- YWCA USA

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Employee
Handbook
& Policies
Revised January, 2007
Board of Directors
YWCA San Francisco & Marin
2/17/2016 - 7:56:58 AM
Table of Contents
Section 1.
Introduction ..................................................................................... 5
1.01 Welcome to the YWCA San Francisco & Marin .......................................... 5
1.02 The Purpose of the Personnel Policies ....................................................... 6
1.03 The YWCA Bulletin Board........................................................................... 6
Section 2.
The Employment Relationship ....................................................... 6
2.01 Employment Is At Will ................................................................................. 6
Section 3.
Equal Employment Opportunity..................................................... 7
3.01 Commitment to Equal Opportunity .............................................................. 7
3.02 Harassment Will Not be Tolerated .............................................................. 8
3.03 A.D.A. Policy............................................................................................... 9
Section 4.
Hiring ............................................................................................. 10
4.01 Recruitment .............................................................................................. 10
4.02 Selection of Staff ...................................................................................... 10
4.03 Employment of Relatives .......................................................................... 10
4.04 Employment of Board Members................................................................ 11
Section 5.
New Employee Information .......................................................... 11
5.01 New Employee Orientation ....................................................................... 11
5.02 Proof of Work Eligibility ............................................................................. 11
5.03 Pre-Employment Testing .......................................................................... 12
5.04 Securities .................................................................................................. 12
5.05 Memorandum of Employment ................................................................... 12
5.06 Conflicts of Interest ................................................................................... 12
5.07 Political Activities Not Sponsored by the YWCA ....................................... 13
Section 6.
Employee Classifications ............................................................. 13
6.01 Classification of Staff Positions ................................................................. 13
6.02 Anniversary Date ...................................................................................... 14
6.03 Temporary Employees .............................................................................. 14
6.04 Part-Time and Full-Time Employees ......................................................... 14
6.05 Exempt and Non-Exempt Employees ....................................................... 14
6.06 Contract Employment ............................................................................... 15
6.07 Outside Employment ................................................................................ 15
6.08 Probationary Period for Newly-Promoted Employees ............................... 16
Section 7.
Hours ............................................................................................. 16
7.01 Work Week and Hours of Work................................................................. 16
7.02 Meal and Rest Breaks .............................................................................. 16
7.03 Overtime ................................................................................................... 17
7.04 Compensatory Time ................................................................................. 17
7.05 Time Sheets ............................................................................................. 18
Section 8.
Pay Policies ................................................................................... 18
8.01 Payday ..................................................................................................... 18
8.02 Payroll Deductions .................................................................................... 19
8.03 Wage Garnishments ................................................................................. 19
8.04 Direct Deposit ........................................................................................... 19
8.05 Expense Reimbursement.......................................................................... 19
Section 9.
Employee Benefits ........................................................................ 21
9.01 Employee Benefit Plans ............................................................................ 21
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Page 2
9.02 Healthcare Benefits .................................................................................. 21
9.03 Life Insurance ........................................................................................... 22
9.04 Retirement Benefits .................................................................................. 22
9.05 State Disability Insurance ......................................................................... 22
9.06 Workers’ Compensation Insurance ........................................................... 22
9.07 Social Security .......................................................................................... 23
9.08 Unemployment Insurance ......................................................................... 23
Section 10.
Use of YWCA Property.................................................................. 23
10.01
YWCA Property .................................................................................. 23
10.02
YWCA Vehicles .................................................................................. 23
10.03
Telephone System .............................................................................. 24
10.04
Return of YWCA Property ................................................................... 24
Section 11.
Leave and Time Off ....................................................................... 24
11.01
Vacation .............................................................................................. 24
11.02
Holidays .............................................................................................. 25
11.03
Sick Leave .......................................................................................... 26
11.04
Family and Medical Leave .................................................................. 27
11.05
Paid Family Leave .............................................................................. 29
11.06
Pregnancy Disability Leave ................................................................. 29
11.07
Occupational Disability Leave ............................................................. 29
11.08
Bereavement Leave ............................................................................ 30
11.09
Military Leave ...................................................................................... 30
11.10
Voting ................................................................................................. 31
11.11
Jury Duty ............................................................................................ 31
11.12
School Visits and Activities ................................................................. 31
11.13
Emergency Leave of Absence ............................................................ 31
11.14
Other Legally Required Leaves of Absence ........................................ 31
11.15
Effect of Leave on Benefits ................................................................. 32
Section 12.
Performance .................................................................................. 32
12.01
Your Job Performance ........................................................................ 32
12.02
Performance Reviews ......................................................................... 33
12.03
Salary Review ..................................................................................... 33
12.04
Advancement and Promotions ............................................................ 33
Section 13.
Workplace Behavior...................................................................... 33
13.01
Personal Conduct ............................................................................... 33
13.02
Punctuality and Attendance ................................................................ 34
13.03
Employee Appearance and Dress....................................................... 34
13.04
Pranks and Practical Jokes ................................................................. 35
13.05
Threatening, Abusive or Vulgar Language .......................................... 35
13.06
Acceptance of Gifts and Gratuities Prohibited ..................................... 35
13.07
Horseplay ........................................................................................... 35
13.08
Fighting ............................................................................................... 36
13.09
Sleeping on the Job ............................................................................ 36
13.10
Insubordination ................................................................................... 36
13.11
Grievance and Complaint Procedure
36
Section 14.
Health and Safety .......................................................................... 37
14.01
Safety Policy ....................................................................................... 37
14.02
Workplace Security ............................................................................. 37
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14.03
14.04
14.05
14.06
Section 15.
15.01
15.02
Section 16.
16.01
16.02
16.03
Section 17.
17.01
17.02
17.03
17.04
17.05
17.06
Section 18.
18.01
18.02
18.03
18.04
Section 19.
19.01
19.02
19.03
Section 20.
20.01
20.02
20.03
20.04
What to Do in an Emergency .............................................................. 38
No Smoking in YWCA Buildings .......................................................... 38
Smoking Allowed in Designated Areas Only ....................................... 38
Violence Is Prohibited ......................................................................... 38
Employee Privacy ......................................................................... 39
Search Policy ...................................................................................... 39
Telephone Monitoring ......................................................................... 39
Computers, Email and the Internet .............................................. 39
E-mail ................................................................................................. 40
Internet Use ........................................................................................ 41
Software Use ...................................................................................... 42
Employee Records ........................................................................ 42
Your Personnel File ............................................................................ 42
Confidentiality of Personnel Files ........................................................ 42
Please Notify Us If Your Information Changes .................................... 42
Work Eligibility Records ...................................................................... 43
Medical Records ................................................................................. 43
Outside Disclosure of Information about Employees ........................... 43
Drugs and Alcohol ........................................................................ 43
Policy Against Illegal Drug and Alcohol Use ........................................ 43
Inspections to Enforce Drug and Alcohol Policy .................................. 44
Drug Testing ....................................................................................... 44
Leave to Participate in Rehabilitation Program .................................... 45
Trade Secrets and Conflicts of Interest ....................................... 45
Confidentiality and Trade Secrets ....................................................... 45
Confidentiality Procedures .................................................................. 45
Conflicts of Interest ............................................................................. 46
Ending Employment ..................................................................... 46
Resignation ......................................................................................... 46
Final Paychecks .................................................................................. 46
Exit Interviews ..................................................................................... 47
References ......................................................................................... 47
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Section 1.
1.01
Introduction
Welcome to the YWCA San Francisco & Marin
It is our pleasure to welcome you to the YWCA San Francisco & Marin (hereafter
referred to as the “YWCA”). The YWCA strives to act according to its fundamental beliefs and
commitments as part of a women’s movement whose mission and purpose are expressed as
follows:
The YWCA is a women’s membership movement nourished by its
roots in the Christian faith and sustained by the richness of many beliefs and
values. Strengthened by diversity, the YWCA draws together members who
strive to create opportunities for women’s growth, leadership and power in
order to attain a common vision:
peace, justice, freedom and dignity for all people.
The YWCA will thrust its collective power towards the elimination of
racism wherever it exists and by any means necessary.
We value each one of our employees, and we hope that you find your work here
rewarding and satisfying. We think that we are a special place, with a unique history and
important mission – made all the more so by the hard work and dedication of our employees.
Our success depends on each employee performing his or her job to the best of his or
her ability. Each and every job in our organization is important. We urge you not to lose sight of
this and remember that our success depends on the manner in which you and your co-workers
perform their job duties. We hope you will take pride in your work and in being a member of this
team.
We also believe in working together to solve any problems in order to maintain a positive
working environment. We urge you to talk with your supervisor, manager or the Executive
Director, if you have any questions, problems or suggestions. We will be happy to answer your
questions, assist you in resolving a work related problem or listen to any suggestions you may
have.
The YWCA recognizes that the Board and Staff each have a necessary and important
function to perform, and that they can perform their functions best when their relationship is a
positive and cooperative one. The volunteer leaders, whose major contribution lies in
determining the scope, policies and program of the YWCA, depend upon the staff for expert
knowledge and skills in fulfillment of the YWCA purpose. This handbook is written to insure the
quality of this cooperative relationship and to maintain a high standard of working conditions for
those employed to carry out the program and services of the YWCA.
The Board of the YWCA reserves the right to amend, add to or delete from these
policies. However, the provisions specifying that employment is at-will can be modified only by
the Executive Director, in writing, after approval by the Board.
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1.02
The Purpose of the Personnel Policies
We think that employees are happier and more valuable if they know what they can
expect from the YWCA and what the YWCA expects from them. We expect you to incorporate
this information into your day-to-day job performance, striving to meet our values in everything
you do.
The remainder of this handbook will familiarize you with the privileges, benefits and
responsibilities of being an employee at the YWCA. Please understand that this handbook can
only highlight and summarize our agency’s policies and practices. For detailed information, you
will have to talk to your supervisor or the Executive Director.
In this agency, as in the rest of the world, circumstances are constantly changing. As a
result, we may have to revise, rescind or supplement these policies from time to time. Nothing in
this handbook is a contract or a promise. The policies can change at any time, for any reason,
without warning. The most current published version of the Personnel Policies will govern for all
purposes. Employees must understand that they are obligated to comply with the Personnel
Policies that are current at any point in time, and that the YWCA has no obligations based on
prior versions of the Personnel Policies.
We are always looking for ways to improve communications with our employees. If you
have suggestions for ways to improve this handbook or the Personnel Policies in particular or
employee relations in general, please feel free to bring them to the attention of Executive
Director or the President of the Board.
1.03
The YWCA Bulletin Board
You can find important information about the YWCA and your employment posted on the
bulletin board located in the following locations: In the kitchen at 271 Austin Street and in the
copy room at 940 Powell Street. This is also the place where we post important information
regarding your legal rights, including information about equal employment opportunity laws and
wage and hour laws. We expect all employees to periodically read the information on the
bulletin board.
Section 2.
2.01
The Employment Relationship
Employment Is At Will
We are happy to welcome you to the YWCA. We sincerely hope that your employment
here will be a positive and rewarding experience. However, we cannot make any guarantees
about your continued employment at the YWCA. The YWCA is an at-will employer. The policy of
at-will employment means that employment with the YWCA is voluntarily entered into, and
employees may voluntarily resign from employment at any time for any reason. At the same
time, the YWCA reserves the right to make decisions to terminate employment - either of an
individual or a number of employees - in its sole discretion, with or without cause, and with or
without advance notice. The YWCA also reserves the right to modify any aspect, term or
condition of employment (e.g., job duties, title, compensation, hours, benefits, location of work,
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policies and practices) except for the at-will nature of the employment relationship - at any time,
with or without cause and with or without advance notice.
No individual member of the YWCA staff or Board or volunteers is authorized to modify
this policy by making any oral or written statement to the contrary. As the legal employer of
YWCA staff, the Board continues to be responsible for the adoption of personnel policies and
policy revisions.
Nothing in these Personnel Policies, the YWCA's Standard Operating Procedures,
employment applications, recruitment materials or other employment documents should be
deemed to alter this policy of at-will employment or to express or imply any promise of
continued employment with the YWCA. To the extent that there appears to be an inconsistency
between this at-will policy and any statement in any other YWCA document, this policy shall
control.
Section 3.
3.01
Equal Employment Opportunity
Commitment to Equal Opportunity
The YWCA believes that all people are entitled to equal employment opportunity. We do
not discriminate against employees or applicants on the basis of gender, gender
identity/expression, race, color, religious creed, marital status, age, national origin or ancestry,
physical disability, mental disability, medical condition, Vietnam Era or disabled veteran status,
military service, sexual orientation, or disability as defined under the Americans with Disabilities
Act, or on any other characteristic protected by state or federal law. Equal Employment
Opportunity will be extended to all persons in all aspects of the employer-employee relationship,
including recruitment, hiring, upgrading training, promotion, transfer, discipline, layoff, recall and
termination.
YWCA will make reasonable accommodations for the known physical or mental
disabilities of an otherwise qualified applicant for employment or employee unless undue
hardship to the YWCA would result. Any applicant or employee who requires accommodation in
order to perform the essential functions of a job should contact the Executive Director. The
applicant or employee should advise the YWCA what accommodations he or she believes are
needed in order to perform the job. The YWCA will determine possible accommodations, if any.
If the accommodation is reasonable, will enable the employee to perform the essential functions
of the job, and will not impose undue hardship upon the YWCA, the YWCA will make the
reasonable accommodation.
The Affirmative Action Program of the YWCA is a legal and social necessity to support
our mission of eliminating racism wherever it exists and by any means necessary, consistent
with federal and state law.
If any employee believes that he or she has been subjected to any form of unlawful
discrimination, the employee should report the facts of the incident or incidents, names of the
individuals involved, and the names of any witnesses to the Executive Director, his or her
supervisor or any member of management that the employee feels most comfortable with. The
YWCA will promptly and thoroughly investigate all claims of discrimination and ensure that
appropriate action will be taken. Any employee found to have engaged in any form of unlawful
discrimination will be subject to disciplinary action up to and including termination. The YWCA
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will also take action to deter any future discrimination. The YWCA’s determination and related
YWCA actions will be communicated to the reporting employee.
No action will be taken by the YWCA against any employee in any manner for reporting
or opposing any form of unlawful discrimination.
YWCA firmly believes that all people are entitled to Equal Employment Opportunity.
Employment with the YWCA shall be based on merit, qualifications and competence.
Employment decisions shall not be based on gender, gender identity/expression, race, color,
religious creed, marital status, age, national origin or ancestry, physical disability, mental
disability, medical condition, Vietnam Era or disabled veteran status, military service, sexual
orientation or other protected characteristic, except where certain characteristics are essential
bona fide occupational requirements or where a handicap is a bona fide occupational
disqualification, as required by state and federal laws. This policy covers all areas of
employment, including recruitment, hiring, training, assignment, transfer, promotion,
compensation, benefits, and termination.
3.02
Harassment Will Not be Tolerated
The YWCA is committed to protecting the rights and dignity of each individual it serves
and every employee who provides these services. We strive to provide and maintain a work
environment free from unlawful harassment.
Harassment of a co-employee does not contribute to a healthy working environment. It
undermines the integrity of the employment relationship. It may have serious consequences not
only for the employees involved but also for the entire YWCA.
YWCA policy prohibits sexual harassment and harassment based on gender, gender
identity/expression, race, color, religious creed, marital status, age, national origin or ancestry,
physical disability, mental disability, medical condition, Vietnam-Era or disabled veteran status,
military service, sexual orientation or any other basis protected by federal and state law. The
YWCA’s anti harassment policy applies to all persons involved in the operation of the YWCA.
Failure to adhere to this policy will result in disciplinary action up to and including termination of
employment. All supervisors and managers are responsible for implementing and monitoring
compliance with this policy.
Harassment refers to unwelcome, deliberate or repeated unsolicited verbal, physical or
sexual conduct, which negatively affects an employee’s job performance or environment. Some
types of harassment are:
1.
Verbal or Visual Harassment. This includes, but is not limited to, derogatory or
vulgar comments regarding a person’s race, sex, religion, ethnic heritage or
physical appearance; threats of physical harm; distribution of offensive written or
graphic material; or “kidding” that another individual considers unacceptable.
This includes comments (beyond mere courtesy) about an individual’s physical
appearance or telling jokes that others are likely to consider offensive.
2.
Physical Harassment. This includes, but is not limited to, hitting, pushing, or
other aggressive physical contact. This also includes unwelcome physical
contact with another individual that is not appropriate.
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3.
Sexual Harassment. This includes, but is not limited to, unwelcome or
unsolicited sexual advances, demands for sexual favors, or other verbal or
physical conduct of a sexual nature.
4.
Retaliation. This includes, but is not limited to, retaliation against an employee
for opposing or complaining about an occurrence or occurrences of harassment.
An employee or applicant who feels that he or she has experienced or observed an
incident of harassment should report the incident immediately to his or her supervisor and the
Executive Director or Board President. Supervisors so informed are to contact the Executive
Director each time there is a complaint or incident. Management has the responsibility of
investigating and resolving complaints of harassment to the extent of a full and fair investigation
of the complaint. No employee need ever fear any retaliation or reprisal for bringing such a
problem to our attention.
Any employee who is unclear about what constitutes harassment may bring his or her
questions to their supervisor, Executive Director or Board President. The YWCA cannot
improve the work environment without the help of our employees and the prompt
communication of a harassment problem or question.
As well as being against YWCA policy, sexual harassment is against the law. In
California, complaints of harassment may be registered with the California Department of Fair
Employment & Housing at 111 North Market Street, 8th Floor, San Jose, California, 95113,
telephone number (408) 277-1277.
3.03
Americans with Disabilities Act (ADA) Policy
It is the YWCA’s policy to allow for reasonable accommodation i.e. any change or
adjustment, to a job or work environment that permits a qualified applicant or employee with a
disability to participate in the job application process, to perform the essential functions of a job,
or to enjoy benefits and privileges of employment equal to those enjoyed by employees without
disabilities. For example, reasonable accommodation may include:







providing or modifying equipment or devices
job restructuring
part-time or modified work schedules
reassignment or modified work schedules
adjusting or modifying examinations, training materials, or policies
providing readers and interpreters, and
making the workplace readily accessible to and usable by people with
disabilities
As employer, the YWCA provides reasonable accommodation to a qualified applicant or
employee with a disability unless the YWCA can show that the accommodation would be an
undue hardship – that is, that would require significant difficulty or expense.
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Section 4.
4.01
Hiring
Recruitment
We know that we are only as good as our employees, so we search as widely as
possible for talented and motivated individuals to fill vacant positions in the YWCA. Our
recruitment methods include advertising, referrals and employment agencies.
Although these methods have served us well in the past, we know that the marketplace
is ever changing and that finding high quality people is an evolving process. We encourage our
employees to share with us their ideas as to what more we can do to find and recruit talented
and motivated individuals.
We conduct all recruiting in a fair and nondiscriminatory manner.
All position vacancies shall be reported to the Executive Director. Vacancies will be
announced internally when commencement of external recruitment begins. Internal applicants
will be considered on the same basis as external applicants.
Employees are hired on the basis of ability or assessed potential to meet realistic job
requirements. Employees must be willing to accept responsibility for implementing the mission
as well as goals and objectives adopted by the YWCA’s Board. Some positions may require
speaking a language other than English. The Executive Director is required to become member
or associate of the YWCA. All other staff is encouraged to become members or associates.
4.02
Selection of Staff
The Board of Directors has the ultimate responsibility for employing the Executive
Director, who serves at the will of the Board and will be a member or an associate of the YWCA.
The Executive Director is responsible for the employment of all other staff. She/he may
delegate employment and separation functions to appropriate supervisory staff. Any such
delegation of authority must be in writing by the Executive Director.
All offers of employment must be approved in writing by the Executive Director for
classification and salary range. Employees shall not be eligible for election to an office of the
YWCA, nor service on the Board or appointment to any committee of the YWCA.
4.03
Employment of Relatives
The employment of relatives of current employees, Board members or volunteers is not
encouraged by the YWCA. However, the YWCA will not refuse to consider or hire someone
simply because he or she is related to one of our current employees (or Board members or
volunteers) as long as the applicant qualifies for the position on their own merits.
There are times, however, when employing relatives is inappropriate and has the
potential to affect the morale of other employees and to create conflicts of interest for the
relatives involved. Accordingly, relatives will not be employed when: (1) they will be subject to
the supervision of a member of their family; (2) they will supervise a family member; (3) where a
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member of their family would play a significant role in making decisions concerning their direct
benefit; or (4) the nature of the work is highly sensitive or confidential.
If two employees become related while working for this YWCA, and if one of them is in a
position of supervision over the other, or in a position of conflict, as outlined above, only one of
the employees will be allowed to keep his or her current position. The other will either have to
transfer to another position or leave the YWCA.
Under this policy, the term “relatives” encompasses husbands, wives, live-in partners,
parents, children, siblings, in-laws, cousins, aunts and uncles. This policy covers biological
relationships, marriage relationships, domestic partner relationships and step relationships.
4.04
Employment of Board Members
A Board member may not be hired and compensated as an employee of the YWCA
during the time for which a member serves on the Board of Directors. There shall be a sixmonth period of separation from Board membership before a board member can apply and be
considered for YWCA employment.
Section 5.
5.01
New Employee Information
New Employee Orientation
Within a day or two of starting work, you will be scheduled for a new employee
orientation meeting. During this meeting, you will receive important information about the
YWCA’s policies, procedures and philosophy. You will also be asked to complete paperwork
and forms relating to your employment, such as tax withholding forms and emergency contact
forms. These forms are maintained by the Executive Director.
Please feel free to ask any questions you might have about the YWCA during the
orientation meeting. If additional questions come up after the meeting, you can ask your
supervisor or the Executive Director.
5.02
Proof of Work Eligibility
Within three business days of your first day of work, you must complete Federal Form I-9
and show us documentation proving your identity and your eligibility to work in the United
States. The federal government requires us to do this.
The Immigration Reform and Control Act of 1986 requires all employers to hire only
persons who are legally authorized to work in the United States. All employees must provide, at
the time of hire and as a condition of employment, proof of their identity and legal eligibility to
work in this country. From time to time, federal authorities may notify the YWCA when
employee names and social security numbers do not match their records. When this happens,
you must provide the YWCA with correct information within ten days. If you cannot do so, the
YWCA will have to assume that the documentation provided was false, and you may be
terminated.
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If you have worked for the YWCA previously, you need only provide this information if it
has been more than three years since you last completed an I-9 Form for us or if your current I9 Form is no longer valid.
The Executive Director or her designee will give you an I-9 Form and tell you what
documentation you must present.
5.03
Pre-Employment Testing
In order to provide a safe and productive work environment for all YWCA employees and
the clients we serve, each applicant who is conditionally offered employment may be required to
undergo a basic pre-employment health examination including tuberculosis test, in order to
demonstrate their ability to perform the essential functions of the job. Specific medical
information will not be requested; only a doctor’s signed statement that the employee can
perform the duties outlined in the job description
Such exam costs will be borne by the YWCA. The YWCA reserves the right to require a
drug and alcohol test and to conduct a pre-employment criminal background check. Any such
exam costs will be borne by the YWCA.
5.04
Security
All YWCA employees who work with children will be fingerprinted as required by the
California Department of Social Services. The cost of fingerprints will be borne by the YWCA. All
employees who transport clients in their own vehicles shall provide, to the Executive Director,
proof of insurance coverage and a print out of your DMV driving record before transporting
clients. Employees are responsible for providing proof of insurance every six months or when
they change insurance providers. The YWCA will recheck driving records each year as a part of
the renewal process for our automobile insurance.
5.05
Memorandum of Employment
A Memorandum of Employment shall be given to each regular employee at the time of
employment. Two copies are to be signed, one shall be returned to the YWCA and the other
retained by the employee. If an Executive Director is to be employed, the letter of employment
shall be signed by the Executive Director Pro-tem and the President of the YWCA Board. All
other staff will have a letter signed by the Executive Director and themselves. The Memorandum
of Employment shall include: confirmation of date employment is to begin, job title, job
classification, starting rate of pay, whether the position is full or part-time, exempt or
non-exempt, regular or temporary, number of hours to be worked, programs/department
number, location code, and the signature of the Executive Director. Nothing in the letter shall be
construed as a contract or shall alter the at-will basis of employment for all employees.
5.06
Conflicts of Interest
All employees have a primary responsibility to the YWCA and are expected to avoid any
activity, which may interfere, or have the appearance of interfering, with the performance of her
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or his job responsibilities. Any outside interest that prevents an employee from putting the
organization's considerations first in a business transaction is a conflict of interest.
To avoid conflicts, employees are not to take part in or influence any business dealings if
they are in a position in which their own interests conflict with the best interests of the YWCA.
The Constitution and Bylaws of the YWCA of the U.S.A. also prohibits an employed staff
member from being a Board Member of a member association or the YWCA of the U.S.A.
While it is not feasible to describe all possible conflicts of interests that could develop,
full disclosure, to the Executive Director or the Board President, must be made in the event of
the following situations:
1.
A member of the Board is related to a staff member;
2.
A member of the staff receives payment from the YWCA for any sub-contracts,
goods or services, such as consultant, construction or remodeling; and /or
3.
A member of the staff is a member of the governing body of a contributor to the
YWCA.
Failure to adhere to this guideline, including failure to disclose any conflict or to seek an
exception will result in discipline, up to and including termination of employment.
5.07
Political Activities Not Sponsored by the YWCA
Participation in civic and political activities not sponsored by the YWCA generally is
considered to be a personal matter and, as such, is to be carried on outside of normal working
hours. No partisan political activities or solicitations will be carried on within YWCA premises.
Non-YWCA political activities are defined for purposes of this policy as activities in
support of any partisan political issue or activities in support of, or in concert with, any individual
candidate for political office or political party which seeks to influence the election of candidates
to federal, state or local offices. The definition includes employees who are or may be
candidates for political office.
Section 6.
6.01
Employee Classifications
Classification of Staff Positions
The classification for each position is included in the job description. Positions are
defined as exempt or non-exempt in accordance with the provisions of the Fair Labor Standards
Act and State Wage Orders (discussed further in Section 6.5). Independent contractors are
persons who work on a fee-for-service basis according to the provisions of a written agreement.
They are not employees of the YWCA and do not accrue benefits.
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6.02
Anniversary Date
The first day of employment is known as the “anniversary” or “hire date”.
6.03
Temporary Employees
Periodically, it becomes necessary for us to hire individuals to perform a job or to work
on a project that has a limited duration. Typically, this happens in the event of a special project,
special time of year, abnormal workload or emergency.
Individuals whom we hire for such work are considered temporary employees. They are
not eligible to participate in any of the YWCA benefit programs. Temporary employees will be
offered all benefits mandated by law and others approved by the YWCA Board of Directors.
Temporary employees cannot change from temporary status to any other employment
status by such informal means as remaining in our employ for a long period of time or through
oral promises made to them by coworkers, members of management, members of the Board or
supervisors. The only way a temporary employee’s status can change is through a written
notification approved by the YWCA Board and signed by Executive Director.
Like all employees who work for the YWCA, temporary employees work on an at-will
basis. This means that both they and the YWCA are free to terminate their employment at any
time for any reason that is not illegal—even if they have not completed the temporary project for
which they have been hired.
6.04
Part-Time and Full-Time Employees
Depending on the number of hours per week you are regularly scheduled to work, you
are either a part-time or a full-time employee.
6.05

Part-time employees: Employees who are regularly scheduled to work fewer than
40 hours per week are part-time employees.

Full-time employees: Employees who are regularly scheduled to work 40 hours
per week are full-time employees.
Exempt and Non-Exempt Employees
Your entitlement to earn overtime pay depends on whether you are classified as an
exempt or a non-exempt employee.
Exempt employees are those who do not earn overtime because they are exempt from
the overtime provisions of the federal Fair Labor Standards Act and applicable state laws.
Non-exempt employees are those who meet the criteria for being covered by the
overtime provisions of the federal Fair Labor Standards Act and applicable state laws.
If you are uncertain about which category you fall into, speak to the Executive Director.
YWCA—Employee Handbook
Page 14
6.06
Contract Employment
The YWCA may enter into independent contractor arrangements with individuals on a
fee-for-service basis for certain specific assignments, generally of limited duration, pursuant to
the provisions of a written agreement. Contracts will state the beginning and ending date of
employment and that the contract may be canceled by either the YWCA or the employee with at
least two weeks notice. Renewal of the contract at the end of the contractual period is not
automatic and should not be assumed. Contract employees will be considered for new contract
employment at the end of their contractual term along with other applicants. No individual
member of the YWCA staff or Board is authorized to promise renewal of a contract at the end of
the contractual period, and no verbal statement by such an individual should be construed as a
guarantee of renewal of employment. Contractors are not employees of the YWCA and do not
accrue benefits.
6.07
Outside Employment
The YWCA does not encourage or object to employees holding outside employment,
including but not limited to: other employment, ownership or operation of a business,
employment as a consultant or advisor, or employment in another social service-related agency.
However, such outside employment must not conflict with the performance of the employee’s
YWCA duties nor be in competition with the YWCA. Whether such outside employment is
acceptable depends upon the specific duties of the employee and the actual or potential
relationship between the outside employer and the YWCA.
Staff members must report all outside employment to the Executive Director. In the case
of the Executive Director, the outside employment will be discussed with the President of the
Board. If a conflict of interest is found to exist, the situation will be discussed and corrective
action to eliminate the conflict of interest will be taken by either the employee or the YWCA. If
the YWCA determines that outside employment interferes with YWCA interests, an employee
may be asked to terminate the outside employment if she/he wishes to remain employed by the
YWCA. All staff acknowledge that all programs, manuals, media presentations, etc. which may
be developed during the period of employment are the property of the YWCA and may not be
used for outside employment.
6.08
Introductory Period
The first three months of continuous employment at the YWCA are considered an
introductory period. During this time, your supervisor will work with you to help you learn how to
do your job successfully and what the YWCA expects of you. This period also provides both you
and the YWCA with an opportunity to decide whether you are suited for the position for which
you were hired.
During the introductory period, your supervisor will give you feedback on your
performance and will be available to answer any questions you may have. At the end of the
introductory period, your performance will be evaluated addressing your strengths and
weaknesses. Your introductory period may be extended for an additional six (6) months if the
YWCA decides that such an extension is appropriate.
Although we hope you will be successful here, the YWCA may terminate your
employment at any time, either during the introductory period or afterwards, with or without
YWCA—Employee Handbook
Page 15
cause and with or without notice. You are also free to quit at any time and for any reason, either
during the introductory period or afterwards, with or without notice. Successful completion of
your introductory period does not guarantee you a job for any period of time or in any way
change the at-will employment relationship.
6.09
Probationary Period for Newly-Promoted Employees
If the employee has experienced a change of position within the YWCA because of
promotion or otherwise, the employee is subject to a probationary period of six (6) months in the
new position. If the employee does not successfully complete probation in this new position, the
employee will have the option of returning to their old position, should it still be vacant or,
whenever possible, to a similar position elsewhere in the YWCA.
If the employee takes a position formerly held and in which the employee has
successfully completed the six (6) month probationary period, the employee need not repeat a
six (6) month probationary period in that position.
When a change in position takes place, the date of change will constitute a new
anniversary date for the employee, for the purpose of performance/ salary evaluations, but will
not result in the loss of any benefits accrued prior to change of position.
Section 7.
7.01
Hours
Work Week and Hours of Work
The YWCA’s regular hours of business are from 9:00 to 5:30 Monday through Friday.
Your supervisor will let you know your specific work schedule, which may vary from program to
program, including the time when you will be expected to start and finish work each day. Hours
expected of each employee will also be specified in your memorandum of employment. The
YWCA establishes the time and duration of working hours as required by the workload, program
service needs and the efficient management of human resources, in accordance with Federal
and State standards.
Hours worked includes time for planning and preparation as well as for actual program
implementation. Also included in hours worked are staff meetings, supervisory conferences and
activities where staff officially represents the YWCA.
The usual hours of work for full time staff consist of five eight (8) hour days totaling a
forty (40) hour-week, excluding the lunch period.
7.02
Meal and Rest Breaks
It is the practice of the YWCA to grant two fifteen minute rest breaks during an
eight-hour workday for non-exempt employees. These breaks will be paid. Since this time is
counted and paid as time worked, employees must not be absent from their work stations
beyond the allotted time. Rest breaks may not be combined or added to an employee’s lunch or
meal period.
YWCA—Employee Handbook
Page 16
In addition, all employees who work over six hours in a day are entitled to take a meal
break of not less than 30 minutes after the first five hours of work. Supervisors will schedule
meal periods to accommodate operating requirements. Employees will be relieved of all active
responsibilities and restrictions during meal periods and will not be compensated for that time.
Employees are required to take meal periods. An “on duty” meal period shall be
permitted only when the nature of the work prevents an employee from being relieved of all duty
and when by written agreement between the parties an on-the-job paid meal period is agreed
to.
7.03
Overtime
On occasion, the YWCA may ask employees to work beyond their regular scheduled
hours. We expect employees to work a reasonable amount of overtime – this is a job
requirement. We will try to give employees advance notice when overtime work is necessary;
however, it will not always be possible to notify workers in advance.
Exempt employees will not be paid for working beyond their regular scheduled hours.
Non-exempt employees are entitled to payment for overtime, according to the rules set forth
below and/or in accordance with current California Industrial Welfare Commission Wage Orders.
(The YWCA is covered under Wage Order 44-98).
All overtime work must be approved in advance, in writing, by the employee’s
supervisor. Working overtime without permission violates YWCA policy and may result in
disciplinary action.
For purposes of calculating how many hours an employee has worked in a day or week,
our workweek begins at 12:01 a.m. on Sunday and ends at midnight on Saturday.
In accordance with current California Law, the YWCA will pay overtime hours to hourly
employees at the rate described in the table below:
If you worked…
In…
You will be paid…
More than 40 hours
One workweek
1 ½ times regular rate of pay
More than 8 hours
One workday
1 ½ hours regular rate of pay
More than 12 hours
One workday
2 times regular rate of pay
Less than 8 hours on the 7th
consecutive day worked
One workweek
1 ½ times regular rate of pay
More than 8 hours on the 7th
consecutive day worked
One workweek
2 time regular rate of pay
The YWCA will pay hourly employees a premium for working on the following holidays:
Thanksgiving, Christmas and New Years Day. Employees who agree to work on these days will
receive pay in the amount of time and a half (1½) of their regular pay.
7.04
Compensatory Time
YWCA—Employee Handbook
Page 17
Exempt employees are paid to accomplish job assignments. They are not paid by the
hour, nor do they work in the context of an eight-hour day. On those occasions where special
activities necessitate an exempt employee working a substantial amount of overtime, some
compensatory time off may be given at the discretion of the supervisor when approved in
advance. The YWCA does not maintain a compensatory time off plan or method of accrual.
In the event an exempt employee leaves her/his job for any reason (resignation or
termination) the employee shall not be paid for unused compensatory time because such
individuals are not entitled to overtime pay.
Compensation for overtime for non-exempt employees shall be in compliance with
appropriate state and federal laws as outlined above in Section 7.03.
7.05
Time Sheets
Each employee shall be issued a time sheet. Time sheets are used as a means of
accurately recording hours worked and calculating pay. Hourly employees should record
regular hours worked, the time they begin and end work each day and the beginning and end of
any split shift, as well as meal periods, overtime, absences, and vacations. Exempt employees
should use their time sheet to also record any absences and vacations. All time cards must be
signed by your supervisor.
7.06
Reimbursement for On Call Services
Employees in certain non-exempt positions such as maintenance and operations may be
expected to be “on call” at times when they are not at work such as evenings, weekends and
holidays. While every effort will be made to minimize the need for an employee to respond or
come into work at times other than the regular schedule, certain emergencies will require that
the employee come in to handle a problem. In such instances, the employee’s supervisor or the
Executive Director will make the decision to ask the employee to come in.
When an employee is called in to work by their supervisor, they will be paid at the
appropriate overtime rate for a minimum of two hours which will include travel time to and from
work. Travel expenses such as parking and bus/BART fares will also be reimbursed by the
YWCA.
In some cases, only a phone call will be needed to resolve a problem. If this is the case,
the employee will be paid a minimum of ½ hour at the appropriate overtime rate.
Overtime will be recorded on the time sheet and paid at the next regular payday.
Section 8.
8.01
Pay Policies
Payday
Employees will be advised at the time of hire of the YWCA paydays.
YWCA—Employee Handbook
Page 18
8.02
Payroll Deductions
Your paycheck reflects your total earnings for the pay period, as well as any mandatory
or voluntary deductions from your paycheck. Mandatory deductions are deductions that we are
legally required to take. Such deductions include federal income tax, Social Security tax (FICA)
and any applicable state taxes, such as State Disability Insurance (SDI). Voluntary deductions,
such as contributions to the YWCA benefit plans or charitable contributions, are deductions that
you have authorized.
If you have any questions about your deductions, or wish to change your federal
withholding form (Form W-4), contact the Executive Director.
8.03
Wage Garnishments
A wage garnishment is an order from a court or a government agency directing us to
withhold a certain amount of money from an employee’s paycheck and send it to a person or
agency. Wages can be garnished to pay child support, spousal support or alimony, tax debts,
outstanding student loans or money owed as a result of a judgment in a civil lawsuit.
If we are instructed by a court or agency to garnish an employee’s wages, the employee
will be notified of the garnishment at once. Please note that we are legally required to comply
with these orders. If you dispute or have concerns about the amount of a garnishment, you must
contact the court or agency that issued the order.
8.04
Direct Deposit
The YWCA may allow employees the option of receiving their paycheck via direct or
auto deposit into a bank account designated by the employee. In the event an employee
selects this payment option, the YWCA cannot guarantee the date on which auto deposit funds
are posted to your account by your bank and cannot accept any responsibility for deposits
posted to your account after payday. Therefore, if you utilize auto deposit, you should be
prepared for such deposits to occasionally be posted to your account a time later than specified
paydays.
8.05
Expense Reimbursement
From time to time, employees may incur expenses on behalf of the YWCA. We will
reimburse you for the actual work-related expenses you incur, as long as those expenses are
reasonable. You must follow these procedures to get reimbursed:

Get permission from your supervisor before incurring an expense.

Spend the YWCA’s money wiselymake an effort to save money and use
approved vendors if possible.

Keep a receipt or some other proof of payment for every expense.

Submit your receipts, along with an expense report, to your supervisor for
approval within 30 days of incurring an expense.
YWCA—Employee Handbook
Page 19
Your supervisor is responsible for submitting your expense report to the Executive
Director for approval. If your report is approved, you will receive your reimbursement within
seven days.
Remember that you are spending the YWCA’s money when you pay for businessrelated expenses. We expect you to save money wherever possible. Your supervisor can assist
you in deciding whether an expense is appropriate.
Procedures for Travel Expenses
If employees are required to travel for work, the YWCA will reimburse you for your travel
expenses, including:

The cost of travel to and from the airport or train station, including parking
expenses and tolls

The cost of airline or train ticketssuch tickets must be coach class if possible

The cost of an economy class rental car or mileage reimbursement, for
employees who use their own cars, which ever is more cost efficient, if necessary

The cost of lodging -- employees should select moderately priced lodging if
possible, and

A daily per diem for meals and incidentals paid in accordance to IRS standards.
You must request advance approval of all travel expenses from your supervisor and
follow the procedures above to have your expenses reimbursed.
Mileage Reimbursement
Employees who use their own vehicle for YWCA business will be reimbursed at the
current IRS rate. This rate changes from year to year and is determined by the IRS. Employees
are not entitled to separate reimbursement for gas, maintenance, insurance or other vehiclerelated expensesthe reimbursement rate, above, is intended to encompass all of these
expenses.
The YWCA does not reimburse employees for their commute to and from the workplace.
To claim mileage reimbursement, you must follow these procedures:

Keep a written record of your business-related travel, including the total mileage
of each business trip, the date of travel, the location to which you traveled and
the purpose of your trip.

If you anticipate having to travel an unusually long distance, get your supervisor’s
approval before making the trip.

Submit your record to your supervisor for approval on the last day of the month.

Your supervisor is responsible for submitting your record to Executive Director. If
your record is approved, you will receive your reimbursement payment.
YWCA—Employee Handbook
Page 20
Before using a personal vehicle for work-related purposes, employees must be
authorized by the Executive Director and must demonstrate that they have a valid driver’s
license, registration, adequate insurance coverage, and a satisfactory driving record from DMV.
Authorized employees must carry a valid California driver's license, proof of registration, and
proof of insurance coverage with them at all times. The employee is responsible for submitting
updates to the Executive Director when their auto insurance changes or is renewed.
An employee involved in an accident while traveling on YWCA business must report the
accident to the Department of Motor Vehicles and to his or her insurance company, as well as to
his or her immediate supervisor and the Executive Director.
The YWCA will not bear the costs of fines and citations associated with traffic or parking
violations incurred while operating a vehicle on YWCA business.
Section 9.
9.01
Employee Benefits
Employee Benefit Plans
As part of our commitment to our employees and their well-being, the YWCA provides all
regular full time employees with a variety of benefit plans, including health, dental and life
insurance, retirement benefits, Social Security, State Disability Insurance, Workers’
Compensation Insurance, and Unemployment Insurance. Part time employees regularly
working at least twenty hours per week and less than forty hours a week receive the same fully
paid health and dental benefits as full time employees. Paid time off such as vacation, sick
leave, and holidays are provided on a pro-rated basis.
Although we introduce you to those plans in this section, we cannot provide the details of
each plan here. You should receive official plan documents for each of the benefit plans that we
offer. Those documents (along with any updates that we give to you) should be your primary
resource for information about your benefit plans. If you see any conflict between those
documents and the information in this handbook, the official plan documents are what you
should rely upon.
The benefits we provide are meant to help employees maintain a high quality of life -both professionally and personally. We sincerely hope that each employee will take full
advantage of these benefits. If you don’t understand information in the plan documents or if you
have any questions about the benefits we offer, please speak with the Executive Director.
No changes may be made to employee benefits without Board approval.
9.02
Healthcare Benefits
The YWCA provides full healthcare benefits as outlined in the annual benefit package..
The employee shall be eligible for healthcare coverage on the first of the month following the
first 30 days of employment. Insurance premiums for an employee's dependents will be borne
by the employee through payroll deductions. Employees not eligible for the health insurance
benefit may choose to enroll in the insurance plan at their own cost through payroll deductions.
YWCA—Employee Handbook
Page 21
In the event of a discrepancy between this information and the plan document, the plan
document controls.
9.03
Life Insurance
Life insurance is offered as a benefit in conjunction with the medical and dental policy
and is paid 100% by the employer to eligible employees through a carrier designated by the
YWCA. In the event of a discrepancy between this information and the plan document, the
plan document controls.
9.04
Retirement Benefits
The YWCA San Francisco & Marin participates in and contributes to the YWCA
Retirement Fund, a contributory pension plan. Participation in the YWCA Retirement Fund is a
condition of employment upon completion of at least two years of service and 1,000 hours per
year. Plan details will be made available to eligible employees.
If an employee leaves YWCA employment before satisfying this participation
requirement, and is re-employed by a YWCA within a 24-month period, prior service will be
counted toward eligibility. If an employee leaves YWCA employment after satisfying the
participation requirement and is re-employed by a YWCA at any time, participation resumes
immediately; it is not necessary to fulfill another eligibility period.
You should refer to the retirement plan document or summary plan description for further
details.
9.05
State Disability Insurance
Sometimes, an employee suffers an illness or injury outside of the workplace that
prevents the employee from working and earning income. If this happens to you, the state
disability insurance may provide you with a percentage of your salary while you are unable to
work. All employees are eligible for this coverage and pay for it through deductions from their
paychecks.
To find out more about state disability insurance (SDI), contact the Executive Director.
If you suffer from an illness or injury that is work-related, then you may be eligible for
workers’ compensation insurance instead of state disability insurance. See the Workers’
Compensation policy, below, or contact the Executive Director for more information.
9.05
Workers’ Compensation Insurance
If you suffer from an illness or injury that is related to your work, you may be eligible for
workers’ compensation benefits. Workers’ compensation will pay for medical care and lost
wages resulting from job-related illnesses or injuries.
If you are injured or become ill through work, please inform your supervisor immediately
regardless of how minor the injury or illness might be. Thereafter, a report must be filed
YWCA—Employee Handbook
Page 22
immediately with the Executive Director. To find out more about workers’ compensation
coverage, contact the Executive Director.
If you are unable to work because of an illness or injury that is not related to work, then
you might be eligible for state disability insurance instead of workers’ compensation. See the
Disability Insurance policy, above, or contact the Executive Director for more information.
Neither the YWCA nor its insurer will be liable for the payment of workers' compensation
benefits for any injury that arises out of an employee's voluntary participation in off duty
recreational, social or athletic activity that is not part of employee's required work related duties.
Any fraudulent claim for workers compensation benefits may result in the termination of
employment, serious fines and/or imprisonment.
9.06
Social Security
Participation in the Federal Insurance Contribution Act (FICA) is required of all persons
employed by the YWCA. This is done through payroll deductions. The YWCA pays a matching
amount, which is credited to the employee's federal account.
9.07
Unemployment Insurance
If your employment with the YWCA ends, you may be eligible for unemployment
benefits. The YWCA pays the full cost of this insurance for each employee. These benefits
provide you with a percentage of your wages while you are unemployed and looking for work.
To find out more, contact the Executive Director.
Section 10.
10.01
Use of YWCA Property
YWCA Property
We have invested a great deal of money in the property and equipment that you use to
perform your job. It is a senseless and avoidable drain on the YWCA when people abuse
agency property, misuse it or wear it out prematurely by using it for personal business.
We ask all employees to take care of YWCA property and to report any problems to
Executive Director. If a piece of equipment or property is unsafe for use, please report it
immediately.
Please use property only in the manner intended and as instructed.
We do not allow personal use of YWCA property unless specifically authorized in this
handbook.
Failure to use YWCA property appropriately, and failure to report problems or unsafe
conditions, may result in disciplinary action, up to and including termination.
For information on use of computers, the Internet and software see Section 16 of this
Handbook.
10.02
YWCA Vehicles
YWCA—Employee Handbook
Page 23
We have invested in YWCA vehicles so that our employees can use them on YWCA
business in place of their own vehicle. This saves wear and tear on personal vehicles and
eliminates the need for keeping track of mileage.
We need your help in keeping YWCA vehicles in the best condition possible. Please
keep them clean, and please remove any trash or personal items when you are finished using
the vehicles.
Please immediately report any accidents, mechanical problems or other problems to the
Executive Director. We will try to have YWCA vehicles repaired or serviced as soon as possible.
Only authorized employees may use YWCA vehicles, and they may do so only on
YWCA business. You may not use YWCA vehicles while under the influence of drugs or
alcohol or while otherwise impaired.
You must have a valid driver's license to use YWCA vehicles, and we expect that you
will drive in a safe and courteous manner. If you receive any tickets for parking violations or
moving violations, you are responsible for taking care of them.
Violating this policy in any way may result in disciplinary action, up to and including
termination.
10.03
Telephone System
The YWCA's telephone system is for business use only. Employees are
expected to keep personal calls to a minimum. If you must make or receive a personal call,
please keep your conversation brief. Extensive personal use of YWCA phones is grounds for
discipline.
See Section 15 of this Handbook for information on privacy and telephones.
10.04
Return of YWCA Property
When your employment with this YWCA ends, we expect you to return YWCA
property—and to return it clean and in good repair. This includes this Personnel Policies/
Handbook, all manuals and guides, documents, phones, computers, equipment, keys and tools.
We reserve the right to take any lawful action to recover or protect our property.
Section 11.
11.01
Leave and Time Off
Vacation
The YWCA recognizes that our employees need to take time off occasionally, to rest and
relax, to enjoy a vacation or to attend to personal matters. Employees must schedule their
vacations, at least two (2) weeks in advance, with the approval of their supervisor and the
Executive Director. Employees are encouraged to take at least five (5) days consecutively. We
will try to grant every employee’s vacation request for the days off of their choice. However, we
must have enough workers to meet our day-to-day need—which means we might not be able to
grant every vacation request, especially during holiday periods.
YWCA—Employee Handbook
Page 24
Vacation is accrued based upon the date of employment. Earned vacation may be taken
after the introductory period.
Full time employees are eligible to accrue vacation for each calendar month of service
as follows:
Years of Employment
Vacation Accrual
Maximum Accrual
0 to < 2 years
8 hours per month
112 hours
> 2 years to < 5 years
12 hours per month
152 hours
> 5 years
15 hours per month
192 hours
Once an employee has reaches maximum accrual, no more vacation will accrue until the
employee uses vacation to reduce the accrued total below the maximum. No advances in
vacation hours will be given.
Employees are eligible to take paid vacation after the accrual is posted at the end of
each month. The vacation year is based on each staff's anniversary date of employment in the
position. No employee will accrue more than the maximum accrual. Once an employee’s
vacation balance reaches the accrual limit, an employee may accrue more vacation only by
taking some vacation time to bring the employee’s balance back below the limit.
Vacation for part-time, regular employees working 20 hours per week or more, shall be
prorated on the basis of a forty (40) hour per week schedule.
Employees will be paid for any accrued and unused vacation when their employment
terminates.
11.02
Holidays
The YWCA observes the following eleven holidays each year:

New Year's Day

Martin Luther King's Birthday

President's Day

Memorial Day
YWCA—Employee Handbook
Page 25

Fourth of July

Labor Day

Thanksgiving

Friday after Thanksgiving

Christmas

the day before or day after Christmas or the day before or after Fourth of July (to
be determined annually by the Executive Director)

* Floating Holiday
* The floating holiday can be used by the employee once per calendar year as they
choose such as observing a holiday not listed above. The floating holiday must be
scheduled 2 weeks in advance and cannot be accrued or carried forward into next
calendar year. As with all holidays, employees must work the day before and the
day after the holiday to be paid for the holiday.
If a holiday falls on a weekend, the Executive Director will inform you when the holiday
will be observed. Ordinarily, holidays that fall on a Saturday will be observed the preceding
Friday; holidays that fall on a Sunday will be observed the following Monday. When sick leave
is taken the day before or after a paid holiday, a doctor’s note will be required for holiday pay to
be received.
If the work schedule makes it necessary for a staff member to work on a holiday,
arrangements will be made for equivalent time off within the pay period.
Holiday pay for part-time, regular employees working 20 hours per week or more shall
be prorated on the basis of a 40 hour per week schedule regardless of what days of the week
they are regularly scheduled.
Holidays cannot be accrued or carried forward into the next year.
11.03
Sick Leave
Sick leave is granted for an employee's condition requiring medical attention, e.g.,
illness, hospitalization, out patient treatments, disability, as well as medical and dental
appointments that can not be reasonably scheduled outside of work hours. Sick leave is not to
be used as vacation time. Any employee who abuses sick leave may be subject to discipline.

A doctor's letter or other medical proof may be required to substantiate sick leave. A
doctor's certificate is required to qualify for paid sick leave in excess of three days in
anyone absence. Employees are eligible to use accumulated sick leave hours as
they are accrued. There is no waiting period.

Employees earn sick leave at the rate of 4 hours per pay period from the first day of
employment and are permitted to use sick leave during their probationary period at
the discretion of their supervisor. Sick leave for part-time, regular employees
YWCA—Employee Handbook
Page 26
working 20 hours per week or more shall be prorated on the basis of a 40 hour per
week schedule. The maximum level of accrual is also pro-rated.

Employees may accrue a maximum of 480 hours of sick leave. Once an employee
has reached this limit, no more sick leave will accrue until the employee uses sick
leave to reduce the accrued total below the maximum. The Company will not pay
employees for sick days that have accrued but have not been used when
employment ends.

In the event of illness or injury, which extends beyond the paid sick leave, the
employee may be granted an unpaid leave of absence under the Family and Medical
Leave Act (see section 11.4 ) for a total period not to exceed four (4) consecutive
calendar months, or as stated by law.

Up to one half of annual sick leave accrual may be used for absences due to the
illness of a spouse, domestic partner, parent or child (including biological, step,
foster, adoptive or guardian relationships).
11.04
Family and Medical Leave
Employees who have worked for the YWCA for at least one full year (prior to the date on
which leave is to commence), and have worked 1,250 hours in the previous year, are eligible to
take unpaid family and medical leave for one or more of these purposes:

because the employee’s own serious health condition makes the employee
unable to work

to care for a spouse, child or parent who has a serious health condition, or

to care for a newborn, newly adopted child or recently placed foster child.
Leave Available
Eligible employees may take up to 12 weeks of unpaid leave per calendar year for any of
the above purposes. For purposes of calculating available family and medical leave, the year
starts on January 1st of each year.
A parent who takes leave to care for a newborn, newly adopted child or recently placed
foster child must begin this leave within a year after the birth, adoption or placement. Leave
taken for the birth, adoption or foster care placement of a child may be taken in minimum
increments of two weeks; the YWCA will grant incremental leave requests of less than two
weeks on no more than two occasions.
Intermittent Leave
If you will need to take family and medical leave on an intermittent basis—that is, a day
or two at a time rather than all at once—for your own serious health condition or to take care of
a family member with a serious health condition, you will be allowed to do so. However, the
YWCA may temporarily reassign you to a different position with equivalent pay and benefits to
accommodate the intermittent schedule.
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The YWCA will consider requests for intermittent leave to care for a new child on a caseby-case basis.
Notice Requirements
Employees are required to give notice at least 30 days in advance of their need for a
family and medical leave, if their need for leave is foreseeable. In emergencies and unexpected
situations, employees must give as much notice as is practicable under the circumstances.
YWCA approval is required for any leave of absence. Employees must obtain written
YWCA approval before starting leaves of absence. If the leave is approved, the YWCA will set
the date on which you are expected to return. If you fail to return to work after the end of the
leave of absence without notice to, and prior YWCA approval, or if you work for another YWCA
during the leave of absence, you shall be deemed terminated.
Reinstatement Rights
When you return from an approved family and medical leave, you have the right to return
to your former position or a comparable position, consistent with State law, except:

You have no greater right to reinstatement than you would have had if you had
not been on leave. If your position is eliminated for reasons unrelated to your
leave, for example, you have no right to reinstatement.

The YWCA is not obligated to reinstate you if you are a key employee—that is,
you are among the highest-paid 10% of our workforce and holding your job open
during your leave would cause the YWCA substantial economic harm.
Medical Certification
The YWCA may ask employees who take leave for their own serious health condition or
to care for a spouse, parent or child with a serious health condition to provide a doctor’s form
certifying the need for leave. The YWCA is also entitled to seek a second opinion and periodic
re-certifications. The YWCA may also ask employees who take leave because of their own
serious health condition to provide a fitness for duty report from their doctors before they return
to work.
Use of Accrued Paid Time
The YWCA will substitute all of the employee's accrued paid vacation time for an
equivalent amount of unpaid family and medical leave. The YWCA will also substitute all of an
employee's accrued sick leave for an equivalent amount of unpaid family and medical leave
when the leave is taken because of the employee's own serious health condition. The employee
must notify the Executive Director of her/his desire to do so when requesting the leave. Family
and medical leave runs concurrently with workers' compensation leave and with leave under a
temporary or long-term disability benefit plan.
Benefits While on Leave
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Family and medical leave is not considered a break in service for purposes of longevity
or accrued benefits; however, if the leave lasts more than 15 days, an employee will not be
eligible for monthly vacation or sick leave accrual, holiday pay, or retirement fund contributions.
An employee's medical and dental insurance coverage will continue for the first 12
weeks of an employee's family or medical leave, and/or pregnancy disability leave, on the same
terms as if the employee had continued to work; the employee must pay the same portion for
the premiums as the employee paid while working. If the leave extends beyond 12 weeks, the
employee may continue medical and dental insurance by making arrangements to pay the full
premiums. An employee may continue other benefits (e.g., life insurance) throughout the leave
by paying the premiums for those benefits. If an employee chooses not to pay the premiums,
health or other insurance may be cancelled.
11.05
Paid Family Leave
All California workers who are covered by the State Disability Insurance (SDI) program
will also be covered for PFL benefits for workers who take time off of work to care for a child,
spouse, parent, or domestic partner who is seriously ill and unable to care for her/himself, or to
bond with a new child. Individuals may file claims for PFL benefits commencing on and after
July 1, 2004.
11.06
Pregnancy Disability Leave
If you are disabled on account of pregnancy, childbirth, or related conditions, you may
take a pregnancy related disability leave for the period of actual disability, up to four (4) months
in combination with a family and medical leave, the total leave may be up to a maximum of
seven (7) months. Pregnancy related disability leave may be taken intermittently, or on a
reduced hours schedule, as needed, as long as you keep your supervisor informed of your
availability.
Any pregnant employee is entitled to transfer temporarily to a less strenuous or
hazardous position, or to less strenuous or hazardous duties, if the transfer is medically
necessary and the YWCA can reasonably accommodate the transfer. Transfer requests will be
granted only when the request can be met without creating additional employment, discharging
another employee, transferring another employee with more seniority or promoting or
transferring an employee who is not qualified to perform the new job. The YWCA retains the
right to deny a requested transfer if it requires transferring another employee.
The medical certification requirements and reinstatement rights set out in the family and
medical leave policy shall also apply to pregnancy disability leaves.
An employee must use up any available paid sick leave during her pregnancy disability
leave. The employee may then use accrued paid vacation time or other accrued paid time off as
part of her pregnancy disability leave before taking the remainder of her leave as unpaid leave.
Employee benefits may be continued as set forth in the YWCA's family and medical leave
policy.
11.07
Occupational Disability Leave
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If you are injured at work, you may be given a leave of absence until (1) a recognized
medical professional certifies that you are allowed to resume all of the duties of your former
position; (2) you are unable to come back to work in your position, that is, the condition is
permanent and stationary; or (3) you resign, quit or otherwise indicate that you are not going to
return to your job. While on medical leave for occupational disability, you will not earn or accrue
pay or benefits, other than those available under Worker’s Compensation Insurance.
The YWCA will treat all disability leaves under this section as unpaid. Employees
simultaneously on family or medical leave and occupational disability leave will revert to
occupational disability leave after the 12 week period for family and medical leave is exhausted.
11.08
Bereavement Leave
A leave with pay not to exceed three (3) working days shall be granted to regular
employees for bereavement due to death in the immediate family. Regular employees become
eligible for bereavement leave after ninety (90) days of regular service.
Immediate family shall include only the employee's mother, father, sister, brother,
spouse, domestic partner, children, grandchildren, grandparents, mother-in-law or father-in-law.
The YWCA will consider, on a case-by-case basis, requests for bereavement leave for the
death of someone who does not qualify as an immediate family member under this policy.
If such bereavement requires the employee to travel out of state, unpaid leave up to two
(2) additional days may be granted. Unpaid leave of up to three (3) days shall be granted for
bereavement due to death of a guardian. A guardian is defined as one who acted in place of a
mother or father during the employee's youth. Employees shall notify the YWCA of the
existence of a legitimate guardian before being eligible for this leave.
The reason for the leave must be recorded and approved by the supervisor and
Executive Director on a Request for Leave Form. The total amount of leave given will be
discretionary, to be decided by the YWCA Executive Director on a case by case basis.
11.09
Military Leave
The YWCA supports those who serve in the armed forces to protect our country. In
keeping with this commitment, and in accordance with state and federal law, employees who
must be absent from work for military service are entitled to take a military leave of absence.
This leave will be unpaid.
When an employee’s military leave ends, that employee will be reinstated to the position
he or she formerly held, or to a comparable position, as long as the employee meets the
requirements of federal and state law.
Employees who are called to military service must tell their supervisors as soon as
possible that they will need to take military leave. An employee whose military service has
ended must return to work or inform the YWCA that he or she wants to be reinstated in
accordance with these guidelines:
For a leave of 30 or fewer days, the employee must report back to work on the first
regularly scheduled workday after completing military service, allowing for travel time. For a
leave of 31 to 180 days, the employee must request reinstatement within 14 days after military
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service ends. For a leave of 181 days or more, the employee must request reinstatement within
90 days after military service ends.
11.10
Voting
The YWCA encourages employees to exercise their right to vote. If your work schedule
and the location of your polling place will make it difficult for you to get to the polls before they
close, you are entitled to take up to 1 hour(s) off work, at the beginning or end of your shift, to
cast your ballot.
Employees who will need to take time off work to vote must inform their supervisors at
least 3 days in advance. Employees are expected to work with their supervisors to ensure that
their absence doesn’t negatively impact YWCA operations. Employees who take time off to
vote may be requested to supply their supervisor with proof that they actually voted. Your
supervisor can tell you what types of proof of voting are acceptable.
11.11
Jury Duty
If you are called for jury duty and must appear you are entitled to take time off, as
necessary, to fulfill your jury obligations. You will be paid up to 8 hours per day for the first 3
days. Beyond that point you will not be reimbursed from the YWCA. No employee will face
discipline or retaliation for jury service.
If chosen immediately inform your supervisor when you receive your jury duty summons.
If you are chosen to sit on a jury, you must inform your supervisor how long the trial is expected
to last. You must also check in with your supervisor periodically during your jury service, so the
YWCA knows when to expect you back at work.
11.12
School Visits and Activities
Employees who are the parents or guardians of children in school may take unpaid
leave for up to eight hours per month for a total of 40 hours per calendar year to attend school
activities. Please obtain a leave of absence from your supervisor before making your school
visit and have the school write a note to verify your school visit.
11.13
Emergency Leave of Absence
At its discretion, the YWCA may give leaves of absence for emergencies not listed
above. An emergency leave of absence shall not exceed 30 days. An employee must notify his
or her supervisor as soon as possible and provide documentation to establish the emergency.
Failure to provide such documentation, failure to advise the office immediately on taking
emergency leave, and failure to return on the specified date are all reasons for termination.
11.14
Other Legally Required Leaves of Absence
Employees will be granted unpaid leaves of absence for other purposes as required by
law (e.g. performance of emergency duty by a volunteer firefighter, leave related to domestic
violence). Employees are required to provide reasonable advanced notice of any need for such
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leave and are expected to return to work each day or portion of the day that they are required to
be absent.
11.15
Effect of Leave on Benefits
During any period of leave with pay, the employee continues to accrue all benefits and
participates in the Retirement Fund.
When an employee is on a leave without pay that qualifies under the federal or state
family and medical leave laws, the YWCA will continue, for up to 12 weeks, to make the same
contribution to the monthly premiums for the employee's medical/dental insurance that it was
making prior to the commencement of the leave. The employee will not accrue any other
benefits (e.g., sick leave, vacation pay or contributions by the YWCA to the Retirement Fund)
while on a family or medical leave. (See also, section 11:4 above (Family and medical leave).)
During any other leave without pay, the employee does not accrue any benefits.
Employees may continue participation in the YWCA medical/dental plans at their own expense.
Participation in the Retirement Fund is suspended until the employee returns to paid status,
except as otherwise required for employees who serve in the military.
YWCA employees and dependents who otherwise lose eligibility for health plan
coverage may continue their protection through personal payment of 102% of premiums to the
YWCA-provided health plan.
Employees and dependents that lose eligibility for coverage due to termination of
employment (except for cause through gross misconduct), or due to reduction in work hours,
can continue their coverage for up to 18 months under COBRA. Dependents losing coverage
due to death of an active employee can continue protection for up to 36 months under COBRA.
Spouses and children losing coverage eligibility due to divorce, and children reaching the
contract's maximum age for coverage, can also continue plan coverage for up to 36 months
under COBRA.
The coverage privilege, on a continued basis, will cease before the end of the 18 or 36
month period if the YWCA discontinues health coverage completely, or if you or your
dependents (a) fail to pay your premium in a timely manner, (b) become covered as an
employee under another group plan, (c) become entitled to Medicare, or (d) if the former spouse
of a divorced employee or a deceased employee remarries and becomes covered under
another group plan.
Section 12.
12.01
Performance
Your Job Performance
Each and every employee at YWCA contributes to the success or failure of our YWCA. If
one employee allows his or her performance to slip, then all of us suffer. We expect everyone to
perform to the highest level possible.
Poor job performance can lead to discipline, up to and including termination.
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12.02
Performance Reviews
Because our employees’ performance is vital to our success, we conduct periodic
reviews of individual employee performance starting with a 90-day evaluation for new hires and
employees in new positions. Each staff member will then participate in job performance
evaluations at least annually on the employee's anniversary date or at another designated date
with the Executive Director or her/his designee. The Executive Director shall be evaluated by
the officers of the Board and a board member of the Executive Director’s choice.
We hope that, through these reviews, our employees will learn what we expect of them
and we will learn what they expect of us. The written performance review will include the
employee’s accomplishments and areas needing improvement. The review will be prepared
and shared with the employee, and will become a part of the employee’s personnel file.
We require all employees to participate in the review process. Failure to participate could
lead to discipline, up to and including termination.
12.03
Salary Review
Salaries are reviewed once a year, usually around the time of the employee's
anniversary date. Salary increases are not guaranteed and are subject to the performance of
the organization, the availability of funds, and based on the employee's individual and group
performance.
Salary changes due to promotion or job reclassification shall be within the YWCA's
salary range for the position, with final determination made by the Executive Director with
approval of the Board.
12.04
Advancement and Promotions
The YWCA encourages employees to seek internal promotional opportunities, but
reserves the right to fill vacancies from the outside. Promotion, transfer and salary are based
on individual performance, potential, efficiency and demonstrated ability. Length of service may
be considered but is not the determining factor.
Section 13.
13.01
Workplace Behavior
Personal Conduct
People who work together have an impact on each other’s performance, productivity and
personal satisfaction in their jobs. In addition, how our employees act toward customers and
vendors will influence whether those relationships are successful for the YWCA.
Because your conduct affects many more people than just yourself, we expect you to act
in a professional manner whenever you are on YWCA property, conducting YWCA business or
representing the YWCA at business or social functions.
Although it is impossible to give an exhaustive list of everything that professional
conduct means, it does, at a minimum, include the following:
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
following all of the rules in this handbook that apply to you

refraining from rude, offensive or outrageous behavior

refraining from ridicule and hostile jokes

treating coworkers, customers and vendors with patience, respect and
consideration

being courteous and helpful to others, and

communicating openly with supervisors, managers and coworkers.
Individuals who act unprofessionally will face discipline, up to and including termination.
The success of the YWCA depends in great part on the loyalty and good will of our client
community. As a result, we expect our employees to behave in the following manner when
interacting with clients:
13.02

to treat all clients with courtesy and respect

to always be helpful and cheerful toward clients
Punctuality and Attendance
You are important to the effective operation of this business. When you are not here at
expected times or on expected days, someone else must do your job or delay doing his own job
while she/he waits for you to arrive. If you work with clients or vendors, they may grow frustrated
if they can’t reach you during your scheduled work times.
As a result, we expect you to keep regular attendance and to be on time and ready to
work at the beginning of each scheduled workday.
Of course, things will sometimes happen that will prevent you from showing up to work
on time. For example, you may be delayed by weather, a sick child or car trouble. If you are
going to be more than 10 minutes late, please call your supervisor. If you cannot reach this
person, please call the Executive Director or designee. Please give this notice as far in advance
as possible.
If you must miss a full day of work, you must notify your supervisor as far in advance as
possible. If you cannot reach this person, please call your sub-supervisor
If you are late for work or fail to appear without calling in as required by this policy or by
other policies in this handbook, you will face disciplinary action, up to and including termination.
13.03
Employee Appearance and Dress
We ask all employees to use common sense when they dress for work. Please dress
appropriately for your position and job duties, and please make sure you are neat and clean at
all times.
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If you have any questions about our appearance and dress standards, please speak with
your supervisor.
13.04
Pranks and Practical Jokes
Although we want our employees to enjoy their jobs and have fun working together, we
cannot allow employees to play practical jokes or pranks on each other. At best, these actions
disrupt the workplace and dampen the morale of some; at worst, they lead to complaints of
discrimination, harassment or assault.
If you have any questions about this policy, contact your supervisor. Employees who
play pranks or practical jokes will face disciplinary action, up to and including termination.
13.05
Threatening, Abusive or Vulgar Language
We expect our employees to treat everyone they meet through their jobs with courtesy
and respect. Threatening, abusive and vulgar language has no place in our workplace. It
destroys morale and relationships, and it impedes the effective and efficient operation of our
business.
As a result, we will not tolerate threatening, abusive or vulgar language from employees
while they are on the worksite, conducting YWCA business or attending YWCA-related business
or social functions.
If you have any questions about this policy, contact your supervisor. Employees who
violate this policy will face disciplinary action, up to and including termination.
13.06
Acceptance of Gifts and Gratuities Prohibited
Employees or officers of the YWCA, in the management, contracting and/or expenditure
of grant funds shall neither solicit nor accept gratuities, favors, or anything of monetary value
from contractors or potential contractors.
Any action, activity or interest of an employee which provides, or appears to provide
personal gain or advantage, or allows for the improper gain or advantage by others outside of
the YWCA and which may have an adverse effect on the YWCA's interests or operations may
be considered a conflict of interest and may result in disciplinary action up to and including
termination.
13.07
Horseplay
Although we want our employees to have fun while they work, we don’t allow employees
to engage in horseplay—which is fun that has gotten loud and boisterous and out of control.
Horseplay disrupts the work environment and can get out of hand, leading to fighting, hurt
feelings, safety hazards or worse.
Employees who engage in horseplay will face disciplinary action, up to and including
termination.
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13.08
Fighting
Verbal or physical fighting among employees is absolutely prohibited. Employees shall
not engage in, provoke or encourage a fight. Those who violate this policy will be disciplined, up
to and including termination.
13.09
Sleeping on the Job
When our employees arrive at work, we expect them to be physically prepared to work
through their day. Employees who sleep on the job dampen morale and productivity and deprive
us of their work and companionship.
As a result, we do not allow any employees to sleep while at work. Employees who feel
sick or unable to finish the day because of weariness should talk to their supervisor about using
sick leave to take the rest of the day off.
13.10
Insubordination
Our workplace operates on a system of mutual respect between supervisors and
employees. Supervisors must treat their employees with dignity and understanding, and
employees must show due regard for their supervisors’ authority.
Insubordination occurs when employees unreasonably refuse to obey the orders or
follow the instructions of their supervisors. It also occurs when employees, through their actions
or words, show disrespect toward their supervisors.
Insubordinate employees will face discipline, up to and including termination.
We understand, however, that there will be times when employees have valid reasons
for refusing to do as their supervisor says. Perhaps the employee fears for his safety or the
safety of others, believes that following instructions will violate the law or pose some other
problem for the YWCA. Or maybe the employee thinks that there is a better way to accomplish
a goal or perform a task. When these issues arise, we do not ask that employees blindly follow
orders. Instead, we ask that employees explain the situation to their supervisor. If, after hearing
the employee’s side, the supervisor continues to give the same order or rule, the employee
must either obey or use the complaint procedures described in Section 13:12 of this Handbook.
13.11
Grievance and Complaint Procedure
A grievance is a complaint concerning the application of policies and procedures
governing personnel practices or working conditions. We encourage you to come forward with
complaints immediately so that we can take whatever action is necessary to respond to the
problem.
If you have a grievance, the YWCA recommends that you first discuss it with your
supervisor. It is helpful if you can provide a concise statement of facts, signed and dated,
outlining the problem and including reference to the policies, procedures or practices which
have allegedly been violated. If you are not satisfied with the response of your supervisor, you
may bring the matter to the Executive Director (or to the Board President if the complaint
involves the Executive Director). If you are not satisfied with the response of the Executive
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Director, you may request a meeting with the Appeal Committee of the Board of Directors. The
Appeals Committee will consist of the Board President and two other Board members, one
selected by the staff member initiating the grievance and one chosen by the Board President.
The Appeals Committee will meet to review all statements submitted and render a majority
decision in writing.
The decision of the Appeals Committee will be final.
(See also, Section 3.2 of this handbook concerning harassment complaints.)
Section 14.
14.01
Health and Safety
Safety Policy
The YWCA takes employee safety very seriously. In order to provide a safe workplace
for everyone, every employee must follow our safety rules:
14.02

Horseplay, rough-housing and other physical acts that may endanger employees
or cause accidents are prohibited.

Employees must follow their supervisors’ safety instructions.

Employees in certain positions may be required to wear protective equipment.
Your supervisor will let you know if your position requires protective gear.

All equipment and machinery must be used properly. This means all guards,
restraints and other safety devices must be used at all times. Do not use
equipment for other than its intended purpose.

All employees must immediately report any workplace condition that they believe
to be unsafe to their supervisor. The YWCA will look into the matter promptly.

All employees must immediately report any workplace accident or injury to their
supervisor.
Workplace Security
It is every employee’s responsibility to help keep our workplace secure from
unauthorized intruders. Every employee must comply with these security precautions.
When you leave work for the day, please follow the instruction of your supervisor.
After-hours access to the workplace is limited to those employees who need to work
late. Employees are allowed to have an occasional visitor in the workplace, but workplace visits
should be the exception rather than the rule. If you are anticipating a visitor, please let your
supervisor know. When your visitor arrives, you will be notified.
Do not leave your visitor unattended in the workplace. If you have a visitor, you must
accompany your visitor at all times. This includes escorting your visitor to and from the entrance
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to the YWCA. For your own safety, children are not allowed to come with their parents to work,
unless approved by a supervisor or the Executive Director.
14.03
What to Do in an Emergency
In case of an emergency, such as a fire, earthquake or accident, your first priority should
be your own safety. In the event of an emergency causing serious injury, IMMEDIATELY DIAL
9-1-1 to alert police and rescue workers of the situation.
If you hear a fire alarm or in case of an emergency that requires evacuation, please
proceed quickly and calmly to the fire exits. The YWCA will hold periodic fire drills to familiarize
everyone with the routes they should take. Remember that every second may countdon’t
return to the workplace to retrieve personal belongings or work-related items. Once you have
exited the building, find your supervisor and follow their instructions.
YWCA keeps emergency supplies on hand. First aid kits are located in the front office at
the 271 Austin Street facility and in the front office, mechanical room, electrical room, boiler
room and kitchen at the 940 Powell facility. Fire extinguishers can be found at various locations
with posted notices.
14.04
No Smoking in YWCA Buildings
For the health, comfort and safety of our employees, smoking is not allowed inside any
building on YWCA property.
14.05
Smoking Allowed in Designated Areas Only
To accommodate employees who smoke as well as those who do not, the YWCA asks
that anyone smoking do so outside of YWCA buildings, not near any doors or windows.
You may smoke during meal or rest breaks only. Employees may not take “smoking
breaks” in addition to the rest and meal breaks provided to every employee under our policies.
14.06
Violence Is Prohibited
We will not tolerate violence in the workplace. Violence includes physical altercations,
coercion, pushing or shoving, horseplay, intimidation, stalking and threats of violence. Any
comments about violence will be taken seriously—and may result in your termination. Please do
not joke or make offhand remarks about violence.
No Weapons
No weapons are allowed in our workplace. Weapons include firearms, knives, brass
knuckles, martial arts equipment, clubs or bats and explosives. If your work requires you to use
an item that might qualify as a weapon, you must receive authorization from your supervisor to
YWCA—Employee Handbook
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bring that item to work or use it in the workplace. Any employee found with an unauthorized
weapon in the workplace will be subject to discipline, up to and including termination.
What to Do in Case of Violence
If you observe an incident or threat of violence that is immediate and serious,
IMMEDIATELY DIAL 9-1-1 and report it to the police. If the incident or threat does not appear
to require immediate police intervention, please contact your supervisor or Executive Director
and report it as soon as possible, using the YWCA’s complaint procedure. All complaints will be
investigated and appropriate action will be taken. You will not face retaliation for making a
complaint.
Section 15.
15.01
Employee Privacy
Search Policy
Employees do not have a right to privacy in their workspaces or in any other property
belonging to the YWCA. The YWCA reserves the right to search YWCA property at any time,
without warning, to ensure compliance with our policies on employee safety, workplace
violence, harassment, theft, drug and alcohol use and possession of prohibited items. YWCA
property includes, but is not limited to, lockers, desks, file cabinets, storage areas and
workspaces. If you use a lock on any item of YWCA property (a locker or file cabinet, for
example), you must give a copy of the key or combination to your supervisor.
15.02
Telephone Monitoring
The YWCA reserves the right to monitor calls made from or received on YWCA
telephones. Therefore, no employee should expect that conversations made on YWCA
telephones will be private.
The YWCA's telephone call accounting system provides complete telephone detail for
each extension. Therefore, at any time, the YWCA can access the number of calls made from or
received by any extension for any given period of time, including the length of each call, date
and time of each call, and the number and city dialed. From time to time the YWCA may access
this information to monitor possible abuse of telephone privileges. The YWCA's telephone
system in various locations permits the receiving, sending, saving and transferring of voicemail
messages. Even though you use a password to restrict access to your voicemail messages, you
should be aware that the YWCA may access voicemail messages at any time by changing
individual passwords. Employees should not assume that any messages are confidential or that
access will not occur.
Employees may make personal calls during their breaks; if you must make a personal
call during your work hours, you are expected to keep the conversation brief.
Section 16.
Computers, Email and the Internet
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16.01
E-mail
YWCA provides certain employees with computer equipment, including an Internet
connection and access to an electronic communications system, to enable them to perform their
jobs successfully. This policy governs your use of the YWCA’s email system.
Use of the Email System
The email system is intended for official YWCA business. Although you may use the
email system for personal messages, you may do so during non-work hours only. If you send
personal messages through the YWCA’s email system, you must exercise discretion as to the
number and type of messages you send. Any employee who abuses this privilege may be
subject to discipline.
Email Is Not Private
Email messages sent using YWCA communications equipment are the property of the
YWCA. We reserve the right to access, monitor, read and/or copy email messages at any time,
for any reason. You should not expect that any email message you send using YWCA
equipmentincluding messages you consider to be, or label as, personalwill be private.
Email Rules
All of our policies and rules of conduct apply to employee use of the email system. This
means, for example, that you may not use the email system to send harassing or discriminatory
messages, including messages with explicit sexual content or pornographic images; to send
threatening messages; or to solicit others to purchase items for non-YWCA purposes.
We expect you to exercise discretion in using electronic communications equipment.
When you send email using the YWCA’s communications equipment, you are representing the
YWCA. Make sure that your messages are professional and appropriate, in tone and content.
Remember, although email may seem like a private conversation, email can be printed, saved
and forwarded to unintended recipients. You should not send any email that you wouldn’t want
your boss, your mother or our YWCA’s competitors to read.
Deleting Emails
Because of the large volume of emails the YWCA sends and receives, we discourage
employees from storing large numbers of email messages. Please make a regular practice of
deleting emails once you have read and/or responded to them. If you need to save a particular
email, you may print out a paper copy, archive the email or save it to your hard disk. The YWCA
will purge email messages that have not been archived after 60 days.
Passwords and Accessing the Computer Files or E-mail of Others
Employees are prohibited from accessing, reading or printing other employees' computer
files, including documents and e-mail messages, unless they have express authorization from
the other employee or the YWCA. Employees are not to change their computer passwords or
give their computer passwords to anyone else under any circumstances, except when required
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by the E.D. or the System Administrator. When the regular user is absent and other staff
members need access to the person's files, they must contact the System Administrator for
access. Because others may need to use an employer's computer or access the same
programs, employees may not alter the directory structure on any desktop computer or change
the settings in programs they use.
Violations
Any employee who violates this policy can be subject to discipline, up to and including
termination.
16.02
Internet Use
We may provide you with computer equipment and capabilities, including Internet
access, to help you perform your job. This policy governs your use of that equipment to access
the Internet.
Personal Use of the Internet
Our network and Internet access are for official YWCA business only. Employees may
access the Internet for personal use only outside of work hours and only in accordance with the
other terms of this policy. An employee who engages in excessive Internet use, even during
non-work hours, or who violates any other provision of this policy, may be subject to discipline.
Prohibited Uses of the Internet
Employees may not, at any time, access the Internet using YWCA equipment or links for
any of the following purposes:

To visit websites that feature pornography, gambling or violent images, or are
otherwise inappropriate in the workplace.

To operate an outside business, solicit money for personal purposes or to
otherwise act for personal financial gainthis includes running online auctions.

To download software, articles or other printed materials in violation of copyright
laws.

To download any software program without the express consent of Executive
Director

To read, open or download any file from the Internet without first screening that
file for viruses using the YWCA’s virus detection software.
Internet Use is Not Private
We reserve the right to monitor employee use of the Internet at any time, to ensure
compliance with this policy. You should not expect that your use of the Internetincluding but
not limited to the sites you visit, the amount of time you spend online and the communications
you havewill be private.
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16.03
Software Use
It is the YWCA’s policy to use licensed software only in accordance with the terms of its
license agreement. Violating a license agreement is not only unethicalit is also illegal and can
subject the YWCA to criminal prosecution and substantial monetary penalties.
To help us adhere to this policy, employees may not do any of the following without
permission from the Executive Director or Systems Administrator:

Make a copy of any YWCA software program, for any reason.

Install a YWCA software program on a home computer.

Install a personal software program (that is, software owned by the employee) on
any YWCA computer.

Download any software program from the Internet to a YWCA computer.
The YWCA may audit YWCA-owned computers at any time to ensure compliance with
this policy.
Section 17.
17.01
Employee Records
Your Personnel File
The YWCA maintains a personnel file on each employee. The purpose of this file is to
allow us to make decisions and take actions that are personally important to you, including
notifying your family in case of an emergency, calculating income tax deductions and
withholdings and paying for appropriate insurance coverage.
We do not keep medical records or work eligibility forms in your personnel file. Those
are kept separately. Your personnel file is physically kept in the Executive Director’s office.
If you have any questions about your personnel file, contact the Executive Director.
17.02
Confidentiality of Personnel Files
Because the information in your personnel file is by its nature personal, we keep the file
as confidential as possible. We allow access to your file only on a need-to-know basis.
17.03
Please Notify Us If Your Information Changes
Because we use the information in your personnel file to take actions on your behalf, it is
important that the information in that file be accurate. Please notify the Executive Director
whenever any of the following changes:

your name
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17.04

your mailing address

your phone number

your dependents

the number of dependents you are designating for income tax withholding

your marital status

the name and phone number of the individual whom we should notify in case of
an emergency

restrictions on your driver's license.
Work Eligibility Records
In compliance with federal law, all newly hired employees must present proof that they
are legally eligible to work in the United States. We must keep records related to that proof,
including a copy of the Form I-9 that each employee completes for us.
Those forms are kept as confidential as possible. We do not keep them in your
personnel file. If you would like more information about your I-9 form, see Section 5 of this
handbook or contact the Executive Director.
17.05
Medical Records
We understand the particularly sensitive nature of an employee’s medical records, so we
do not place those records in the employee’s personnel file. We keep those records in a
separate and secure place.
If you have any questions about the storage of your medical records or about inspecting
your medical records, if applicable, contact the Executive Director.
17.06
Outside Disclosure of Information about Employees
The YWCA does not provide letters of recommendation for past or current employees,
but does provide employment verification consisting of dates of employment, job title,
employment status (full-time, part-time or temporary), and salary. All requests for information
about current or former employees should be directed to the Executive Director.
Section 18.
18.01
Drugs and Alcohol
Policy Against Illegal Drug and Alcohol Use
The YWCA is committed to providing a safe, comfortable and productive work
environment for its employees. We recognize that employees who abuse drugs or alcohol at
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work—or who appear at work under the influence of illegal drugs or alcohol—harm themselves,
the health and safety of others and disrupt the work environment.
As a result, we prohibit employees from doing the following:

appearing at work under the influence of illegal drugs or alcohol

conducting YWCA business while under the influence of illegal drugs or alcohol
(whether or not the employee is actually on work premises at the time)

using illegal drugs on the worksite

using illegal drugs while conducting YWCA business (whether or not the
employee is actually on work premises at the time)

possessing, buying, selling or distributing illegal drugs on the worksite

possessing, buying, selling or distributing illegal drugs while conducting YWCA
business (whether or not the employee is actually on work premises at the time).
Illegal drug use includes more than just outlawed drugs such as marijuana, cocaine or
heroin. It also includes the misuse of otherwise legal prescription and over-the-counter drugs.
This policy covers times when employees are on call but not working and times when
employees are driving YWCA vehicles or using YWCA equipment.
We do not prohibit employees from consuming alcohol at social or business functions
that we sponsor where alcohol is served. Even at these functions, however, employees may not
consume alcohol to the point of intoxication or to the point where they endanger their own safety
or the safety of others.
Employees who violate this policy may face disciplinary action, up to and including
termination.
18.02
Inspections to Enforce Drug and Alcohol Policy
The YWCA reserves the right to inspect employees, their possessions and their
workspaces to enforce our policy against illegal drug and alcohol use, consistent with State law.
18.03
Drug Testing
Reasonable Cause Testing.
If the YWCA has reasonable cause to believe that an employee is under the influence of
prohibited drugs or alcohol during work hours or on YWCA premises, that individual will be
requested to submit to drug testing within eight (8) hours.
Testing after an Accident.
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An employee must immediately submit to post-accident testing after an accident while
conducting YWCA business, which causes either property damage or personal injury, including
injury to him or herself.
Return to Duty Testing.
If an employee returns to the YWCA after undergoing rehabilitation for alcoholism or
drug abuse, that employee shall submit to alcohol or drug testing before being reinstated or rehired.
18.04
Leave to Participate in Rehabilitation Program
We believe that employees who have a substance abuse problem can help themselves
by enrolling in a rehabilitation program. Not only will overcoming their problem help these
employees in their personal lives, it will help them to be more effective and productive workers.
Although we cannot guarantee that we will grant this leave to all employees who request it,
employees who would like to participate in a rehabilitation program, may, subject to the approval
of the Executive Director, be able to use up to 12 weeks of unpaid leave from work to attend the
program. At the end of rehabilitation leave (which is subject to the same rules as medical
absences), we will require proof that the employee successfully completed the program and the
employee will be subject to the return to duty testing described above. We will keep all
conversations regarding employee substance abuse problems as confidential as possible.
Please note that even as you might be seeking assistance for your substance abuse
problem, we still expect you to meet the same standards of performance, productivity and
conduct that we expect of all employees. We reserve the right to discipline you – up to and
including termination – for failing to meet those standards.
Section 19.
19.01
Trade Secrets and Conflicts of Interest
Confidentiality and Trade Secrets
Information is part of what makes the YWCA an important part of the community. During
your employment here, you will periodically learn sensitive information, either because you help
to develop that information or because you need that information to do your job. It is important
for the health of this business—and for the well-being of employees who depend on this
business for their livelihood—that you keep information you learn through your employment
confidential. Employees who improperly disclose sensitive information, confidential information,
proprietary information or trade secret information to anyone outside the YWCA will face
disciplinary action, up to and including termination. Therefore, we encourage you to contact the
Executive Director if you would like to learn more about this policy or if you have any questions.
After you leave the YWCA, you are still legally prohibited from disclosing sensitive,
proprietary, trade secret or confidential information. If you disclose such information, we will
seek legal remedies.
19.02
Confidentiality Procedures
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Page 45
Because of the importance of keeping certain information confidential, the YWCA follows
practices designed to alert employees to sensitive and confidential information, to limit access to
that information and to inform employees about what disclosures are and are not acceptable.
We expect employees to follow these procedures. Employees who fail to do so face discipline,
up to and including termination. If you have any questions about these procedures, contact the
Executive Director.
19.03
Conflicts of Interest
The YWCA’s success depends on the hard work, dedication and integrity of everyone
who works here. In turn, our employees’ livelihood depends on the success of the YWCA.
Because we depend so much on our employees, and because they depend so much on
us, we expect all employees to devote their energies and loyalties to the YWCA. We do not
allow employees to engage in any activities or relationships that create either an actual conflict
of interest or the potential for a conflict of interest.
Although we cannot list every activity or relationship that would create either an actual or
potential conflict of interest, examples of activities that violate this policy include the following:

working for a competitor or client or vendor as a part-time employee, full-time
employee, consultant, independent contractor or in any other capacity

owning an interest in a competitor, client, vendor or anyone else who seeks to do
business with this YWCA

using the resources of the YWCA for personal gain

using your position in the YWCA for personal gain.
Employees who violate this policy face disciplinary action, up to and including
termination.
If you are unsure about whether an activity might violate this policy, or if you have any
questions at all about this policy, please talk to the Executive Director. (See also Section 5.7
above.)
Section 20.
20.01
Ending Employment
Resignation
Although employees have the right to resign at any time, it is requested that
professional/exempt employees submit notice in writing to their immediate supervisor as far in
advance as possible, preferably at least one month before the effective date of the resignation.
Support/non-exempt employees are requested to give notice as far in advance as possible,
preferably a minimum notice of two (2) weeks.
20.02
Final Paychecks
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Employees who are terminated or laid off with no specific return date will receive their
final paycheck immediately. Employees who quit without prior notice to the YWCA will be paid
within 72 hours.
Final paychecks will include all compensation earned but not paid through the date of
termination and all unused vacation that the employee has earned as of the date of termination.
20.03
Exit Interviews
We may hold an exit interview with every employee who leaves the YWCA, for any
reason. During the interview, you will have the opportunity to tell us about your employment
experience herewhat you liked, what you didn’t like and where you think we can improve. We
value these comments.
The exit interview also gives us a chance to handle some practical matters relating to the
end of your employment. You will be expected to return all YWCA property at the interview. You
will also have an opportunity to ask any questions you might have about insurance, benefits,
final paychecks, references or any other matter relating to your employment.
20.04
References
When we are contacted by prospective employers seeking information about former
employees, we will release the following data only: the position(s) the employee held (job title),
employment status (full-time, part-time or temporary), the dates the employee worked for the
YWCA, and the employee’s salary or rate of pay.
If you would like us to give a more detailed reference, you will have to provide us with a
written releasea consent form giving us your permission to respond to a reference request.
We will respond only to written reference requests, and we will respond only in writing.
All requests for information about current or former employees, and/or reference
requests, should be directed to the Executive Director.
AMENDMENTS
Changes to this Employee Handbook and Personnel Policies may be made only by the
Board. Suggestions by staff or volunteers shall be directed to the Executive Director and
considered by the Board. Changes are not effective until issued by the YWCA Board in writing.
YWCA—Employee Handbook
Page 47
YWCA OF SAN FRANCISCO & MARIN
ACKNOWLEDGMENT OF RECEIPT AND REVIEW OF
PERSONNEL POLICIES AND OF AT-WILL EMPLOYMENT
I have received the YWCA Employee Handbook and Personnel Policies (dated 5/2004).
I understand that these policies will replace and supersede all of the previous personnel policies
issued by the YWCA.
I understand that I am required to read and comply with the Personnel Policies, and that
I should refer any questions to my supervisor or the Executive Director.
I understand that the YWCA has placed in each location a Standard Operating
Procedure Manual, and that I am required to review and become knowledgeable of its contents.
I understand that the most current published version of the Personnel Policies will
govern for all purposes, and the YWCA may add to, delete, or modify any provisions of the
Personnel Policies at any time, except that any changes as to the "at-will" nature of the
employment relationship can only be made as set forth in the following paragraph.
I hereby acknowledge that my employment relationship with the YWCA is of an "at-will"
nature. This means that I am free to end my employment with the YWCA at any time, with or
without cause and with or without advance notice. It also means that the YWCA may terminate
my employment at any time, with or without cause and with or without advance notice. The
YWCA may modify any aspect, term or condition of my employment (e.g., job duties, title,
compensation, hours, benefits, policies and practices) - except for the "at-will" nature of the
employment relationship - at any time, with or without cause and with without advance notice. I
understand that the "at-will" nature of the employment relationship with the YWCA cannot be
modified except by written agreement signed by the Executive Director after approval by the
Board.
This form must be signed and dated and returned to your supervisor within five days for
forwarding to the Executive Director
Employee's name (print)
Employee's signature
Date policies received
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