performed on
BGCGG vehicles.
10. BGCGG is not responsible for any parking or moving violations of an employee using a BGCGG vehicle.
06.02 DRIVING A PERSONAL VEHICLE WHILE ON DUTY
Employees who drive a personal vehicle for business-related purposes other than commuting must have a valid
driver's license in their possession while operating a vehicle off or on BGCGG property and carry adequate liability
insurance to cover damage and injury of their vehicle and the property and lives of others. All employees in
positions that may require driving on the clock must submit copies of current proof of insurance and California
driver license to Human Resources. Driving employees must meet BGCGG safe driver guidelines and complete a
defensive driver training in order to drive for work purposes. It is the responsibility of every employee to drive
safely and obey all traffic, vehicle safety, and parking laws or regulations. Drivers must demonstrate safe driving
habits at all times. Any change in license status or driving record must be reported to Human Resources
immediately.
BGCGG reimburses employees for mileage incurred while using a personal vehicle for business-related purposes, based
on rates established by the Internal Revenue Service to cover the deductible costs of operating an automobile for
business purposes, including of wear and tear, insurance and any damages incurred while driving for work purposes.
Reimbursement includes mileage incurred between a BGCGG office and a site. This provision does not include use of a
personal vehicle to commute between home and work. Any employee who is not regularly assigned to work at various
sites will be reimbursed for any mileage incurred, on top of the estimated mileage from the employee’s home to their
initial work location, when the employee is required to report directly to a site on a non-scheduled workday. Details
must be submitted on a BGCGG Mileage Log form at least once per calendar month. Printed directions from an online
mapping source must be provided for single trips over 20 miles. Falsifying mileage records will result in disciplinary
action up to and including termination.
BGCGG prohibits the use of all handheld mobile devices including cell phones, smart phones, tablets, personal
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organizers, or other devices for work purposes while operating a motor vehicle, or for personal purposes while
operating a motor vehicle during working hours or on company business. Moreover, all use of company-issued mobile
devices, or personally owned mobile devices used for work-related purposes, must be made in accordance with the
policy including the Technology Use and Security policy.
Employees may use hands-free mobile devices while driving when safe and lawful to do so. Special care should be taken in
situations where there is heavy traffic, inclement weather, or the employee is driving in an unfamiliar area. Employees
must adhere to all federal, state, and local rules and regulations regarding the use of mobile devices while driving.
Under no circumstances are employees allowed to use mobile or electronic devices to write, send or read any emails,
text or other written messages for work purposes while operating a motor vehicle, or for personal purposes while
operating a motor vehicle during working hours or on Company business.
Every club/school parking lot speed limit is 5 MPH.
Employees whose driver licenses expire or become invalid for any reason are not allowed to operate company or
personal vehicles for any reason while working. If an employee’s driver license expires or becomes invalid for any
reason, they will have 7 days from the expiration or date of invalidation to provide a copy of their valid driver license.
Failure to provide a valid driver license and/or current proof within 7 days of expiration will result in the employee’s
removal from any position requiring them to drive and may lead to disciplinary action up to and including termination. It
is at the sole discretion of BGCGG management is an extension is to be provided to the employee in providing a valid
driver license.
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SECTION 7: BENEFITS
The next few pages contain a brief outline of the benefits programs BGCGG provides employees and their families. The
information presented here is intended to serve only as guidelines.
The descriptions of the insurance and other plan benefits merely highlight certain aspects of the applicable plans for
general information only. The details of those plans are spelled out in the official plan documents, which are available
for review upon request from the Vice President of Operations. Additionally, the provisions of the plans, including
eligibility and benefits provisions, are summarized in the summary plan descriptions ("SPDs") for the plans (which may be
revised from time to time). In the determination of benefits and all other matters under each plan, the terms of the
official plan documents shall govern over the language of any descriptions of the plans, including the SPDs and this
handbook.
BGCGG retains full discretionary authority to interpret the terms of the plans, as well as full discretionary authority with
regard to administrative matters arising in connection with the plans and all issues concerning benefit terms, eligibility
and entitlement.
BGCGG has established a number of employee benefit programs for its eligible employees. BGCGG constantly studies
and evaluates its benefits programs to better meet present and future requirements. These policies have been
developed over the years and continue to be refined to keep up with changing times and needs. While the BGCGG
intends to maintain these employee benefits, it reserves the absolute right to modify, amend or terminate these
benefits at any time and for any reason.
07.01 DISABILITY INSURANCE
All employees classified as full-time employees currently are eligible to participate in short- and long-term disability
insurance plan. The insurance company, makes all benefit and eligibility determinations.
07.02 MEDICAL, DENTAL, AND VISION INSURANCE
All employees classified as regular full time and their dependents currently are eligible to participate in the BGCGG’s
medical and dental insurance plans starting the 1st of the month following 60 days working in the full time position.
07.03 LIFE INSURANCE
All employees classified as regular full time employees currently are eligible for group life insurance on the 1st of the
month following 60 days working in the full-time position.
07.04 VOLUNTARY PLANS
All employees classified as regular full time employees currently are eligible to participate in voluntary plans. The plans
may change depending on contracts but may include Health Savings Accounts, additional life insurance coverage,
disability, critical illness, accident and hospital indemnity insurance plans.
07.05 PREMIUM PAYMENTS FOR EMPLOYEES ON LEAVE
BGCGG will pay the employer's portion of premiums for continuation of company-sponsored group health plan benefits
during an authorized leave. Thereafter, the employee may only continue coverage under the Consolidated Omnibus
Budget Reconciliation Act of 1985 (COBRA) and, if applicable, the California Continuation of Benefits Replacement Act
(Cal-COBRA) and must pay the full cost of doing so. If an employee is on an approved FMLA leave, BGCGG will permit the
employee to continue coverage under company-sponsored group health plans by paying only the amount charged to
similarly-situated active employees. If an employee does not53return to work at the expiration of an FMLA leave,
regardless of whether they continued coverage during the FMLA leave, they normally will be eligible to elect
COBRA continuation coverage with respect to BGCGG-sponsored group health plans, with the COBRA qualifying event
normally being the expiration of the leave.
07.06 CONVERSION AND POST-EMPLOYMENT INSURANCE OPTIONS
Pursuant to COBRA and Cal-COBRA, eligible employees and their dependents may be entitled to continue medical,
dental, vision and health flexible spending account coverage after employment with the Company ceases or certain
other qualifying events occur.
07.07 INSURANCE COVERAGE INFORMATION
Eligibility requirements and further information concerning insurance coverage are fully explained in the applicable plan
documents, summary plan descriptions, and any applicable summaries of material modification. In all cases, however,
the applicable plan document controls over any summary or other communication for purposes of determining your
rights and benefits.
07.08 EMPLOYEE ASSISTANCE PROGRAM (EAP)
BGCGG recognizes that a wide range of problems, such as marital or family distress, alcoholism, and drug abuse, not
directly associated with an individual’s job function, can be detrimental to an employee’s job performance. BGCGG
believes it is in the interest of employees and the organization to provide an effective EAP to assist employees and their
families in resolving any such problems as the need arises.
BGCGG’s EAP provides consultation services for referrals to local community treatment sources. All employees are free
to use this program and are encouraged to do so. Employee visits to the EAP are held in confidence to the maximum
extent possible.
Participation in BGCGG’s EAP does not excuse employees from complying with normal company policies or from meeting
normal job requirements during or after receiving assistance, nor will participation in BGCGG’s EAP prevent the
organization from taking disciplinary action against any employee for performance problems that occur before or after
the employee’s seeking assistance through the program.
Additional terms, conditions, and limitations regarding program eligibility and benefit entitlement often exist. For that
reason, every employee should consult the official plan documents for complete information regarding each benefit
program. In the case of an actual or apparent conflict between the benefit summaries set forth in the handbook and the
terms of the official plan documents, the provisions of the official plan documents, as interpreted by the plan
administrator, shall control. In addition, while it is BGCGG’s present intention to continue these benefits, BGCGG
reserves the right to change or eliminate benefits in whole or in part, either with or without notice. Finally, neither the
benefit programs nor their descriptions are intended to create any guarantees regarding continued employment.
The BGCGG employee portal contains detailed, current information regarding employee benefits. This handbook
provides brief summaries of the key features of the benefits programs. Please refer to the Comprehensive Benefits
Information (Addendum A) for a more detailed snapshot of BGCGG’s benefit offerings and eligibility guidelines.
07.09 401(K) PLAN
In order to qualify for initial enrollment, employees must meet all of the following criteria:
1. At least 21 years old
2. Complete 1000 hours within an anniversary year. Anniversary years are calculated annually from date of hire.
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Employer-matching contributions will be one half of the employee’s contribution up to the first six percent (6%) of their
compensation. Employees may contribute up to $19,500 of their annual salary to their plans. Employees aged 50 and older
may contribute an additional $6,500 to their plans.
“Vesting” means you are entitled to the value of your individual account, even if you terminate your employment with
BGCGG before retirement. The value of your own contributions is always 100% vested. The value of BGCGG’s contributions
(aka “match) is vested as follows*:
YEARS OF SERVICE
Less than 1
1
2
3
4
5
VESTED PERCENTAGE
0
20
40
60
80
100
07.10 PERSONAL TIME OFF (PTO)
Recognizing the value of rest and relaxation, BGCGG encourages employees to use all accrued PTO. BGCGG offers PTO to
eligible full time employees. PTO hours accrue as a percentage of an employee’s total hours worked per pay period (not
including overtime, meal infraction hours or holiday pay) according to the employee’s length of service as shown below:
Length of Full Time Service
1 FT pay period – 4 years, 11 months
5 years – 9 years, 11 months
10+ years
st
Salaried Employees
4 hours
5 hours
6 hours
All FT30 & FT40 Employees
# hours worked per pay period x 5%
# hours worked per pay period x 6.25%
# hours worked per pay period x 7.5%
BGCGG will provide PTO to newly eligible employees in the following manner:
• Newly hired full time employee or employee converting from part time to full time status after working less than
90 days – accrual begins the first pay period the employee works 60+ hours for the pay period. Holiday pay
begins the first pay period after working 90 days at full time status.
• Employee converting from part time to full time status after working more than 90 days - 24 PTO hours and
holiday pay eligibility the first pay period after transitioning to full time status.
When PTO is used, a non-exempt employee may request enough PTO to equal 40 hours per pay week or 8 hours per
day. PTO is paid at the employee’s straight time and is not part of any overtime calculation. Exempt employees may use
PTO in 4 hour (or half day) increments.
PTO-eligible employees will be paid upon resignation, separation or retirement for all PTO hours accumulated but not
used. Employees will be paid for PTO accrued during their final pay period only if they worked at least 60 hours during
that final pay period.
In the event a full time employee is unable to work his or her scheduled hours, the employee must use any available
accrued PTO hours to supplement his or her hours to maintain the level of 60 hours per pay period. If there is a
company closure day, BGCGG may require employees to use PTO to cover those hours. Employees will not accrue PTO
or, if applicable, receive a paid holiday for any pay period in which he or she falls under 60 hours worked.
BGCGG reserves the right to discontinue PTO accrual for employees who exhibit a pattern of inconsistently working 60+
hours per pay period leading to loss of PTO accrual and holiday pay. When PTO is regained, the employee’s PTO accrual
rate will reset based on length of continuous full time service. If PTO is discontinued, the employee will continue to
receive sick time as required by California Paid Sick Leave provisions.
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Employees may accrue up to 1.5 times their total annual accrual of PTO. Once they have reached this accrual point,
employees will not accrue any further PTO until they take time off and fall below the maximum accrual level. Eligible
employees’ holiday pay amount is based on their workweek hours. Full time 30 hour/week employees receive 7 hours per
holiday. Full time 40 hour/week employees receive 8 hours per holiday. When separating their employment from BGCGG,
employees may not schedule their last day on a BGCGG observed holiday or closure date.
Employees may not borrow against their PTO banks; therefore, no advance leave will be granted. PTO will be cashed out
to employees who change from full time to part time status at the rate they were paid during the full time status on the
pay day following the change.
After one year of service, employees who have an available PTO balance in excess of 60 hours may cash out hours once
annually. Employees wishing to cash out PTO must leave a remaining balance of 60 available PTO hours after requesting
the PTO cash-out. The dates and documents required to participate in this cash-out will be communicated annually by the
Payroll Manager.
PTO levels and organizational holidays are subject to change at any time based on BGCGG management discretion.
07.11 BENEFITS CONTINUATION (COBRA)
Health insurance terminates the last day of the month of employment, or the last day of the month in which an
employee’s status has changed from full time to part time. BGCGG’s Third Party Administrator will then provide the
employee with information for Consolidated Omnibus Budget Reconciliation Act (COBRA) continued health coverage.
Employees will be required to pay their share of the dependent medical, dental, and vision premiums through the end
of the month.
The Federal Consolidated Omnibus Budget Reconciliation Act ("COBRA") and similar state laws give employees and their
qualified beneficiaries the opportunity to continue health insurance coverage under BGCGG’s health plan when a
"qualifying event" would normally result in the loss of eligibility. Some common qualifying events are resignation,
termination of employment, death of an employee, a reduction in an employee's hours, or a leave of absence during
which benefit protection has been exhausted, an employee's divorce or legal separation, and a dependent child no
longer meeting eligibility requirements. Under COBRA, the employee or beneficiary pays the full cost of coverage at
BGCGG's group rates plus an administrative fee. BGCGG’s Third Party Administrator provides each eligible employee
with a written notice describing rights granted under COBRA when the employee becomes eligible for COBRA coverage
under BGCGG's health insurance plan. The notice contains important information about the employee's rights and
obligations.
07.12 BGCGG OBSERVED HOLIDAYS
Christmas Eve
Christmas Day
New Year’s Eve
New Year’s Day
Memorial Day
Independence Day
Labor Day
Thanksgiving
The day after Thanksgiving
Eligible employees will receive a day off on each of the holidays listed above.
The Human Resources Department posts a holiday schedule for each calendar year. The paid holiday schedule is subject
to change from year to year based on which days of the week the holidays occur. In order to qualify for holiday pay,
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regular full time employees must be in paid status (i.e. actual hours worked or PTO hours) the last scheduled workday
immediately preceding the holiday and the first scheduled workday following the holiday (exception: Winter Closure). In
addition, employees must have been in paid status 60 hours (including PTO & holiday hours) during the pay period in
which the holiday falls in order to receive holiday pay (exception: Winter Closure).
Employees in full time status prior to August 1, 2020, will continue to receive the Winter Break Holiday that was
previously listed as a BGCGG Observed Holiday. Guidance on how this paid holiday may be used will be included in the
holiday schedule.
07.13 TIME OFF FOR RELIGIOUS REASONS
BGCGG will reasonably accommodate the known sick leaves and practices of employees, provided this does not result in
an undue hardship to the organization. Employees should consult their manager if they need to take time away from
work, without pay, for religious reasons.
07.14 BEREAVEMENT PAY
BGCGG pays up to 3 days in the event of an employee’s immediate family member’s death (employee's current spouse,
current domestic partner, father, step-father, mother, step-mother, sister, step-sister, brother, step-brother, children,
step-children, current parent in-law, grandparents, current grandparents in-law and grandchildren, or legal guardian).
These days are to be used to make funeral arrangements, attend services, and/or travel out-of-the-area to attend
services and do not need to be taken in one continuous period. Employees must inform their Supervisors prior to
commencing bereavement leave, and proof of death may be required. The bereavement days are designed to be taken
as days and not to be divided into hourly increments. Employees receive the amount of hours they would regularly be
scheduled for on the days they take for bereavement. Bereavement pay is not retroactive.
07.15 JURY DUTY OR WITNESS PAY
All employees will be allowed time off to perform such civic service as required by law for up to 5 days of an employee’s
scheduled work. Employees are expected, however, to provide proper notice of a request to perform jury duty and
verification of their service. Employees also are expected to keep management informed of the expected length of jury
duty service and to report to work for the major portion of the day if excused by the court. If the required absence
presents a serious conflict for management, employees may be asked to try to postpone jury duty. Employees on jury
duty leave will be paid for their jury duty service in accordance with state law; however, exempt employees will be paid
their full salary for any week in which time is missed due to jury duty if work is performed for BGCGG during such week.
An employee called to serve as an expert witness in a judicial proceeding on behalf of the State will be granted leave
with pay. An employee who is summoned to appear in court as an expert witness, but not on behalf of the State may
use available vacation and personal time to cover the period of absence.
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SECTION 8: LEAVES OF ABSENCE
08.01 GENERAL PROVISIONS APPLICABLE TO ALL LEAVES OF ABSENCE
BGCGG will grant all legally mandated leaves and may also grant leaves of absence in other circumstances. An
employee must notify their supervisor in writing as soon as they become aware that they may need a leave of absence.
BGCGG will consider the employee’s request in accordance with applicable laws and BGCGG’s leave policies.
An employee will be notified in writing whether their leave request is granted or denied. If an employee is granted
leave, they must comply with the terms and conditions of the leave, including communicating with the Human
Resources Department during their leave and giving prompt notice if there is any change in the leave status or return
date. Any extension of a leave of absence must be requested prior to the expiration of the current leave and must be
supported by a doctor’s certification, if applicable. Failure on the part of the employee to report for work or to notify
their supervisor of any extenuating circumstances promptly at the expiration of the unpaid leave of absence shall be
deemed a voluntary resignation from employment.
While on a leave of absence, an employee must not accept other employment or apply for unemployment insurance.
PTO will not accrue nor will holiday pay occur during a leave of absence. Unless law requires continued medical
coverage, if an employee would like to continue medical insurance coverage during their, they may continue coverage
by paying the full amount of the premiums under the provisions of COBRA. The Human Resources Department can
give an employee additional information on this subject.
BGCGG may delay or proceed with any counseling, performance review, or disciplinary action, including termination, that
was contemplated prior to any leave of absence or that has come to BGCGG's attention during the leave. If any action is
delayed during the leave of absence, BGCGG reserves the right to proceed with the action upon the employee's return.
Requesting or receiving a leave of absence in no way relieves an employee of the obligation while on the job to perform
their responsibilities capably and up to BGCGG expectations and to observe all BGCGG policies, rules, and procedures.
08.02 FAMILY AND MEDICAL LEAVES
BGCGG fully complies with the federal Family and Medical Leave Act (FMLA) and the California Family Rights Act (CFRA),
collectively referred to in this policy as Family and Medical Leave, both of which require our agency to grant eligible
employees leaves of absence for specified purposes, including leave associated with military service. To the extent
permitted by law, all federal and state mandated leaves will run concurrently.
Employees may be entitled to a leave of absence under the Family and Medical Leave Act ("FMLA") and/or the California
Family Rights Act ("CFRA"). This policy provides employees with information concerning FMLA/CFRA entitlements and
obligations employees may have during such leaves. Whenever permitted by law, BGCGG will run FMLA leave
concurrently with CFRA and any other leave provided under state or local law. If employees have any questions
concerning FMLA/CFRA leave, they should contact the Vice President of Operations.
Eligibility
FMLA/CFRA leave is available to "FMLA/CFRA eligible employees." To be an "FMLA/CFRA eligible employee," you must 1)
have been employed by BGCGG for a total of at least 12 months at any time prior to the commencement of a CFRA leave
(which need not be consecutive); 2) have worked for BGCGG for at least 1,250 hours during the 12-month period
immediately preceding the commencement of the leave to the extent permitted by applicable law; and 3) be employed at
a worksite where 50 or more employees are located within 75 miles of the worksite.
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Entitlements
As described below, the FMLA and CFRA provide eligible employees with a right to leave, health insurance benefits and,
with some limited exceptions, job restoration.
1. Basic FMLA/CFRA Leave Entitlement
The FMLA/CFRA provides eligible employees up to 12 workweeks of unpaid leave for certain family and medical
reasons during a 12-month period. The 12-month period is determined by a "rolling" 12-month period
measured backwards from when an employee first uses FMLA/CFRA leave. In some instances, leave may be
counted under the FMLA but not CFRA or CFRA but not the FMLA. In addition, an employee who is not eligible
for CFRA leave at the start of a leave because the employee has not met the 12-month length of service
requirement can meet this requirement while on leave because leave to which the employee is otherwise
entitled counts toward length of service requirement (but not the 1,250 hours requirement). It is BGCGG's policy
to provide the greater leave benefit provided under the FMLA or CFRA and to run leave concurrently under the
FMLA and CFRA whenever possible.
Leave may be taken for any one or for a combination, of the following reasons:
a. Disability due to pregnancy, childbirth or related medical condition (counts only toward FMLA and
California Pregnancy Disability Leave (PDL) leave entitlements);
b. Bonding and/or caring for a newborn child (counts toward FMLA and CFRA leave entitlements);
c. for placement with the employee of a child for adoption or foster care and to care for the newly placed
child (counts toward FMLA and CFRA leave entitlements);
d. To care for the employee's spouse, child or parent (but not in-law) with a serious health condition
(counts toward FMLA and CFRA leave entitlements, except time to care for an employee's registered
domestic partner does not count towards FMLA leave, only CFRA leave);
e. For the employee's own serious health condition that makes the employee unable to perform one or
more of the essential functions of the employee's job (counts toward FMLA and CFRA leave
entitlements; but does not count toward CFRA entitlement if leave is for employee's disability due to
pregnancy, childbirth or related medical condition); and/or
f. Because of any qualifying exigency arising out of the fact that an employee's spouse, son, daughter or
parent is a military member on covered active duty or called to covered active duty status (or has been
notified of an impending call or order to covered active duty) in the Reserve component of the Armed
Forces for deployment to a foreign country in support of contingency operations or Regular Armed
Forces for deployment to a foreign country (counts toward FMLA leave entitlement only).
Under the FMLA, a serious health condition is an illness, injury, impairment or physical or mental condition that
involves a period of incapacity or treatment connected with inpatient care (e.g., an overnight stay) in a medical
care facility, hospice or residential health care facility; or continuing treatment by a health care provider for a
condition that either prevents the employee from performing the functions of the employee's job or prevents
the qualified family member from participating in school or other daily activities.
Under the CFRA, a serious health condition is an illness, injury, impairment or physical or mental condition that
involves either inpatient care in a hospital, hospice or residential health care facility, any subsequent treatment
in connection with such inpatient care or any period of incapacity; or continuing treatment by a health care
provider, including but not limited to treatment for substance abuse. The CFRA defines "inpatient care" broadly
and includes a stay in a hospital, hospice or residential health care facility, any subsequent treatment in
connection with inpatient care or any period of incapacity. A person will be considered an "inpatient" when they
are formally admitted to a health care facility with the expectation that they will remain at least overnight and
occupy a bed, even if the person is ultimately discharged or transferred to another facility and does not actually
remain overnight. The CFRA defines "incapacity" as the inability to work, attend school or
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perform other regular daily activities due to a serious health condition, its treatment or the recovery that it
requires.
Under the FMLA and CFRA, subject to certain conditions, the continuing treatment requirement may be met by
a period of incapacity of more than three consecutive calendar days combined with at least two visits to a health
care provider or one visit and a regimen of continuing treatment or incapacity due to pregnancy or incapacity
due to a chronic condition. Other conditions may meet the definition of continuing treatment.
Qualifying exigencies may include attending certain military events, arranging for alternative childcare,
addressing certain financial and legal arrangements, attending certain counseling sessions, caring for the parents
of the military member on covered active duty and attending post-deployment reintegration briefings.
2. Additional Military Family Leave Entitlement (Injured Service member Leave)
In addition to the basic FMLA/CFRA leave entitlement described above, an eligible employee who is the spouse,
son, daughter, parent or next of kin of a covered service member is entitled to take up 26 weeks of leave during
a 12-month period to care for the service member with a serious injury or illness. Leave to care for a service
member shall only be available during a single-12 month period and, when combined with other FMLAqualifying leave, may not exceed 26 weeks during the single 12-month period. The single 12-month period
begins on the first day an eligible employee takes leave to care for the injured service member.
A "covered service member" is a current member of the Armed Forces, including a member of the National
Guard or Reserves, who is undergoing medical treatment, recuperation or therapy, is otherwise in outpatient
status or is on the temporary retired list, for a serious injury or illness. These individuals are referred to in this
policy as "current members of the Armed Forces." Covered service members also include a veteran who is
discharged or released from military service under conditions other than dishonorable at any time during the five
year period preceding the date the eligible employee takes FMLA leave to care for the covered veteran, and who
is undergoing medical treatment, recuperation or therapy for a serious injury or illness. These individuals are
referred to in this policy as "covered veterans."
The FMLA definitions of a "serious injury or illness" for current Armed Forces members and covered veterans are
distinct from the FMLA definition of "serious health condition" applicable to FMLA leave to care for a covered
family member.
3. Intermittent Leave and Reduced Leave Schedules
FMLA/CFRA leave usually will be taken for a period of consecutive days, weeks or months. However, employees
are also entitled to take FMLA/CFRA leave intermittently or on a reduced leave schedule when medically
necessary due to a serious health condition of the employee or covered family member or the serious injury or
illness of a covered service member. Intermittent or reduced work schedule leave may be taken for absences
where the employee or family member is incapacitated or unable to perform the essential functions of the
position because of a chronic serious health condition, even if they do not receive treatment by a health care
provider. Leave due to qualifying exigencies may also be taken on an intermittent or reduced schedule basis.
Note: Covered service member leave may but will not necessarily run concurrently with CFRA leave. For
example, an employee who is the spouse of an injured military service member likely would take CFRA qualifying
leave; an employee who is next of kin to an injured service member who takes time off would not have such
time count against CFRA leave entitlements.
Employees are also eligible for intermittent leave for bonding with a child following birth or placement.
Intermittent leave for bonding purposes generally must be taken in two-week increments, but BGCGG permits
two occasions where the leave may be for less than two weeks.
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4. No Work While on Leave
The taking of another job while on FMLA/CFRA leave or any other authorized leave of absence may be grounds
for immediate discharge, to the extent permitted by applicable law.
5. Protection of Group Health Insurance Benefits
During FMLA and/or CFRA leave, eligible employees are entitled to receive group health plan coverage on the
same terms and conditions as if they had continued work.
6. Restoration of Employment and Benefits
At the end of FMLA/CFRA leave, subject to some exceptions including situations where job restoration of "key
employees" will cause BGCGG substantial and grievous economic injury, employees generally have a right to
return to the same or equivalent positions they held before the FMLA/CFRA leave. BGCGG will notify employees
if they qualify as "key employees," if it intends to deny reinstatement, and of their rights in such instances. Use of
FMLA/CFRA leave will not result in the loss of any employment benefit that accrued prior to the start of an
eligible employee's FMLA/CFRA leave.
7. Notice of Eligibility for, and Designation of, FMLA/CFRA Leave
Employees requesting FMLA/CFRA leave are entitled to receive written notice from BGCGG telling them whether
they are eligible for FMLA and/or CFRA leave and, if not eligible, the reasons why they are not eligible. When
eligible for FMLA/CFRA leave, employees are entitled to receive written notice of: 1) their rights and
responsibilities in connection with such leave; 2) BGCGG's designation of leave as FMLA/CFRA-qualifying or nonqualifying, and if not FMLA/CFRA-qualifying, the reasons why; and 3) the amount of leave, if known, that will be
counted against the employee's leave entitlement.
BGCGG may retroactively designate leave as FMLA/CFRA leave with appropriate written notice to employees,
and provided that doing so does not cause harm or injury to the employee. In other cases, BGCGG and employee
can mutually agree that leave be retroactively designated as FMLA/CFRA leave.
Employee FMLA/CFRA Leave Obligations
1. Provide Notice of the Need for Leave
Employees who wish to take FMLA/CFRA leave must timely notify BGCGG of their need for FMLA/CFRA leave.
The following describes the content and timing of such employee notices.
a.
Content of Employee Notice
To trigger FMLA/CFRA leave protections, employees must inform BGCGG's Vice President of Operations
of the need for FMLA/CFRA-qualifying leave and the anticipated timing and duration of the leave, if
known. Employees may do this by either requesting FMLA/CFRA leave specifically or explaining the
reasons for leave so as to allow BGCGG to determine that the leave is FMLA/CFRA-qualifying. For
example, employees might explain that:
i.
ii.
iii.
iv.
v.
vi.
a medical condition renders them unable to perform the functions of their job;
they are pregnant or have been hospitalized overnight;
they or a covered family member are under the continuing care of a health care provider;
the leave is due to a qualifying exigency caused by a military member being on covered active
duty or called to covered active duty status to a foreign country; or
the leave is for a family member whose condition renders the family member unable to perform
daily activities or the family member is a covered service member with a serious injury or illness.
Calling in "sick," without providing the reasons for the needed leave, will not be considered
sufficient notice for FMLA/CFRA leave under this policy. Employees must respond to BGCGG's
lawful questions to determine if absences are potentially FMLA/CFRA-qualifying.
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vii.
If employees fail to explain the reasons for FMLA/CFRA leave, the leave may be denied. When
employees seek leave due to FMLA/CFRA-qualifying reasons for which BGCGG has previously
provided FMLA/CFRA-protected leave, they must specifically reference the qualifying reason for
the leave or the need for FMLA/CFRA leave.
b. Timing of Employee Notice
Employees must provide 30 days' advance notice of the need to take FMLA/CFRA leave when the need is
foreseeable. When 30 days' notice is not possible or the approximate timing of the need for leave is not
foreseeable, employees must provide BGCGG notice of the need for leave as soon as practicable under
the facts and circumstances of the particular case. Employees that fail to give 30 days' notice for
foreseeable leave without a reasonable excuse for the delay or otherwise fail to satisfy FMLA/CFRA notice
obligations, may have FMLA/CFRA leave delayed or denied, to the extent permitted by applicable law.
2. Cooperating in the Scheduling of Leave of Planned Medical Treatment (Including Accepting Transfers to
Alternative Positions) and Intermittent Leave or Reduced Leave Schedules
When planning medical treatment or requesting to take leave on an intermittent or reduced schedule work basis,
employees must consult with BGCGG and make a reasonable effort to schedule treatment so as not to unduly
disrupt BGCGG's operations. Employees must consult with BGCGG prior to the scheduling of treatment in order to
work out a treatment schedule that best suits the needs of both BGCGG and the employees, subject to the
approval of the applicable health care provider. When employees take intermittent or reduced work schedule
leave for foreseeable planned medical treatment for the employee or a family member, including a period of
recovery from a serious health condition or to care for a covered service member, BGCGG may temporarily
transfer employees to alternative positions with equivalent pay and benefits for which the employees are
qualified and which better accommodate recurring periods of leave. To the extent permitted by applicable, law,
when employees seek intermittent leave or a reduced leave schedule for reasons unrelated to the planning of
medical treatment, upon request, employees must advise BGCGG of the reason why such leave
is medically necessary. In such instances, BGCGG and employee shall attempt to work out a leave schedule that
meets the employee's needs without unduly disrupting BGCGG's operations, subject to the approval of the
employee's health care provider.
3. Submit Initial Medical Certifications Supporting Need for Leave (Unrelated to Requests for Military Family
Leave)
Depending on the nature of FMLA/CFRA leave sought, employees may be required to submit medical
certifications supporting their need for FMLA/CFRA-qualifying leave. As described below, there generally are
three types of FMLA/CFRA medical certifications: an initial certification, a recertification and a return to
work/fitness for duty certification. It is the employee's responsibility to provide BGCGG with timely, complete
and sufficient medical certifications. Whenever BGCGG requests employees to provide FMLA/CFRA medical
certifications, employees must provide the requested certifications within 15 calendar days after BGCGG's
request, unless it is not practicable to do so despite an employee's diligent, good faith efforts. BGCGG shall
inform employees if submitted medical certifications are incomplete or insufficient and provide employees at
least seven calendar days to cure deficiencies. BGCGG will delay or deny FMLA/CFRA leave to employees who
fail to timely cure deficiencies or otherwise fail to timely submit requested medical certifications, to the extent
permitted by applicable law.
BGCGG may contact the employee's health care provider to authenticate completed and sufficient medical
certifications. Whenever BGCGG deems it appropriate to do so, it may waive its right to receive timely, complete
and/or sufficient FMLA medical certifications.
a. Initial Medical Certifications
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Employees requesting leave because of their own or a covered relation's, serious health condition or to
care for a covered service member, must supply medical certification supporting the need for such leave
from their health care provider or, if applicable, the health care provider of their covered family or service
member. If employees provide at least 30 days' notice of medical leave, they should submit the medical
certification before leave begins. A new initial medical certification will be required on an
annual basis for serious medical conditions lasting beyond a single leave year or when an initial medical
certification has expired.
If BGCGG has reason to doubt the validity of initial medical certifications regarding an employee's own
serious health condition, it may require employees to obtain a second opinion at BGCGG's expense. If
the opinions of the initial and second health care providers differ, BGCGG may, at its expense, require
employees to obtain a third, final and binding certification from a health care provider designated or
approved jointly by BGCGG and the employee.
b. Medical Recertifications
Depending on the circumstances and duration of FMLA/CFRA leave, BGCGG may require employees to
provide recertification of medical conditions giving rise to the need for leave. BGCGG will notify
employees if recertification is required and will give employees at least 15 calendar days to provide
medical recertification. In cases of leave that qualify under CFRA, recertification will generally only be
requested when the original certification has expired.
c. Return to Work/Fitness for Duty Medical Certifications
Unless notified that providing such certifications is not necessary, employees returning to work from
FMLA/CFRA leaves that were taken because of their own serious health conditions that made them
unable to perform their jobs must provide BGCGG medical certification confirming they are able to
return to work and the employees' ability to perform the essential functions of the employees' position,
with or without reasonable accommodation. An employee taking intermittent leave may be required to
provide a return to work release for such absences up to once every 30 days if reasonable safety
concerns exist regarding the employee's ability to perform their duties. The CONSULTANCY may delay
and/or deny job restoration until employees provide return to work/fitness for duty certifications.
4. Submit Certifications Supporting Need for Military Family Leave
Upon request, the first time employees seek leave due to qualifying exigencies arising out of the covered active
duty or call to covered active duty status of a military member, BGCGG may require employees to provide: 1) a
copy of the military member's active duty orders or other documentation issued by the military indicating the
military member is on covered active duty or call to covered active duty status and the dates of the military
member's covered active duty service; and 2) a certification from the employee setting forth information
concerning the nature of the qualifying exigency for which leave is requested. Employees shall provide a copy of
new active duty orders or other documentation issued by the military for leaves arising out of qualifying
exigencies arising out of a different covered active duty or call to covered active duty status of the same or a
different military member.
When leave is taken to care for a covered service member with a serious injury or illness, BGCGG may require
employees to obtain certifications completed by an authorized health care provider of the covered service
member. In addition, and in accordance with the FMLA regulations, BGCGG may request that the certification
submitted by employees set forth additional information provided by the employee and/or the covered service
member confirming entitlement to such leave.
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5. Reporting Changes to Anticipated Return Date
If an employee's anticipated return to work date changes and it becomes necessary for the employee to take
more or less leave than originally anticipated, the employee must provide BGCGG with reasonable notice (i.e.,
within 2 business days) of the employee's changed circumstances and new return to work date. If employees
give BGCGG unequivocal notice of their intent not to return to work, they will be considered to have voluntarily
resigned and BGCGG'S obligation to maintain health benefits (subject to COBRA requirements) and to restore
their positions will cease.
6. Substitute Paid Leave for Unpaid FMLA and CFRA Leave
For purposes of this subsection, leave is not "unpaid" during any leave time for which an employee is receiving
compensation from the State of California under the State Disability Insurance program or the Paid Family
Leave program [or disability pay program] or receiving compensation from worker's compensation. Employees
will not be required to use accrued vacation or paid sick time for any time off under this policy for which they
are receiving compensation under these programs. Where applicable and permitted by law, employees will be
required to use accrued vacation and paid sick during any waiting period applicable to these programs.
If leave is unpaid, the following requirements apply to the leave:
a. If employees request FMLA/PDL leave because of disability due to pregnancy, childbirth or related
medical conditions, they must first substitute any accrued paid sick time for unpaid family/medical
leave. Employees may submit a written request to substitute any other accrued, unused paid time off
benefits for unpaid FMLA/PDL leave once the employees' sick time is exhausted.
b. If employees request FMLA/CFRA leave because of their own serious health conditions (excluding
absences for which employees are receiving workers' compensation or short-term disability benefits),
they must first substitute any accrued paid time off, including sick time, for unpaid family/medical leave.
c. If employees request FMLA/CFRA leave to care for a covered family member with a serious health
condition or bond with a newborn child, they must first substitute any accrued paid time off, other than
sick time for unpaid family/medical leave. Once accrued paid time off, other than sick time, is exhausted,
upon written request, an employee can substitute paid sick time for unpaid FMLA/CFRA leave for such
purposes except an employee cannot use sick time to bond with a child where the employee's child is
not ill or sick since sick time is contingent on the illness of the employee, child, parent, spouse or
registered domestic partner or other purpose consistent with the paid sick leave under applicable law.
A leave of absence in connection with a workers' compensation injury/illness or for which an employee
receives short-term disability or State of California Paid Family Leave benefits shall run concurrently with
FMLA/CFRA leave. Upon written request, BGCGG will allow employees to use accrued paid time off to
supplement any paid workers' compensation, short-term disability or Paid Family Leave benefits.
The substitution of paid time off for unpaid family/medical leave time does not extend the length of
FMLA/CFRA leaves and the paid time off runs concurrently with the FMLA/CFRA entitlement.
7. Pay Employee's Share of Health Insurance Premiums
As noted above, during FMLA/CFRA leave, employees are entitled to continued group health plan coverage
under the same conditions as if they had continued to work. If paid leave is substituted for unpaid
family/medical leave, BGCGG will deduct employees' shares of the health plan premium as a regular payroll
deduction. If FMLA/CFRA leave is unpaid, employees must pay their portion of the premium via credit or cash
payment or by using accrued PTO. BGCGG's obligation to maintain health care coverage ceases if an employee's
premium payment is more than 30 days late. If an employee's payment is more than 15 days late, BGCGG will
send a letter notifying the employee that coverage will be dropped on a specified date at least 15 days after the
notice unless the co-payment is received before that date.
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If employees do not return to work within 30 calendar days at the end of the leave period (unless employees
cannot return to work because of a serious health condition or other circumstances beyond their control) they
will be required to reimburse BGCGG for the cost of the premiums BGCGG paid for maintaining coverage during
their unpaid FMLA/CFRA leave.
Coordination of FMLA/CFRA Leave with Other Leave Policies
The FMLA and CFRA do not affect any federal, state or local law prohibiting discrimination or supersede any State or
local law that provides greater family or medical leave rights. However, whenever permissible by law, BGCGG will run
FMLA and/or CFRA leave concurrently with any other leave provided under state or local law.
For additional information concerning leave entitlements and obligations that might arise when FMLA/CFRA leave is
either not available or exhausted, please consult BGCGG's other leave policies in this handbook or contact the Vice
President of Operations.
Questions and/or Complaints about FMLA/CFRA Leave
If employees have questions regarding this policy, please contact the Vice President of Operations. BGCGG is committed
to complying with the FMLA and CFRA and, whenever necessary, shall interpret and apply this policy in a manner
consistent with the FMLA and CFRA.
The FMLA makes it unlawful for employers to: 1) interfere with, restrain or deny the exercise of any right provided under
FMLA; or 2) discharge or discriminate against any person for opposing any practice made unlawful by FMLA or
involvement in any proceeding under or relating to FMLA. If employees believe their FMLA rights have been violated, they
should contact the Vice President of Operations immediately. BGCGG will investigate any FMLA complaints and take
prompt and appropriate remedial action to address and/or remedy any FMLA violation. Employees also may file FMLA
complaints with the United States Department of Labor or may bring private lawsuits alleging FMLA violations.
08.03 PREGNANCY DISABILITY LEAVE
If employees are disabled by pregnancy, childbirth or related medical conditions, they are eligible to take a pregnancy
disability leave (PDL). If affected by pregnancy or a related medical condition, employees also are eligible to transfer to a
less strenuous or hazardous position or to less strenuous or hazardous duties, if such a transfer is medically advisable
and can be reasonably accommodated. Employees disabled by qualifying conditions may also be entitled to other
reasonable accommodations where doing so is medically necessary. In addition, if it is medically advisable for employees
to take intermittent leave or work a reduced schedule, BGCGG may require them to transfer temporarily to an
alternative position with equivalent pay and benefits that can better accommodate recurring periods of leave.
The PDL is for any period(s) of actual disability caused by pregnancy, childbirth or related medical condition up to four
(4) months per pregnancy. For purposes of this policy, "four months" means time off for the number of days the
employee would normally work within the four calendar months (one-third of a year or 17 1/3 weeks), following the
commencement date of taking a pregnancy disability leave. For a full time employee who works 40 hours per week,
"four months" means 693 hours of leave entitlement, based on 40 hours per week times 17 1/3 weeks. Employees
working a part-time schedule will have their PDL calculated on a pro-rata basis.
The PDL does not need to be taken in one continuous period of time but can be taken on an intermittent basis pursuant
to the law.
Time off needed for prenatal or postnatal care, severe morning sickness, gestational diabetes, pregnancy-induced
hypertension, preeclampsia, doctor-ordered bed rest, postpartum depression, loss or end of pregnancy, and recovery
from childbirth or loss or end of pregnancy are all covered by PDL.
To receive reasonable accommodation, obtain a transfer or take a PDL, employees must provide sufficient notice so
BGCGG can make appropriate plans. Thirty days' advance notice is required if the need for the reasonable
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accommodation, transfer or PDL is foreseeable, otherwise as soon as practicable if the need is an emergency or
unforeseeable.
Employees are required to obtain a certification from their health care provider of the need for pregnancy disability
leave or the medical advisability of an accommodation or for a transfer. The certification is sufficient if it contains: (1) a
description of the requested reasonable accommodation or transfer; (2) a statement describing the medical advisability
of the reasonable accommodation or transfer because of pregnancy; and (3) the date on which the need for reasonable
accommodation or transfer became or will become medically advisable and the estimated duration of the reasonable
accommodation or transfer.
A medical certification indicating disability necessitating a leave is sufficient if it contains: (1) a statement that the
employee needs to take pregnancy disability leave because they are disabled by pregnancy, childbirth or a related
medical condition; (2) the date on which the employee became disabled because of pregnancy; and (3) the estimated
duration of the leave.
Upon request, the employee will be provided with a medical certification form that the employee can take to her doctor.
As a condition of returning from pregnancy disability leave or transfer, BGCGG requires the employee to obtain a release
from a health care provider stating that they are able to resume the original job duties with or without reasonable
accommodation.
PDL is unpaid. At the employee's option, they can use any accrued PTO as part of the PDL before taking the remainder of
leave on an unpaid basis. The substitution of any paid leave will not extend the duration of the PDL. Employees who
participate in BGCGG's group health insurance plan will continue to participate in the plan while on PDL under the same
terms and conditions as if they were working. Benefit continuation under PDL is distinct from benefit continuation for
employees who also take birth bonding leave under the California Family Rights Act. Employees should make
arrangements for payment of their share of the insurance premiums.
BGCGG encourages employees to contact the California Employment Development Department regarding eligibility for
state disability insurance for the unpaid portion of the leave.
If employees do not return to work on the originally scheduled return date, nor request in advance an extension of the
agreed upon leave with appropriate medical documentation, they may be deemed to have voluntarily terminated their
employment with BGCGG. Failure to notify BGCGG of their ability to return to work when it occurs or continued absence
from work because the leave must extend beyond the maximum time allowed, may be deemed a voluntary termination
of employment with BGCGG, unless employees are entitled to Family and Medical Leave or entitled to further leave
pursuant to applicable law.
Upon return from a covered PDL, the employee, in most instances, will be reinstated to the same position.
Any request for leave after the disability has ended will be treated as a request for family care leave under the California
Family Rights Act (CFRA) and the federal Family and Medical Leave Act (FMLA), if the employee is eligible for that type of
leave. PDL runs concurrently with FMLA but not CFRA. Employees should refer to the FMLA policy. Employees who are
not eligible for leave under the CFRA or FMLA will have a request for additional leave treated as a request for disability
accommodation.
08.04 MILITARY LEAVE
BGCGG is committed to protecting the job rights of employees absent on military leave. In accordance with federal and
state law, it is BGCGG’s policy that no employee or prospective employee will be subjected to any form of discrimination
on the basis of that person’s membership in or obligation to perform service for any of the Uniformed Services of the
United States. Specifically, no person will be denied employment, reemployment, promotion or other benefit of
employment on the basis of such membership. Furthermore, no person will be subjected to retaliation or adverse
employment action because such person has exercised their rights under applicable law or this policy. If any
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employee believes that they have been subjected to discrimination in violation of this policy, the employee should
immediately contact the Vice President of Operations.
Eligibility
Employees taking part in a variety of military duties are eligible for benefits under this policy. Such military duties
include leaves of absence taken by members of the uniformed services, including Reservists, National Guard, naval
militia or members of the California State Military Reserve for training, periods of active military service and funeral
honors duty, as well as time spent being examined to determine fitness to perform such service. Subject to certain
exceptions under the applicable laws, these benefits are generally limited to five years of leave of absence.
In addition to military leave provided to employees under applicable federal law, BGCGG provides up to 17 days of jobprotected unpaid leave per calendar year to employees who are members of the reserve corps of the armed forces of
the United States, the National Guard or the naval militia when called to military duty for purposes of military training,
drills, encampment, naval cruises, special exercises or the like, including travel time. Additionally, employees in the
California State Military Reserve are entitled to a temporary military leave of absence without pay while engaged in
military duty for purposes of military training, drills, unit training assemblies or similar inactive duty training not to
exceed 15 calendar days annually, including travel time.
Procedures for Military Leave
Employees requesting leave under this policy should comply with the following requirements.
1. Unless military necessity prevents it, or is otherwise impossible or unreasonable, an employee should
provide BGCGG with notice of the need for leave as far in advance as is reasonable under the
circumstances. Written notice is preferred, but not required under the law or this policy.
2. To request temporary or extended military leave of absence, the employee should generally obtain a
Request for Leave of Absence Form from Human Resources. However, a written application is not
required under the law or this policy.
3. In support of their request under this policy, employees should provide Human Resources a copy of their
orders or other appropriate written certification that the employees have been called to federal military
duty for purposes of military training, drills, encampment, naval cruises, special exercises or the like (or
that state military members have been called for military training drills, unit training assemblies or similar
inactive duty training).
4. Human Resources will review and sign the Request for Leave of Absence Form, collect any applicable
insurance premiums from the employee, generate other applicable documents and process accordingly.
5. Employees on temporary or extended military leave may, at their option, use any or all accrued paid
vacation or personal leave during their absence. When the employee intends to return to work, they
must make an application for reemployment to Human Resources within the application period set
forth below.
6. If the employee does not return to work, the supervisor must notify Human Resources so that
appropriate action may be taken.
Benefits
If an employee is absent from work due to military service, benefits will continue as follows:
1. An employee on extended military leave may elect to continue group health insurance coverage for the
employee and covered dependents under the same terms and conditions for a period not to exceed 31
days from the date the military leave of absence begins. The employee must pay, per pay period, the
premium normally paid by the employee. After the initial 31 day period, the employee and covered
dependents can continue group health insurance up to 24 months at the 102% of the overall (both
employer and employee) premium rate. Be sure to elect your coverage and make the required payments
to the Vice President of Operations in a timely manner to continue your coverage.
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2. The group term life/AD&D insurance provided by BGCGG will terminate the day the employee becomes
active military.
3. The group long term disability insurance provided by BGCGG will terminate the day the employee
becomes active military.
If the employee is out on military leave for less than 91 days, they should be placed in the same position they had before
leaving. If the leave exceeds 90 days, the employee should be entitled to the same position as before, or be placed in a
position of similar seniority, status and pay. Other rules apply for employees not qualified due to disability or when two
or more employees are entitled to reemployment.
The period an individual has to make application for reemployment or report back to work after military service is based
on time spent on military duty. For service of less than 31 days, the service member must return at the beginning of the
next regularly scheduled work period on the first full day after release from service, taking into account safe travel home
plus an eight-hour rest period. For service of more than 30 days but less than 181 days, the service member must submit
an application for reemployment within 14 days of release from service. For service of more than 180 days, an application
for reemployment must be submitted within 90 days of release from service.
08.05 WORKERS COMPENSATION LEAVE
Employees who have an accepted claim for workers’ compensation benefits shall be provided an unpaid leave of
absence until they are medically released to return to work or deemed permanent and stationary. Workers’
Compensation leave shall run concurrently with FMLA/CFRA leave. Employees on workers’ compensation leave can
utilize accrued PTO in coordination with any workers’ compensation benefits up to an equivalent of full regular pay.
Unless otherwise entitled to a continuation of benefits by use of PTO or FMLA/CFRA leave for the absence, health
benefits employer paid health coverage during such leave shall receive a COBRA notice describing the process for
continuing such coverage
Workers' compensation benefits usually do not cover absences for medical treatment. When an employee reports a
work-related illness or injury, they will be assessed by a 3rd party Triage Nurse and sent for medical treatment, if
necessary. The employee will be paid regular wages for the time spent seeking initial medical treatment. Any further
medical treatment will be under the direction of the health care provider. For any absences from work for follow-up
treatment, physical therapy or other prescribed appointments, the employee must use PTO, California paid sick leave,
or the leave will be unpaid.
Upon submission of a medical certification that an employee is able to return to work, the employee, under most
circumstances, will be reinstated to their same position held at the time the leave began, or to an equivalent
position, if available. If an employee is released for modified duty, BGCGG will attempt to provide alternate work.
As long as alternate work can be provided, an employee is expected to return to work.
If, after returning from a workers’ compensation leave, an employee is unable to perform one or more of the essential
functions of their job because they are a qualified individual with a physical or mental disability, BGCGG shall engage in
the interactive process to determine whether reasonable accommodation can be made consistent with state and
federal disability laws.
08.06 DISCRETIONARY MEDICAL LEAVE
Employees who are not eligible for any legally mandated medical leave or who have exhausted such leave can request a
medical leave from the Vice President of Operations. Any request for a discretionary medical leave of absence must be in
writing from the employee stating the reason(s), circumstances, and length of the requested leave. The employee's
request must be submitted at least ten (10) working days prior to the beginning of the requested leave if possible. Leaves
of absence for indefinite periods are not granted.
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08.07 PERSONAL LEAVE
If employees are ineligible for any other leave of absence, BGCGG, under certain circumstances, may grant a personal
leave of absence without pay. A written request for a personal leave should be presented to management at least 10 days
weeks before the anticipated start of the leave. If the leave is requested for medical reasons and employees are not
eligible for FMLA and CFRA, medical certification also must be submitted. The request will be considered on the basis of
staffing requirements and the reasons for the requested leave, as well as performance and attendance records.
Normally, a leave of absence will be granted for a period of up to 30 calendar days. However, a personal leave may be
extended if, prior to the end of leave, employees submit a written request for an extension to management and the
request is granted. During the leave, employees will not accrue PTO or be paid for BGCGG holidays. BGCGG will continue
health insurance coverage during the leave if employees submit both their and BGCGG’s share of the monthly premium
payments to the BGCGG in a timely manner, subject to the terms of the plan documents.
When the employee anticipates returning to work, they should notify management of the expected return date. This
notification should occur at least one week before the end of the leave.
Upon completion of the personal leave of absence, BGCGG will attempt to return employees to their original job or a
similar position, subject to prevailing business considerations. Reinstatement to position or location, however, is not
guaranteed.
Failure to advise management of availability to return to work, failure to return to work when notified, or a continued
absence from work beyond the time approved by the BGCGG will be considered a voluntary resignation of employment.
08.08 LEAVE FOR VICTIMS OF CRIME OR ABUSE (INCLUDING DOMESTIC VIOLENCE, SEXUAL ASSAULT, OR STALKING)
Victims of domestic violence, sexual assault or stalking may take unpaid leave for up to 12 weeks to obtain help from a
court, seek medical attention, obtain services from an appropriate shelter, program, or crisis center, obtain psychological
counseling, or participate in safety planning, such as permanent or temporary relocation. We may require proof of an
employee's participation in these activities. Whenever possible, employees must provide their supervisor reasonable
notice before taking any time off under this policy. Employees may substitute any accrued vacation, sick, or other time off
for the leave under this policy. Leave under this policy does not extend the time allowable under the "Family and Medical
Leave" Policy in this handbook.
No employee will be subject to discrimination or retaliation because of their status as a victim of domestic violence,
sexual assault or stalking. Victims of domestic violence, sexual assault or stalking may request other accommodations in
the workplace such as implementation of safety measures.
08.09 CRIME VICTIM’S LEAVE
Employees who have been victims of serious or violent felonies, as specified under California law, or felonies relating to
theft or embezzlement, may take time off work to attend judicial proceedings related to the crime. Employees also may
take time off if an immediate family member has been a victim of such crimes and the employee needs to attend judicial
proceedings related to the crime. "Immediate family member" is defined as spouse, registered domestic partner, child,
child of registered domestic partner, stepchild, brother, stepbrother, sister, stepsister, mother, stepmother, father, or
stepfather.
Employees must give their supervisors a copy of the court notice given to the victim of each scheduled proceeding
before taking time off, unless advance notice to BGCGG of the need for time off is not feasible. When advance notice is
not feasible, the employee must provide BGCGG with documentation evidencing the judicial proceeding, within a
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reasonable time after the absence. The documentation may be from any of the following entities:
1. The court or government agency that set the hearing.
2. The district attorney or prosecuting attorney’s office.
3. The victim or witness office that is advocating on behalf of the victim.
Employees may elect to use accrued PTO for the absence. If the employee does not elect to use PTO, the absence will be
unpaid. However, exempt employees will be paid their full salary for any workweek interrupted by the need for time off
under this policy.
08.10 SCHOOL ACTIVITY LEAVE
Employees are provided unpaid time off up to 40 hours in one (1) calendar year if they are parents (including individuals
acting in the capacity of a parent under the law), guardians, stepparents, foster parents or grandparents with custody of a
child attending, or of age to attend, a licensed child care provider or kindergarten through Grade 12. The unpaid leave
must be used for the following child-related activities:
1. to find, enroll or reenroll the child in a school or with a licensed child care provider, or to participate in
activities of the school or licensed child care provider of the child.
2. to address a child care provider or school emergency, meaning that the child cannot remain in school or with
a child care provider due to one of the following:
a. the school or child care provider has requested that the child be picked up or has an attendance
policy, excluding planned holidays, that prohibits the child from attending or requires the child to be
picked up from the school or child care provider;
b. behavioral or discipline problems;
c. closure or unexpected unavailability of the school or child care provider, excluding planned holidays;
or
d. a natural disaster, including, but not limited to, fire, earthquake or flood.
The amount of time off for reason #1 cannot exceed eight (8) hours in any calendar month of the year. Prior to taking
leave for reason #1 above, an employee must provide reasonable notice of the planned absence to their supervisor. The
employee must give notice to their supervisor when taking leave for reason #2 above.
If more than one parent of a child is employed at the same worksite, leave for the reasons above apply, at any one time,
only to the parent who first gives notice, such that another parent may take a planned absence simultaneously as to that
same child for the reasons above, but only if they obtain approval from their supervisor for the requested
time off.
If the leave duration has not been specified prior to the beginning of the leave, the employee must notify their supervisor
daily regarding the need for leave, per BGCGG’s Time Off Notification policy (Section 03.05). Employees may be required
to provide documentation of their participation in these activities. Parents, guardians or grandparents with custody of
schoolchildren who have been suspended also are allowed to take unpaid time off to appear at the school pursuant to
the school's request. PTO-eligible employees must use accrued paid time off for purposes of the leave taken under this
policy.
08.11 DRUG AND ALCOHOL REHABILITATION LEAVE
BGCGG is committed to providing assistance to our employees to overcome substance abuse problems. BGCGG will
reasonably accommodate any employee who wishes to voluntarily enter and participate in an alcohol or drug
rehabilitation program. This accommodation may include time off without pay or an adjusted work schedule, provided
the accommodation does not impose an undue hardship on BGCGG. Employees may also use accumulated sick days, if
applicable, for this purpose.
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Employees should notify Human Resources if they need such accommodation. BGCGG will take reasonable steps to
safeguard privacy with respect to enrollment in an alcohol or drug rehabilitation program.
Employees seeking rehabilitation are not excused from BGCGG’s rules regarding drugs and alcohol in the workplace.
08.12 MILITARY SPOUSE AND DOMESTIC PARTNER LEAVE
If an employee works, on average, at least 20 hours per week and their spouse/domestic partner is a qualified
member of the United States Armed Forces, the National Guard or the Reserves, the employee is eligible to take leave
for a period of up to 10 days while their spouse is home during a qualified leave period. When an employee is also
eligible for military family member exigency leave, leave under this policy shall also count toward the employee's leave
entitlement under the Family and Medical Leave Act (FMLA), where the time off meets the definition of FMLA military
exigency leave.
BGCGG’s intent is to serve the families of those troops currently serving in military conflicts and to ensure that these
families are able to spend time together during the qualified member’s leave from deployment. A qualified member of
the military is defined as a member of the armed forces who has been deployed during a period of military conflict to an
area designated as a combat theater or combat zone by the president, or a National Guard or reserve member who has
been deployed during a period of military conflict. A qualified leave period is further defined to mean a period during
which the member of the military is on leave from deployment during a period of military conflict.
Employees must provide notice to the Human Resources Department, no later than two business days after receiving an
official notice that the spouse will be on leave from deployment that the employee intends to take time off from work
during the leave from deployment. Employees must provide written documentation, certifying that the spouse will be on
leave from deployment during the time that the employee requests the leave.
08.13 VOLUNTEER FIREFIGHTER, RESERVE PEACE OFFICER, AND EMERGENCY RESCUE PERSONNEL LEAVE
Nonexempt employees will be granted time off without pay to perform emergency duties as a volunteer firefighter,
reserve peace officer, or emergency rescue personnel (which includes an officer, employee, or member of a disaster
medical response entity sponsored or requested by the State). Such employees also are entitled for leave of up to 14
days per calendar year to attend fire, law enforcement, or emergency rescue training. Exempt employees who work any
portion of a workweek in which they also perform such emergency duties or training will receive their full salary for that
workweek. Otherwise, exempt employees will be granted time off without pay.
Employees may substitute vacation pay for any unpaid portion of leave to perform such emergency duties or training.
The Company prohibits discrimination against an employee because they took time off under this policy.
08.14 CIVIC AIR PATROL LEAVE
Employees who volunteer as part of the California Wing of the civilian auxiliary of the United States Air Force (known as
“Civil Air Patrol”) may be entitled to 10 days per calendar year of unpaid Civil Air Patrol leave to respond to an
emergency operational mission of the Civil Air Patrol. To be eligible for such leave, an employee must have been
employed for at least a 90-day period immediately preceding the commencement of leave. An employee is further
required to give as much notice as possible as to the intended beginning and end of the leave, and can be required to
submit certification from the Civil Air Patrol to verify the eligibility of the employee for the leave. If the requisite
certification is requested by BGCGG but not provided, the leave may be denied.
Although a leave extension may be granted by the government agency authorizing the emergency mission (if also
approved by the employer), a leave for a single emergency operational mission may not exceed three (3) days. This
leave further is restricted to an emergency operational mission of the Civil Air Patrol, which can be authorized by the
United States Air Force, the California Emergency Management Agency, or other subdivision of the State of California
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which has the authority to authorize an emergency operational mission of the California Wing of the Civil Air Patrol.
Employees are not required to use any paid time off during this leave.
08.15 TIME OFF FOR VOTING LEAVE
In the event that employees do not have sufficient time outside of working hours to vote in a statewide election, they
may take time off for work to enable them to vote. Such time off shall be taken at the beginning or at the end of the
regular working shift, whichever allo ws for more free time, and the time taken off shall be combined with the voting
time available outside of working hours. An employee will be allowed a maximum of two (2) hours on the Election Day
without loss of pay. Employees shall give their supervisor at least three (3) days’ prior notice that time off to vote is
needed.
08.16 CATASTROPHIC LEAVE
The Catastrophic Leave Sharing Program permits salary and benefit continuation for employees who have exhausted
or will soon exhaust all of their own accrued paid leave due to their own serious illness or injury, or due to the need
to care for a seriously ill member of the employee’s family or household. Subject to the stated eligibility
requirements, the employee’s salary and benefit continuation is achieved through donations of Paid Time Off
credits from their BGCGG colleagues.
08.17 ORGAN DONOR OR BONE MARROW TRANSPLANT LEAVE
BGCGG allows employees who have been employed at least 90 days to take up to 30 days of paid leave in any one year
period for bone marrow donation and up to an additional 30 days of unpaid leave in the same one year period for
organ donation. BGCGG will maintain the employee's group health coverage during the leave if the employee is
covered at the beginning of the leave. When the leave ends, BGCGG will restore the employee to the same position
or an equivalent position.
This leave is in addition to FMLA and CFRA leave and is not to be counted against FMLA or CFRA entitlement. The leave
will not be considered as a break in service for purposes of the employee's right to salary adjustments, sick leave, PTO
leave, or seniority. Thus, the employee will continue to accrue PTO and seniority during the leave period.
If, at the time the employee takes the leave, the employee had any accrued but unused PTO, this accrued leave can be
credited against the 5-day bone marrow transplant leave or up to two weeks of for organ donor leave but the use of
vacation accrual, sick leave or paid time off does not extend the term of this leave. If accrued vacation, sick leave or
paid time off is not available, the time off for such procedure shall be paid, but the paid time off shall not exceed five
days for bone marrow donation or 30 days for organ donation. Leave under this provision can be taken intermittently.
BGCGG requires the employee to provide written documentation from a medical provider that the employee is
donating an organ or bone marrow and that there is a medical necessity for the donation in order to verify the
employee's right to the leave.
Upon expiration of a leave of absence authorized by this policy, the Company will restore the employee to the position
held by the employee when the leave began or to a position with equivalent seniority status, employee benefits, pay,
and other terms and conditions of employment. The Company may decline to restore an employee because of reasons
unrelated to the exercise of rights under this policy by the employee.
08.18 CALIFORNIA PAID SICK LEAVE (CSL)
1. Pursuant to the Healthy Workplaces, Healthy Families Act, BGCGG provides paid sick leave to employees who,
on or after July 1, 2015, work for BGCGG in California for 30 or more days within a year. Employees will be
notified of their available paid sick leave on each itemized wage statement.
2. BGCGG provides non-full-time employees CSL using two methods: (1) lump sum, for all non-full time employees,
other than on-call positions; and (2) accrual, for on-call positions.
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o
Lump sum method: BGCGG will provide all non-full time employees, other than on-call substitutes, a
qualifying balance of 24 hours CSL on July 1. The balance will appear on employees’ pay vouchers, coded
“CA SICK LEAVE”. Balances will reset to 24 hours each year on July 1.
o Accrual method: Eligible employees will accrue one hour of CSL for every 30 hours worked up to a
maximum of 48 hours per fiscal year (July 1 – June 30). Accrued, unused CSL time under this method will
carry over each year, up to a maximum of 48 hours. The balance will appear on employees’ pay vouchers,
coded “CA SICK LEAVE”.
3. BGCGG will not pay out accrued, unused CSL at the time of termination, resignation or retirement.
4. Retaliation or discrimination against an employee who requests CSL days or uses CSL or both is prohibited. An
employee can file a complaint with the Labor Commissioner against an employer who retaliates or discriminates
against the employee.
Usage:
1. A non-full time employee may use accrued CSL beginning on the 90th day of employment.
2. BGCGG shall provide paid sick days ONLY upon the verbal or written request of an employee prior to the closure
of the pay period when the sick day(s) fall(s) or the immediate pay period thereafter. When completing a Punch
Clock Justification (PCJ) for CSL, all non-full time employees must indicate their intention to use CA Paid Sick
Leave for the time off. Employees may only utilize sick leave on days they are scheduled to work.
3. BGCGG employees must follow the time off notification procedure (see section .03.05) when using paid sick
leave for themselves or a family member for the diagnosis, care, or treatment of an existing health condition or
preventive care, or specified purposes for an employee who is a victim of domestic violence, sexual assault, or
stalking. Family members include: parent (including biological, adopted or foster parent, step-parent or legal
guardian of an employee or employee’s spouse or registered domestic partner, or a person who stood in loco
parentis for the employee when the employee was a minor child), child (biological, adopted or foster child,
stepchild, legal ward, or a child to whom the employee stands in loco parentis, all regardless of age or
dependency status), spouse, registered domestic partner, grandchild, grandparent, or a sibling.
4. Employees may not request to use CA Paid Sick Leave in less than 2 hour increments and will not be paid for
more than 8 hours daily when combining regular hours worked and CA Paid Sick Leave.
5. Unused hours will not roll over from one year to the next. All employees these hours through June 30. The
available balance will then be reset to 24 hours, effective July 1 annually.
Full time employees:
1. BGCGG offers full time employees Paid Time Off (PTO), which, by its nature, can be used for time off at the
employee’s discretion, including time off for sick leave as stated above. Under BGCGG’s PTO policy, full time
employees are entitled to CSL benefits that exceed any CSL benefits they may accrue under the California
Healthy Workplaces, Healthy Families Act of 2014.
08.19 STATE DISABILITY INSURANCE (SDI)
SDI is a partial wage replacement insurance plan for California workers administered by the Employment Development
Department (EDD). SDI provides benefits to eligible workers who are unable to work for more than seven consecutive
days due to a disability. Part time employees who have at least $300 in gross wages in their base period, are suffering a
loss of wages and meet all other basic eligibility requirements may also be eligible to receive SDI benefits. Benefits are
non-taxable income and paid directly by the EDD. Specific rules and regulations governing disability insurance are
available from the Vice President of Operations and the EDD website: www.edd.ca.gov/. The EDD is solely responsible
for determining if an employee is eligible for such benefits. Generally there is a waiting period during which no SDI
benefits are available. The EDD can provide additional information about any applicable waiting period.
If an employee needs to take time off work due to an SDI claim, they must advise the Vice President of Operations, and
the employee will be given information about the EDD's SDI program and how to apply for benefits. Employees also may
contact their local Employment Development Department Office for further information. The employee should maintain
regular contact with BGCGG during the time off work so BGCGG may monitor the employee's return-to-work
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status. In addition, the employee should contact BGCGG when they are ready to return to work so we may determine
what positions, if any, are open.
Employees taking time because they are unable to work are not guaranteed job reinstatement unless they qualify for
such reinstatement under federal or state family and medical leave laws.
Any time off for SDI purposes will run concurrently with other leaves of absence, such as Family and Medical Leave, if
applicable. Please see the "Family and Medical Leave" policy in this handbook for eligibility requirements, if applicable.
08.20 PAID FAMILY LEAVE (PFL)
PFL is a partial wage replacement insurance plan administered by the EDD for eligible workers who have absences longer
than seven days related to care of a family member (child, spouse, parent, grandparent, grandchild, sibling, parent-inlaw, or registered domestic partner) with a serious illness or to bond with a new child. Benefits are taxable income and
paid directly by the EDD. Specific rules and regulations governing paid family leave are available from the Vice President
of Operations and the EDD website: www.edd.ca.gov/. The EDD is solely responsible for determining if an employee is
eligible for such benefits. Generally there is a waiting period during which no PFL benefits are available. The EDD can
provide additional information about any applicable waiting period.
If an employee needs to take time off work to care for a child, spouse, parent, grandparent, grandchild, sibling, parentin-law, or registered domestic partner with a serious health condition or to bond with a new child, they must advise the
Vice President of Operations, and the employee will be given information about the EDD's PFL program and how to apply
for benefits. Employees also may contact their local Employment Development Department Office for further
information. The employee should maintain regular contact with BGCGG during the time off work so BGCGG may monitor
the employee's return-to-work status. In addition, the employee should contact BGCGG when they are ready to return to
work so we may determine what positions, if any, are open. Employees taking time off work to care for a child, spouse,
parent, grandparent, grandchild, sibling, parent-in-law, or domestic partner with a serious health condition or to bond
with a new child are not guaranteed job reinstatement unless they qualify for such reinstatement
under federal or state family and medical leave laws.
Any time off for PFL purposes will run concurrently with other leaves of absence, such as Family and Medical Leave, if
applicable. Please see the "Family and Medical Leave" policy in this handbook for eligibility requirements, if applicable.
08.21 UNEMPLOYMENT INSURANCE
A partial wage replacement insurance plan is administered by the EDD for eligible workers who have involuntarily lost
employment or partial employment for reasons other than misconduct. Specific rules and regulations governing
unemployment insurance is available in the Human Resources Department and the EDD website: www.edd.ca.gov/.
08.22 FAILURE TO RETURN FROM LEAVE
BGCGG may consider employees who fail to return to work the next workday following the expiration of a leave to have
voluntarily resigned. An employee also may be considered to have resigned if they accept employment from another
company, engages in self-employment while on leave, files for unemployment insurance during leave, or falsifies the
reason or need for a leave. Should the employee fail to return from this leave, BGCGG may recover the premiums paid on
the employee’s behalf, unless the employee’s reason for failing to return is either the employee’s serious health condition
or circumstances beyond the employee’s control.
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SECTION 9: ACKNOWLEDGMENTS OF RECEIPT
ACKNOWLEDGMENT OF RECEIPT: PREVENTING DISCRIMINATION, HARASSMENT, BULLYING AND
RETALIATION
I acknowledge that I have received a copy of the organization’s policy: Preventing Discrimination, Harassment, Bullying
and Retaliation. I understand that I am responsible for reading and complying with the policy during my employment
with Boys & Girls Clubs of Garden Grove.
We encourage all employees to report any conduct which they believe violates this policy immediately to Human
Resources so that claims can immediately be remedied.
Employees may report claims to:
• Their supervisor
• A member of the Executive Leadership Team
• Human Resources or Vice President of Operations
• The Board Chair or the Personnel Committee Chair
• Submitting a report through the “Be Ethical” option on the BGCGG mobile app
Please sign below acknowledging that you have read and understood this policy.
Employee Name
Employee Signature
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Date
ACKNOWLEDGEMENT OF RECEIPT: EMPLOYEE HANDBOOK & GOVERNING PRINCIPLES
I acknowledge that I have received a copy of the Employee Handbook. I understand that I am responsible for reading the
Handbook and for knowing and complying with the policies set forth in the Handbook during my employment with the
Boys & Girls Clubs of Garden Grove.
I further understand, however, that the guidelines contained in the Handbook are guidelines only and are not intended
to create any contractual rights or obligations, express or implied, and shall not be construed to create any type of right
to a "fair procedure" prior to termination or other disciplinary action. I also understand that, except for the BGCGG’s atwill employment policy, the organization may amend, interpret, modify, or withdraw any of the provisions of the
Handbook at any time in its sole discretion, with or without notice. Furthermore, I understand that, because BGCGG
cannot anticipate every issue that may arise during my employment, if I have any questions regarding any of the
organization’s guidelines or procedures, I should consult Human Resources.
Please sign next to each policy acknowledging that you have read and understood the contents of each Governing
Principle of Employment.
02.01 Equal Employment Opportunity
02.02 Diversity, Equity, and Inclusion Policy
02.03 Preventing Discrimination, Harassment, Bully, and Retaliation
02.04 Drug-Free and Alcohol Free Workplace
02.05 Workplace Violence Prevention
02.06 Child Abuse Notification Policy
02.07 Code of Ethics
02.08 Injury and Illness Prevention Program
02.09 Search and Inspection Policy
02.10 Technology and Social Media Policy
I have carefully read through this Handbook, the policies contained within the Governing Principles of Employment list
above and this Acknowledgement of Receipt.
Employee Name
Employee Signature
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Date